introducing lync/online meeting
DESCRIPTION
Introducing Lync/Online Meeting. Lync: Getting Started. Log off of your computer Log on as yourself Open Lync Find an out-of-workgroup contact (example: last name “ Snow ”). Address book loads. Lync: Getting Started. Team 1 Team 2. Identify teams and partners. Lync: Handout. - PowerPoint PPT PresentationTRANSCRIPT
Introducing Lync/Online Meeting
Log off of your computer
Log on as yourself
Open Lync
Find an out-of-workgroup contact (example: last name “Snow”).
Address book loads
Lync: Getting Started
Team 1
Team 2
Lync: Getting Started
Identify teams and partners
Logoff and On
PC Instructional
Lync: Handout
What is Lync?
Resources
How to Install Lync
Scheduled Meetings
(Demo)
Create Scheduled Meetings
Create Recurring Meetings
Attend Scheduled Meetings Attend Meetings Outside of the
Network
Lync: Outline
Instant Messaging
(Interactive)
Presence Status
Instant Messaging
Creating IM Groups Instant Messaging more than one
person
“Meet Now” Meetings (interactive)
Share Your Desktop
Impromptu/unscheduled
Meetings
Meeting Tools
Flexibility
More than one presenter at a time
Instant, unscheduled meetings
Security
WebEx: Cloud
Lync: Beaumont Network
Cost-Effective
Easy-to-Use
Lync: Why Use Lync?
IM stands for Instant Messaging
There is usually more than one way to do something in Lync
Hovering over a button or function opens a descriptor
Lync: Tips
WHAT IS LYNC?
RESOURCES
Lync: Resources
Inside Beaumont Online Tools
Information Technology
Infrastructure Team
Builds and develops tool parameters Provides the Education Team with direction for work flows and
functionality
Help Desk: Lync Issues / Dannielle Watson: 248.597.2727
Education Team:
Melissa Chittick
Vicki Beekhuis
Lync: Resources
Hardware
Jabra products for Lync are available for purchase through Oracle
DOWNLOAD & INSTALL LYNC
Lync: Download & Install
First!!
Check if Lync is available on your taskbar
Lync: Download & Install
Next!!
Check if you have Lync installed on your computer
Lync: Download & Install
If you don’t have Lync Installed on your computer, download it from Inside Beaumont Online
Lync: Download & Install
Download Lync from Inside Beaumont Online
Follow the Instruction
s
SCHEDULING ONLINE MEETINGS
Lync: Scheduled Meetings
Outlook Full Client is required to schedule an online meeting
Start by opening a new meeting in Outlook Full Client
Lync: Scheduled MeetingsClick
Online Meetin
g
Lync: Scheduled Meetings
The meeting information
and link populates the body of the e-
Lync: Scheduled Meetings
Complete fields as
you would a normal meeting
You won’t need a
location!
Lync: Scheduled Meetings
Click Meetin
g Options
Lync: Scheduled Meetings
Access and
Presenters
Check the box
to activate
the options
Checking this box ensures your meeting always has a new “room”
Option 1: schedule it from their calendar (delegate access)!!!
Lync: Scheduled Meeting
CAUTION!! If you are scheduling a meeting for
someone else:
Call or e-mail The Help Desk for “Delegate
Access”
Option 2: check the Customize box
Lync: Scheduled Meetings
Define security access
Identify the
Presenters
Lync: Scheduled Meetings
Identify others who can serve as presenters and run your
meeting
Lync: Scheduled Meetings
Remember your settings
Lync: Scheduled Meetings
Audio and
Phone settings
Audio Announceme
nts
Lync: Scheduled Meetings
Click OK
Lync: Scheduled Meetings
Click Send when all fields are complete
SCHEDULING RECURRING MEETINGS
Lync: Recurring Meetings
Create an Online
Meeting
Complete the Subject and
Address fields
Complete the Recurring Meeting
fields
Click Send
What do I do with my existing Webex meetings???
Edit the existing WebEx meeting in Outlook Full Client (Delete Webex Information)
Follow the Recurring Meeting instructions for Lync Online Meeting
Send the Update
Lync: Recurring Meetings
Lync: Recurring Meetings
If you edit a meeting, be sure not to change the Start date
CAUTION!!
ATTENDING AN ONLINE MEETING INSIDE THE BEAUMONT NETWORK
Lync: Attending Online Beaumont Meetings
Find your meeting on
the calendar
and open it
You can also join by phone, although we
encourage you to use your computer
Lync: Attending Online Beaumont Meetings
Click to join the meeting
The number defaults to your office phone; but you can change the phone number!
Select your
audio/video
preference
Be sure you have computer audio!!!
This allows you to talk and watch
through your computer
This will call your desk telephone
Recommended if no audio is
desired or if you are calling
in
Lync: Attending Online Beaumont Meetings
No Audio or Mic???
Call The Help Desk
Lync: Attending Online Beaumont Meetings
Note: If you are the meeting
organizer, you may need to
admit attendees who are waiting in
the lobby
ATTENDING A MEETING OUTSIDE THE BEAUMONT NETWORK
Lync: Attend through a Non-Beaumont Network
Click Join Online
Meeting
Open the online
meeting event in your calendar or e-
Lync: Attend through a Non-Beaumont Network
If you don’t have
Silverlight, you will be
prompted to download it
Lync: Attend through a Non-Beaumont Network
If you are a Beaumont Employee,
check this box
Lync: Attend through a Non-Beaumont Network
Complete the fields using
your Beaumont
user name and password
Don’t use your e.mail address in the User
Name field
Click Join Meeting
Be sure to start the User Name with a
Domain: mswbh\
Lync: Attend through a Non-Beaumont Network
You can also join as a guest.
When to join as guest:
•If you don’t remember your Beaumont
credentials
•If you are not a Beaumont employee
Lync: Attend through a Non-Beaumont Network
Click Join Meeting
Enter your name
Lync: Attend through a Non-Beaumont Network
Option #1, the
Conference will call you
Enter your telephone number.
Example:
13334442323
Lync: Attend through a Non-Beaumont Network
Option #2, Call the Dial-
in number
Enter the Conference
ID if prompted
Recommended if you are
calling from a cell phone
without computer
access
Lync: Attend through a Non-Beaumont Network
You may have to wait
until the presenter
admits you
Lync: Attending Online Meetings TIPS:
If you are remoting into your PC at work, use your phone for audio
Pins:
Pin is the same as a host code in WebEx
Available if none of the presenters or attendees are using computer audio or “call me” function for their audio. In other words everyone is calling into the meeting.
Pins are available through The Help Desk/Dannielle Watson
Caution: Lost pins are irretrievable
FYI: Ignore all messages to use a pin!!!
The Help Desk
Lync: Attending Online Meetings TIPS:
If you are using a cell phone without a computer call: 248.577.5000 Enter the conference ID# Enter a Leader pin (if you have one)
If you are using a non-Beaumont phone, it is recommended that you select the option to have Lync call you
PRESENCE STATUS ON LYNC
Lync: Availability Status
Availability status is
visible here
Lync: Availability Status
You are online and available to
be contacted
You are busy and shouldn’t
be interrupted You don’t want to
be disturbed and will see
conversation alerts only if they are sent by your
Workgroup contacts
You are away briefly
and will return
shortly.You are not working and
are not available to
be contacted
Your computer has been idle for a period of time
INSTANT MESSAGINGThree Ways to Send an Instant Message
Lync: Instant Messaging Instant Message with a Double Click
Double click on the
contact Type your message and press ENTER
on your keyboard
PRACTICEIM with Double Click
Lync: Instant Messaging IM by Hovering
Hover your mouse over the contact
Click the IM button
Type your message and press ENTER
on your keyboard
PRACTICEIM with Hovering
Lync: Instant Messaging IM by Right Clicking
Right click the contact with your
mouseType your
message and press ENTER
on your keyboard
PRACTICEIM with Right Clicking
SETTING UP INSTANT MESSAGING GROUPS
Lync: IM Groups
Examplesof
Groups
Lync: IM Groups
Find a contact you want to add to a group
Right click on the contact
with your mouse
Click Add to
Contacts List
Select an existing group or
…
Create a new
group
You must type the contact name in the Search field
PRACTICECreate a new IM group
INSTANT MESSAGINGHow to Instant Message More than One Person at-a-time
Lync: IM More Than One Person At-A-Time
First, open the Instant Messaging window for one of your
contacts
Lync: IM More Than One Person At-A-Time
Click on the People Options button
Click Invite by Name or Phone Number
Find your contact(s
) and click on them
Click OK
Use CTRL & mouse click
to select more than
one contact
PRACTICEInstant Message your partner and the person sitting next to you
ADD MENU TOOLBAR Show
Menu Bar
ADD MENU TOOLBAR
DESKTOP SHARINGHow to Share Your Desktop with Someone Else
TEAM 1– Presenter
Lync: Share Your Desktop
Why Share Your Desktop?
Ability to view and even control another’s desktop while you talk with them on the phone
Just like Remote Access
Lync: Share Your Desktop
CAUTION!! When you share your desktop everyone
can see everything on your desktop
Lync: Share Your Desktop
Start an instant
message
Click Share
I would like to share my
desktop with my co-worker,
Lucas
Click Desktop
Lync: Share Your Desktop
Click JoinTo expand
the screen click here
I can see Melissa’s
desktop but I want to make
the screen bigger
Melissa wants to share her
desktop with me
Lync: Share Your Desktop
Perfect!!!
Lync: Share Your Desktop
Give Control
Giving Control to others
I can let Lucas take
control of my computer
Select the contact you want to give
control to
Lync: Share Your Desktop
Stop Sharin
g
To end the session, I click Stop Sharing
Presenters: Close Desktop Sharing
PRACTICE
TEAM 1 – Presenter
Presenter: Share Your Desktop
PRACTICE
TEAM 2 – Presenter
Presenter: Share Your Desktop
“MEET NOW” MEETINGHow to set-up an instant meeting
Lync: “Meet Now” Meetings
Put your headphones on!
TEAM 1 – PRESENTER
TEAM 2 - PARTICIPANT
Online Meeting: "Meet Now" Meetings
Click Meet Now
I would like to meet with
my co-worker Vicki right now!
Online Meeting: "Meet Now" Meetings
Click on People OptionsClick Use
Lync to connect to
your computer
You will need to wait!
Invite Function takes time to
load!!!
Online Meeting: "Meet Now" Meetings
Or… search for
your contact
and press Enter
You can also
search using a phone
number
Find your contact
and double click on them
Hold the CTRL key down to select
multiple contacts at
a time
When you are done, click OK
An alert will be sent to
each attendee
PRACTICEClose the meeting Stop
Sharing
PRACTICE
TEAM 1 – PRESENTERTEAM 2 - PARTICIPANT
Start a “Meet now” meeting with your partner and share your desktop
PRACTICE
TEAM 2 – PRESENTERTEAM 1 - PARTICIPANT
Start a “Meet now” meeting with your partner and share your desktop
MEETING TOOLS
TEAM 1 – PRESENTER. Start a “Meet Now” meeting
TEAM 2 - PARTICIPANT
Lync: Meeting Tools Sound Controls
Mute the microphone
Adjust the volume
Participant List
Lync: Meeting Tools
Show Participan
t List
Lync: Meeting Tools Participant List
Indicates permissions level of each participant
Presenter
Attendee
Lync: Meeting Tools Participant List
Icons provide status of Instant
Messaging, audio, and
video
Lync: Meeting Tools Participant
List
Right click on a
participant with your
mouse
MuteMake
Attendee or
PresenterRemove
Send an e.mail
messageSchedule a meeting
Lync: Meeting Tools
Record
PRACTICEPresenter: start recording your meeting
Presenters
Lync: Meeting Tools
Invite by e.mail
Mute the audience
Make everyone
an attendee
Play entry and exit
announcements Remove
everyone and end
the meeting
Lync: Meeting Tools
Presenters Share Desktop
Share Programs Run a PowerPoint
Presentation Share a
Whiteboard
Conduct a Poll
Give Control
Lync: Meeting Tools
Presenters Admit to Lobby
PRACTICEPresenters: Share a Word Program
Know Your Vegetables.docx
PRACTICEPresenters: Run a PowerPoint Presentation
How to Plant a Garden.pptx
PRACTICEPresenters: Share the whiteboard
PRACTICEPresenters: Conduct a Poll
Lync: Meeting Tools
TIPS: Attaching Files
Files can be uploaded prior to a meeting
Recurring meeting files are saved and carry over from meeting to meeting
Recurring meeting files are not visible to meeting delegates
Lync: Meeting Tools
TIPS: Security for Attachments
People from my company
(only)
People from my company
(only)
Lync: Meeting Tools
TIPS: Security for Attachments1 – Add the attachment
2
3
4
Lync: Meeting Tools
How to: attach files
Use Drag and Drop
Click the paperclip
PRACTICEPresenters: Add an attachment/file
Attachment.pdf
Lync: Meeting Tools Saving Files
Click the paperclip and save
PRACTICEParticipants: Save the attachment/file
Attachment.pdf
Lync: Meeting Tools
Presenters: Stop Recording
Lync: Meeting Tools
Save the recording Name your file
Best Practice: Publish your
file to a Network
Drive
Lync: Close the Meeting
Stop Sharin
g
To end the session, I click Stop Sharing
Presenters: Close the Meeting
TEAM 2 – PRESENTER. Start a “Meet Now” meeting
TEAM 1 - PARTICIPANT
PRACTICEPresenter: start recording your meeting
PRACTICEPresenters: Share a Word Program
Know Your Vegetables.docx
PRACTICEPresenters: Run a PowerPoint Presentation
How to Plant a Garden.pptx
PRACTICEPresenters: Share the whiteboard
PRACTICEPresenters: Conduct a Poll
PRACTICEPresenters: Add an attachment/file
Attachment.pdf
PRACTICEParticipants: Save the attachment/file
Attachment.pdf
Lync: Meeting Tools
Presenters: Stop Recording
Lync: Close the Meeting
Stop Sharin
g
To end the session, I click Stop Sharing
Presenters: Close the Meeting
MANAGE RECORDINGS
Lync: Meeting Tools
Manage Recordings
Lync: Meeting Tools
Manage Recordings
Lync: Meeting Tools
Manage Recordings
Lync: Meeting Tools
Manage Recordings
Files must be deleted from
both tabs
SIGN OUT
Lync: Sign OutClick Tools
Click Options
Lync: Sign Out
Click Personal
Delete your name
Click OK
Lync: Sign Out
Click File
Click Sign Out
Survey
Please complete a survey
“Instructor Evaluation”
Lync: Sign Out
Log Off
THANK YOU!