guide 6 - lync · 2014. 5. 15. · lync is also available on a variety of devices using the...
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Microsoft Office 365 is the new messaging and storage solution for the City of Edinburgh educational establishments. Office 365 is a cloud based suite of tools which allows collaboration and provides a considerable increase in storage space. Office 365 has many features. Available now - Outlook, Calendar, OneDrive, Office Online, Lync Coming soon - Newsfeed/Yammer, Sites
Getting Started
Guide 6 - Lync
1. Lync basics
2. Setting up a meeting
3. Making a video call
4. Sharing a document
5. Equipment
6. Apps
Share files with customers and your team
25 GB storage per user in OneDrive
Build and publish a website for your
business
Includes Word, PowerPoint, Excel and
OneNote Online
Edit and create files using a browser
Open and edit files created in Office
Office Online
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1. Lync basics
Lync is installed on your PC or Laptop, to open it type the word lync after clicking on the windows logo (bottom
left hand corner). You will be automatically logged into Lync then and every time you log into your computer. To
open Lync when minimised, just click on the icon.
This is the how the Lync Home page will display. Here you can see a home page where Contacts have already
been added.
Conversations – Recent
conversation can be viewed
by selecting this icon.
All conversations are stored
in a Mail folder in your
Outlook account.
Contacts - displays
your Contacts and
Groups
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Lync basics continued…
The Lync Options can be found
on your Lync Home page. Here
you can change your settings.
Settings you may need
to change include your
Audio Device settings
for video messaging.
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Lync basics continued…
Lync will display your availability/status to others from your calendar in Outlook.
To change your status on
your Lync Home Page, select
an option from the drop
down arrow under your
name.
This does not affect your
calendar
You can include other
comments above your
name.
Your status can be changed in
Outlook by opening an appointment
and selecting an option from the
Show As drop-down
Or by right clicking on the
appointment and selecting an
option from Show As
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Lync basics continued…
Once you have Lync installed, if you create an email or search for a contact on your Lync Home page, you will
automatically see their availability status in the form of a coloured square or strip.
Red Unavailable
Amber Available soon
Green Available now
Grey Offline/ no Lync
To search for a contact on
your Lync Home page, just
type their name into the
search box.
Right clicking on a contact
opens this pop-up box
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Lync basics continued…
When you hover over someone’s icon you will be given options for contacting them.
Instant Message will open a dialogue box on the recipient’s screen. This is a good way to check if a person is
available before trying to contact them via Video call.
Video call will start a video call (this is only available if you have a microphone and camera set up)
Options- through options you can send an email, schedule a meeting, add user to contacts or provide an alert for
a change of status - useful if someone is busy and you want to know when they are free.
Instant Message Video call Options
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2. Setting up an online meeting from Outlook
You can setup an Online Meeting and invite attendees in the same way as you do in your Outlook calendar.
An appointment box will pop up.
Click on the New Lync Meeting
icon in your Outlook Calendar.
The appointment will
include a link that allows
the recipient to join the
meeting.
You can add attendees
from the Global Address
List, your Contacts or type
in an address.
A reminder can be set for
the Lync meeting
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3. Making a video call
Council laptops have a built-in webcam and mic, but if you are using a desktop PC you will need to connect a
separate webcam and mic to participate in a video call fully.
There may be one person or many people in a meeting. If a participant hasn’t got Lync installed, they can still join
online, however they will need internet access, a microphone and a webcam to participate fully.
You will only see each other once both people have joined the call.
You can invite additional people during the call by selecting this icon at the bottom of the video call box.
To start a video call, hover
over the recipient’s icon,
then select the video call
button
Once you start the call,
the recipient will see this
box. They can choose to
accept or ignore
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4. Sharing a document during a Lync call
During a video call or instant message on Lync it is possible to share your screen, a document or PowerPoint with
other participants.
If you know you are going to be sharing a document online, it is a good idea to have it open prior to starting the
Video Call.
The top of your document should
display like this when you share
it. Here it gives you options to
give control to others.
This pop-up menu
is displayed when
you hover over the
Present icon
Desktop-
Lets participants view
or share your desktop Program-
Lets participants view or share
documents in programs such
as Word or Excel
PowerPoint-
Lets participants view and
annotate PowerPoint
presentations
Whiteboard-
Displays a blank screen
that lets everyone
write/draw and join in
Poll-
Lets you create a poll with
up to 7 answer options for
participants to vote on
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5. Equipment
To make and receive calls using the Lync client, you must have one of the following:
A headset
A webcam
Or a webcam with built in microphone plus speakers
A Laptop
A headset is generally regarded as being the most practical for use within a busy environment.
A webcam with a microphone and speakers and laptop is a good solution for people wanting to use Lync in a
private room.
6. Apps
Lync is also available on a variety of devices using the dedicated apps;
Lync 2013 for iPad Lync 2013 for iPhone Lync 2013 for Android Lync 2013 for Windows Phone
Setting up the Lync client is similar in every platform by using the information below:
Username: [email protected]
Password is the same as your login password
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Using Office 365 on personal devices
To ensure your data is kept secure, please adhere to the following practices if accessing Office 365 on a personal device, eg. smartphone, personal iPad/tablet or home desktop/laptop:
Always control access to you device with a secure password or passcode Access Office 365 via the web (http://office365.edin.org) using a recommended browser Turn off Password Saving for your browser - Explorer, Safari, Firefox, Chrome Ensure that you log out and/or quit your browser when you have stopped working in Office 365,
especially if you share your device with other users Ensure that you lock/log off your device when not in use
Find our helpsheets on the Orb:
http://tinyurl.com/edi365docs
…..and additional resources on our website:
http://digitallearningteam.org/microsoft/office365/
Digital Learning Team
The City of Edinburgh Council | Children & Families
Wester Hailes Education Centre | 5 Murrayburn Drive | Edinburgh | EH14 2SU
: 0131 469 2999 | : http://digitallearningteam.org | Follow us on Twitter https://twitter.com/DigitalCEC
Office 365 on the web: http://office365.edin.org