Using Lync

Alan Richards

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Contents Lync Overview ................................................................................................................................................................... 2

Instant Messaging ............................................................................................................................................................. 3

In Organisation People .................................................................................................................................................. 3

Out Of Organisation People .......................................................................................................................................... 3

Add A Contact ............................................................................................................................................................... 4

Whiteboard ....................................................................................................................................................................... 5

Making a Phone Call .......................................................................................................................................................... 6

Receiving A Phone Call ...................................................................................................................................................... 7

Transferring A Phone Call .................................................................................................................................................. 7

Direct Transfer ........................................................................................................................................................... 7

Consult Then Transfer ............................................................................................................................................... 8

Making A Video Call .......................................................................................................................................................... 9

Parking Lot ...................................................................................................................................................................... 10

Lync ............................................................................................................................................................................. 10

Conference Call ............................................................................................................................................................... 11

Lync ............................................................................................................................................................................. 11

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Lync Overview Lync is a communication tool, it can be used for instant messaging, screen sharing, audio conferencing, video calls

and telephone calls

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Instant Messaging Lync can be used as an instant messaging client to have text conversations with people both inside your organisation

and also from outside.

In Organisation People In the Lync client window you can type the surname of the person you wish to speak to into the search bar as shown

below

That person will appear in the result box below the search bar, at this point you can see their status by the colour

next to their name, some of the common ones are

Green = Available

Yellow = Inactive

Red = Busy

To start a conversation with the person double click on their name and the conversation window will open

To converse with the person type into the box at the bottom of the window and hit Enter

Out Of Organisation People If you want to converse with people outside of your organisation you will need to add them as a contact (see below

for more information) and once they are added double click their name in the main Lync client window to start a

conversation.

Communicating with people outside the organisation is called federation and does require some setting up by your IT

department before you can use it

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Add A Contact If you have contact with a person on a regular basis then it is advisable to add a contact to your Lync client. To do this

use the search box to find the person you want to add as a contact

Hover over the person you wish to add as a contact and click the + sign that appears and select All Contacts from the

pop up menu

This person will now be added to your contacts

The process is exactly the same for people outside of your organisation but will take longer to complete, also before

adding people from outside your organisation to your contact list please ensure you have spoken to a member of

your IT department

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Whiteboard In Lync the whiteboard allows you to draw something on an electronic whiteboard that all parties to the conversation

can see

To start a whiteboard session start a conversation as normal and from the conversation window click on Share and

select New Whiteboard

You will now see your conversation and to the right of it an electronic whiteboard

Using the tools across the bottom of the whiteboard you can draw, type, highlight

and eventually save your whiteboard session

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Making a Phone Call Making a call using Lync requires your organisation to have Enterprise Voice enabled and some Lync compatible

hardware either USB or standalone phones. The method for making a phone call with any Lync compatible handset is

the same as with any other phone, simply lift the handset and dial the number you wish to contact.

To make a call from your laptop or PC you will need to be logged into Lync.

Click on the telephone symbol

You may now either use your mouse to enter the number you wish to dial using the onscreen keypad and then click

on Call or you may use your keyboard to enter the number you wish to call and hit Enter

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Receiving A Phone Call When you receive a call, users with handsets may just lift the receiver to answer the call. Users with no handset will

use Lync to answer the call.

When you receive a call a small pop up will appear on the screen.

Clicking on the Green Handset icon will answer the call, clicking Decline will send the call to your voicemail

Transferring A Phone Call Once you have answered a call you may transfer the call to another number or user. When you have answered a call

in Lync you will see this pop up

Direct Transfer A direct transfer is the transfer of a call to another user without announcing the call or speaking to the other party

before connecting the two calls

In Lync click on the transfer button

From the options select Another Person or Number

At this point you have the option to choose from a contact already in your list, a number you know or type the name

of the person you want to transfer the call to

Once the call has been transferred you may close any open windows

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Consult Then Transfer This method of transfer allows you to speak to the person you are attempting to transfer the call to before actually

transferring the call

Answer the call in exactly the same way as the Direct Transfer but click on the pause button

This puts the call on hold which can be seen from the Lync call window

Now make a call to the party you wish to transfer the call to by using Lync, you will now have 2 calls open

If the other party wants to take the call then using the Transfer Button select the option Current

Conversations and transfer the call to the intended recipient

If the other party does not wish to take the call or their voicemail answers close that call and click Resume Call on the

original conversation window

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Making A Video Call To make a video call open a Lync conversation window in the normal way

Click on Video and select Start a Video Call

Lync will now start the video call and initialise your web cam

At this point your video has started but the other party in the conversation needs to start their video

To do this they need to click on the button above the video source and click Start My Video

You can now use the video and sound to have a face to face conversation

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Parking Lot The parking lot is a storage space for calls that you wish to pick up on another phone

The parking lot system could be used, for example, if you take a call from a person in a busy office but then wish to

carry on the conversation in private

Lync To use the parking lot in Lync simply answer the call in the normal way and if you wish to park the call click on the

Transfer Button and select Parking Lot

Once the call has been parked, Lync will show you the number you need to dial from any other phone to retrieve the

call

In the example above the number is 324

To retrieve the call go to any other handset and dial 324

The parked call will then be transferred to that handset

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Conference Call At times you may wish to include more than one person in a phone conversation, with Lync you can start a

conference call to admit more than one person to a call

A conference call may be initiated by any party in the call

Lync From the Lync call window click on the People button and select Invite By Name Or Phone Number

At this point you may either enter the phone number of the person you wish to invite, find them in your contact list

or type in their name

Once you have connected with more than one person the Lync window will change to conference view

You can invite more people if you wish and invite people from outside the organisation, the screenshot below shows

one participant joining the conference from a mobile phone