1 of 10
Setting up Lync / Installing Lync
Microsoft Lync is a communication tool that provides IM, voice, screen and file sharing, and online meeting capabilities. Lync should be installed on your computer by default. If Lync is not yet installed, you will require administrator access to install it. If you need assistance, put in an IT Service Request or contact the IT Service Center at 859-572-6911 for assistance.
Lync will be set up automatically after it has been installed, but some personalization may be needed.
To find most personalization options , click the gear in the upper right hand corner near your picture.
Index
Finding Your Contacts (Page 2)
Updating Your Status and Location (Page 3)
Starting a Conversation (Page 4)
Making a Video Call (Page 5)
Sending a File Through Lync (Page 7)
Screen Sharing with Lync (Page 8)
Conference Calls with Lync (Page 9)
Finding Your Contacts
To add people to your contacts group, type their name into the search field and they will automatically appear.
Right click their name and then select “Add to Contact List”. If you have created any groups, they could also be selected here.
If you would like to create a new group, right click on an existing group (such as “Other Contacts”) and select “Create New Group”. To move people between groups simply left click on that contact and drag them to the new group.
If you would like to remove a contact, right click on that contact and select “remove from contact list”.
3 of 10
Updating Your Status and Location
Lync will automatically sync with your Outlook calendar to let people know when you are busy with an appointment, but occasionally you will need to manually update this information.
To change your availbility click on “ Available” and select from the list of statuses so your other contacts know if you are available or not.
To change your location, click on “Set Your Location” and type in your location. If you would like to change your location back to the blank “set your location” state, empty the text field.
Lync automatically sets you as “away” after 5 minutes of inactivity. If you would like to change this behavior, open up “Options” by clicking on the gear icon shown in the image above and selecting “Status”.
Starting a Conversation
To start a conversation, double click on the contact you want to communicate with and a chat window will open.
If you have had a recent conversation with this person that conversation will automatically show up in the chat window. If you wish to view an older conversation, you can find them by right clicking on the contact and selecting “Find Previous Conversations”.
5 of 10
Making a Video Call
To make a video call, you need a webcam. Your webcam should automatically be detected by Lync; if it isn’t, unplugging your webcam and plugging it back in should reconnect the camera. If the webcam is built into your laptop or monitor, restarting your computer should reconnect the camera. If you still have trouble, contact the IT Service Center at 859-572-6911.
To begin the video call, start a conversation with the contact by double clicking on their name and then hover your mouse over the “Video” button, then select “Start My Video”. You should also see a preview of what your webcam will look like when hovering over the Video button; if your video does not show up you need to reconnect your webcam.
If someone starts a video call with you, you will hear a tone and a pop-up will appear on your screen. Click on the popup to start the video chat or select “Ignore” to deny the call.
The Video Call allows you to see and hear whoever you are communicating with in addition to normal conversation functions. When a video call begins you will also have a few additional options not seen in a normal conversation.
To put the call on “hold”, highlight the phone button and select “Hold Call”. Putting a call on hold does not end it, but temporarily suspends video and audio.
Press the “Resume Call” button to take the conversation off hold.
To end a video call, press the red phone button in the top right corner.
This will end the video and audio and remove you from the conversation.
7 of 10
Sending a File Through Lync
To send a file through Lync, highlight the “Present” button, shaped like a monitor, shown below. Click “Attachments” and then select “Add Attachment” to browse your computer for a file. Double click on the file to send it to the other party.
You will then see a thumbnail of the file you are attempting to send and a “Waiting for contact to accept” message; this will change to a success message after they accept the image.
Screen Sharing with Lync
Screen sharing allows you to show someone your monitor, a specific program (such as a PDF, Powerpoint, or web browser), or a whiteboard. To begin screen sharing, click on the “Present” button in the conversation window then click on what you want to share. You will then see a preview of what the other members of the conversation are seeing.
You can also give control of your desktop or specific programs to other members of the
conversation. This will allow them to use the program or screen that you’ve shared with them. To give control, select the “Give Control dropdown” at the top of the screen and then select the contact you’d like to have control. To take back control, select the dropdown again and select “Take Back Control” or press Ctrl+Alt+Space.
9 of 10
Conference Calls with Lync
To have more than one contact in a chat or video session, start a conversation with a contact and click the “Participants” icon in the upper right hand corner, then select “Invite More People”. You will then see your contact list and a search bar; find and select the contact you wish to invite, then click OK.
To limit a Presenter’s ability to share, right click on their name and select “Make an Attendee”. To allow an Attendee to share, right click on their name and select “Make a Presenter”.
