University of Illinois
Urbana-Champaign
Spring 2012
Overview
Microsoft Lync is software that provides a single interface
uniting voice communications, instant messaging, and
audio/video/Web conferencing all at once.
Lync, along with Microsoft Exchange plays a big role in
Unified Communications(UC), a major, campus-wide
technological initiative to replace telephone, email, and
calendaring services for faculty and staff. UC improves
the technology upon which these services are based and
provides a substantial reduction in the cost of these
services.
Timeline for UC
Early adopter period: Fall 2011 – early Feb 2012
Mass enabling of UC Voice: mid-February 2012
Full transition to UC Voice: March - June 2012
Signing In
With Lync software installed, you can begin as soon as
you log in to your computer.
• Sign in using your campus email address
and AD password.
Getting Started
At the top of the Lync window is the “Me
Area” where you can see and modify the
information about yourself that others will see.
• Show your status. Lync keeps track of how
available you are, whether in a meeting, a
call, or away from your desk. Your contacts
will be able to see your presence status at a
glance with red, yellow, and green
indicators. These presence indicators will
also be visible in Outlook.
Me Area
Type a personal note. Display your status at a
glance, whether business-related or just for fun.
Customize your personal picture. You can
change your picture from the default photo by
choosing one of your own.
View Icons
Select an icon from the View bar to display a
list of Lync contacts, an activity feed,
conversation history, or a dial pad for calling
and managing Voice Mail.
The default view is Contacts, displayed by
Groups.
Search Bar
Enter a name, email address, or phone number in the
Search Box.
Add as a contact by hovering over the search result
and clicking the
Contact Groups
• Create new groups and
move or copy contacts
into the groups.
• Communicate
simultaneously with
everyone in the group.
Contact Card
Hover over a contact to display the Contact
Card. Launch email, an instant message, place
an audio or video call, share your desktop and
more using the tools on the Contact Card.
Voice and Video
• Check call quality for phone device.
• Adjust audio device settings as needed (speaker,
microphone, set secondary ringer).
• Check additional sound settings such as changing
ring tones from the Ringtones and Sounds Settings.
Make a Phone Call
Hover over contact information and click Call (Lync Call)
or type a phone number in the search box.
Receive a Phone Call
To answer, click the green phone icon.
To send the call to Voice Mail, click Decline.
To redirect (to a new number, or Voice Mail), click Redirect.
Put a Call on Hold
In the conversation window, click the Hold button
To take the call off hold, click Resume Call.
.
Transfer a Call
To transfer to another person or number:
1. Click the drop down arrow next to the Transfer
button
at the bottom right corner of the
conversation window.
2. Select the name or number to transfer to.
Transfer a Call (Announced)
To announce a transferred call to another person or
number:
1. Open a new phone conversation by placing a call from
Lync (this will automatically put the initial call on hold).
2. Announce the call.
3. When ready to transfer, click the drop down arrow next
to the Transfer button
at the bottom right corner of
the conversation window (either window—the initial call
or the new call).
4. Select Current Conversation and their name. The call will
be transferred at this time.
Forward Calls
You can send calls
straight to voicemail
or to another number
or person to handle.
Additional options
available in Call
Forwarding Settings.
Conference Calls
Initiate a conference call or bring additional callers
into an existing conversation.
Missed Calls
A missed call is created when someone calls and
does not leave a voicemail message. Missed calls are
tracked in the Conversation History View in Lync.
By default, you will be notified of missed calls in an
email message in Outlook.
Voice Mail
• Receive notification of a new Voice Mail message in
Lync on the Phone Icon.
To listen to a message from
Lync, display the Phone view and hover over the
message and click the Play button.
• Receive notification of a new Voice Mail from Outlook,
in an email message.
• From another phone device, call 217-333-MAIL (6245)
followed by your 10-digit campus number and PIN.
Video Calls
For the closest thing to a face-to-face conversation,
use the Video Call feature in Lync.
You can escalate an audio call or an instant message
to a video call by clicking the Video button in the
conversation window.
Video Calls
You can also initiate a video call from the Contact
Card or by right-clicking on a contact and choosing
Start a Video Call.
The video can be “one way” or “two way” as long as
both sides of the conversation have webcam
capability.
Instant Messages
• You can hold instant messaging (IM) conversations with
one or more contacts in Lync.
• You can also carry on more than one conversation at a
time.
• You can choose a font type and characteristics such as
bold, underline, italics, and color for your message text.
• You can insert emoticons and paste text and tables that
you copied from other Microsoft Office programs, such as
Word and Excel.
• You can escalate the conversation quickly into a phone
call by clicking the Call button, or a Video call by clicking
the Video button.
• You can attach a file by clicking the paper clip icon.
Instant Messages
To send an instant message, double-click a contact
and start typing in the bottom part of the window. Hit
<Enter> when finished.
A notification window will appear when you receive
an instant message. Click Reply to respond to the
message.
Instant Messages
Go to Lync Options,
General to set new
default formatting
for text in all future
Instant Message
sessions.
Desktop Sharing
Sharing allows you to
display your desktop as
part of an instant
message, or share a
program (such as Word
or PowerPoint). Sharing
can also be initiated
outside of a conversation
window by right-clicking
on a contact and
choosing Share, Desktop.
File Sharing
Sharing files in an Instant Message is so easy…Click the
paper clip icon and navigate to the file you want to
attach, or
Drag a file from Windows Explorer or from a desktop
shortcut into the active Instant Message window.
Integration with Outlook
Whether you are inviting someone to a meeting using Outlook
calendar or receiving an email in your Inbox, the presence
indicators that we first noticed in the Lync program window and
contacts list are displayed. To take advantage of Lync features in
Outlook:
Hover over a name in an email message and note the
appearance of the Lync Contact Card. From here you can
launch an instant message, an audio or video call and more.
Select an email message from your Inbox and look in the
Respond group on the Home tab of the Ribbon. Commands are
available to make communicating with that selected person by
audio call or instant messaging, from within Outlook!
Integration with Outlook
The appearance of the Lync
contacts list below the Task and ToDo Bar makes it so easy to use Lync
features while in Outlook. Make calls
and send instant messages from
Outlook!
For UC help
Call CITES Help Desk at 217-244-7000 or
send email to consult@illinois.edu