Lync 2013 training - Mac
The training is structured in several blocks.
Sign in – audio and video device settings
Making a call with Lync, call forwarding,
availability and integration with
Exchange
Instant messaging (IM), share your desktop, how
to call ”regular” phone numbers and handling
groups in Lync
Meetings in Lync, Lync
Start your computer
• Lync should start
automatically. To
accomplish that you have to change
settings.
• Ctrl-click on the
symbol for Lync and choose ”Open at
Signing in
• Type your ”generic” e-mail
address. It ends with @umu.se.
• Type in your user name
(CAS) and password in the fields that shows up.
• Your username must be
preceeded with ad\
• To get (Backslash) \ hold
down alt-shift and type 7.
• Type your password and click
Computer sleep
• If your computer enters
sleep mode you will
eventually have to sign in again.
Signing in
• Now you should be
Signing in on iPad/iPhone
• If you sign in from iPad or a smartphone it’s
the same procedure with sign-in in two steps.
Connecting your headset
• You should use a headset that is a
verified Lync headset.
• If it’s the first time you are using the
headset the drivers for the headset should automatically install.
Selecting your
primary device
• Click on the small
microphone on the
bottom to the left and select your headset
Audio device settings
• Click on ”Lync” and
”Preferences”
• Choose ”Audio” in
the window that shows up.
• Check your
loudspeakers and microphone.
Audio device settings
• Check ”Also ring”
(Built-in Output”) and ”Unmute when my phone rings”.
Making a call with Lync
• You can make a call to
anyone with Lync. We will start with a call to someone at the
university (who is connected to Lync).
• Write the name of a
person you know at the university.
Making a call with Lync
• In the example the person is available (green). • Right-Click the person and choose ”Lync Call”.When you call
• When you are calling via Lync the person shows
up in a new window with a picture (if it exists).
When the person answers your call
• The person (with picture) still shows up
but the clock starts tickning.
Answering a call
• You can accept the call by
clicking ”Accept”
• If you don’t want to answer
you can click ”Ignore”.
• Clicking ”Options” gives you
the possibility to send a message in text only (without talking to the person)
• You can also click ”Set to Do
Video call
• Click the symbol for
camera
• If the person you’re
calling also starts the camera you will see each other.
• Your own camera
shows up as a
smaller picture in the window.
Call forwarding
• You can forward your calls in
Lync so that it rings
simultaneously on another phone.
• Click on ”Lync” and
”Preferences”.
• Choose ”Phone Calls” in the
window. Check
”Simultaneously ring:” and type the phone number.
Call forwarding
• You can choose
when the the forwarding will apply. Check
”Only forward...” if you want the
forwarding only to apply during work hours set in your calendar.
Your availability
• You can choose how
your availability will show up:
What are you doing?
• You can also give
information about what you are doing or working with.
• This message is
visible for all Lync users at Umeå
Manage reference and voicemail with
Lync
• You can manage reference and voicemail with
MAC -
Manage reference and voicemail with Lync
When you receive calls from those not on your Lync, the call is redirected to the voicemail operator with what you have set as the "cause" (see table at right). The caller may leave a message in your voice mailbox and the external caller can also speak with an operator.
How to do this in Lync
Enter the code in Lync in the area below your name, a space and time for when you're back. Finish with Enter.
If you enter a time
(example 15:00) it takes effect from the same day you enter that time.
If you come back a different day than you have written your message, enter the month and the day. Ex. ”sam 1024” means that you are back on the 24th of October.
If you just write the code and a colon, it counts as the preset time.
If you type a semicolon after the code it will ring on your Lync. If you do not answer the call, it will be referred to your voicemail with whatever you have written in as the “reason”
If you need to change your reference
If you need to change your referral notice, you must delete all of the text and typing in the code and time.
How to reach the switchboard in Lync
If you need help you can always call the switchboard to get to an operator. The operators are first-line support in Lync.
Simply enter "UMU vaxel" in the contact
Voicemail – preferences in Lync
To use the voicemail, you must set the preferences in Lync. Click on ”Lync” and “Preferences”. Select “Phone
Calls” in the window that shows up.
Under “Unanswered Calls” select “New Number or Contact” in the drop-down menu “Redirect unanswered calls to:”.
Type “rost” in the search field. Click on “Röstbrevlåda” and click OK.
You should see something like this:
Retrieving your voicemail
Call your voicemail by writing in “rost” in the search field. You should receive instructions on how to listen to your mailbox and how to go about changing the code, amongst other things. If you have received a voice message in your
Synchronize your e-mail, your calendar
and your contacts with Lync
• Lync is synchronized with the calendar and
contacts you are using at our mail server at the university (Exchange).
• You must activate your Exchange account for
the synchronization to work.
Syncronize your e-mail, your calendar
and your contacts with Lync
• You can choose which mail client, calendar
and contact manager you want to use. There are two alternatives.
1. Outlook
– mail client, calendar and contact manager in one
single program.
2. The built-in mail and calendar on your Mac
• The two alternatives are presented in the
Synchronization with Outlook
• Lync is synchronized with your calendar in Outlook.• When you create
an appointment your availability for that time
period is shown in Lync as busy.
Conversation history in Outlook
• All your conversations are saved in Outlook.
Missed calls in Outlook
• You will get an
e-mail if you have missed a call. • This information includes phone number plus more information if the person is in your contact list.
Online meetings via Outlook
• You can invite to a Lync Meeting via Outlook. • Type the e-mail adresses and send the mail.
Online meetings via Outlook
• They can join the meeting by clicking ”Join
The built-in calendar on Mac
• The built-in calendar on Mac is
synchronized with Lync if you have created an Exchange account for the calendar and if you are using that calendar.
• You can have other calendars in iCloud or
on other places.
• It is only the calendar on Exchange that is
The built-in calendar on Mac
• This is an example how the calendar shows
up. It is the calendar under ”psy.umu.se” that is syncronized with Lync.
The built-in calendar on Mac
• You can choose
what calendar should open as default.
• Click on ”Calendar”
and ”Preferences”. Select your calendar on Exchange. From now on it is this
calendar that will open by default.
The built-in calendar on Mac
• If you are using several calendars you can move
appointments between them by right-clicking the appointment and selecting the calendar you want to transfer the appointment to.
Conversation history
• In your built-in mail there is a folder called
”Conversation history”. All your calls and chats are saved in that folder.
Instant messaging IM
• To write a message
(IM) right-click the person and choose ”Send an Instant Message”
• Even if a person is
available (green) it’s good practice to ask if it’s OK to call via IM.
IM – send flowers
• You can drag and
drop pictures and send them via IM.
IM – sending documents
• You can also drag and drop documents (files)
Sharing your desktop
• You can share your desktop. To do this, click
Sharing your desktop
Sharing your desktop
• The person you share your desktop with
Sharing your desktop
• Your desktop is now displayed for the person you
Sharing your desktop
• To expand the desktop
click on the symbol with four arrows directed
How to call a ”regular” phone number
• Type the phone
number including
the area code. +46 is added automatically and the preceeding 0 (zero) is deleted.
• Double click the
phone number to ring
Creating a group in Lync
• After a while you
will have a lot of contacts in Lync. You can arrange or organize your
contact list into groups. Click
”Contact”and select ”Create a New
Group”.
Add contacts to a group
• Right click a photo
or phone number and select ”Add to Contact List”.
Select the group.
• You can also drag
and drop existing contacts to a
Start a meeting
• Click on
”Conversation” – ”Meet Now” and ”Meet with a Call”.
• A new ”Group
Conversation” is
started where you are the only participant.
Inviting participants to a meeting –
Lync users
• You can drag and drop any person on your
Inviting participants to a meeting –
Lync users
• You have created a meeting with two
Inviting multiple participants
• If you want to
invite more
participants – just drag and drop
them into the conversation.
• You can start your
video by clicking the symbol for the camera.
Lync WebApp
• If you want to connect to a person that does
not have Lync you can use Lync WebApp.
• Click on the gearwheel and select ”Send Email
Lync WebApp
• Send the invitation
via e-mail to the participants.
• The person who is
invited clicks on ”Join Lync
Lync WebApp
• ”Lync Web App”
starts in a web browser. The
participant types his or her name and clicks ”Join meeting”.
• The participant
must activate sound.
Lync WebApp
• Your ”guest” must
install a plug-in.
• Now you should be
connected in a conversation.
• If the new participant
will be allowed to use full video and audio you have to check that the user is a ”presenter”.
Lync WebApp
• The new user should click
once on the telephone symbol (unmute).
• You can start video and
Lync Support
• Support – talk to an operator
– Type Umu växel in Lync
• IT-support
– Type servicedesk in Lync
– Call 7866300
– Create a new request
• PT (Personal Trainer)
