Lync 2013 Client – Getting Started User Guide

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CONFIGURE AUDIO/VIDEO

 It is very important to understand audio configuration in Lync. This will ensure that you are able to hear your phone ring, and have a good audio experience when in a call.

Select the “Audio Device Settings” option from the bottom left menu: 

Ensure you have a speaker, microphone and ringer configured. Use the play buttons to test your configuration:

If you have 2 audio devices you may want to also enable the “Secondary ringer” option. This is particularly useful if your primary device is a headset, and you would like to set your PC speaker as the ringer. It is also advisable to “Unmute” when the phone rings:

If you have a camera, configure this from the “Video Device” options. Select the device from the drop down menu and make sure it is working in the preview window:
Please note:  If your image flickers a lot, click “Camera Settings” and try changing the “PowerLine Frequency”:

ADDING CONTACTS

To add a contact to Lync search for them, then right click “Add to contacts list”. Depending on your configuration Lync will also display Outlook contacts:

There are different privacy levels available that determine who can see what information. To view or change the privacy level right click the contact, select “Change Privacy Relationship”, then choose from the available options:

 

SET UP ADDITIONAL PHONE NUMBERS

To allow your contacts to see your other phone numbers you need to add them to Lync. Select the options cog from the top right:

Select “Phones” then click the phone number type you would like to add. Use the “Include in my contact card” to make it easily visible to your Lync contacts:

Note: Your work phone is generally set by the administrator and cannot be changed.

PHONE SOMEONE

You can phone someone using one of the following 3 options:

  1. Type (or copy/paste) the phone number, and either press Enter or double-click the highlighted number:
  2. Hover over the contact picture and use the phone icon:NOTE: This option will automatically call the last number you used for that contact (i.e. Lync call, work number, mobile number etc).
  3. Reveal a list of available numbers for the contact select the arrow next to the phone icon:If you would like to leave one of your contacts a voicemail without disturbing them select the “Voicemail” option.

Once the call is initiated a call window will open:

 

ANSWER AN INCOMING CALL

When you receive an incoming call a notification will pop up. Select the phone icon to answer the call:

TRANSFER A CALL

Hover over the phone icon then select “Transfer Call”.  You can select one of your own numbers or “Another Person or Number” :

If you choose the later you can search your contacts or enter a number:

REDIRECT A CALL

When you receive an inbound call you have the option to redirect it rather than answer. You may wish that the call to goes straight to voicemail, or you may be out the door and want to redirect it to your mobile.

Select “Options” from the call notification pop up and select where you want to redirect the call:

CALL FORWARDING

There are 3 call forwarding options that can be accessed directly from the call forwarding menu at the bottom of the Lync client:

  • Turn Off Call Forwarding
  • Forward Calls To
  • Simultaneously Ring

For more advanced call forwarding options select “Call Forwarding Settings”

 

REDIRECT UNANSWERED CALLS

By default if voicemail is enabled unanswered calls will be redirected to your voicemail box. You can change these settings from the “Call Forwarding Settings” option mentioned above.

 

RETRIEVE VOICEMAIL

You can retrieve your voicemail in one of 3 ways:
  1. Outlook – Voicemail is delivered to your Outlook inbox and can be played directly from the message:
  2. Lync – Voicemail can be retrieved from the Lync client by selecting the phone tab. To play the voicemail hover over the left hand side of the message and then select the play button:
  3. You can also call your voicemail box using the voicemail options menu:
  4. Dial-in – You can dial in using any phone to the dial-in access number. You will need to know your Lync number or extension, as well as your PIN. See the dial-in conferencing section below for information on how to find these details

SET UP VOICE MAIL

Using the voicemail options menu or dial-in option above, you can call in to configure your mailbox:

The first time you call in to voicemail you will be asked to record your name and a personal greeting.

VOICEMAIL OPTIONS

Once you have accessed your Voicemail, you will be prompted to use the default voice recognition system to speak any of the following options:

PERSONAL OPTIONS

SET UP AD HOC CONFERENCE CALLS

A meeting between co-workers and other contacts is easy using Lync.  Simply select “Meet Now” from cog menu:

To invite people hover over the people icon and select “Invite More People”:

Search people by name or phone number:

If you are planning to share content with external parties that don’t have Lync you will need to provide them the meeting link. This can be accessed from the additional options menu (…) by selecting “Meeting Entry Info”:

NOTE: For more information see Online Meetings Guide.

 

DIAL-IN CONFERENCING

INTRODUCTION

Dial-in Conferencing allows you to set up and maintain your own conference room where you can invite anyone to join using Lync or a standard phone.

REGISTER TO USE DIAL-IN CONFERENCING

If you intend to host or attend a conference call with external parties, you will need to set your PIN, Passcode and Conference ID in the Dial-in Conferencing system. When you dial in from a phone you will be given the chance to enter your PIN to enter as the leader.

Please note:  When calling from Lync you will be automatically authenticated so a PIN is not required.

To configure Dial-in Conferencing select the cog menu then “Tools” – “Dial-in Conferencing Settings”:

Click “Sign-in” and enter your Lync credentials:

If this is the first time you have logged in your will be asked to create a PIN number:

Note your unique conference information and the available dial-in numbers:

Use your “Phone Number” or “Phone Extension” to identify yourself when dialling in and your PIN to authenticate:

SCHEDULE A CONFERENCE CALL

Online meetings can be scheduled using your Outlook calendar. Open a new appointment and select “Lync Meeting”:

You will see that the meeting information is automatically included in the appointment body ready for you to send:

JOIN AN ONLINE MEETING

To join a scheduled online meeting simply select the “Join Lync Meeting” link included in the appointment:
If you have Lync installed the meeting will automatically start, otherwise you will be presented with options for joining the meeting. You and your participants can also dial-in using the supplied local number or by searching “Find a local number”:

When dialing in use the conference ID to enter the meeting. If you are the conference leader you will also need your PIN.

NOTE: For more information see our Online Meetings guide.

 

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