using lync 2013 (skype for business) for windows pc documents/lync 2013 - the... · june 2015 faye...

June 2015 Faye Brockwell 1

Using Lync 2013 (Skype for Business) for Windows PC

Before you start

Please read our instructions on how to set up your Lync

account and your audio and video devices.

Starting Lync (Skype for Business)

When Lync software is installed, you will find the

Lync or Skype icon in your Programs menu or start

bar. Select this icon to open the Lync main window.

The three key tabs in the Lync main window are

Contacts

Conversations and

Meetings.

Most frequently-used tools are under

the Contacts tab.

Updating your Lync presence

Your Lync presence lets other Lync users know your

availability. It is visible in Lync, Outlook and SharePoint.

If you use your Outlook calendar, Lync will automatically

update your Lync presence when it detects that you are:

If you do not use your Outlook calendar and want to avoid

interruptions, or if you want to temporarily change your

availability, you can change your Lync presence manually.

The main statuses you can set yourself are:

Available Online, available to contact

Busy Occupied- do not interrupt

Do not disturb You won’t see requests on screen except IM messages from your own workgroup members

Be right back Briefly away from computer

Off work Not working, not available

1. Look in the main Lync window.

Your status (or presence) is shown

under your name.

2. Click the arrow next to your status and select from list

Using Lync for impromptu calls

It is not possible to initiate an impromptu Lync call with a

student, rather you should use Outlook to schedule a Lync

meeting with the student.

Initiating an impromptu Lync call with

a member of staff

The quickest way to find someone is to start typing

their name in the Search

box in the Lync main

window

Pause over their

picture/icon to view the

options for

communicating with

them.

Click an icon to open a new conversation window to

communicate with that person:

Starts an instant messaging (IM) conversation.

Starts an audio conversation.

Starts a video conversation.

Shows the contact details for that person.

Shows other options – including “schedule a meeting”.

Using Lync tools during an impromptu

call

Once in a conversation, you can switch to another type of

conversation within a session. For example, if you are

having an IM conversation you can click the camera icon in

the IM window to start using video.

You can use other tools and invite other people to join you:

Invite others to join your conversation

Start a presentation – share a whiteboard or share all, or part of your screen

In a call In a Lync 2 party call

In a meeting via Lync or shown in Outlook

In a conference call Via Lync

Presenting Presenting, sharing whiteboards or items on screen

Offline Not signed in

Away Logged on but has not used computer for a specified period

https://staff.brighton.ac.uk/is/Published%20Documents/Lync%202013%20for%20Windows%20Set%20Up%20Instructions.pdf

2

Impromptu video conversations

Initiating a call Find your contact and click the camera icon next to

their picture to start a video conversation

Answering a call As with audio you can accept or ignore video calls that you

are invited to. See the section on Answering a call in the

Audio Conversations section above.

During a call… 1. Pause on the camera icon to see video options. Choose:

Stop My Video if you want to

stop people seeing you but

want to carry on seeing them

End Video if you want to close all video windows

and just use audio

2. Hover over the video window and

then click on the Pop out video

icon to see your videos in a

separate window. This allows you to position the video

directly under your camera, to give the illusion that you

are looking straight at the other participants, which is

more engaging.

Impromptu audio conversations

Initiating a call Find your contact and click the phone icon next to

their picture/icon to start an audio conversation

Answering a call 1. When someone calls you, an alert with their

picture/icon pops up on your screen.

2. To answer the call, click anywhere on their picture/icon

3. If you can’t take the call:

a. Click Ignore; to tell them that you ’did not answer’.

b. Or, click Options to:

Reply by Instant Messaging

Or Set Do not Disturb to reject the call and

change your status

During a call… Pause over the phone/mic icon to access audio

controls.

Always click Mute if you are in a meeting/training

session and don’t need to talk. Don’t use Hold Call for

this as all participants will hear a loud beep and

message.

Ending an audio or video session

Always use the hangup button to finish a call. If you select Stop / End My Video your audio will still be running!

Initiating an unscheduled Lync

conference call

Hold down the CTRL key on your keyboard and click to

select more than one person from your contact list.

Click the appropriate icon (eg camera) to start

a conversation with all the people you have

selected.

Using Instant Messaging (IM)

Initiating an IM conversation 1. Double click on the contact to open an instant

messaging window

2. Type your text in the message area at the bottom of the

IM window and hit enter

Responding to an IM request 1. When someone IMs you, an alert with their picture/icon

pops up on your screen.

2. To answer the request, click anywhere on their

picture/icon to open the IM window

3. Type your text in the message area at the bottom of the

IM window and hit enter

Seeing your Lync conversation history Lync saves your IM conversations. To see your

conversation history, including conversations you

have missed:

click the conversations icon in the Lync main window

OR click on the Conversation History folder in your

Outlook inbox (Outlook 2013 only).

Your contact list

A contact list makes it easier to keep in touch with people

you work closely with. You can see their ‘presence’ and

contact information at a glance.

How to add someone to your contact list Right-click on a person’s listing to Add to Favourites, or any

contact groups you have created (see below).

How to create a group from an existing list If the group you want to create already exists as an email

group on our Exchange server, you can add the whole

group like this:

1. Type the name of the mail group in the Lync Search box,

eg ‘as is information and training’

2. Right-click on the group when it appears and choose

Add to contacts list

3. To hide or display the group members click the arrow to

the left of the group name in your contact list

4. To start a conversation with the whole group right-click

on the group name –You can also select individuals

3

How to create a new contacts group 1. In the Lync main window,

select the Contacts

icon

2. Click the Add a Contact

icon on the far right

3. In the drop-down menu,

click Create a New Group

4. Overtype the phrase New

Group to rename your new group.

How to add contacts to your group 1. Using the Lync Search box, find the person you want to

add - see Initiating an impromptu Lync call with a

member of staff above.

2. Right-click on the person’s details in the search results

3. Click Add to Contact List

4. Choose a group to add your new contact to.

Work groups – being accessible to your team Contacts you add to your Lync ‘work group’ will be able to

reach you by IM even when you set your status to ‘Do not

disturb. You don’t have to answer

their IM messages, but you will

know they are trying to reach

you. You can add someone to

your workgroup, by clicking on

the Relationships tab in the Lync main window.

Using Lync for scheduled calls

Schedule a Lync meeting using

Outlook

1. In the Outlook calendar, on the Home tab

click on the New Lync Meeting icon or the

Skype meeting icon.*

2. Create the Outlook meeting invitation as

normal.

3. Attendees can click on the link embedded in

the meeting request to join the conference call.

*If you can’t find the New Skype Meeting or New Lync

Meeting icon on your Home tab, contact Service Desk as an

Outlook add-in may be missing from your machine.

Joining a Lync meeting from Outlook

Open the meeting appointment in your calendar.

Click on the Join Skype meeting link to join the call.

Initiating a Lync call with a student

To connect with a University of Brighton student using Lync,

you should schedule a Lync meeting using Outlook and

invite the student to that Outlook meeting (see above)

Participant management

Within Lync 2013 you have full control over your attendees

rights and permissions.

1. Click over the Participants icon

2. A window will appear

listing all the

participants.

3. Right-click on a

person’s name to see

options, including the

option to:

make that person a presenter

mute or unmute that person

remove that person from the call

4. The icons to the right of a person’s name indicate

which Lync tools they are using, eg whether they are

using their video.

5. Hover over the Participants icon

6. Click on the ACTIONS tab for other commands:

These include:

Mute Audience – this mutes the entire group in one

click, which is useful for large calls where participants

have not muted their microphones.

No attendee video – this is useful if Lync is not

performing well.

Everyone an attendee – this limits desktop sharing and

presentation tools to only designated presenters. You

can designate someone as a presenter by right-clickig

on their name on the Participants tab.

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Lync Presentation tools

Share a program on your desktop with

others

This is the recommended way to share content, such as

presentations, with others on a Lync call

1. From within an IM, audio or video conversation

window, pause on the present icon.

2. On the Present tab click Desktop or

on one of the monitor icons to

show the content of your desktop.

A sharing toolbar appears at the top of

the screen and you'll be notified that

you’re sharing.

3. To end the sharing session, click Stop Presenting on

the toolbar.

Can everyone on a call see what I’ve shared?

No. Android users will not be able to see any shared

content. See the matrix at the end of this document for

more information.

Share a PowerPoint presentation



2. On the Present tab, click PowerPoint.

3. Navigate to the PowerPoint file you want.

4. Use the arrows at the bottom of the window.to move

slides.

5. To see your presenter notes, click Notes.

6. Click the Annotations button on the upper-right side of

the slide to open the toolbar, and use highlights,

stamps, laser pointer, and so on.

Can I share a PowerPoint with everyone on a call?

No. The Share PowerPoint option is not recommended if

anyone has joined your call using a wireless connection.

Send a file to someone

1. Within an IM conversation, drag the file from Windows

Explorer onto the IM conversation window.

2. OR within an audio or video conversation window,

pause on the present icon, click on the

ATTACHMENTS tab and click Add Attachment.

An alternative for collaborating on a file with others is to

save the file to SharePoint.

Can I send a file to anyone?

No. People using a mobile device cannot receive files in this

way. See the matrix on the next page for more information.

Conduct an online poll



2. On the Present tab, click Poll

3. Fill in the details of your poll and

click Create.

4. Click on Poll Actions to change

the settings for the poll.

5. You will see the poll results on

screen.

Can everyone on the call join my poll?

No. Mac users using the Lync 2011 desktop client, along

with people using iOS or Android mobile devices will not be

able to see or vote in polls. See the matrix below for more

information.

Sharing a whiteboard



2. On the Present tab, click the Whiteboard

icon.

3. Use the annotation toolset on the right side of

the whiteboard. This includes tools such as highlight,

laser pointer, writing, and drawing.

Can I share whiteboards with everyone on a call?

No. Mac users using the Lync 2011 desktop client, along

with people using iOS or Android mobile devices will not be

able to see shared whiteboard content.

See the matrix below for more information

5

Matrix of which Lync presentation tools are supported on different platforms

When in a call presenting to others it helps to know what Lync platform they are using and therefore what tools and features are

available to them. The matrix below can be used as a guide to who can do what in Lync.

Lync 2013 tool you are using to present…

Yo

ur

aud

ien

ce is

usi

ng…

Share Desktop

Share Program

Share Powerpoint

Share Poll Share Whiteboard

Send File

PC Lync 2013 Client

Does not work well on wireless

Mac Lync 2011 Client


Web App (PC)


Web App (Mac)


iOS Mobile


Android Mobile

Windows Mobile


6

Desktop sharing tools

Share your entire desktop with others

This tool is useful when supporting others remotely, as it

enables you to give control to someone else. Sharing the

desktop is not recommended when presenting as you risk

showing content on your desktop that you do not want to

share.



2. On the Present tab click

Desktop or on one of the

monitor icons to show the

content of your desktop.

A sharing toolbar appears at the

top of the screen and you'll be

notified that you’re sharing.

3. To end the sharing session, click Stop Presenting on

the toolbar.

Can everyone on a call see what I’ve shared?

No. Android users will not be able to see any shared

content.

See the matrix below for more information.

Give control of your sharing session to

other people

1. On the sharing bar at the top of the screen, click Give

Control.

2. Click the name of a person under

Attendees to give them access

3. Or click Give Control

Automatically, to automatically

give access to anyone who requests control of your

desktop.

Can everyone take control of my desktop?

No. Mobile device users will not be able to take control of

your desktop if you share it.

See the matrix below for more information.

Take back control of a sharing session

1. To take back control of your desktop or program, click

Give Control again.

2. If Give Control Automatically is selected, click it to

clear. To take back control from a person, click Take

Back Control.

Matrix of Lync desktop sharing tools on different platforms

If you’re using Lync 2013 for Windows, this is what other people on your Lync call will be able to do, based on what version of

Lync they are using:

Oth

er

pe

op

le o

n y

ou

r

Lyn

c ca

ll ar

e u

sin

g …

Share desktop with others

View someone else’s shared desktop

Give control of desktop to someone else

Take control of a desktop someone else has shared

PC Lync 2013 Client Mac Lync 2011 Client

Web App (PC) Web App (Mac) iOS Mobile

Android Mobile

Windows Mobile

7

Keyboard shortcuts for using Lync

Keyboard shortcuts can save you time when using Lync:

https://support.office.com/en-us/article/Keyboard-

shortcuts-for-Skype-for-Business-Lync-74eda765-5631-

4fc1-8aad-cc870115347a

Teaching recommendations

When presenting with Lync, we recommend using

the Lync 2013 PC Client, as this offers the greatest

functionality.

You should have some experience of using Lync before

attempting to use it in a presenting or teaching scenario.

All pre-planned meetings/webinars should be scheduled

using Outlook. This generates a URL that all users can use to

join, it also integrates into Outlook/O365 calendars.

Sharing Content

We recommend using the SHARE PROGRAM feature. This

allows easier multitasking (if you do not have two

monitors), and avoids sharing unnecessary/inappropriate

material accidently.

Shared programs are also available to all viewers (except

Android mobile users).

This also allows presenters to give others access to their

program, for example to collaborate on a word document.

Note: The PowerPoint feature is useful for presenting

Microsoft PowerPoint files, but can cause loading issues for

other users. PowerPoint presentations can also be

presented using the share program feature (above)

Sharing a File

This is a useful feature to quickly distribute files, without

having to switch to email.

Please note these files are not made

available to those on mobile devices,

and copies of all files should be placed

on studentcentral for reference.

Interactive Content

Interactive tools (such as Whiteboards and Polls), are

powerful tools for checking learning & engaging students.

Presenters must be aware not all viewers will see these

tools (see matrix). Presenters could consider utilising web

based tools to incorporate interactive content, for example:

Padlet (online pin board)

Poll Everywhere (for pushing web based polls)

Socrative (web based quizzes)

Online white boards

For more details on these, please talk to your Learning

Technologies Adviser.

Participant Management

With the Lync 2013 client you have full control over your

attendees rights and permissions.

Muting the Audience is recommended during webinars –

attendees can request to be unmuted using the chat

function.

Disabling Attendee Video can also improve the quality and

stability of the Lync call.

See Participant Management for more information.

Private Messaging

Once in a Lync meeting/webinar, it is possible to still send

direct, private messages to other users (whether they are in

the Lync meeting or not). This allows staff to deal with

private questions from students, or for teaching teams to

coordinate whilst teaching a webinar.

Using the Lync 2013 client, you can send a private IM to

anyone in your address book, whilst continuing in your Lync

meeting.

Note: You cannot start a Lync call with another user whilst

in a Lync meeting.

https://support.office.com/en-us/article/Keyboard-shortcuts-for-Skype-for-Business-Lync-74eda765-5631-4fc1-8aad-cc870115347a



8

Recording your session

The Lync 2013 client offers an in built recording feature,

which produces an MP4 file within your videos library.

Making this video available after a session could prove a

valuable resource to students

We recommend that once the video has been produced,

staff upload this to the Helix Media Library

(https://mediastream.brighton.ac.uk ). This can then be

embedded wherever required (e.g. studentcentral).

For more details on this, please talk to your Learning

Technologies Adviser.

Presenting Matrix

Please see the page 6 for a complete matrix when

presenting with the Windows Lync 2013 client.

Attendees can join Lync a Lync session from a range of

devices, and it is worth asking learners this information so

you fully understand who will be able to access certain

content.

Note: All students at the University of Brighton can

download the Windows & Mac PC clients free as part of

Office 365. They can also download the

iOS/Android/Windows apps (free).

For more information see:

https://staff.brighton.ac.uk/is/media/Pages/Lync/student.a

spx

https://mediastream.brighton.ac.uk/

https://staff.brighton.ac.uk/is/media/Pages/Lync/student.aspx

https://staff.brighton.ac.uk/is/media/Pages/Lync/student.aspx