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Lync and Pexip – Virtual

Meeting Tools

Social Goal – Upon completing the Lync and Pexip training session, I will be

able to effectively communicate my status and what is happening in my world.

Content Goal – Upon completing the Lync and Pexip training session, I will

identify when to appropriately use each software to communicate both inside

and outside of IUPUC.

Technology Goal – Upon completing the Lync and Pexip training sessions, I will

utilize the equipment available to host and attend virtual meetings.

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Click on Set Location…

The popup window will display allowing the user to key in their location information

IUPUC does not reference this information in an emergency dialing situation

We have a back-end system called Pinnacle where we keep your location stored

Your phone number is tied to your room number at IUPUC

If you move rooms and your phone is picked up and moved, UITS MUST know about the move!!!

If we do not update Pinnacle, and you dial 911, responders will go to the wrong location

Clicking on Show others My Location will show folks where you are located.

Quotes, Thoughts, Warnings, What’s on your mind

Display your availability for others to see

Available – able to take calls, chats, video conference

Busy – in the middle of something, but may answer

Do Not Disturb – will not take your call

Be Right Back – at work but ran to do something

Off Work – gone for the day

Appear Away – auto change when you step away so long

Appear Offline – want other to think you are signed out

Reset Status – change you to default status

Sign Out – log out of Lync

Exit – close Lync

You are more than welcome to fill out the

information. Just realize that this is not used in an

emergency situation. All data is pulled from Pinnacle.

Please do NOT move your

phone around campus

without UITS knowing about

the change.

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Contacts – select this option to display your contacts

Conversations – select this option to display pervious conversations aka “instant messages”

Phone – select this option to display an on-screen dial pad to place a phone call

Meetings – select this option to display upcoming meetings

Settings – select this option to display the Menu Bar

Click on the X to hide the notification

File

Sign Out – Log Out of Lync Change Sign-In – Login as another user My Status – Change your status for others to see View Received Files – Look at files sent to you within Lync View Conversation History – Look at IM’s with users Close – Minimize Lync and keep in running in background Exit – Log out and Close out of Lync

Meet Now

Quickly join meeting Use full features Call me at specified # Join meeting, not audio

Tools Always On top – Keep Lync on top of all open windows Several other options and preferences to set on an individual basis

Help Lync Help – Gain access to help files pertaining to Lync Privacy Statement – Webpage with privacy, tips & tricks

Show Menu Bar

Select to keep the menu bar displayed in Lync

You’ve been selected by your manager or server

administrator to serve as a Lync response group agent in

order to help answer phone calls for one or more

workgroups in your organization. In the future, whenever

incoming calls are being routed to your response group,

your phone will ring if you are signed in as an agent.

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Hover your mouse over the individual’s photo to display the Quick Lync Menu

Click the phone to place the call

Click to display the contact’s card. Click on Add to quickly add to the Outlook Contact Click on the … to add to the Instant Messaging Contacts

Click to add to Favorites or to your contact list The Favorites group lets you build a list of people you contact most often

If you know the person’s phone number, key in a 10 digit

number to direct dial the individual

Hover over the phone icon that displays

Key in a name to display contacts fitting the letters

Information about the person will display

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Click to start a Chat or Instant Message with the individual. The person’s status will determine if they are able to receive IM’s or not. Tabbed conversations is a new feature in Lync 2013. This will allow you to navigate between multiple conversations at once. With a conversation highlighted, use the popout button at the top right to break out into a single conversation Click on the people icon to add additional people to the conversation

Click the phone to place a direct call with the individual

Click the video camera to start a video call with the person

Click to view the person’s contact card. From here, you can quickly add the individual to your list of contacts.

Click the … to view additional options to contact the person

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Displaying and Sorting your Contacts

Groups will display your contacts sorted by the associated grouping

Status will sort by availablity

Groups allow you to cluster

individuals into a team and

identify quickly who is available.

You can choose to communicate

with one person in the group or

the entire group at once.

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Relationships sorts contacts by their relationship status

New allows you to create New contacts based on folks who have asked to include you in their contact list

Select an option below for adding new contacts

Add a Contact in My Organization This person is an IU employee

Add a Contact Not in My Organization This person is employed outside of IU Select if the contact is a Lync user, Skype user, or other

Create a New Group Create a new group to hold contacts that you contact frequently

Display Options Options for how contacts are displayed – individual preferences apply

Click on the Add A Contact button

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Receiving a Video Call

A popup will alert you when someone sends a video call

Hover over the person’s picture and click on Accept

You video feed will appear small in the lower right-hand corner while

your attendee(s), the person talking, will appear large

If you have multiple attendees, the five most active participants will

appear in a line across the bottom of the screen.

The main feed will change to display the person who is currently

speaking.

Click on the Chat (IM) icon to display info about the video session

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Click on the telephone icon to mute/unmute your audio

Click on the video camera during the conference and you will be able

to click Stop My Video to stop your video but continue to see

everyone else or click on End Video to stop sharing your video feed

and end the feed you receive from others.

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Click on the Monitor icon

Present allows you to share your desktop and open programs

Whiteboard allows you to draw or annotate on images

OneNote allows for on the fly collaboration

Attachments allows you to send attachments to participants

If the person starts to present, you will have to click on Accept when the popup appears

You will now see the desktop of the person

presenting the video call

You can request control of the presenter’s

desktop by clicking on the Request Control

button located at the top of the screen.

Presenter will stop sharing to remove

access to their desktop

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The presenter can share an

application with you. This will allow

for step-by-step demonstration

during the video call.

You can request control at the top of

the screen. This will allow you to

take control of the presenters

program and input data.

Presenter will stop sharing to remove

access to their application

The presenter can create a poll to take a quick survey with the

participants.

At the end of the Poll, they can display the results if

they choose

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The presnter is able to share documents with you on the fly

during a presentation.

Click on Open

Click on Open

The document will open it the proper application

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Click on the Gallery View icon to invite

more people to the conference

Click to toggle between Speaker and Compact View

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Click on the …

Click on Start Recording

You can use the controls at the bottom to pause

or stop recording or click the More Options

Once the video is stopped, click on the … More Options

Select Manage Recordings

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Wait while your video processes

You will receive a popup when your video is

ready to view

Click on Play to view your video

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Your video will play in the appropriate program with controls at the bottom

By default, your video will be saved in the following location

where brrund is your username

Replace with your username

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Click on Publish

You can rename your video and choose another location to publish to

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Open an internet browser of your choice (Chrome or Firefox)

Key in bridge.iu.edu and press the Enter key

Key in 22 plus your four digit extension for standard definition

Key in 24 plus your four digit extension for high definition

Key in your name

Click on Advanced

Click on Join

Click to change the Bandwidth

Select if you only want to present your screen in the meeting

Select if you only want to present audio during the meeting

Select to change your microphone

Select to change you camera

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When you key in the conference number and your name and click on join, you will be prompted to use the camera and mic

Click on Allow

You will automatically enter into the

conference

Notice your video will appear in both

windows until someone joins the conference

Inform your participants to navigate to

bridge.iu.edu and give them the conference

number from the login screen (Chrome)

Once a participant joins, their video will

appear in the large window.

Hover your mouse to the left

of your video feed to display a

toolbar

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Hide Self View – Removes your video feed from your screen

Disable Microphone – Mutes your microphone

Disable Camera – Shuts off your video feed from the conference

Enable Full Screen – Toggled between full screen and a minimized view

Present – Share your entire screen or specific applications you have open

Keypad – Allows you to access a keypad

About App – Provides information about Pexip

Disconnect – Hang up and end the conference

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Click on the Present icon from your toolbar

You will be prompted to install the Pexip Screensharing Extension – click on OK

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A new tab will open. Click on the Free button

A confirmation window will appear

Click on the Add button

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You will receive an Added To Chrome message

Click X to close the window and the open tab

Knowledge base article outlining known issues with browsers: https://kb.iu.edu/d/bfbz

Knowledge base article with steps to share your screen: https://kb.iu.edu/d/bezj

Knowledge base article with tips if you experience quality issues outside of IU network: https://kb.iu.edu/d/bfcp