Lync 2010 User's Guide for Windows

The Microsoft Lync client allows users of the campus Exchange e-mail system to communicate via chat/instant message/audio and video and participate in conference calls where you can share desktops and documents.

 


Sign in / Sign out

Important: Lync is integrated with all Exchange e-mail clients. Thus, you should only be signed-in to one Exchange e-mail client (OWA, Office 2010, or Office 2011). By having more than one client open, content may be directed to an unintended client.

Sign in

  1. Open Lync 2010. (Start menu > All Programs > Microsoft Lync > Microsoft Lync 2010)
  2. Type in your full SF State e-mail address in the Sign-in address field and your SF State password in the Password field
  3. If you do not see a place to enter your username and password, click Sign In (You may or may not see this depending on your current Microsoft Office connection status).
  4. Click Sign In.

NOTE: If you are prompted to log in to the Microsoft Lync 2010 MAPI COM Server after you have logged into Lync, enter your password then click OK.

 

Sign Out

  1. Click on your Presence Status (immediately under your name)
    Status

     

  2. Click on Sign Out.


 


Presence

Presence status lets other users know if you are available to communicate. To change your presence status, click on the status menu below your name. Choose an appropriate status as follows:

Presence Options

  • Available: You are online and can participate in conversations.
  • Busy: You are online but might be unable to communicate.
  • Do Not Disturb: You are online, but contacts that send you a message receive an alert saying that the message was not delivered.
  • Be Right Back: You are online but might be unable to communicate.
  • Off Work: You are online but might be unable to communicate.
  • Appear Away: You are online but might be unable to communicate.
  • Offline: You have signed out of your account.

Staus Notification

 

 

 

 


Contacts

Lync keeps a list of your contacts, which can be found in the Contacts tab. Contacts may be sorted by groups, status, and relationships, and can also be sorted alphabetically by display name. You may adjust contact list settings to view photos, presence, and status updates.

 

Add a university contact

  1. Type in the name or SF State e-mail address of the person you would like to add to your list in the Find a contact search bar
    Find a contact

     

  2. Place your cursor over the name of the person you would like to add to your contact list. Click on the Add to Contacts button ("+")
    Add to contacts button
     
  3. Select the group you would like to add your contact to, or select Add to New Group to put your contact in a new Contact Group

 

Add an external contact

  1. Type an @mail, MSN/Hotmail, AOL, or Live e-mail address in the Find a contact search bar and press Enter/Return. Note: for contacts using Windows Live Messenger, enter the e-mail address in the form "username(domain)@msn.com" (e.g., jdoe@yahoo.com would be jdoe(yahoo.com)@msn.com)
  2. Place your cursor over the name/e-mail address of the person you would like to add to your contact list, and click on the Add to Contacts button ("+")
  3. Select the group you would like to add your contact to, or select Add to New Group to put your contact in a new contact group

 

Remove a contact

  1. Right-click on the contact you wish to remove from your contact list.
  2. Select Remove from Contacts List or Remove from Group.
  3. When prompted “Remove this contact from your Contacts list?” click on Yes.

 

Tag a contact

You may Tag contacts that are unavailable so that you will receive a notification when his/her status has changed.

  1. Right-click on the contact you wish to Tag.
  2. Select Tag for Status Change Alerts. When the contact is tagged, you will see a check mark to the left of the selection.
  3. To remove a Tag, right-click on the contact you wish to un-tag, and click Tag for Status Change Alerts.

 

Contact grouping

You may group your contacts by user-defined groups, organization-defined groups, presence status, or tagged contacts.

Create a new group

  1. Right-click on a group.
  2. Select Create New Group. Create New Group

     

 

Move or copy contacts to a group

  1. Click and hold on the contact you would like to add to a new group.
  2. While still holding the mouse down, drag the contact’s name over the group you wish to move or copy him/her to (The default group, Pinned, is for contacts you use most frequently).

Delete a group

  1. Right-click on the group you wish to remove from the contact list.
  2. Select Delete Group.

 


Instant messaging (IM)

Initiate an IM

  1. Double-click on the contact you wish to IM; a new conversation window will open with the user’s name at the top.
  2. Type your message at the bottom of the conversation window and press enter.Initiate IM

 

 

Accept an IM

Incoming IM alerts will be displayed on the lower, right corner of your screen for 15 seconds. If you miss the incoming IM prompt, the Lync icon in the taskbar will blink repeatedly (in light-orange) until you click on the Lync icon.
Taskbar

 

  1. To accept: click the alert.
  2. To decline: click Ignore.

 

Ignore an IM

If you are not ready to accept an IM invitation, you can ignore the invitation by clicking the Ignore button in the alert. Note that when you ignore an IM invitation, the contact will not receive an indication that you have declined their message(s).

 

End an IM

To end an IM, close the conversation window by clicking on the close button "x" at the top-right corner of the conversation window. Your conversation history can be found in the Conversations tab.

 

Invite additional contacts to IM

Add contacts to an existing conversation:

  1. In the conversation window, click the People Options icon.
    People Options icon
     
  2. Select Invite by Name or Phone Number…
  3. Select the contact(s) you wish to invite to the conversation. To select more than one contact, hold the Control Key and click on the contact(s) you wish to add.
  4. Click OK.

 

Remove contacts from IM

Individual contacts may be removed from an existing conversation.

  1. Right-click on the contact you wish to remove from the IM.
  2. Select Remove.

 

Conversation History

IM dialogues are stored with the date and timestamp of each conversation. To view your conversation history, go to the Conversations tab.
Conversations Icon

 

 

 


Audio and Video Calls

To switch an existing IM to an audio or video call, click the Call or Video button. Your current chat session will remain open and must be closed separately from the call.

Audio and video calls

 

 

Initiate an audio or video call

If you have a microphone and speakers, you can use Lync for voice or video calls. Note that if you have to add an external microphone, headphones, video camera, or speakers, ensure that all the drivers are up to date and test all of the external devices.

  1. Right-click on the contact you wish to call.
  2. For an audio-only call, select Call; for a video call, select Start a Video Call.

 

Invite additional contacts to an audio or video call

Contacts may be added to existing audio and/or video calls.

  1. In the conversation window, click the People Options icon.
    People Options icon
     
  2. Select Invite by Name or Phone Number…
  3. Select the contact(s) you wish to invite to the conversation. To select more than one contact, hold the Control Key down and click on the contact(s) you wish to add
  4. Click OK.

 

Remove contact from audio or video call

Individual contacts may be removed from an existing audio and/or video call.

  1. Right-click on the contact you wish to remove from the IM.
  2. Select Remove.

 

End an audio or video call

  1. Click on the End Call icon at the top-right corner of the conversation box. End Call Icon
     

 

 


Group IMs, audio and video calls

Group IMs, audio and video calls allow groups of users to participate in group discussions.

Initiate a group IM, audio or video call

  1. Right-click on the group you wish to contact.
  2. Select the method of contact you wish to use.

    Group Call

     

Rejoin a group IM, audio or video call

  1. Go to the Conversations tab.
    Conversations tab

     

  2. Locate the conversation you wish to rejoin, and place your cursor over the conversation date.
  3. Click on Rejoin.

 

End a group IM, audio or video call

Click on the End Call icon at the top-right corner of the conversation box.

End Call Icon

 

 

 


Content sharing

Lync offers application and document sharing, which can be shared in conversations with individual contacts as well as in group discussions.

Attachments

Add an attachment

  1. Click on the Paperclip icon.
    Attachment
     
  2. Locate the file(s) you wish to share, and click Open.

View an attachment

  1. Double-click on Double-click here to start transfer to accept the file and begin the file transfer.
  2. Click on Open, or click on Alt+P to open the file.

Save an attachment

When an attachment is initially sent, you will be prompted to accept, save, or decline the file. To save the attachment, click on Accept, Save As, or press Alt+S. If the file has already been opened, and the above-mentioned options are no longer available, you can save the attachment by doing the following:

  1. Click on the Paperclip icon.
    Attachment
     
  2. Click the file, and select a location to save the attachment(s).
  3. Click Save.

 

PowerPoint Presentation

  1. In the conversation window, click the Share option.
    Share Icon

     

  2. Select PowerPoint Presentation.
  3. Locate the PowerPoint presentation you wish to share, and click Open.

 

Whiteboarding

The whiteboard is a page that can be used for notes and drawings. This feature is limited to Lync 2010 for Windows users (not avilable on the Macintosh) .

  1. In the conversation window, click the Share option.
  2. Select New Whiteboard.
    Whiteboard

     

  3. Use the tools at the bottom- left corner to begin writing or drawing on the whiteboard.
    Whiteboard tools

     

Desktop sharing

Note: Only one desktop can be shared at a time.

  1. In the conversation window, click the Share option.
    Desktop

     

  2. Select Desktop.

 

Stop content sharing

To stop sharing content, click on the Stop Sharing button.

Stop Sharing

 

 

 


Other Lync resources

Supported USB Video Devices (Microsoft)