Alteva Lync2013 User Guide png images - Momentum Telecommomentumtelecom.com/mslync-tr/2013/ug/Alteva_Lync... · 6 Lync 2013 User Guide 401 Market Street First Floor Philadelphia,

LYNC 2013USER GUIDE

DOCUMENT REVISION HISTORY

2 Lync 2013 User Guide 401 Market Street � First Floor � Philadelphia, PA 19106

D O C U M E N T R E V I S O N H I S T O R Y

Version Date Description

1.0 6/25/2013 Introduction of the Lync 2013 client to product line.

CONTENTS

Document Revision History....................................................................................2

Contents ................................................................................................................3

Overview................................................................................................................5Download and Install Lync Enterprise ..........................................................................................5Change your Password ................................................................................................................6Start Lync and Sign In ..................................................................................................................6Set up Lync to start automatically ..............................................................................................6

Personalize your contact information ..................................................................7Presence ......................................................................................................................................7Personal Note ..............................................................................................................................8Location ......................................................................................................................................8Phone Number ............................................................................................................................8Picture Settings ............................................................................................................................8Hide your contacts’ pictures ........................................................................................................8Hide or change your picture ......................................................................................................9

Build your Contacts List ......................................................................................10Find and add a contact ............................................................................................................10To delete or remove a contact: ................................................................................................10Create a Group ..........................................................................................................................10Delete or remove a group ........................................................................................................11Rename a group ........................................................................................................................11Sort and display your contacts ..................................................................................................11Sort contacts in the Contacts list ............................................................................................ 11Move, copy, and remove contacts ............................................................................................12View a contact card ..................................................................................................................12Tag a contact ............................................................................................................................12

Privacy Relationships ..........................................................................................13Change the privacy relationship for a contact ........................................................................ 14

Instant Messaging ..............................................................................................15Send an Instant Message ..........................................................................................................15Send an instant message to many people ................................................................................15Send an instant message to a distribution or contact group ....................................................15Send an instant message to select members of a distribution or contact group ....................15Send separate instant messages to different people ..............................................................16Switch between tabbed conversations ......................................................................................16Invite Someone into an Instant Message ..................................................................................16View saved instant message conversations ..............................................................................16Accept an IM request ................................................................................................................16

Lync 2013 User Guide 3877.258.3722 � www.alteva.com

C O N T E N T S

Share your desktop or a program........................................................................17Share your Desktop or a Program..............................................................................................17Share a PowerPoint presentation ..............................................................................................17Share a whiteboard ....................................................................................................................18Give control to others ................................................................................................................18Transfer a file ..............................................................................................................................19

Use voice and video ............................................................................................20Start a phone call ......................................................................................................................20Use the dial pad ........................................................................................................................20Add voice to an IM conversation ..............................................................................................20Use audio call controls ..............................................................................................................21Check your voice mail ................................................................................................................21Set up your video device ..........................................................................................................22Add video to a conversation ......................................................................................................22

Lync 2010 for Mobile Devices..............................................................................23

References ..........................................................................................................24


C O N T E N T S


O V E R V I E W

OVERVIEW

In a cloud-based UC environment where a hosted VoIP phone system is fully integrated with hostedexchange email, voicemail and workflow applications, your company can be more productive, efficientand effective. Alteva’s hosted Lync 2013 client provides quick and easy real-time communication andpresence information.

The following Lync Clients are supported on our hosted platform:

Download and Install Lync Enterprise

Please follow these steps to create and configure a new profile for your Alteva Lync Enterprise account:1. Login to http://cortex.completeuc.com using the User ID and password provided by yourImplementation Engineer.

2. Select Services —> Lync —>Downloads3. Under the client version you wish to download4. click “I agree” to download the installer.5. Install the software

Download the appropriate client for your Operating system

Lync Version Minimum Requirement URL for System RequirementsLync 2013 for Windows Windows 8

Windows 7Windows Server 2008 R2 w/SP

http://technet.microsoft.com/en-us/library/gg412781(v=ocs.15).aspx

Lync 2010 for Windows Windows 7Windows VistaWindows XP w/SP3Windows Server 2008 w/SP2Windows Server 2003 w/SP2


Lync 2011 for Apple Macintosh Mac OS X version 10.5.8 or a laterversion of Mac OS

http://technet.microsoft.com/en-us/library/jj984148(v=office.14).aspx

Lync Version Minimum Requirement URL for System Requirements

Lync 2013 for Windows Windows 8Windows 7Windows Server 2008 R2 w/SP


Lync 2010 for Windows Windows 7Windows VistaWindows XP w/SP3Windows Server 2008 w/SP2Windows Server 2003 w/SP2


Lync 2011 for Apple Macintosh Mac OS X version 10.5.8 or a laterversion of Mac OS

http://mac.microsoft.com/help/office/14/en-us/lyncdeploy/item/e770844c-1e5e-42fb-bc3c-d4fac4e60a76

Change your Password

1. If needed, login to http://cortex.completeuc.com2. At the upper right, click your Name next to where it says, “Welcome”3. Change your password, click Update4. Manage your security questions, click Update

Start Lync and Sign In

1. On Windows, Click Start, click All Programs, clickMicrosoft Lync, and then click Microsoft Lync 2013.

2. You might get signed in automatically, as describedin the next section, by Lync 2013, but if you don’t,type your sign-in name. This is typically your businessemail address, such as [email protected].

3. (Optional) Select a presence status to tell your contacts how available you are. By default, Lync sets your status automatically, based on your current activity or Microsoft Outlook Calendar.

4. Click Sign In.

Use the information provided by your Implementation Engineer.Open the Lync client application. You will need the following:

• Sign-in Address: this will be formatted: ,[email protected]; all lowercase• User name: this will be your email address• Password: your password

Set up Lync to start automatically

You might want Lync to start automatically when you log on to a Windows operating system.

1. On the Microsoft Lync main window, click the Options button , click Tools -> Options -> Personal, and verify your Sign-in address.

2. Check the Automatically start Lync when I log on to Windows check box.

3. Sign out of Lync, and then sign in again for the change to take effect.


O V E R V I E W

PERSONALIZE YOUR CONTACT INFORMATION

You can personalize your contact information such as your location, phone numbers, and presenceinformation. For example, you can add your mobile phone number and make it available.

Presence

1. Sign in to Lync

2. Click the availability menu under your name, and then either click your presence status, orclick Reset Status to let Lync set it automatically, based on your activity and Microsoft®Outlook® Calendar.


P E R S O N A L I Z E Y O U R C O N TA C T I N F O RM AT I O N

Note: A red asterisk next to a contact's status indicates that he or she has turned on the out-of-office notification in Outlook.

Personal Note

To add a personal note that lets other people know what’s happening today:1. In the Lync main window, click the note box above your name where it says, “What’s happening today?” Then type a note, such as “Working from home” or “Working on a deadline, please IM instead of stopping by.”

2. To remove a personal note, clear the note box so it’s blank (delete the contents of the note box).

Location

• To set a location to let people know where you are today, click the arrow next to Set Your Location or your current location, and then, in the location menu (v), click Show Others My Location.

Phone Number

1. To add your phone number, click the Options button , and then click Phones.2. Click the button for the phone number to add (such as Work Phone or Mobile Phone).3. In the Edit Phone Number dialog box, type the number, and then click OK.4. Select the Include in my contact card check box, and then click OK.

Picture Settings

You can decide whether you want to see your contacts’ pictures. You can also change your own pictureor choose not to show one.

Hide your contacts’ pictures1. In the Lync main window, click the Options button .2. In the Lync - Options dialog box, click Personal.3. Under Show pictures, clear the Show pictures of contacts check box to hide pictures ofother people, and then click OK.



Hide or change your picture1. In the Lync main window, click the Options button .2. In the Lync - Options dialog box, click My Picture. Do one of the following:• To hide your picture, click Hide my picture.• Show your picture isn’t supported, to edit your picture you must use the Lync 2010 client.(In this example, a picture was connected with the Lync 2010 client and viewable in the2013 client.).



BUILD YOUR CONTACTS LIST

Your contact list is the starting point of staying connected to the people who are important to you.

Find and add a contact

In Lync, contacts are the online identities of the people you interact with most often. They’re a key partof the Lync experience. One of the first things you’ll want to do as you begin using Lync is to startbuilding a list of contacts.

1. In the search field on the Lync main window, type the name, email address, or phone number of the person you want to add.

2. In the search results, right-click the person.3. Add them to a group by clicking Add to Contacts List, and then clicking the group name,or, if you haven’t created groups yet, click Add to New Group, and give the group a name.You can add more contacts to this group later.

To delete or remove a contact:

In the Contacts list, right-click the contact you want to remove, and then click Remove fromContacts List.

Create a Group

1. In the Lync main window, in your Contacts view, click the Add a contact icon , then click Create a New Group.

2. In the space that now opens up at the bottom of the window, type over the phrase NewGroup to give your group a descriptive name.

Note: When you create your first contact group Lync also automatically creates a group for youcalled Other Contacts. You can assign to this group new contacts that don’t require more spe-cific group memberships.


B U I L D Y O U R C O N TA C T S L I S T

Delete or remove a group

To delete a group that you’ve created:

• In the Lync main window, in your Contact list, right-click the heading for the group you wantto delete, then click Delete Group on the drop-down list. (You can also rename a group, orchange the order in which your groups are displayed, from this same drop-down list.)

Note: The Other Contacts group is automatically generated and therefore cannot be deleted.

Rename a group

To rename a group:• Right-click the group name on the Contacts list, select Rename Group, and then type thenew group name.

Sort and display your contacts

You can sort your contacts according to various categories (their status, group membership, and privacyrelationships), and you can choose how you want to display the individual contact listings.

Sort contacts in the Contacts list1. To organize your contacts so that those who are online display at top of the list, click Status.Your online contacts will display at the top, followed by those with a status of Away,Unknown, and Unavailable.

2. To display your contacts according to the groups they are members of (including the defaultgroups Frequent Contacts and Other Contacts and any groups you’ve created), click Groups.

3. To sort your contacts by their privacy relationship, click Relationship. (To see explanations ofwhat the relationships are, right-click a contact, and then point to Change PrivacyRelationship.)

Move, copy, and remove contacts

In your Contacts list, do the following to move, copy, and remove or delete contacts.• To move a contact to another group, right-click the contact, point to Move Contact To, and then click the group you want.

• To copy the contact to another group, right-click the contact, click Copy Contact to, and then click the group you want.

• To remove the contact from the group, right-click the contact, and then click Remove from Group.

• To remove the contact entirely, right-click the contact, and then click Remove from Contacts List.

Important: When you remove a contact from one group, that contact will be removed fromyour Contact List entirely unless he or she still has membership in another of your groups.



View a contact card

Depending on the privacy relationship that a contact has granted you, you can see his or her schedule,as well as a personal note. The contact card also provides a point for connecting with the contact,including starting an instant messaging conversation, calling, scheduling a meeting, or sending anemail.

1. In your Contacts list, point to a contact’s picture (or status icon, if pictures aren’t displayed) tosee a basic contact card.

2. To get more information, click the Contact card icon.

3. To keep the card visible, click the Pin button in the upper-right corner of the card. You candrag the card to a convenient place on the desktop.

Tag a contact

You can mark, or “tag,” a contact in your Contacts list so that you’ll be notified when he or shebecomes available. Lync displays a notification as soon as a contact’s status changes to Available.

1. In your Contacts list, right-click the person you want to tag.2. Click Tag for Status Change Alerts.



PRIVACY RELATIONSHIPS

Lync uses privacy relationships to control how much of your presence information others see. Contacts are assigned one of five privacy relationships, and each relationship provides access to a different set of information.

Your presence information includes your availability status (such as available or away), presence indicator (such as green, yellow, or red), schedule, location, and personal and out-of-office notes. The following table shows which presence information attributes are available for a given privacy relationship. Contacts with which you have a Workgroup relationship are likely to be important. Only these contacts can interrupt you when you have set your status to Do Not Disturb.

Note: Colleagues is the relationship all new contacts are given when you add them from within your organization.


P R I VA C Y R E L AT I O N S H I P S

Presence External ColleaguesInformation Contacts [default] Workgroup Friends/Family Blocked

Status • • • •

Name • • • • •

Email • • • • •

Title • • • •

Work Phone • • •

Mobile Phone • •

Home Phone •

Other Phone •

Company • • • •

Meeting Location •

Meeting Subject •

Free Busy • • •

Working Hours • • •

Location • • •

Out of Office Note • • •

Notes • • •

Last Active • • •Personal Photo • • • •

Change the privacy relationship for a contactTo view your contacts according to their privacy relationships, do the following:

• Click the Relationships button in the area just above your contacts (other options are Groups and Status).

To change the privacy relationship you have with a contact, do the following:

• Open Lync 2013, and, in your Contacts list, right-click a contact, point to Change PrivacyRelationship, and then click a new privacy relationship for the contact.

By default, contacts are assigned the Colleagues privacy relationship when you add them toyour Contacts list. If you have any contacts that you’ve subsequently assigned to another relationship, you can change the privacy relationship back to Colleagues by clicking eitherColleagues, or Auto-assign Relationship.


P R I VA C Y R E L AT I O N S H I P S

INSTANT MESSAGING

You can have instant messaging (IM) conversations with one or more contacts. In the instant messageyou can choose the font type and characteristics, such as bold, underline, italics, and color. You canalso insert emoticons and paste text and tables that you copied from other Microsoft Office programs,such as the Microsoft Word word-processing program and Microsoft Excel spreadsheet software.

Send an Instant Message

To start an instant message (IM) conversation with a person or groups in your Contacts list, do the following:1. In the Lync main window, in the Contacts list, double-click the contact with whom you wantto IM. Optionally, you can pause on the picture of the contact you want to send an IM to andclick the IM button. When you do this, a conversation window opens.

2. At the bottom of the conversation window, type your message, and then press the Enter keyto send your message.

When the other person gets the message, they will type their message back to you. You can see when they are typing because a message is shown indicating that the other person is typing.

You can use the Font and Emoticon icons at bottom of the conversation window to change the font,emphasis, color, or other formatting, or to add an emoticon to your IM.

Note: In keeping with its intended use as a quick and informal communications method, Lync IM doesn’t do spellchecking.

Send an instant message to many people

You can send an instant message to everyone in a distribution group or contact group, or to specific members.

Send an instant message to a distribution or contact group1. In the Lync main window, in your Contacts list, right-click the group name.2. Click Send an Instant Message.3. In the message input area, type a message, and then press Enter. The message will be psent to everyone in the group.

Send an instant message to select members of a distribution or contact group1. In the Lync main window, in your Contacts list, find the group you want to select contactsfrom.

2. (Optional) If group members aren’t visible, click the expand/collapse arrow next to the group name.

3. Press and hold the Ctrl key, and then click each person you want to contact.4. Right-click any of the selected contacts, and then click Send an Instant Message.5. In the message input area, type a message, and then press Enter. The message will be sent to everyone you selected.


I N S TA N T M E S S A G I N G

Send separate instant messages to different peopleYou can have separate instant message conversations with different people at the same time. Forexample, you might be sending instant messages to your manager in one conversation, while checkingwith another person or group in another conversation.

• Start an instant message conversation using the steps above.• Without closing the existing conversation, repeat the steps above to start a completely newconversation with another contact, number, or group.

Invite Someone into an Instant Message

To invite additional people to an IM conversation:• In the Lync main window, drag a contact name from the Contacts list, and drop it onto theconversation window.

• In the Conversation window, click the Invite More People icon, select one or more contactsor search for one, and then click OK.

The contacts you selected are added to the current conversation.

Switch between tabbed conversations

If you have multiple conversations, chat sessions, or meetings going on at once, Lync displays them all in one place, which lets you togglebetween them.

• Click any tab to bring that activity to the foreground.

View saved instant message conversations

To look at previous instant message conversations, do the following:• In the Lync main window, click the Options button , and then click View Conversation History. This shows you the Conversation History, saved in Microsoft Outlook. The time is indicated as well as participants.

• Click the Conversations tab (on the Lync main window above the Search box), then click All or Missed, depending on what you are looking for.

To enable/disable the saving of instant messages conversations, do the following:• In the Lync main window, click Options, and then click Personal.• Under Personal information manager, clear the box for Save instant message conversations in my email Conversation History folder.

Accept an IM request

Click anywhere on the picture display area of the IM request pane.


I N S TA N T M E S S A G I N G

SHARE YOUR DESKTOP OR A PROGRAM

With Lync you can start collaborating without having to schedule a meeting. You can start an impromp-tu meeting, share a PowerPoint presentation, collaborate on a whiteboard, or share your screen fromwithin an IM conversation. When you start to share your desktop or a program, you’re the only one incontrol. If you want, you can allow others to navigate and make changes on your desktop with theirown mouse and keyboard.

Share your desktop or a program

To share your desktop with others:1. Double-click a contact’s name to start an IM session.2. Hover on the present (monitor) button, and on the Present tab:

• Click Desktop, (All Monitors, Primary or Secondary Monitors) to show that content.• Click Program, and double-click the program you want.

3. A sharing toolbar appears at the top of the screen and you’ll be notified that you’re sharing.4. To add audio, click the Phone icon.5. To add video, click the Camera icon.

6. To end the sharing session, click Stop Sharing on the toolbar.

Share a PowerPoint presentation

1. Double-click a contact’s name to start an IM session.2. Pause on the present (monitor) button.3. On the Present tab, click PowerPoint, and upload the file in the IM.4. To move the slides, click Thumbnails, then click the slide you want to show, or use the arrowsat the bottom of the meeting room.

5. To see your presenter notes, click Notes.6. Click the Annotations button on the upper-right side of the slide to open the toolbar, anduse highlights, stamps, laser pointer, and so on.


S H A R E Y O U R D E S K T O P O R A P R O G R AM

Share a whiteboard

1. In the conversation window, click the Share menu, and then click New Whiteboard.2. Use the annotation tools on the right side of the whiteboard, that includes items such ashighlight, stamps, laser pointer, writing, and drawing tools..

Give control to others

1. You can let other people control your sharing session, contribute information, change a document, or demonstrate an application.

2. On the sharing bar at the top of the screen, click Give Control.3. Click the name of a person under Attendees to give them access, or click Give ControlAutomatically, to automatically give access to anyone who requests control of your desktop.

4. To take back control of your desktop or program, click Give Control again.5. If Give Control Automatically is selected, click it to clear. To take back control from a per-son, click Take Back Control.



Transfer a File

Use the file transfer option to send documents to your contacts in an IM.1. Double-click a contact’s name to open an IM conversation.2. Drag the file from your computer onto the conversation window, or use the Attachments tabon the presentation menu.

Lync sends a file transfer invitation to the recipient, and the file is sent if the invitation is accepted.TIP: You can also drag the file onto a contact’s name, which sends a notification to the

recipient to accept or decline the file transfer.



USE VOICE AND VIDEO

Start a phone call

You can start a phone call with one click.• In your Contacts list or search results, point to the contact, and then click the Call button.

• A new Conversation window opens.

Use the dial pad

To call someone by dialing their telephone number, use the dial pad:1. In the Lync main window, click the Phone icon.

2. Enter the telephone number that you want to call, and then click Call.

Add voice to an IM conversation

To add voice to an instant-messaging (IM) conversation:• In the Conversation window, click the Call button and select the number to call. You can also click New Number, and type a number to call.

Lync adds voice and audio to your conversation. You can continue typing while you talk.


U S E V O I C E A N D V I D E O

Use audio call controls

Pause on the phone/mic button to access the controls:• To put the call on hold, click Hold Call.• Click Mute to mute your audio.

• To send the call to another number, click the Transfer Call tab, and choose one of the numbers.

• To hang up, click the phone button in the conversation window .

Check your voice mail

1. Click the Phone tab. You’ll see your messages and the caller’s info.2. Pause on a voice mail message and click Play.3. Click More Options, and select one of the choices, such as:

• Open Item in Outlook provides more information about the call.• Delete Item deletes the voice mail.• Start a Video Call with the contact.• Mark item as Read• Call the contact.• See Contact Card

4. You can also click Open Item in Outlook to open the Voice Mail folder for more info.



Set up your video device

You need a camera to share your video, but you don’t need one to see other people’s videos.To set up your camera

• Click Options in the Lync main window, then click Video Device.• If you don’t see your video preview, make sure the camera is working correctly.• To adjust settings, click Camera Settings.

Add video to a conversation

If you have a webcam set up, you can share video with your contacts.• In the Conversation window, click the Video button.

The video call starts. You can continue to send instant messages to the call recipient and also to other contacts.

Note: If you accept someone’s incoming video call, they won’t see you unless you add video from your side of the conversation.




LY N C 2 0 1 0 F O R M O B I L E D E V I C E S

iPhone Sign-on

• Click More Details to view the Username• Enter:

o Sign-in Addresso Passwordo User Name

• Scroll down to sign-in

Android Sign-on

• Click Options to enter the Username• Return to the Sign-on screen and enter:

o Sign-in Addresso Password

• Press Sign-in

LYNC 2010 FOR MOBILE DEVICES

The following Mobile clients are supported:• Windows Phone

o OS 7.5 or greater, 12 Mb• iPhone & iPad

o iPhone 3GS or iPhone 4 mobile digital device with Apple iOS 4.2 or the latest version.o iPad iOS 4.2 or the latest version.

• Androido Android 2.3 or a later

• Nokia (Symbian)Note: only Lync 2010 for Mobile is supported, Lync 2013 is not supported.

Sign-in Requirements

Field Entry Example(Use the information provided by Alteva)

Sign-in address SIP address [[email protected]]Note: completeuc.com will alwaysbe the domain.

Password PasswordUser name UPN or domain/username [email protected] or

completeuc/username

REFERENCES

1. Getting started with Lync 2010, Microsofthttp://office.microsoft.com/client/helphome.aspx?lcid=1033&NS=COMM14

2. Getting started with Lync 2013, Microsoft http://office.microsoft.com/en-us/support/getting-started-with-lync-2013-FX103299702.aspx


R E F E R E N C E S

Documents

Alteva Lync2013 User Guide png images - Momentum Telecommomentumtelecom.com/mslync-tr/2013/ug/Alteva_Lync... · 6 Lync 2013 User Guide 401 Market Street First Floor Philadelphia,