Using Lync 2013 (Skype for Business) for Windows PC Before you start

Using Lync for impromptu calls

Please read our instructions on how to set up your Lync account and your audio and video devices.

It is not possible to initiate an impromptu Lync call with a student, rather you should use Outlook to schedule a Lync meeting with the student.

Starting Lync (Skype for Business)

Initiating an impromptu Lync call with a member of staff

When Lync software is installed, you will find the Lync or Skype icon in your Programs menu or start bar. Select this icon to open the Lync main window.

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The three key tabs in the Lync main window are Contacts Conversations and

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Meetings. Most frequently-used tools are under the Contacts

tab.

The quickest way to find someone is to start typing their name in the Search box in the Lync main window Pause over their picture/icon to view the options for communicating with them.

Updating your Lync presence Your Lync presence lets other Lync users know your availability. It is visible in Lync, Outlook and SharePoint.

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If you use your Outlook calendar, Lync will automatically update your Lync presence when it detects that you are: In a call In a meeting In a conference call Presenting Offline Away

Starts an instant messaging (IM) conversation.

Be right back Off work

Starts an audio conversation.

In a Lync 2 party call via Lync or shown in Outlook Via Lync Presenting, sharing whiteboards or items on screen Not signed in Logged on but has not used computer for a specified period

If you do not use your Outlook calendar and want to avoid interruptions, or if you want to temporarily change your availability, you can change your Lync presence manually. The main statuses you can set yourself are: Available Busy Do not disturb

Click an icon to open a new conversation window to communicate with that person:

Online, available to contact Occupied- do not interrupt You won’t see requests on screen except IM messages from your own workgroup members Briefly away from computer Not working, not available

Starts a video conversation. Shows the contact details for that person. Shows other options – including “schedule a meeting”.

Using Lync tools during an impromptu call Once in a conversation, you can switch to another type of conversation within a session. For example, if you are having an IM conversation you can click the camera icon in the IM window to start using video. You can use other tools and invite other people to join you: Invite others to join your conversation Start a presentation – share a whiteboard or share all, or part of your screen

1. Look in the main Lync window. Your status (or presence) is shown under your name. 2. Click the arrow next to your status and select from list

June 2015

Faye Brockwell

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Impromptu video conversations

Initiating an unscheduled Lync conference call

Initiating a call Find your contact and click the camera icon next to their picture to start a video conversation

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Hold down the CTRL key on your keyboard and click to select more than one person from your contact list. Click the appropriate icon (eg camera) to start a conversation with all the people you have selected.

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Answering a call As with audio you can accept or ignore video calls that you are invited to. See the section on Answering a call in the Audio Conversations section above.

Using Instant Messaging (IM)

During a call… 1. Pause on the camera icon to see video options. Choose:  Stop My Video if you want to stop people seeing you but want to carry on seeing them  End Video if you want to close all video windows and just use audio 2. Hover over the video window and then click on the Pop out video icon to see your videos in a separate window. This allows you to position the video directly under your camera, to give the illusion that you are looking straight at the other participants, which is more engaging.

Initiating an IM conversation

Impromptu audio conversations

Seeing your Lync conversation history

1. Double click on the contact to open an instant messaging window 2. Type your text in the message area at the bottom of the IM window and hit enter

Responding to an IM request 1. When someone IMs you, an alert with their picture/icon pops up on your screen. 2. To answer the request, click anywhere on their picture/icon to open the IM window 3. Type your text in the message area at the bottom of the IM window and hit enter

Lync saves your IM conversations. To see your conversation history, including conversations you have missed:

Initiating a call Find your contact and click the phone icon next to their picture/icon to start an audio conversation

 

Answering a call 1.

When someone calls you, an alert with their picture/icon pops up on your screen. 2. To answer the call, click anywhere on their picture/icon 3. If you can’t take the call: a. Click Ignore; to tell them that you ’did not answer’. b. Or, click Options to:  Reply by Instant Messaging  Or Set Do not Disturb to reject the call and change your status

Your contact list A contact list makes it easier to keep in touch with people you work closely with. You can see their ‘presence’ and contact information at a glance.

How to add someone to your contact list Right-click on a person’s listing to Add to Favourites, or any contact groups you have created (see below).

During a call…  

click the conversations icon in the Lync main window OR click on the Conversation History folder in your Outlook inbox (Outlook 2013 only).

Pause over the phone/mic icon to access audio controls. Always click Mute if you are in a meeting/training session and don’t need to talk. Don’t use Hold Call for this as all participants will hear a loud beep and message.

How to create a group from an existing list If the group you want to create already exists as an email group on our Exchange server, you can add the whole group like this: 1. Type the name of the mail group in the Lync Search box, eg ‘as is information and training’ 2. Right-click on the group when it appears and choose Add to contacts list 3. To hide or display the group members click the arrow to the left of the group name in your contact list 4. To start a conversation with the whole group right-click on the group name –You can also select individuals

Ending an audio or video session Always use the hangup button to finish a call. If you select Stop / End My Video your audio will still be running!

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How to create a new contacts group

Initiating a Lync call with a student

1. In the Lync main window,

To connect with a University of Brighton student using Lync, you should schedule a Lync meeting using Outlook and invite the student to that Outlook meeting (see above)

select the Contacts icon 2. Click the Add a Contact

Participant management

icon on the far right

Within Lync 2013 you have full control over your attendees rights and permissions.

3. In the drop-down menu, click Create a New Group 4. Overtype the phrase New Group to rename your new group.

How to add contacts to your group 1. Using the Lync Search box, find the person you want to add - see Initiating an impromptu Lync call with a member of staff above. 2. Right-click on the person’s details in the search results 3. Click Add to Contact List 4. Choose a group to add your new contact to.

1.

Click over the Participants icon

2.

A window will appear listing all the participants.

3.

Right-click on a person’s name to see options, including the option to:  make that person a presenter  mute or unmute that person  remove that person from the call

4.

The icons to the right of a person’s name indicate which Lync tools they are using, eg whether they are using their video.

5.

Hover over the Participants icon

Work groups – being accessible to your team Contacts you add to your Lync ‘work group’ will be able to reach you by IM even when you set your status to ‘Do not disturb. You don’t have to answer their IM messages, but you will know they are trying to reach you. You can add someone to your workgroup, by clicking on the Relationships tab in the Lync main window.

Using Lync for scheduled calls

6.

Click on the ACTIONS tab for other commands:

Schedule a Lync meeting using Outlook 1.

2. 3.

In the Outlook calendar, on the Home tab click on the New Lync Meeting icon or the Skype meeting icon.* Create the Outlook meeting invitation as normal. Attendees can click on the link embedded in the meeting request to join the conference call.

*If you can’t find the New Skype Meeting or New Lync Meeting icon on your Home tab, contact Service Desk as an Outlook add-in may be missing from your machine.

These include: 

Joining a Lync meeting from Outlook  

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Open the meeting appointment in your calendar. Click on the Join Skype meeting link to join the call.

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Mute Audience – this mutes the entire group in one click, which is useful for large calls where participants have not muted their microphones. No attendee video – this is useful if Lync is not performing well. Everyone an attendee – this limits desktop sharing and presentation tools to only designated presenters. You can designate someone as a presenter by right-clickig on their name on the Participants tab.

Lync Presentation tools

Conduct an online poll

Share a program on your desktop with others

1.

From within an IM, audio or video conversation window, pause on the present icon.

2.

On the Present tab, click Poll

3.

Fill in the details of your poll and click Create.

4.

Click on Poll Actions to change the settings for the poll.

5.

You will see the poll results on screen.

This is the recommended way to share content, such as presentations, with others on a Lync call 1.

From within an IM, audio or video conversation window, pause on the present icon.

2.

On the Present tab click Desktop or on one of the monitor icons to show the content of your desktop.

A sharing toolbar appears at the top of the screen and you'll be notified that you’re sharing. 3.

To end the sharing session, click Stop Presenting on the toolbar.

Can everyone on a call see what I’ve shared? No. Android users will not be able to see any shared content. See the matrix at the end of this document for more information.

Can everyone on the call join my poll? No. Mac users using the Lync 2011 desktop client, along with people using iOS or Android mobile devices will not be able to see or vote in polls. See the matrix below for more information.

Share a PowerPoint presentation 1. 2. 3. 4. 5. 6.

From within an IM, audio or video conversation window, pause on the present icon. On the Present tab, click PowerPoint. Navigate to the PowerPoint file you want. Use the arrows at the bottom of the window.to move slides. To see your presenter notes, click Notes. Click the Annotations button on the upper-right side of the slide to open the toolbar, and use highlights, stamps, laser pointer, and so on.

Sharing a whiteboard 1.

From within an IM, audio or video conversation window, pause on the present icon.

2. 3.

Can I share a PowerPoint with everyone on a call? No. The Share PowerPoint option is not recommended if anyone has joined your call using a wireless connection.

On the Present tab, click the Whiteboard icon. Use the annotation toolset on the right side of the whiteboard. This includes tools such as highlight, laser pointer, writing, and drawing.

Send a file to someone

Can I share whiteboards with everyone on a call?

1.

No. Mac users using the Lync 2011 desktop client, along with people using iOS or Android mobile devices will not be able to see shared whiteboard content. See the matrix below for more information

2.

Within an IM conversation, drag the file from Windows Explorer onto the IM conversation window. OR within an audio or video conversation window,

pause on the present icon, click on the ATTACHMENTS tab and click Add Attachment. An alternative for collaborating on a file with others is to save the file to SharePoint. Can I send a file to anyone? No. People using a mobile device cannot receive files in this way. See the matrix on the next page for more information.

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Matrix of which Lync presentation tools are supported on different platforms When in a call presenting to others it helps to know what Lync platform they are using and therefore what tools and features are available to them. The matrix below can be used as a guide to who can do what in Lync.

Your audience is using…

Lync 2013 tool you are using to present… Share Desktop

Share Program

Share Powerpoint Does not work well on wireless Does not work well on wireless

PC Lync 2013 Client Mac Lync 2011 Client Web App (PC)

Does not work well on wireless Does not work well on wireless Does not work well on wireless

Web App (Mac) iOS Mobile Android Mobile Windows Mobile

Does not work well on wireless

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Share Poll

Share Whiteboard

Send File

Desktop sharing tools Share your entire desktop with others

Give control of your sharing session to other people

This tool is useful when supporting others remotely, as it enables you to give control to someone else. Sharing the desktop is not recommended when presenting as you risk showing content on your desktop that you do not want to share. 1.

2. 3.

From within an IM, audio or video conversation window, pause on the

2.

1.

present icon.

On the Present tab click Desktop or on one of the monitor icons to show the content of your desktop.

Can everyone take control of my desktop? No. Mobile device users will not be able to take control of your desktop if you share it. See the matrix below for more information.

A sharing toolbar appears at the top of the screen and you'll be notified that you’re sharing. 3.

On the sharing bar at the top of the screen, click Give Control. Click the name of a person under Attendees to give them access Or click Give Control Automatically, to automatically give access to anyone who requests control of your desktop.

Take back control of a sharing session

To end the sharing session, click Stop Presenting on the toolbar.

Can everyone on a call see what I’ve shared? No. Android users will not be able to see any shared content.

1.

To take back control of your desktop or program, click Give Control again.

2.

If Give Control Automatically is selected, click it to clear. To take back control from a person, click Take Back Control.

See the matrix below for more information.

Matrix of Lync desktop sharing tools on different platforms

Other people on your Lync call are using …

If you’re using Lync 2013 for Windows, this is what other people on your Lync call will be able to do, based on what version of Lync they are using: Share desktop with others

View someone else’s shared desktop

PC Lync 2013 Client Mac Lync 2011 Client Web App (PC) Web App (Mac) iOS Mobile Android Mobile Windows Mobile

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Give control of desktop to someone else

Take control of a desktop someone else has shared

Keyboard shortcuts for using Lync

Interactive Content

Keyboard shortcuts can save you time when using Lync:

Interactive tools (such as Whiteboards and Polls), are powerful tools for checking learning & engaging students.

https://support.office.com/en-us/article/Keyboardshortcuts-for-Skype-for-Business-Lync-74eda765-56314fc1-8aad-cc870115347a

Presenters must be aware not all viewers will see these tools (see matrix). Presenters could consider utilising web based tools to incorporate interactive content, for example:    

Teaching recommendations When presenting with Lync, we recommend using the Lync 2013 PC Client, as this offers the greatest functionality.

Padlet (online pin board) Poll Everywhere (for pushing web based polls) Socrative (web based quizzes) Online white boards

For more details on these, please talk to your Learning Technologies Adviser.

You should have some experience of using Lync before attempting to use it in a presenting or teaching scenario. All pre-planned meetings/webinars should be scheduled using Outlook. This generates a URL that all users can use to join, it also integrates into Outlook/O365 calendars.

Participant Management With the Lync 2013 client you have full control over your attendees rights and permissions.

Sharing Content

Muting the Audience is recommended during webinars – attendees can request to be unmuted using the chat function.

We recommend using the SHARE PROGRAM feature. This allows easier multitasking (if you do not have two monitors), and avoids sharing unnecessary/inappropriate material accidently.

Disabling Attendee Video can also improve the quality and stability of the Lync call.

Shared programs are also available to all viewers (except Android mobile users).

See Participant Management for more information.

Private Messaging

This also allows presenters to give others access to their program, for example to collaborate on a word document.

Once in a Lync meeting/webinar, it is possible to still send direct, private messages to other users (whether they are in the Lync meeting or not). This allows staff to deal with private questions from students, or for teaching teams to coordinate whilst teaching a webinar.

Note: The PowerPoint feature is useful for presenting Microsoft PowerPoint files, but can cause loading issues for other users. PowerPoint presentations can also be presented using the share program feature (above)

Using the Lync 2013 client, you can send a private IM to anyone in your address book, whilst continuing in your Lync meeting.

Sharing a File This is a useful feature to quickly distribute files, without having to switch to email.

Note: You cannot start a Lync call with another user whilst in a Lync meeting.

Please note these files are not made available to those on mobile devices, and copies of all files should be placed on studentcentral for reference.

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Recording your session The Lync 2013 client offers an in built recording feature, which produces an MP4 file within your videos library. Making this video available after a session could prove a valuable resource to students We recommend that once the video has been produced, staff upload this to the Helix Media Library (https://mediastream.brighton.ac.uk ). This can then be embedded wherever required (e.g. studentcentral). For more details on this, please talk to your Learning Technologies Adviser.

Presenting Matrix Please see the page 6 for a complete matrix when presenting with the Windows Lync 2013 client. Attendees can join Lync a Lync session from a range of devices, and it is worth asking learners this information so you fully understand who will be able to access certain content. Note: All students at the University of Brighton can download the Windows & Mac PC clients free as part of Office 365. They can also download the iOS/Android/Windows apps (free). For more information see: https://staff.brighton.ac.uk/is/media/Pages/Lync/student.a spx

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