lyncucessential userguide v1.1 en

8/11/2019 LyncUCEssential UserGuide V1.1 En

1/24

Lync 2013English

Creation date: June 2014 / Version: 1.1

Essential


2/242 | P a g e

Contents

1 What is Lync? ................................................................................................................................................... 3

2 Which options does Lync offer me? ................................................................................................................... 3

3 Where do I find Lync 2013 in Windows? ........................................................................................................... 4

4 Using Lync 2013 for the first time ..................................................................................................................... 4

5 The main application window ........................................................................................................................... 4

6 Which version of Lync is installed on my device?............................................................................................... 4

7 Lync 2010 Lync 2013 .................................................................................................................................... 5

8 Search for contacts ........................................................................................................................................... 6

9 Adding a contact to a contacts list .................................................................................................................... 6

10 Relationship status groups (privacy relationship) .............................................................................................. 6

11 Notification if someone adds me to their contacts list ....................................................................................... 7

12 Starting a chat, an audio call or video call ......................................................................................................... 7

13 Starting a new chat/starting a new chat when conversations are already open................................................ 8

14 Adding further contacts to an active chat conversation ..................................................................................... 8

15 Closing a chat conversation .............................................................................................................................. 9

16 Starting an audio call or video call .................................................................................................................... 9

17 Muting the microphone .................................................................................................................................. 10

18 Holding and resuming a conversation ............................................................................................................. 10

19 Switching audio devices during a call .............................................................................................................. 10

20 Switching from an active chat conversation to an audio or video call.............................................................. 11

21 Changing your own status manually ............................................................................................................... 11

22 Changing your own status to Do not disturb manually................................................................................. 11

23 Adding a Skype contact to my contacts list ..................................................................................................... 12

24 Calling a Skype contact ................................................................................................................................... 12

25 What should I do if my Skype contact does not have a valid Microsoft domain?.............................................. 12

26 Setting up and sending an online meeting (LyncMeeting) ............................................................................... 13

27 Participating in a LyncMeeting ........................................................................................................................ 15

28 Starting a Meet Now ad hoc meeting ............................................................................................................. 17

29 Managing a LyncMeeting ............................................................................................................................... 18

30 Exiting a LyncMeeting/ending a LyncMeeting ................................................................................................. 18

31 Basic settings ................................................................................................................................................. 19


3/243 | P a g e

1 What is Lync?

Lync is the central communications platform which provides a comprehensive range of helpful communication tools

in one single, user-friendly program. These tools include the administration and management of contacts, Instant

Messaging (IM (chat)), telephony, audio and video calls, Lync meetings and an availability display.

2 Which options does Lync offer me?

Lync 2013 for Windows can be used on a company PC, tablet or smartphone, or on a personal BYOD tablet or BYOD

smartphone. The corresponding Lync 2013 app can be downloaded for the latter devices.These work tools provide the following options within the Alstom network, which can also be accessed from outside

using the Internet:

Viewing the real-time availability of the required contact

Communicating with one or several contacts via IM (chat), audio or video (max. 250 participants)

Sending and receiving files directly in Lync without using a mail account (Outlook)

Setting up and sending online meetings (LyncMeeting) directly from Outlook

Participating in LyncMeetings, telepresence and video conferences

Sharing content such as Office documents, screens or applicationsMaking recordings of online meetings (LyncMeeting)

Tablet

Smartphone

Computer


4/244 | P a g e

3 Where do I find Lync 2013 in Windows?

Open the Windows start menu and select the menu item All Programs

Microsoft Office 2013Lync 2013.

4 Using Lync 2013 for the first time

The first time Lync is launched, you will be asked for your e-mail

address. The address must be entered without the sector. This means

that the user John Doe, who has the e-mail [email protected],enters his e-mail address as

[email protected].

Lync copies your contacts from the

previous version of Lync or from the

Communicator respectively. This

means you should find your original

environment following installation.

5 The main application window

Microsoft Lync 2013 is fundamentally comprised of both the following application windows:

Lync program window Lync conversation window

Pressing the Alt key opens the Lync program window

6 Which version of Lync is installed on my device?

Lync 2010 is installed on PCs using Windows XP.

Lync 2013 is installed on PCs using Windows 7.

Lync is not available for PCs using Windows XP 64-bit,and is therefore not installed on these devices. The

corresponding PCs will be replaced as soon as possible. Until this point in time, users affected can participate in Lync

meetings by means of WebAccess and a telephone, and will receive a telephone optimised for Lync.

As most users are now aware, all PCs within Alstom will be migrating to Windows 7 by April 2015 at the latest. If

your operating system has not yet migrated and you are still working with Lync 2010, then the changeover to

Windows 7 and Lync 2013 is in sight.

For this reason, the walk-in presentation will only address operation of Lync 2013. For all users of Lync 2010, the

following section highlights the most significant differences between the two versions.
mailto:[email protected]:[email protected]:[email protected]:[email protected]:[email protected]:[email protected]


5/245 | P a g e

7 Lync 2010 Lync 2013

Using the Windows Start menu, click on A. Corporate ApplicationsMicrosoft Lync 2010 Microsoft Lync 2010

Lync 2013

Lync 2010

12 Audio device settings

02 Main functions

04 Information

05 Search field

07 Display control

08 Video capable

09 Status of contact

03 Settings

01 Your own status

10 Contact group

11 Contacts list

06 Contacts and groups function

12 Audio device settings

02 Main functions

05 Search field

07 Display control

09 Status of contact

03 Settings

01 Your own status

10 Contact group

11 Contacts list

06 Contacts and groups function


6/246 | P a g e

8 Search for contacts

Lync has direct access to the global Alstom address book. Search for the required contact.

Click on the text input line in the Lync window

Enter the first letters of the first name or surname, or both

(separated by a space)

The search results appear in the contact zone and can be

selected there for the required action.

To return to the standard view and end the search, click on the

Closesymbol in the search line.

9 Adding a contact to a contacts list

Right-click on the contact which you wish to

add to your contacts list

Click onAdd to Contacts Listand then click on

the required contact group

Your contact has now been added to the contacts list you

selected, and it is now available for selection from this contacts

list.

10 Relationship status groups (privacy relationship)

Click on RELATIONSHIPSin the Lync window to have thecontacts displayed sorted by Privacy Relationshipgroups

(relationship status settings)

Option 1: You can move contacts to a different privacy

relationship group using the drag & drop function

Option 2: Right-click the contact which you

wish to move to a different privacy relationship

and select Change Privacy Relationshipfollowed

by the required privacy relationship group

Note:Alstom employees are added to the privacy

relationship group Colleaguesas a standard function. Contacts at other

companies are added to the External Contactsgroup as a standard function.


7/247 | P a g e

11 Notification if someone adds me to their contacts list

Click the following Optionsmenu icon in

the Lync window.

Click Tools, and then Options

ClickAlertsin the left part of the Lync options menu

window

Tick the Tell me when someone adds me to his or

her contact listsbox

Click OK

If someone adds you to their contacts list, you will receive a

notification from Lync. Click theAlerts icon

Click on the Newtab. Lync shows you the user who added you

to his or her contacts list

You can view the details in the Lync window and you also have the

option of adding this contact to your own contacts list.

Click GROUPSto return to the main screen

12 Starting a chat, an audio call or video call

To start a new chat session, or make an audio or video call, switch to

the Lync program window, use the mouse to hold the cursor over the

picture/picture symbol for the contact you wish to call and then click on

the required symbol in the symbol bar which appears.

IM Start an instant message (chat) connection

Audio call Start an audio call (telephone call)

Video call Start a video call (telephone call with a camera)

See contact card Display the contact card for the contactSee contact card

Video call

Audio call

IM (chat)


8/248 | P a g e

13 Starting a new chat/starting a new chat when conversations are already open

To start a new chat, switch to the Lync program window and...

Option 1: ...double-click on the required contact

Option 2: ...use the mouse to hold the cursor over the

picture/picture symbol for the required contact, and click the Send

an IMsymbol

You can now communicate with your contact using chat by writing your

message in the input field at the bottom.

A chat conversation does not affect the availability status, i.e. when

called for a chat conversation, the availability status does not change to

Busy, for example.

To start another chat conversation with a different contact, switch to

the Lync program window and, in turn, perform the steps described

above.

Several conversation windows opened at the same time are no longer

displayed as individual instances, each with its own respective item in

the task bar. Instead, Lync 2013 shows conversations in multi-chat

mode, i.e. in one single conversation window, whereby every

conversation can be displayed and activated using its own tab.

The number of chat conversations which can be held at the same time is

unlimited.

The option of sending documents directly in Lync by simply moving

them into the Lync conversation window, or to a contact in the Lyncprogram window, using drag & drop is new. This makes use of a mail

server redundant.

14 Adding further contacts to an active chat conversation

To add a contact to an ongoing chat, use drag & drop to move the

contact from the contacts list into the chat window

Another contact has been added to the conversation

When carrying out this action, remember that the newly added contact

cannot see how the conversation was progressing beforehand.


9/249 | P a g e

15 Closing a chat conversation

To close a chat window, switch to the conversation window and...

Option 1: ...click on the Closesymbol at the top right. When

holding a conversation with several participants, you will be the only

one who exits the chat, with the other participants remaining

unaffected

Option 2: ...press the Escape button. When holding a conversation

with several participants, you will be the only one who exits the chat,with the other participants remaining unaffected

Option 3: ...if you are participating in a multi-chat, click the Close

symbol on the tab (see figure above)

Option 4: ...click on ...End Meetingat the lower right to force-

quit the conversation for all participants

Remember that chat conversations are always deleted when closed. Only when a conversation is saved by pressing

the keyboard short cut Ctrl + Sbefore being closed will it be available in Outlook in the Conversation Historyfolder

later on.

16 Starting an audio call or video call

Before starting a video call, check that the required contact is

available and connected to a video-capable device

Click the Telephonesymbol to start an audio call or click the

Camerasymbol to start a video call

The button with the telephone symbol in the Lync program

window makes a dial pad appear, allowing a telephone number

to be dialled directly

The required telephone number can also be entered directly in

the search field in the Lync program window

A new window informs you that you are being connected. Your

contact will see a notification that you wish to make an audio or

video call.

Your contact must press theAnswer the Callbutton to accept

the audio or video call

You are then making an audio or video call. The presence status

changes to In a call.Lync checks whether the loudspeaker is muted. If this is the case,

then a corresponding message will appear.

In this case, click on the Unmutebutton to disable muting

The call is ended by clicking the mouse on the End Callbutton

(red telephone symbol)


10/2410 | P a g e

17 Muting the microphone

During an audio call, click on the Call/microphonesymbol in the

Lync window. When the microphone is muted, the microphone

symbol is displayed with a strike-through

To disable muting again, click on the Call/microphonesymbolagain. The microphone symbol is now displayed without a

strike-through and muting is disabled

18 Holding and resuming a conversation

During an audio call, hold the cursor over the Call/microphonesymbol in the Lync window

In the window which then appears, click on the Hold Callbutton in the DIAL

PADtab

The Call/microphonesymbol is now displayed with a pause symbol

To resume the call, click on the Resume Callbutton

If you receive a call while you are already holding a telephone conversation, this will be indicated to you by a new

call information window. If you wish to accept the call, the active call is automatically put on Holdand you can

switch back and forth between the two callers by clicking the Resume Callbutton in the corresponding window.

19 Switching audio devices during a call

During an audio call, click on the

Call/microphonesymbol in the Lync window

In the window which then appears, click on the required audio device in the

DEVICEStab. The call will be switched to the device immediately and

without interruption


11/2411 | P a g e

20 Switching from an active chat conversation to an audio or video call

You can switch from a chat conversation to an audio or video call at any

time by clicking the Telephoneor Camerasymbol in the footer of the

active conversation window.

All other actions use exactly the same procedure as described in the

preceding section.

21 Changing your own status manually

When the status is being displayed, we make a distinction between

manual status changes, which we perform ourselves, and automatic

status changes, which are changed automatically, for example due to an

appointment in the Outlook Calendar. Proceed as follows to change

your status manually:

Click your status in the Lync program window and select your

preferred status

Please note that these settings have a direct impact on your availabilityby telephone.

The statuses Off WorkandAppear Offlinehave been added, and the

statusAwayis now displayed asAppear Away.

22 Changing your own status to Do not disturb manually

Click on the current status in the Lync program window and select

Do not disturbas the new status

Only those contacts which are in the same workgroup and are using aLync device will now be able to call you or reach you by chat.

Those persons using a conventional telephone or a mobile phone will no

longer be able to call you using Lync.

The procedure used to administrate private contact groups is found in

one of the following sections.

In order to be able to be contacted again, click on your status and select Reset Status. Your status will be reset from

Do not disturbtoAvailableor Busydepending on whether a meeting has been scheduled for the current point in

time.


12/2412 | P a g e

23 Adding a Skype contact to my contacts list

Click theAddsymbol in the Lync

program window

Select the itemAdd a Contact Not in

My Organization, followed by the item

Other

Enter the e-mail address of the Skype contact in the IM Addressfield.

The e-mail address of the contact must have a Microsoft domain, i.e.

hotmail.com, msn.com, live.comor outlook.com

Select the Contact groupand the Privacy relationshipfor the Skype

contact

Confirm using OK

Note:The Skype contact will appear with

the availability status presence unknown

until this contact confirms you, in turn, asa Skype contact.

24 Calling a Skype contact

Use the mouse to hold the cursor over

the picture/picture symbol of the

required contact

Click on the Callsymbol in the symbol

bar when it appears

To end the telephone call, click on the red receiver symbol

25

What should I do if my Skype contact does not have a valid Microsoft domain?Microsoft currently only supports communication between Lync and Skype users who use an e-mail address for

Skype which is linked to a Microsoft ID (Microsoft account). The Skype user generally knows if this is the case.

Skype users with an e-mail address like this can be contacted as follows:

E-mail address: [email protected]

Address in Lync: someone(domain.com)@msn.com

You can see that the part after the @ is written in brackets and appears after the part before the @, and

@msn.com is added to the address.
mailto:[email protected]:[email protected]:[email protected]


13/2413 | P a g e

26 Setting up and sending an online meeting (LyncMeeting)

An online meeting can be

set up directly from

Outlook calendar. This

allows the availability of

the persons invited to be

checked at the same time.

An online conference (LyncMeeting) can be held both with internal Alstom employees as well as with external, non-

Alstom partners.

Documents can, for example, be presented, the whiteboard function can be utilised, or surveys can be prepared in a

LyncMeeting. LyncMeetings can be recorded using Lync 2013.


14/2414 | P a g e

You can participate in a

LyncMeeting using your computer

and headset, using a telephone,

your company smartphone or tablet,

or a BYOD table or smartphone.

You can make the settings you prefer when you are setting up a LyncMeeting in Outlook by using the Meeting

Optionsbutton. These settings can, however, also be configured individually later on, during the LyncMeeting.


15/2415 | P a g e

27 Participating in a LyncMeeting

Option 1

Search for the LyncMeeting in question in the Outlook calendar

Right-click on the calendar item

Click on the menu item Join LyncMeeting

Lync will now automatically connect to the meeting without requiring

input of a conference ID, password or name

Your own presence status changes to In a conference call

Option 2

Open the Outlook Reminderwindow from the Outlook task bar (or

by using the menu item View WindowReminders Window)and search for the relevant LyncMeeting

Mark the required meeting and click on theJoin Onlinebutton


input of conference ID, password or name


Option 3

Click the Meeting symbol in the Lync program window

Double-click the meeting


input of conference ID, password or name


Option 4

Open the invitation in the Outlook calendar using the same process as used for the

Communicator, and click the Join LyncMeeting link



16/2416 | P a g e

Note:Choose the Audio Option:

1. Participants with PC and headset need to click on the call icon to establish the audio connection. This is the

preferred option due to faster connection, no audio costs and better audio quality.

2. Participants with ordinary telephone call to the phone number of his/her country. The local number can be

found through the link Find a local number.

Important:Participants should never call both Options, otherwise there might be audio problems, such as echo.

Nice to know:How can I get a PC headset?

You can order headsets and other Lync-certified devices on the Alstom e-procurement tool e-pass.


17/2417 | P a g e

28 Starting a Meet Now ad hoc meeting

Click the Optionsbutton in the Lync program window

Select the menu item Meet Now

Click the callicon to connect the audio call

Lync will now automatically connect

to the meeting without requiring

input of conference ID, password or

name

The participating persons can now be

invited using the Invite More People

button

Your own presence status changes toIn a conference call


18/2418 | P a g e

29 Managing a LyncMeeting

Click theActionssymbol

Several control options for the LyncMeeting

are provided in theACTIONStab, such as:

- Mute Audience(also *4) switches all of

the participants (including other

presenters) except for you to mute

-No Meeting IMprevents chat messagesfrom being sent between the participants

during the LyncMeeting (note that Q&A

will also be deactivated)

- No Attendee Videoprevents the

participants from being able to add video

streams for the LyncMeeting

- Hide Namesconceals the names of the

participants on their picture or video

-

Everyone an Attendeedefines all participants, apart from the organiser, the role ofAttendee- Invite by Emailsends the meeting information (telephone number, conference ID and passcode, etc.)

More control options are available in the PARTICIPANTStab, which allow

participants to be managed or information to be obtained, e.g. the roles of

the active participants

30 Exiting a LyncMeeting/ending a LyncMeeting

You can exit a LyncMeeting by clicking the red telephonesymbol. The LyncMeeting

remains active, and the attendees remain connected

You can end a LyncMeeting by clicking on ...and then clicking the menu item End

Meeting. The LyncMeeting is ended and all attendees are

disconnected


19/2419 | P a g e

31 Basic settings

The Optionsbutton allows you to access the basic settings. Note that a

number of the functions listed here are managed by Alstom Policies,

which means that not all employees have the rights needed to change

these settings.

Minimise Lync in the system tray

instead of the task bar

Activate or deactivate emoticons

in IM

Activate automatic start for Lync

Display availability based on Outlook in Lync

Presence (In a meeting, Out of Office, etc.)

The feature to save all Lync activities and

conversations is deactivated. However theIM content can be saved manually before

closing the IM window by using Ctrl + S.

The information can be found in the folder

Conversation History in Outlook.

Show photo, when available


20/2420 | P a g e

Manage order in which contacts appear

Define the time after which the statusautomatically changes to InactiveorAway

Define conditions under which the status is

automatically changed to Do Not Disturb

Photos are managed through IDM,

respectively My IT-portal. Afterwards

your photo can be activated to be

displayed in the contact information.


21/2421 | P a g e

Enter additional telephone numbers to be

able to forward calls easily (available with

UC advanced only)

The Include in my contact cardcheck box

can be deactivated for private or personal

numbers

The standard audio device for conference

calls can be defined here

This defines whether I should be alerted

when someone adds me to their contacts list

(this is always activated by default)

This defines which alerts are displayed when

my status is set to Do Not Disturb

This defines how Lync responds to the

attempt to contact me using a different

program to Lync or Skype. This setting doesnot affect known contacts (those appearing

in my contacts list)

Define different ringtones for individual

groups

Define the corresponding ringtone sounds for

different situations

Select the music to be played when a call is

placed on Hold


22/2422 | P a g e

The right audio device must be selected

Click the Check Call Qualitybutton to start

the Audio Test service (microphone and

loudspeaker test)

If a webcam is available and should be used,

this can be defined here

The webcam settings can be made here

(changing the default settings is not

recommended)


23/2423 | P a g e


24/24