A repository of tips and tricks is being built to provide assistance in using Lync. Tips are added on a weekly basis after the service is launched, and whenever it is necessary to communicate changes or enhancements to service.
Quick Tips are also being sent out through email via the LYNC-L distribution list. If you would like receive these Quick Tips by email, or any other news about the Lync service, you can subscribe to the mailing list by signing up on the Listserv page.
Please note: The LYNC-L distribution list was set up to provide those using the Exchange email and calendar service with information that is specific to their version of Lync. Therefore, these Lync Quick Tips are may not cover topics related to Lync Online, which is available to Office 365 users. If you are using Office 365, please be aware that the information provided here may not correspond with your version of Lync.
If you haven't already used Lync, you might be wondering what it's all about… Lync is a unified communications and collaboration tool that you can use to connect with people virtually anywhere. It gives you access to real-time presence, instant messaging (IM), audio and video calling, rich online meetings, and extensive web conferencing capabilities.
When we say "unified," we really mean it.
Lync is integrated with Microsoft Exchange and can be used in conjunction with many of the applications that we use daily - including Queen's email and calendaring services. Because Lync uses the Global Address List (GAL), you can quickly locate and contact people in other departments and offices across campus or off-site. And you don't even need to use Lync to initiate the contact - you can launch a chat or conversation directly from Microsoft Outlook and other Office applications.
Lync eliminates the need to manage multiple programs and contact lists for email, chat, IM, and audio/video/web conferencing. It means you no longer have to resort to using personal accounts or social media for business communications. Your Outlook contacts are in one place and can be accessed from any device that's signed into Lync.
Where to Find Lync
These Quick Tips are being sent out to anyone using Queen's email and calendaring service on Exchange. If you are receiving this email, chances are that you have an Exchange account and you're probably using Office 2013 or 2010.
There are a few differences between these versions. To find out which features are supported in each version, you can refer to this Client Comparison Table . It also includes other versions of Lync, including web and mobile clients that you can use in addition to your desktop version.
The quickest way to find someone on Lync is to search for them by name or email address, and the results are automatically pulled from the GAL.
You can verify if you've found the correct person by right-clicking their listing in the search results, then selecting "See Contact Card." The contact card contains details from the GAL, such as the person’s office location, phone numbers, as well as availability information from their Outlook calendar. The contact card can also be used to contact someone directly via email or IM, or to schedule a meeting with them.
If you don't plan to contact someone right away, but you also don't want to search for them again, you can always add them to your Contact List by clicking "Add" at the top-right side of the contact card.
Ever have those days when you seem to spend more time running between meetings than at your desk? Remembering to update your presence status is probably the last thing on your mind, but there's an easy way to let people know when you are busy or free. Lync can be set up to automatically change your presence based on your Outlook calendar availability. So when you're booked in a meeting, Lync will tell others that you're busy, and for how long.
Click on the Options icon, then choose Personal in the left side menu.
Under "Personal information manager," check "Update my presence based on my calendar information."
Other options allow you to display meeting details to your Workgroup, such as the room location. You can also set Lync to automatically display your "Out of Office" message while you're away.
If you need to get a hold of someone who's not available but you don't want to keep checking their presence, Lync lets you set up alerts that will notify you as soon as their status changes.
Simply right-click the person in your contact list and select "Tag for Status Change Alerts." The next time their status changes, you'll see a notification pop up from the taskbar. You can even initiate a conversation directly from the popup.
If you only want to be notified once, the popup gives you an option to remove the tag right away, so you can carry on with whatever you're doing.
Presence is a "unified communications" feature that is subtle and can go largely unnoticed when you first start using Lync. But once you understand how it works, you'll see that it has far-reaching potential.
After Lync is installed, presence icons will conveniently start appearing in other Microsoft Office applications. These will tell you who’s online, and who can be contacted - without even having to use Lync.
In Outlook, you'll see presence icons in email messages next to the names of the sender and each recipient. By hovering your mouse over a contact, you can view more details about their presence, and bring up options to contact them directly.
You can also find presence in Office documents such as Word or PowerPoint. When viewing comments made by other contributors, their presence is immediately available. If someone is online, the thumbnail beside their name will show a green strip on the left side. If you need to get feedback about something in the document, it's easy to copy a snippet of text, then instantly send it to them in an email or an instant message.
Minimize the Clutter (December 6, 2013)
If you tend to work with many windows open at a time, you might find that having a Lync window that continuously stays open in your task bar is one too many. But it doesn't have to be this way! Lync can be set up to minimize to your notification area instead of the task bar.
Click the Options icon and look under General >Application window.
Check the box beside, "Minimize to notification instead of the task bar."
Now when you close the main window, Lync will continue to run and can be accessed from the notification area (at the right side of the task bar.) Any instant messages or program alerts will still pop up from the task bar, but most of the time Lync will quietly run in the background, letting you focus on all of your other multiple tasks.
You can also minimize the number of Lync windows by using tabbed conversations.
Under the Conversation Windowarea at the top, check "Enable tabbed conversations."
So when you have multiple conversations going, they can all be managed in a single window.