Microsoft Lync Unified Communications and SharePoint 2010

Chris Jackson, AAJ TechnologiesBen Tosado, Conquest

Highly Mobile

Diverse Users with Diverse Needs

Office Worker Task Worker

ExecutiveSales Professional

Teleworker

Always On the GoMay not have fixed desk

Multiple Projects, with Partners and Customers

Anywhere Access to Communication & Collaboration Tools

Laptop & Smart Phone

HRFinancial Analyst

Marketing

Mobile within Single Primary Location;

Usually has Dedicated Desk

Primarily within the Same Organization

Communications, Collaboration and Productivity Tools

PC or Laptop

Plant Floor WorkerRetail Sales Rep

Single Primary Work Location; No Desk

Through Structured Tasks & Processes

Line of Business Applications, Basic Communications Tools

(e-mail, Portals)Shared PC; LOB device

Titles

Location

Collaboration

IT Tools

The Business Impact of Unified Communications for Collaboration

How your company can survive and thrive today

Decrease costs

By reducing travel, communications, and IT costs

Improve business outcomes

By maximizing individual productivity and fostering team collaboration

Reduce Travel Expenses

Reduce Telephony and Audio Conferencing Charges

Lower Real Estate and Facility Costs

Lower Messaging Costs

Reduce Cost of Communications Systems

Decreasing Costs

Note: Results are based on customer evidence. Visit www.microsoft.com/uc/ and www.microsoft.com/casestudies to learn more.

Save

20–40%

Save

50–80%

Save

20–40%

Save

30–40%

Save

40–60%

Improve End-User and Team Productivity

Complete Projects Faster

Shorten Sales Cycle

Attract and Retain Employees

Improving Business Outcomes

Resolve Customer Issues Faster

Up to 10%

Up to 20%

Up to 20%

Up to 30 min/day

Note: Results are based on actual Microsoft customer evidence and a composite case study of a 4,000-person company developed from interviewing 15 companies. Please see the Total Economic Impact™ of Microsoft Unified Communications white paper issued by Forrester Research.

Varies by customer

Microsoft Unified Communications

Streamline Communications

Amplify Protection and Control

Provide a Unified and Extensible

Platform

Across Devices PC, Mobile, Web

Increase Efficiency and Flexibility

Maximize IT Resources with S+S

Authentication

Administration

Storage

Compliance

Unified Identity, Presence, and Inbox

On-Premises or in the Cloud

Microsoft IT Used Forrester’s Business Value Framework to Measure the Overall Impact of the UC Deployment at Microsoft

o E-mail, IM, Presence, and Conferencing: 150,000 Users

o Voice: 50,000+ users

o Unified Messaging: 75,000 users

Reduced Costs — annual savings of more than $212 million

Reduced audio conference costs 50% reduction ($3 million)

Reduced IT infrastructure costs $20 reduction/office move ($1.7 million)

Reduced travel costs 10% reduction in trips/employee ($93 million)

Improved Business Outcomes — ROI of 240%

Improved user productivity 28 minutes saved/day/employee ($86 million)

Shorten sales cycle 6.5% increase in proposals ($11 million)

Reduced carbon emission 100 million miles in avoided air travel (17,000 metric tons)

Microsoft Internal Deployment

As of February 2010 | http://technet.microsoft.com/en-us/library/cc982178.aspx

Streamline Communications

Click to Communicate from Office Applications

Enable “Anywhere Access” Communications

Bringing Conferencing to Everyone

Click to Communicate from OfficeView presence within Microsoft Outlook®Escalate to voice and video chatReply to e-mail with IMShare your desktop with a single click

Enable Anywhere AccessAccess messages through your PC, mobile device, or the WebConnect in real time across devices from a familiar interface

PC WebMobile

Bringing Conferencing to Everyone

“R2”

Office Communicator 2007 and webcam

Existing conferencing room with audio/video (A/V) capability

Whatever You Choose Wherever You Are As Much As You Like

Telepresence and room systems

Inside your organization

Outside the firewall

Web Conferencing

Audio Conferencing

Customers/partners

Mobile workforce

Video Conferencing• Tele-presence systems

• Extending A/V-enabled rooms

• Desktop with webcam

Remote workers

Recover quickly from disk and database failures

Replicate databases to remote data center

San Jose New York

Provide Professional Grade Reliability, Availability and Scalability

o Provide Full Redundancy Using as Few as Two Servers

o Reduce Backup Frequency with Database Replicas

o Choose from Flexible Storage Options to Fit Your Business and Budget

DB3

DB1

DB2

DB3

DB1

DB2

DB3

DB1

DB2

Cloud ServicesOn-Premises

Maximize IT Resources with Software-plus-Services

Control and OwnershipCustomization

Highly Available Data CentersSimplified Management

o Geo-Redundant Data Centers

o N+1 Architecture

o Nine Layers of Data Security

o CyberTrust Certified

o Secure Access Via SSL

o ITIL/MOF Operational Practices

o 24x7x365 Support

o Backed by 99.9 Percent Uptime Service-Level Agreement (SLA)

Authentication to Data

Separate Data Networks

Virus Scanning

Application-Level Counter Measures

Application Authentication

System-Level Security

Intrusion Detection System

Firewalls

Highly Available Data Centers

o Manage a Single Directory

o Utilize Migration Tools

o Benefit from a Predictable Cost

o Manage Subscriptions and Services

o Provision Users and Reset Passwords

o View Service Health, Get Help and Support

o Access Tools and Resources

On-Premises and in the Cloud

Simplified Management and Deployment

Unified Administration

Interoperable and Extensible Platform

Integrate and Extend Existing Investments

Extend Communications Into Business Processes

o Interoperable With Room-Based Conferencing

o Reduced Costs Using Session Initiation Protocol (SIP) Trunking

o Single User Identity Through a Single Directory

o Click to Communicate from Familiar Microsoft Office and SharePoint Applications

Third-Party Vendor Technology

Microsoft Investments

Integrate and Extend Existing Investments

Office Communications

Server

Exchange Server

Active Directory

Extend to Business ProcessesIntegrate Presence with Line-Of-Business Applications

Right Tools for the Right Users

Highly Mobile Office Worker Task Worker

Rich Client Experience Across PC, Web, and

Mobile Phone

Anywhere access to:E-mail/Calendar

Presence/IMTelephony Voicemail

Unified Conferencing Document Workspaces

Microsoft Office

LaptopMobile Phone

Rich Experience Across PC and Web

E-mail/CalendarPresence/IMTelephony Voicemail

Unified Conferencing Document Workspaces

Microsoft Office

Desktop Computer

Rich Web Client Access to Messaging and Collaboration

E-mail/Calendar Document

Workspaces

Shared PC, Kiosk, or Handheld Device

Experience

Workloads

Devices

Communicate from Familiar ApplicationsSee presence in an e-mailSee the presence of all your contactsSet your presenceChoose how you want to communicate with your contactsSee IM conversations in progressHave a conversation

Warehouse

Shipping

Receiving

Transportation/ Shipping

Maintenance Purchasing

Today’s Workforce Landscape

Marketing

Sales

Human Resources

DistributionPlant Floor

Corporate

Deskless Workers

Deskless Workers

Roles: Plant Floor Workers, Warehouse Workers, Maintenance

Workers, Shipping and Distribution Workers, Line Managers,

Production Managers

Defined: No dedicated PC. Needs access to company information and requires light communication capabilities.

Challenges

Communications are predominately via hard-copy, interoffice mail.

Employee training is often paper-based and difficult to track.

Staffing and scheduling are manual, time-consuming tasks.

Safety and compliance are paper-based processes. There is no confirmation of

receipt of alerts and guidelines.

HR/Benefits support and inquiries are typically manual interactions.

Information Workers

Challenges

Secure, cost-effective communications and collaboration to a dispersed, global

corporate and partner network.

Efficient communication vehicles are essential for interacting with various roles in

the workforce.

Secure access to business intelligence information and document repositories to

capitalize on new demand opportunities.

Up-to-date communications and collaboration technologies are required to

maintain business agility and to compete.

Roles: Executives, Sales and Marketing, Engineers, HR,

Finance, Mid-level and Senior Management

Defined: Dedicated PC. Requires information access and heavy communication and collaboration capabilities.

New Hire: Role-based Portal View

New Hire: Employee Portal View

New Hire: Auto-generated E-mail Notification

New Hire: E-mail from HR to Manager

New Hire: E-mail from Manager to Employee

New Hire: Employee Enrollment Form

Sales Opportunity: Outlook with Presence

Sales Opportunity: Live Meeting to Collaborate

Sales Opportunity: Role-based Portal

Sales Opportunity: E-mail to Line Workers

Sales Opportunity: Employee Portal View

Finding the Right Person

This section covers the following features:

• My Picture and Personal Options

• Presence

• Hover Experience

• Search by Name and/or Keyword

• Contact Card

Personal Note, Status and Location

My Picture and Personal Options

Lync provides quick access to setting and updating information a user wants to share. Including a personal note, status, and location.

Change your Personal and My Picture options

1. Click the Options button to display Options.

2. Click Personal on the list of options.3. Check options to show photos of your

contacts and update your presence based on your Microsoft Outlook calendar information.

4. Click My Picture.5. Select which picture you’d like to show

or select the option to not show a picture. You can also show a picture from a web address.

6. Click Ok.

My Picture OptionsPersonal Options

Presence

Lync 2010 automatically sets your presence based on your activity or Outlook calendar. You can also manually update your status.

Change your Status1. Click the presence status and select one of

the options.

StatusPhoto

Personal Note

Location

Options

Presence Status

• Available: You are online and available to be contacted.

• Busy: You are currently in a call or in a meeting.

• Do Not Disturb: By default, you will only see conversationalerts from Workgroup contacts.

• Be Right Back: You are stepping away from the computer for a few moments.

• Off Work: You are not working and not available to contact.

• Appear Away: Your computer has been idle for a while.

• Out of Office: You are out of the office.

• Offline: You are not signed in to Lync 2010.

Hover Experience

The Me Area presents photo, status, and other personal information to assist users in identifying a contact. A contact’s picture is a great place to start an IM.

Start an IM with Someone1. Point to a person’s picture.2. When the contact card opens, click the IM

button.

Or

3. Double-click the contact.

Change Display Options

1. Click the Display Options arrow. 2. When the group contact card appears, click

the IM button to send a message to the whole group.

Step 1: Hover

Step 2: Click

Display Options:

Using the enhanced search functionality in Lync 2010,

you can quickly identify a person and their

availability, get search results that find the right

person, and also search on more than just names.

Expert Search uses keywords to narrow the search

for finding a person or group with specific attributes.

Search by Name/Keyword

Search for a Person1. Type a person’s name in the search box.

2. Results appear below the box.

Search for an Expert1. Type a keyword to narrow the search for finding

someone with specific attributes. You can also just click the Skill tab to view Keyword-based results for your search.

2. Results appear with your search criteria highlighted.

Search Criteria

Skill Results

Contact Card

The contact card is an ever-present tool for viewing someone’s profile and organizational information.

The contact card also serves as launch point for communication with a person or group.

View a Contact Card1. Hover over a person’s picture to display their

contact card.

2. Click the chevron (^) for a full version of their contact card.

3. To see their organization, click Organization. Contact Information

Organization Information

Connecting with PeopleThis section covers the following features:

• Frequent Contacts

• Action Bar for Multimodal Communication

• Managing Conversations

Frequent Contacts

Frequent Contacts simplifies contact management by giving users easier access to favorite contacts. Lync 2010 automatically populates the Frequent Contacts group based on recent conversations, but you can pin a few of your most important contacts to this group for quick access.

View Frequent Contacts1. Click the chevron next to Frequent

Contacts.

Pin Frequent Contacts1. Type the person’s name or e-mail address in

the search box.2. In the search results, right-click the person,

and then click Pin to Frequent Contacts.

TIP: You can show or hide your Frequent Contacts using the display options menu.

Frequent Contacts

Pin Contact

Action Bar for Multimodal Communication

The Action bar allows users to intuit what Lync 2010 provides and easily allows them to decide how to contact someone. You can send an e-mail message, or start an IM or a Lync call. You can also choose more options like a video call, schedule a meeting, or share content.

Use the Action Bar

1. Hover over a contact.2. Click any icon on the action bar to

initiate communication with the contact.

3. Click the More Options icon to see additional options for communicating with this contact.

Email IMPhone

More Options

Managing Conversations

The Conversation area allows you to stay on top of past and present conversations. You

can navigate through open conversations or view past conversations without leaving

Lync.

Conversations

Manage Conversations

1. Click the Conversations Environment tab.

2. Scroll through the list of current and past conversations.

Let People Know Where You AreThis section covers the following features:

• Location

• Personal Note

• Activity Feed

Location

Lync 2010 displays a location under your presence status

that is related to the network you’re connected to. You

can make this location more meaningful by renaming it

“Work” or “Home.” Then, every time you’re working from

this location, any contacts you want to let know will have

a better idea of where you are.

Set your Location1. Click the Set Your Location arrow.

Select a location.

Create a Custom Location1. Click the Set Your Location arrow. 2. Click Set Your Location.3. Type your location name in the Edit

Location window.4. Click OK.

911 Location

Location

Personal Note

Lync 2010 let you easily update your

location and note. You know at a glance

what others are seeing about you so you

can make sure your information is accurate

and up-to-date. Your personal note is

displayed as the second line of your contact

information when other people view your

contact information in Lync 2010.

Update your Personal Note

1. Click in the Personal Note area. 2. Type your note.3. You can also include a hyperlink.

Personal Note

Activity Feeds

Activity Feeds provide a single view to monitor real-time updates of shared information.

TIP: If you pin your contacts – you can use Frequent in feeds to view only pinned contacts in your feed.

Few your Feeds

1. Click the Feeds tab.2. Scroll through available feeds.

Monitoring

Feeds