MicrosoftLyncTraining PPT 12 22

Microsoft Lync 2010

A few Training PPTs on Lync-Voice and VideoConference Training - Attendant Training - Conferencing and Collaboration Training - Delegate Training - IM and Presence Training

ObjectivesThis course covers the following voice and video features of the Lync 2010 client. Make a Call Answer a Call Manage a Call Forward a Call Follow up on Missed Calls and Voice Mail Join a Conference Call Join a Video Call Accept a Video Call

Video Objectives VoiceThis section covers the following: Make a Call Answer a Call Manage your Conversation and Device Settings Forward Calls Follow up on Missed Calls and Voice Mail Join a Conference Call

Make a Phone Call from AnywhereThe Microsoft Lync 2010 client works with Microsoft Lync Server, providing a softwarepowered telephone. Users can contact anyone inside or outside of their company. It s as comfortable as your old phone but a richer and more sophisticated experience. Lync supports the following types of calls: Computer to computer Computer to telephone Telephone to computer Computer to audio conference Video calls and conferencing Using Lync 2010 means that users have all their principle communication choices - voice, e-mail, instant messaging, and conferencing - available and integrated on their computer.

Return to Voice Objectives

Make a CallYou can use the search bar to find someone or scroll to find anyone in your contact list. 1.Open Lync. 2.Type the person s name or phone number in search bar. 3.Click Call on the person s contact card,. 4.When you click to call the contact s work number is the default number that is dialed. 5.You can click the Call menu to select other numbers to call the contact. Learn more about Click to Call on the next slide.Call menu for additional options

Search


Click to CallLync 2010 offers the Click to Call feature. When you click this icon Lync automatically dials the number for you. The call connects using your Lync Phone Edition device. If a device is not available the call connects through your Lync client.

Click to Call


Use the Dial Pad to Make a CallUse the dial pad to manually enter a phone number to dial. For example, you can use the dial pad to dial 1-800-flowers. 1.Click Phone. 2.Click or type numbers on the Lync dial pad. 3.Click Call to dial number.Click Phone tab to access Dial Pad.

The dial pad responds to mouse clicks and keystrokes.

Click Call or press Enter to dial number.


Answer a CallDepending on your device setup, an incoming call takes place using one of the following methods: Connected to a Lync Phone Edition device: Call is answered using the Speakerphone or Headset. Lync without a device attached: Audio through the computer speakers. Answer Call: 1.Click notification window for incoming call. 2.The Conversation window appears and the call begins. Redirect or Decline Call: 1.Click Redirect call to another number such as your cell phone. 2.Click Decline to call send caller to voicemail if it is configured or disconnect caller.Click the notification window to answer call.

Conversation window appears after accepting call.


Accept Call During ConversationDuring a conversation you can start a call in the conversation window.Click Phone to initiate call.

Answer a Call In an IM The Conversation Phone tab displays options on how to receive the call. Click one of the following options: Accept Call accepts call and begins conversation. Redirect redirect to cell phone or other number. Decline declining the incoming call sends caller to voicemail if it is configured or disconnects caller.

Click Accept, Redirect or Decline.


Manage a CallDuring a call you can change the audio device, place the call on hold or transfer the call to another number. Click the following options from Conversation window. Click Audio Device to select between your headset, handset or computer audio. Place the call on hold by clicking Hold. Transfer the call to another number. Use transfer to remain on your conference call even when you have to leave your office.Use the transfer menu to transfer call to another number.

Change the audio device during your call.


Phone Calls Get to the Right PlaceUse Lync 2010 to forward calls to your cell phone or simultaneously ring your office and home numbers. Quickly identify and change call forwarding settings. Know at a glance when your calls are being forwarded. Easily configure advanced call routing settings. Take your calls with you.

Call-Forwarding Settings

Calls Forwarded Notification


Forward a CallYou can send callers straight to your voice mail or to anyone you want to handle your calls while you are out. It s easy to set up full forwarding rules on the Call Forwarding tab. 1.Click Call Forwarding. 2.Click Call-Forwarding Settings. 3.Specify phone numbers on the Call Forwarding tab in Options. 4.Click OK to update call forwarding settings. 5.Click Call Forwarding. 6.Select one of the following options: Do Not Forward Calls Forward Calls To Voicemail, Cell Phone, or other number Simultaneously Ring


Follow up on Missed CallsManage phone messages using Lync 2010. Know that you have missed calls and messages waiting at a glance. Playback voice mail directly from Lync. Easily reply to voice mail using chat or voice. Listen to your Voice Mail 1.Click Phone in Lync. 2.Click Play to listen to received voice mail. 3.Click Call to reply to voice mail.Visual Voice mail provides a dedicated view for voicemail with one click access to playback.


Join a Conference CallLync 2010 offers multiple options for connecting to a scheduled conference call. Using Option A or B connects using Lync Phone Edition device by default. If device is not available you will connect to conference using computer speakers and microphone.

Option B Click Join Online Meeting from calendar invitation to connect to conference through Lync 2010.

Option A Click Join Online to join conference Call directly from Outlook calendar reminder.

Option C Manually dial the number using desk, cell or Lync Phone Edition device.


Online Meeting InvitationThe meeting invitation contains multiple ways to connect to Lync Online Meeting. Join Online Meeting connects you to the meeting through Lync allowing you to hear conference call and see visual content such as web camera and desktop sharing. Meeting Hyperlink provides a Internet browser method of connecting in the event the Join link fails or you do not have Lync installed. Join by Phone connects you to the conference call if you are using a home or cell phone. It connects you through Lync if you are using Lync Phone Edition or the Lync Dial pad. Conference ID required when prompted. You are not prompted when using Join Online Meeting or Meeting Hyperlink.

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Activity 1This activity prepares Lync users for Online Meetings using voice. Practice this activity during a small or informal team meeting. This scenario uses a conference room setting with a conference phone as primary audio.Schedule an Online Meeting 1. Open Outlook 2010 and click New Items, and then click Online Meeting. 2. Complete invitation fields and send the invitation. To Recipients Subject Location Start and End Time Join the Meeting 1. Open Invitation and click Join Online Meeting. 2. Click Use the following on the Join the conference audio dialog window. 3. Click drop down menu and enter your conference room telephone number. 4. Click OK.

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Activity 2Practice using Lync touchtone commands during a call. Touchtone commands also referred to as Dual Tone Multi-frequency (DTMF) help you control the conference call, allowing you to admit or mute participants, and disable announcements. 1. 2. Join an Online Meeting and connect to conference call using desk phone. Use desk phone dial pad to press one of the following touchtone commands and listen to description. *6 - Mute or unmute yourself *4 - Mute or unmute all other participants *7 - Lock or unlock the conference call *9 - Enable or disable announcements for participants entering and exiting the conference. *3 - Privately play participant roll call in the conference. *8 - Admit all participants currently in the lobby to the conference. *1 - Play a description of the available touchtone commands.


Last Minute ResolutionsMost users have experienced an unexpected moment during a conferencing session. The following provides tips on addressing last minute issues in an Online Meeting. Issue: Conference room phone or meeting participant cannot dial into the Online Meeting. Resolution: Use Invite by Phone to call participant or connect to conference room phone.1. 2. Click the People menu and then click Invite by Name or Phone Number Enter number for participant s desk or cell phone or the conference room phone number, and click Call.

Issue: A participant s voice echoes throughout the call. Resolution: This occurs if a participant is connected to the Online Meeting through multiple devices, such asboth computer audio and cell phone audio. This can also occur inside a large conference room if the meeting is using a podium and panoramic video with audio device. 1. 2. 3. The participant should mute computer speakers and computer microphone. Mute desk phone and verify echo has stopped. Unmute primary device to use during Online Meeting.


Video ObjectivesVideoThis section covers the following: Join a Video Call Accept a Video Call

Video OverviewFor the closest thing to a face-to-face conversation, connect a webcam to your computer. Using a webcam in Lync 2010 to display yourself to other participants is a seamless experience. Certified UPnP webcams are detected automatically by Lync on Windows XP, Vista and Windows 7. You do not need to install a webcam to view another participant s video in a Online Meeting. Configure webcam settings from Video Device in Lync Options. 1. Click Tools and then click Options. 2. Configure webcam settings under Video Device.Plug in a USB webcam and Windows automatically searches for driver software.

Join a Video CallIf you have a webcam set up, you can choose to allow your contact to see you as you converse. If you accept someone s incoming video call to you, they won t see you until you add video from your side of the conversation. Join a Video Call 1. Click Video in the conversation window to start your webcam and initiate the video conversation.

Click Video to start your webcam.

Picture in picture view of yourself, click View to set options or hide.


Accept a Video CallYou don't need a webcam to accept a video call from another Office Lync 2010 user. If you don't have a webcam, you can view the caller s video feed, and the caller will see a video icon placeholder for your feed. Your caller won t see you unless you add your own video feed to the conversation. Accept a video call. 1. Another participant in Online Meeting begins video. 2. Lync automatically displays participant video in conversation window. 3. Click Start my video to display your webcam to other participants. 4. Click View to show your preview window or change webcam settings.Click View to display your preview window or modify webcam settings.

Click Full screen button to maximize video window.


ReviewIn this course we covered the following voice and video features of the Lync 2010 client.

Make a Call Answer a Call Manage a Call Forward a Call Follow up on Missed Calls and Voice Mail Join a Conference Call Join a Video Call Accept a Video Call

2010 Microsoft Corporation. All rights reserved. Microsoft, Exchange ActiveSync, Excel, Lync, Outlook, PowerPoint, SharePoint, SQL Server, Windows, Windows Live, Windows Mobile, Windows Server, and other product names are or may be registered trademarks and/or trademarks in the United States and/or other countries/regions. The information herein is for informational purposes only and represents the current view of Microsoft Corporation as of the date of this presentation. Because Microsoft must respond to changing market conditions, it should not be interpreted to be a commitment on the part of Microsoft, and Microsoft cannot guarantee the accuracy of any information provided after the date of this presentation. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.

BACK TO OBJECTIVES

Microsoft Lync 2010 Attendant Training

Objectives This training course covers the following Microsoft Lync 2010 Attendant features:

Using the Contacts List Understanding Call Controls Making and Receiving Calls Managing Multiple Conversations Setting up Team-Call Groups How to Park and Retrieve Calls

Overview of Lync AttendantLync Attendant is an intuitive call management application that helps you manage large numbers of simultaneous calls. Lync 2010 Attendant runs in a full screen window to provide a streamlined desktop experience. The following features are new for Lync Attendant:Sort Search Results: An Arranged By field has been added which allows you to sort your search results. Agent Anonymity: Calls can be answered anonymously as part of your Response Group. Your identity is not revealed to the caller. Call Routing with Response Group: Agents can see and answer all the calls queued in Attendant, regardless of their status. Improved Desktop Alerts: Desktop alerts notify you of incoming calls or instant messages. Switch Audio Device during a Conversation: Switch your audio device without interrupting the conversation. Report Malicious Calls: Report a malicious call to your support team when the call has ended. Location and Emergency Enhanced Services Support (E9-1-1): Your physical location is noted so that emergency 9-1-1 services can locate you. Park a Call: Calls that need to be transferred can be parked in a holding queue instead of putting the caller on hold.

Understanding the Lync Attendant WindowThe Attendant window is divided into two main areas; Conversations and Contacts. Incoming, active and pending conversations are displayed in the Conversation Area.

Incoming Area The area where new conversations come into Attendant Active Area The main window for one conversation, where multiple operations can be performed. Pending Area The area where calls on hold or minimized conversations are placed.

Using the Contacts ListYour Contact List is a list of contacts with whom you communicate most often, shows the availability of your contacts and allows you to view additional contact details by right-clicking the contact s name, and then clicking Properties. You can place a phone call, start an instant messaging (IM) session, start an email conversation, or start a conference with any of your contacts. Attendant includes three standard groups: Frequent, Available, and All Contacts. Frequent lists in descending order the names of people with whom you have had recent contact through Lync Attendant. Available lists all contacts whose presence does not indicate Away, Unknown, or Offline. All Contacts lists all contacts that have been added to your Contact List (except by way of being a member of a Distribution List).

You can also create custom groups to manage your contacts.

Make a Call and End a Call1. To call someone in your Contact List, double-click their name or click the phone button next to their name. 2. Select one of the options as appropriate. Please note that some of these options may not be variable, depending on how the user has been set up. Work number Mobile Lynch call Voice Mail

3. To end the call, click the End Conversation icon or you can close the conversation window.

Answer a CallWhen you receive a call, a desktop alert appears in the right hand side of the task bar, as well as the Incoming Area.The alert is displayed when Attendant is minimized or closed while running, and allows you to answer the Call right away and bring the Attendant into the foreground in the process. To answer a call, double-click the incoming call alert or click Accept. To decline a call, click Decline. If voice mail is enabled, the call is redirected to your voice mail.

Note: The call alert looks different for a repeat caller. Respond to the call the same way as a normal alert, by double-clicking the alert or by clicking Accept or Decline.

Incoming Call Alert

Accept or Decline the Call

Answer a Call (continued)When you receive a call, you have other options that you can chose from as appropriate. Right click the alert and select one of the following options: Accept - Connects the call Redirect-Voice mail: Redirects the caller to voice mail which is sent to your email. Ignore: Redirects the caller to voicemail. Close: Redirects the caller to voicemail and closes any active IM sessions. Do not Disturb: Redirects the caller to voicemail and sets your presence to Do Not Disturb. If your status is set to Do Not Disturb, the incoming calls will be directed to your VM automatically. Note : These options are variable both with the alert and the active conversation area within the Attendant console.

Using the Call ControlsWhen you've answered a call, it appears in the Active area. Using the call controls, you can perform various tasks, including the following. Place the call on hold or park the call Transfer the call Consult with the intended recipient before you transfer Invite someone else to join the call End the call (hang up)Call Controls Active Conversation Area

Hold Transfer

Consult Invite

End

Taking Notes During a CallYou can take notes during a call and send the conversation notes via email. 1. In the active conversation area, click the Note tab. 2. Click anywhere in the Note area and type your note. 3. To send the notes our via email, type a subject for the note by clicking Type a subject for this conversation area. Then click Send Notes. 4. An email opens with the notes and subject populated.

Place a Call on Hold and Transfer a CallPlace a Call on Hold 1. In the Conversation window, click the Hold icon. The caller will hear hold music and the timer will go off until you resume the call. 2. Click the Hold button again to resume the call.

Transfer a Call 1. In the Conversation window, click the Transfer icon. 2. Double-click the name in the Contact List that you want to transfer the call to. The call disappears from your Conversation window. An unsuccessful transfer displays an error message.Transfer a call

Consult Before Transferring a Call1. In the Conversation window, click the Consult before transferring or merging calls button. The call will be placed on hold. 2. In your Contact List, click the recipient s phone icon. (Or, click their IM icon to consult by instant messaging.) 3. If the recipient agrees to take the transfer, click the Call this contact, connect button. 4. If the transfer is successful, the call simply disappears from your Conversation window. An unsuccessful transfer displays an error message. 5. If the recipient does not want to take the transfer, end the consultation and then click the Hold/Resume call button to resume the conversation with the caller.

Invite Someone Else to Join the CallInvite someone else to join the call 1. To add contacts during a conference call, click the Add icon.

2. Double-click the contact name or drag the contact from the Contact List into the Conference area.

Managing Multiple ConversationsYou can use the Conversation area to manage multiple conversations including incoming, active, and pending. You can maintain multiple active conversations at the same time, but only one voice conversation at a time. For example, you can accept an incoming call while you're maintaining two other instant messaging (IM) conversations. In this case, whichever IM conversation you are addressing at the moment moves to the Active area, and the voice conversation would still be active (indicated by the red arrow) even though it moves to the Pending area on your screen.

Team-Call Group OverviewThe Team Call allows the incoming calls to be forwarded to a defined team. When a team-call group receives a call, each member s phone rings, and all members can see who forwarded the call. When a team member answers the call, the phones of all other members stop ringing. Team Call feature is helpful if you are part of a group of people who share responsibility for a particular area, for example HR team or Admin team. You can set up this feature to ring you and your team-call group simultaneously, or you can set a delay so that your calls ring you first and then your team-call group after a specified number of seconds.

Set up the Team-Call GroupSet up the Team Call: 1.Click View or Change Call-forwarding settings on the toolbar. 2.When the Call-Forwarding Settings window opens, click Ring me and my team-call group, on the Do the following when I get calls drop-down menu. 3.Under Add team-call group members to answer calls on your behalf, click Add. 4.Type the name of a contact that can answer your calls, and then click OK.

Set a Ring DelayWhen enable team-call, it is import to set a ring delay. When you turn on a ring delay, incoming calls will ring you first and then your team-call group, after a delay. To set a ring delay: 1.Click on one of your contacts, then click Ring Delay. 2. Check the Turn on ring delay check box, and then set the ring delay time and click OK. 3. Click OK again to save and apply the settings.

Answering Calls for a Response GroupAs a response group agent, you ve been selected to help answer phone calls for a group or for multiple groups. You can use Attendant to answer and manage the phone calls that come into your group. When the Response Group Manager makes you an agent for a response group, you ll see an alert in Lync Attendant that tells you to which group you ve been added. When you re signed into a group, you re ready to take a call. If it is a formal sign in group, the user must sign in using a web page that shows the groups they are part of). If it is an informal group, you can automatically receive calls once you sign in. NOTE: If the privacy policy is enabled on the server, then you must search for the RGS contact and add them to your contact list to receive calls. 1.An incoming call alert will show you which group is routing the call to you. 2.Click the alert to answer the call.

Alert

Parking a CallInstead of putting a call on hold, you can park the call in a holding queue. Park the Call 1.Click the Hold menu. 2.Click Park call. When the call is successfully parked, you get a notification with the retrieval number. Communicate the retrieval number to the person or department that the call is being transferred to. Retrieve the Call 1.Type the retrieval number in the search box to retrieve the call. 2.You are then notified the call has been retrieved.

1

2

Retrieval Number

Park the call

Make Calls for Someone ElseAssistants can receive and make calls on behalf of their managers using the Attendant console. Boss/Admin is an option in the Call-Forwarding Settings. The following steps must be performed by the manager to select a delegate: 1. Open Lync, click the Options button, click Tools and then click Call-Forwarding Settings. 2. Click Edit my delegate members , then Add to select the delegates Note: All incoming calls will ring the delegate specified. 3. In the Call Forwarding section, click My Delegates.

Forward Calls to Delegates

Edit Delegates

Add Delegates

How Delegating your Calls Works1. The delegate receives a notification in Lync Attendant and the Lync Client and answers the call. 2. An email is also sent to the boss with information about the call

Check VoicemailYou are notified when you have a new voice mail. Check your voicemail: Click the Voice Mail menu on the toolbar.

View your voicemails in Outlook: Click View Voice Mail. You can see your Voicemail preview in an Outlook message. Click Call Voice Mail. You connect to voicemail and hear options to listen to your message, delete, forward.

Listen to your voicemail:

Lync 2010 Attendant OptionsChange Attendant options: 1.Click the Options button on the Toolbar, and then click Options. 2.On the Options window, customize settings, such as Presence, History, Alerts, Phone numbers, Application settings, sounds, etc.

Review Activity Complete the following activities:

Use the Contacts List to find a contact. Make a call. Take notes on a call. Use Call Controls to put a call on hold. Consult and connect the call with someone else. Transfer a call. Add someone to a Team-Call Group.

Review This course covered the following Lync Attendant features:

Using the Contacts List Understanding Call Controls Making and Receiving Calls Managing Multiple Conversations Setting up Team-Call Groups How to Park and Retrieve Calls


BACK TO OBJECTIVES

Microsoft Lync 2010 Conferencing and Collaboration Training

ObjectivesIn this course you will learn how to:Get Set up for Online Meetings Dial in conferencing and Personal ID Schedule an Online Meeting Multiparty/multi-platform meetings using Lync and Outlook Deliver a Professional Presentation Formal presentations using Screen Sharing, PowerPoint, and Whiteboard Work with Anyone Anywhere Collaboration with colleagues no matter where they are Use Microsoft Lync Attendee Join online meetings even if you don t have Lync installed

Getting Set up for Online MeetingsThis section covers the following: Dial-in Conferencing Set up your Personal Identification Number PIN

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Understanding Dial-in Conferencing

Dial-in Conferencing Dial-in Conferencing is an audio option for online meetings that allows participants, inside or outside your organization, to join the meeting audio using a phone. Your participants can just dial the number in your meeting invitation, enter the Conference ID and join the audio. Personal Identification Number (PIN) B O If you are not on your corporate NetworkACK TO

BJECTIVES

Set up Your Personal Identification NumberAccess the PIN settings page by doing one of the following: Open Lync , click the drop down menu next to the Options button, and then click Tools, Dial-in Conferencing Settings. Open Lync and click the Phone View your PIN Settings 1. On the PIN setting page, under Personal Identification Number, click Sign In. 2. In the Language list, click your preferred language, and then click Sign In. 3. On the Create New PIN page, click PIN or Change PIN. Type a number that meets the PIN requirements in the PIN text box, and then retype your new PIN in the Confirm PIN text box. When you are finished, click OK. NOTE: You must be on your corporate network to set up your PIN. then click PIN

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Dial-in Conferencing Settings

On the Dial-in Conferencing Settings page, note other helpful information such as: Assigned Conference InformationThis information is your Assigned Conference ID and Meeting URL that populates automatically in your meeting invitation when you schedule a meeting via Outlook Add-in. Please note that you can reset your assigned conferencing information using the link provided on the page.

Schedule an Online MeetingThis section covers the following: Schedule an Online Meeting using Outlook Select your Meeting Options Select your Audio Options

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Schedule an Online MeetingThe Online Meeting Add-in for Microsoft Outlook is installed automatically when you install Lync . Use one of the following options to schedule an online meeting: On the Home tab in Outlook, click New Items, and then click Online Meeting. Go to Calendar view in Outlook and click New Online Meeting on the Outlook ribbon to schedule your meeting. OR In Calendar view, double-click the time you want to have the meeting. Click Online Meeting in the toolbar.

Online Meeting

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The Meeting InvitationAn Online meeting invitation opens with the following information included: Join online meeting link Audio information Conference ID PIN reset option Help for first-time users

Note: You can add your meeting agenda above or below the dotted lines in the invitation. Don t change the meeting information between the dotted lines, as it may prevent your people from joining your meeting.

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Customize Your Meeting OptionsIf you want to change the default meeting options, click Meeting Options on the Outlook ribbon to customize Access Level, Presenters and Audio options. Select Customize access and presenters for this meeting. Please note that by selecting this option, you will have a new meeting link and conference ID.

Under Access & Presenter section, select the options as appropriate. The options are cover in detail in this section.

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Customize Access to the MeetingChoose who can login to your meeting without waiting in the meeting lobby. The lobby is a virtual Organizer only (locked): Only the organizer of the meeting will login directly into the meeting waiting place and only the organizer and without waiting in the lobby. presenters can choose people youto admit from the on People I invite from my company: Only who have invited that are authenticated your corporate network will bypass the lobby. lobby. Under Access section, select one of the People from my company: Anyone on your corporate network who has the meeting link can following: meeting without waiting in the lobby. directly access theEveryone including people outside my company (there are no restrictions): Anyone who has your meeting link can bypass the lobby. People dialing in by phone bypass the lobby: Anyone who has dialed in to the meeting from a phone can bypass the lobby (except when the meeting is locked).Access Options

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Customize Presenter OptionsBy default only presenters and organizers can share their desktop and applications, present files, and manage meeting options- including admitting people into the meeting. Under Presenters section, select one of the following: Organizer only: Only the organizer of the meeting can share content and admit people from the lobby. People from my company: Anyone from your company will be able to share content and admit people from the lobby. Everyone including people outside my company (there are no restrictions): Everyone, including people who are not from your company and aren t authenticated, will be able to share content and admit people from the lobby. People I choose: To choose specific people to be presenters, click Manage presenter, and then add people you are inviting to the Presenters list.

Note: You can also promote attendees to be presenters, and demote back to attendee during the meeting. Right click an attendee name in the People pane in your meeting, then click Make a Presenter.BACK TO OBJECTIVES

Customize Audio OptionsTo customize the Audio Options, click the Audio & Phone tab on Meeting Options window. Select the location most of your participants will dial-in from If you need to reset your PIN, click Get your PIN to go to the Dial-in Conferencing Settings and PIN Management page. If you want to enable entry/exit announcement, check the box next to turn on entry/exit announcements for this meeting. Note: You can also change the entry/exit announcement option during the meeting.

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Save Your Customized SettingsYou can save your preferred settings so that your future meetings use the same settings by default. 1. Click Remember settings. 2. Click OK.

Remember Settings

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Send Your InvitationAfter you are done setting up the meeting options you can add your attendees, verify you have the correct date and time and then send the invitation. The meeting request will appear on your calendar and invitations are sent to your attendees.

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Activity 1Schedule a meeting using Outlook and set the roles and permissions. 1. Open Outlook and go to calendar view. 2. Click New Online Meeting on the Outlook ribbon. 3. Type a meeting subject, and then select date and time and participants. 4. Click Meeting Options on the Outlook ribbon and then click Customize access and presenters for this meeting. 5. Under Access, choose who can join your meeting without waiting in the lobby. 6. Under Presenters, select People I choose, then click Manage Presenters and add the presenters. 7. Click OK when you are done and then send your invitation.

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Activity 2Convert an existing Outlook meeting to an Online Meeting. 1. Open a regular Outlook meeting that you have already scheduled. 2. Click Online Meeting on the Outlook ribbon. 3. The meeting invitation is updated with the Online Meeting information 4. The Join Online Meeting and Meeting Options become available on the Outlook ribbon. 5. Click Meeting Options on the Outlook ribbon and then Customize access and presenters for this meeting. 6. Under Access, select People from my company. 7. Under Presenters, select People I choose, then click Manage Presenters and add the presenters. 8. Click OK when you are done and then click Send Update.

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Deliver a Professional PresentationThis section covers the following: Join your Meeting Select your Audio Share Content and Collaborate Discover Additional Presentation Tools Record Your Meeting

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Join the MeetingTo join a meeting, choose one of the following methods:Join Online Meeting

In the Outlook invitation, click Join online meeting or the meeting link. If you haveBACK TO OBJECTIVES

Select Your Meeting AudioChoose one of the audio options below:Do Not Join Audio: Select this option if you want to dial in to the meeting audio from a phone. using the conferencing numbers and the Conference ID. Please note that if you are dialing in as the leader or an authenticated caller, you will also need your PIN and extension number. Use Lync (integrated audio and video): Select this option if you want to use computer audio. Make sure your microphone and speakers are working properly by using Audio Device Settings. In the meeting, click Settings on the menu bar, then Audio Device Settings. Call me at: Select this option if you want to Lync to call you and log you into the meeting automatically. Using this option you will join the meeting using Lync, but will listen to the audio portion of the meeting on your phone. You do not need to enter a phone number or Conference ID.

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Share Your DesktopAfter you login to the meeting, you can share your desktop or a program, deliver a PowerPoint presentation, insert a Whiteboard or Poll slide and add attachments among other options.

To share your desktop: 1.In your online meeting click Share. 2.On the Share drop down menu, click Desktop. 3.A bar is displayed at the top of the screen and a glow appears around the

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Share a ProgramTo share a program and the associated windows: 1. Click Share in your online meeting. 2. On the Share drop down menu, click Program. 3. Select the program you want to share. 4. A bar is displayed at the top of the screen, and a glow appears around the application window indicating what is being shared. 5. To stop sharing your application at any time, click Stop Sharing.Stop Sharing

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Give and Take Control of Your Sharing Sessionsharing, you re the only one in control of what is being shown on the When you startmeeting stage. You can allow others to take control of your sharing session and you can take back control at any time.

Give Control 1.Click Give Control on the sharing bar at the top of the screen. 2.Click the name of an individual to share control with, then click OK on the

Give Control

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Request Control of a Sharing SessionParticipants can request control of your sharing session at any time and you will receive a notification to Accept or Decline the request. You can allow all participants to take control of your sharing session automatically using the following steps: 1.On the sharing bar at the top of the screen, click Give Control, then click Automatically accept control requests. Click OK. can be in control at a time. Note: Only one personBACK TO OBJECTIVES

Deliver a PowerPoint PresentationTo deliver a PowerPoint presentation:1. 2. 6. 3. 7. 4. 8. 9. Click Share in your meeting. Click Share and click PowerPoint Presentation. To move the slides, use the arrows at the lower right corner of the meeting window. Double click the PPT file you want to share. Click Show Presenter Notes to see your notes. The slides will be shown in the Stage area. To show the thumbnails, click the Show Thumbnails icon. Use the controls at the bottom of your meeting to annotate on the slides, use a laser pointer, insert an image, etc.Show Presenter Notes

10. To stop showing the PowerPoint presentation, click Stop Presenting.

Annotation Tools

Show Thumbnails

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Insert a WhiteboardUse the whiteboard to post a note to everyone in the meeting or use as a fresh 1. Click Share in your meeting. page Share drop down to 2. On the on which menu,brainstorm. Everyone in click New Whiteboard. the meeting can write and draw on the 3. A whiteboards page will be inserted in the Stage area. whiteboard.4. To start writing or drawing on the whiteboard, use the tools on the bottom of the meeting. 5. Click Stop Sharing when you are done.

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Insert a Polling SlideTo create a Poll slide in your meeting:1. 2. 3. 4. Click Share in your meeting. On the Share drop down menu, click New Poll. Type a name for the poll page, a question and the choices. Click OK when you are done.

A Poll page is inserted in the Stage area of your meeting, and the participants can click the options to answer your question. Use the control buttons at the bottom of the poll page to mange the poll page, such as open, close, show or hide results.BACK TO OBJECTIVES

Take Meeting Notes with OneNoteUse Microsoft OneNote to take notes in your meeting. The names of the meeting participants will be automatically pulled from the meeting and saved in OneNote.

1.On the Online Meeting toolbar, click Actions. Note: If you don t see the toolbar, press the Alt key on your keyboard to activate the toolbar. 2.Click Take Notes Using OneNote. 3.OneNote opens and you can type your meeting notes. B OACK TO

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Add Video to Your MeetingAdd video to your meeting: 1.Set up your Webcam per the device instructions. 2.Click the Video drop down menu, and then click Video Device Settings. Note: After performing any of the Webcam can right click the as again to tasks above, 3.Configure your after pausing you video, right click the video again settings video undo the command. For example, your and click Start my videothen your video.OK. appropriate, to show click You can also use the controls at the top of the video to pause your video, go to full 4.On the Video screen, pop out your video, etc. menu, click Add Video. Your video will be shown to all participants B O in the meeting.ACK TO

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Add or View AttachmentsTo add a file to your meeting, such as a hand out or your presentation for the participants to download: 1.Click the Add or view attachments button. 2.In the Attachments dialog, click Add Attachments. 3.Select the file that you want to upload and then click Open. O 4.By default everyone in the meeting BcanACK TO

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Record a MeetingRecord a meeting: 1. Click the More Options button in your meeting and then click Start Recording. 2. The Pause and Stop commands become available at the bottom of the meeting window. 3. Click the Stop button and customize the options on the Stop Recording window if needed. 4. By default, Lync saves your recordings in Lync recording format in the location: C:\Users\username\LyncRecordings. Click Browse to save your recording to a different location. 5. By default the option to save the recording in (.wmv) format is also enabled. If not, check Also create a version that you can publish to others (.wmv) box. This option saves your recording in a single .wmv video format, which you can send to others.

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View Your RecordingView your recording: 1.Click Start, All Programs, Microsoft Lync, and then click Microsoft Lync Recording Manager.Tip: You can also access the Recording Manager from Lync . Click Tools on the menu bar, then click Recording Manager.

2.In the Recording Manager window, select if you want to view the recording in Lync Recording format or Windows Media B O Recordings format. Click the appropriateACK TO

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Share Your RecordingShare your recording with others: 1.Open the Recording Manager and click the Windows Media Recordings tab. 2.Select your recording, then click Browse to navigate to the location your recording was saved. 3.Copy the file and post it where others can access.TIP: You can also publish the recording directly to a location accessible to others, such as a team SharePoint.

If you have saved your recording only in B O the Lync Recording formatACK TO

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Activity 3Share your desktop and applications1. Click Join online meeting to log in to your meeting. 2. On the Share drop down menu, click Desktop. 3. Note the sharing bar at the top of the screen and the gold bar in your meeting notifying you for your sharing status. Click Preview to open the stage area. Click Stop Sharing on the sharing toolbar. 4. On the Share drop down menu, click Program. 5. Select a program to share. Note the sharing bar and the notification in your meeting. 6. Click Stop Sharing.

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Activity 4Deliver a PowerPoint presentation1. On the Share drop down menu, click, PowerPoint Presentation. 2. Select the PowerPoint file, and click Open. 3. Use the tools at the bottom of the screen to move the slides or annotate on your PowerPoint slides. 4. Click Stop Sharing.

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Activity 5Insert and use a Whiteboard1. On the Share drop down menu, click New Whiteboard. 2. A Whiteboard page is inserted in your meeting. 3. Use the tools at the bottom of the screen to annotate on your Whiteboard. 4. Click Insert Image and select an image to insert on your Whiteboard. 5. Use the stamps button to insert Arrow, Check and X Stamps. 6. Click Stop Sharing.

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Work with Anyone AnywhereThis section covers the following: Collaborate with Your Contacts Start an Unscheduled Online Meeting Start an Unscheduled Conference Call

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Collaborate with Your ContactsYou can use Lync to take advantage of the conferencing and collaboration features, without having to schedule an online meeting. You can share your screen with a colleague in another location, deliver a PowerPoint presentation, or share ideas on the online whiteboard.

1.Double-click a contact s name to open a conversation window. 2.On the Share drop down menu, choose any of the presentation options: DesktopBACK TO OBJECTIVES

Start an Unscheduled Online MeetingUse the Meet Now option to quickly start an impromptu online meeting and invite participants. 1. Open Lync , click the drop down menu next to the Options button, and then click Meet Now. 2. Select an Audio option and login to the meeting. 3. To invite participants, click the People Options drop down menu. 4. To add people within your organization and federated organizations, or invite someone by phone, click Invite by Name or Phone Number. You can also drag contacts from your contact list and drop in the meeting window. 5. To send an e-mail invitation to someone inside or outside your organization, click Invite by E-mail and send the Outlook invitation that opens automatically.BACK TO OBJECTIVES

Start an Unscheduled Conference CallStart an unscheduled conference call with multiple contacts 1. In the Contacts list, hold the CTRL key, and then select the contacts that you want to call. 2. Right-click the last contact s picture or presence button, and then point to Start a Conference Call and click Lync. 3. Your contacts receive a conference invitation alert that allows them to join your conference.Conference invitation alert

Join an unscheduled conference call If you have been invited to a conference call, click the conference invitation pop-up alert that appears in the lower-right corner of your computer and you ll be added to the conference call.

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Activity 6Start an Unscheduled Online Meeting (Meet Now)1. Open Lync , click the drop down menu next to the Options button, then click Meet Now. 2. Click the arrow next to People and then click Invite by Name or Phone Number. 3. Search for a contact or select from the list and click OK. 4. Your invitee will receive an alert and can join by clicking the pop up alert or Accept.

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Microsoft Lync

2010 Attendee

This section covers the following: Understand Lync Attendee Join a Meeting Using Lync Attendee Set up Audio and Video Lync Attendee Options

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Microsoft Lync 2010 AttendeeLync Attendee is a rich client that allows you to participate in online meetings. You won t need Lync or an account on the server where the meeting will be hosted. InteroperabilityIf both Lync Attendee and Communicator 2007 R2 are installed, the correct program for the meeting automatically opens when you join online meetings

Features Lync Attendee provides IM, audio, video, and all the data collaboration modalities while you are in the conference.BACK TO OBJECTIVES

Lync Attendee Requirements If you re running Windows, all that you need is Lync Attendee and the meeting link, which typically comes in an e-mail message from the organizer. Lync Attendee automatically selects the best possible combination of device settings to use for the online meeting, or you can customize the settings. When both Communicator 2007 R2 and Lync Attendee are installed, device settings that were changed and saved on one client will be saved on the other. Lync Attendee may be installed on your computer by your organization, or you can download it from: http://go.microsoft.com/fwlink/?LinkID=164090

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Join Using Your Corporate CredentialsIf you want to use your Network credentials: 1.Click the meeting link in your invitation to open Lync Attendee sign-in window. 2.Select Join using corporate credentials. 3.In the Sign-in addressBACK TO OBJECTIVES

Join as a GuestIf you want to join as a guest: 1. On the login window, select Join as Guest. 2. Type your name as you want it to appear in the meeting, then click Join. 3. If the organizer has enabled the lobby, you ll be directed to the meeting lobby until a presenter admits you in the meeting. Otherwise, you ll be logged in automatically.

Lobby

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Access Audio and Video OptionsLync Attendee automatically configures the settings, depending on the device that you connect to. Verify Audio Settings 1. On the toolbar, click Settings. If you do not see the toolbar, Press the Alt key on your keyboard to activate the toolbar. 2. Click Audio Device Settings. 3. In the Lync Attendee Options window, click the Audio Device tab.

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Set up Audio and Video1. On the Audio Device tab, check your Speaker and Microphone and adjust as appropriate. 2. Click the Video Device tab, and then select the webcam you want to use. 3. Click Webcam Settings to adjust the options as appropriate.Audio Device

Video Device

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Lync Attendee OptionsYou can also review or modify Lync Attendee options before the meeting starts. 1.Click Start, and then click All Programs. 2.Click Microsoft Lync Attendee.

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ReviewThis training course covered the following topics: Get Set up for Online Meetings Dial in conferencing and Personal ID Schedule an Online Meeting Multiparty/multi-platform meetings using Lync and Outlook


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Microsoft Lync 2010 Delegate Training

ObjectivesIn this course you learn how to: Set up Delegate Access using Outlook Set up Delegate Access in Lync Schedule an Online Meeting on Behalf of Your Manager Initiate a Meet Now on Behalf of Your Manager Start a Conference Call on Behalf of Your Manager

1. Click Tools then Options 2. Click Options 3. In the Options window, click Delegates tab. 4. Click Add and type the name of the person whom you want to designate as your delegate 5. Click Add, and then click OK. 6. In the Delegate Permissions dialog box, under the calendar option , select Editor rights. 7. To send a message to notify the delegate of the changed permissions, select the Automatically send a message to delegate summarizing these permissions check box. 8. Click OK. Note: These steps must be performed by the manager

Set up Delegate Access Using Outlook 2007

Set up Delegate Access Using Outlook 2010 File tab. 1. Click the2. Click Account Settings, and then click Delegate Access. 3. Click Add. 4. Type the name of the person whom you want to designate as your delegate 5. Click Add, and then click OK. 6. In the Delegate Permissions dialog box, under the calendar option , select Editor rights. 7. To send a message to notify the delegate of the changed permissions, select the Automatically send a message to delegate summarizing these permissions check box. 8. Click OK.

Note: These steps must be performed by the manager.

Set up Delegate Access in Lync1. Open Lync. 2. Click the drop down Menu, then Tools and Call-Forwarding Settings. 3. Click Edit my delegate members, then click Add to select the delegates.

Note: These steps must be performed by the manager.

Schedule on Behalf of Your Manager1.Open Outlook and go to your manager s calendar. 2.Select a time, then click New Online Meeting on the outlook toolbar. 3.When theSelect a Time

Managers Alias

Shared Folder

Customize Your Meeting OptionsChange the default meeting options. 1.Click Meeting Options on the Outlook ribbon to customize Access Level, Presenters and Audio options. 2.When the Meeting Options window opens,Select Presenters

Invitation to attendees

Note: The invitation will include your name, your managers name and the meeting information; including meeting link and audio information.

Meet Now on Behalf of Your Manager1.Open Lync, click the Options button, and then click Meet Now. You can also click Meet Now on the Menu Bar. 2.Select For . 3.An online

Join the Meet Now MeetingPeople you invite to the meeting receive a 1 notification and can join by clicking the alert.Pop-up invitation

2

Participants connected

3

Connecting to the meeting

Note: The Meet Now on-behalf-of boss must have audio to configured.

Start a Conference Call on Behalf of Your Manager1.Open Lync and select the contacts to join the conference call. Note: Hold the CTRL key down when selecting multiple contacts. 2.Right click the selection and point to Start a conference call. 3.Select For .

ReviewThis course covered the following: Set up Delegate Access using Outlook Set up Delegate Access in Lync Schedule an Online Meeting on Behalf of Your Manager Initiate a Meet Now on Behalf of Your Manager Start a Conference Call on Behalf of Your Manager


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Microsoft Lync 2010 IM and Presence Training

ObjectivesIn this course you will learn how to: Find the right person Locating someone using incomplete information with Lync 2010 Connect with people you care about People are easy to get in touch with Let people know where you are and what you are doing Share current information using Lync 2010 Stay on top of your daily communication Easily manage my day-to-day communications with Lync 2010

Finding the Right PersonThis section covers the following features: My Picture and Personal Options Presence Hover Experience Search by Name and/or Keyword Contact Card

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My Picture and Personal OptionsLync provides quick access to setting and updating information a user wants to share. Including a personal note, status, and location.Change your Personal and My Picture options 1. Click the Options button to display Options. 2. Click Personal on the list of options. 3. Check options to show photos of your contacts and update your presence based on your Microsoft Outlook calendar information. 4. Click My Picture. 5. Select which picture you d like to show or select the option to not show a picture. You can also show a picture from a web address. 6. Click Ok.Personal Note, Status and Location

My Picture Options Personal Options

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PresenceLync 2010 automatically sets your presence based on your activity or Outlook calendar. You can also manually update your status.Photo Location Personal Note Options

Status

Change your Status 1. Click the presence status and select one of the options.

Available: You are online and available to be contacted. Busy: You are currently in a call or in a meeting. Do Not Disturb: By default, you will only see conversation alerts from Workgroup contacts. Be Right Back: You are stepping away from the computer for a few moments. Off Work: You are not working and not available to contact. Appear Away: Your computer has been idle for a while. Out of Office: You are out of the office. Offline: You are not signed in to Lync 2010. Presence Status

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Hover ExperienceThe Me Area presents photo, status, and other personal information to assist users in identifying a contact. A contact s picture is a great place to start an IM.Start an IM with Someone 1. Point to a person s picture. 2. When the contact card opens, click the IM button. Or 3. Double-click the contact. Change Display Options 1. Click the Display Options arrow. 2. When the group contact card appears, click the IM button to send a message to the whole group.

Step 1: Hover

Step 2: Click Display Options:

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Search by Name/KeywordUsing the enhanced search functionality in Lync 2010, you can quickly identify a person and their availability, get search results that find the right person, and also search on more than just names. Expert Search uses keywords to narrow the search for finding a person or group with specific attributes.Search for a Person 1. Type a person s name in the search box. 2. Results appear below the box. Search for an Expert 1. Type a keyword to narrow the search for finding someone with specific attributes. You can also just click the Skill tab to view Keyword-based results for your search. 2. Results appear with your search criteria highlighted.Skill Results

Search Criteria

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Contact CardThe contact card is an ever-present tool for viewing someone s profile and organizational information. The contact card also serves as launch point for communication with a person or group.View a Contact Card 1. Hover over a person s picture to display their contact card. 2. Click the chevron (^) for a full version of their contact card. 3. To see their organization, click Organization.

Contact Information

Organization Information

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Activity 1: Find a Contact and Start and IM1. 2. 3. Type a person s name in the search box. Point to the person s picture. When the contact card opens, click the IM button.

Question: What is an alternate way to start an IM?

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Connecting with PeopleThis section covers the following features: Frequent Contacts Action Bar for Multimodal Communication

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Frequent ContactsFrequent Contacts simplifies contact management by giving users easier access to favorite contacts. Lync 2010 automatically populates the Frequent Contacts group based on recent conversations, but you can pin a few of your most important contacts to this group for quick access.View Frequent Contacts 1. Click the chevron next to Frequent Contacts. Pin Frequent Contacts 1. Type the person s name or e-mail address in the search box. 2. In the search results, right-click the person, and then click Pin to Frequent Contacts. TIP: You can show or hide your Frequent Contacts using the display options menu.Pin Contact

Frequent Contacts

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Action Bar for Multimodal CommunicationThe Action bar allows users to intuit what Lync 2010 provides and easily allows them to decide how to contact someone. You can send an e-mail message, or start an IM or a phone call. You can also choose more options like a video call, schedule a meeting, or share content.Use the Action Bar 1. 2. Hover over a contact. Click any icon on the action bar to initiate communication with the contact. Click the More Options icon to see additional options for communicating with this contact.More Options

Email

IM Phone

3.

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Activity 2: Discover the Action Bar1. Hover over a contact. 2. Click any icon on the action bar to initiate communication with the contact. 3. Click the More Options icon to see additional options for communicating with this contact.

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Let People Know Where You AreThis section covers the following features: Location Personal Note Activity Feed

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LocationLync 2010 displays a location under your presence status that is related to the network you re connected to. You can make this location more meaningful by renaming it Work or Home. Then, every time you re working from this location, any contacts you want to let know will have a better idea of where you are.Set your Location 1. Click the Set Your Location arrow. Select a location. Create a Custom Location 1. Click the Set Your Location arrow. 2. Click Set Your Location. 3. Type your location name in the Edit Location window. 4. Click OK. TIP: 911 Location information can be used by emergency services.

Location

911 Location

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Personal NoteLync 2010 let you easily update your location and note. You know at a glance what others are seeing about you so you can make sure your information is accurate and up-to-date. Your personal note is displayed as the second line of your contact information when other people view your contact information in Lync 2010.Update your Personal Note 1. 2. 3. Click in the Personal Note area. Type your note. You can also include a hyperlink.Personal Note

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Activity FeedsActivity Feeds provide a single view to monitor real-time updates of shared information. TIP: If you pin your contacts you can use Frequent in feeds to view only pinned contacts in your feed.Few your Feeds 1. 2. Click the Feeds tab. Scroll through available feeds.Monitoring Feeds

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Activity 3: Update Your Personal Note1. Click in the Personal Note area. 2. Type your note. 3. Update your note. Challenge: Include a hyperlink in your Personal Note. Invite a contact to view your personal note and click the hyperlink.

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Stay on Top of CommunicationsThis section covers the following features: Notifications Windows 7 Integration Managing Conversations

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NotificationsThere are four areas that allow you to organize and easily view information about your contacts. Features like notifications allow you to stay on top of past and present conversations, know when someone is trying to get in touch, and easily manage your active conversations. Notifications surface communication activity from your contacts.View Notifications 1. Click Activity Feeds, conversations, or Phone to view recent activity, conversations, calls and voicemails.Contacts Activity Feeds Conversations Phone

Call Notification

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Windows 7 IntegrationWith Windows 7 integration, you can hover over the Lync 2010 icon in the task bar to change your status and view and manage conversations.

Change Status

Navigate through active conversations

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Managing ConversationsThe Conversation area allows you to stay on top of past and present conversations. You can navigate through open conversations or view past conversations without leaving Lync.

Manage Conversations 1. Click the Conversations Environment tab. 2. Scroll through the list of current and past conversations.

Conversations

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Activity 4: Manage Multiple Conversations1. Use the Conversations Environment tab to view current and past conversations. 2. Hover over the Lync 2010 icon in the task bar to view current conversations. 3. Switch between conversations.

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ReviewThis course covered the following topics: Find the right person Locating someone using incomplete information with Lync 2010 Connect with people you care about People are easy to get in touch with Let people know where you are and what you are doing Share current information using Lync 2010 Stay on top of your daily communication Easily manage my day-to-day communications with Lync 2010

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MicrosoftLyncTraining PPT 12 22

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Transcript of MicrosoftLyncTraining PPT 12 22