Lync 2013 training - iPhone

Lync 2013 training - iPhone

The training is structured in several blocks. Install Lync. Sign in –

audio and video device settings

Making a call with Lync, call forwarding, availability and integration with

Exchange

Instant messaging (IM), , how to call ”regular” phone numbers and

handling groups in Lync. (Share your desktop)

Meetings in Lync, Lync WebApp Support and Lync help Discussion and questions

Installing Lync on iPhone

• Go to App Store and search for Lync 2013. Down below you can follow the sequence. Click on ”Free”, type your password, wait for the app to download, Click on ”Open”, OK, and OK.

Signing in on Lync 2013

• Type your e-mail address and your password. Expand ”Advanced options” and type your username preceeded by ad\

• Type your mobile number, click ”Next”. Click ”Done”. Your name should show up when you click on ”My info”. Check for your contacts (Lync och iPhone) by clicking ”Contacts”.

Start Lync

• Click ”Lync 2013” • Click on ”My Info”.

You should see your name.

Connecting your headset

• You can talk directly without headset but to get the best audio quality you should use a headset.

• For best quality buy bluetooth headset.

Important setting

• You should check your settings in ”Notification Center”.

• Scroll down to ”Lync 2013” and click.

• ”Sounds” should be activated.

PAUSE

Making a call with Lync

• You can make a call to anyone with Lync. We will start with a call to somone at the university (who is connected to Lync).

• Click on ”Contacts”. Make sure that ”Lync” is selected below the search field. ”iPhone” contains all your own, private contacts.

• In the example to the right a lot of groups is displayed. We will show how to handle groups in Lync later.

Making a call with Lync

• Type the name of the person in the search field.

• In the example the person is available (green).

• Click the name

Ring med Lync

• Now you will see the contact card for the person.

• From here you can choose to make a Lync Call or a call to some of the other phone numbers.

• Click on ”Lync call”

When you call

• At first the call is showing ”Connecting…”

• When the person answers the clock begins ticking.

• Disconnect by klicking the red phone symbol down below to the right.

Answering a call

• When someone calls you from Lync it shows up either as a message on top or in a separate window.

• Click on the message or ”Accept”.

Video call

• Start your video by clicking the camera symbol. Click ”Start My Video”.

• If the other person starts her video you can see each other.

• Your own camera shows up as a small picture.

Call forwarding • You can forward your

calls to Lync so that it rings simultaneously on another phone.

• Click on ”My Info” and ”Simultaneously Ring”.

• In the window ”Call Forwarding” click ”Simultaneously Ring”.

Call forwarding • Type the phone number

you want to forward to in the field ”New Number”. Click ”Done”.

• Check that everything is correct by clicking ”Simultaneously Ring” from ”My Info”.

• There you will see the description – ”Calls will ring to you at work and also ring…”

Your availability

• You can choose how your availability will show up.

• Click ”My Info” and ”Status”. In the status window you can choose how your availability will show up.

What happens today? • There is a blue field to the

right of your picture – ”What happens today?”.

• In this field you can type a message about what you are doing, your location or other things.

• This message shows up for other Lync users at Umeå University.

• This field is also used for ”Manage reference and voicemail with Lync” (discussed below).

Synchronize your e-mail, your calendar and your contacts with Lync

• Lync is synchronized with the calendar and contacts you are using at our mail server at the university (Exchange).

• You must activate your Exchange account for the synchronization to work.

Activate Exchange on your iPhone (e-mail, calendar, contacts, reminders)

• For Lync to work with calendars etc. you should activate Exchange on your iPhone. Below you can follow the sequence.

• Click on ”Mail, Contacts, Calendars”. Click on ”Add account”. Click on ”Exchange”.

Activate Exchange on your iPhone • Type your e-mail address and password. If you don’t get the

connection to the server type the name of the ”Server”, ”Domain”, ”Usernamn” and ”Password”. Click ”Next”. Click ”Save”.

• Click on ”Exchange” in the window ” Mail, Contacts, Calendars”. Yout account will show up. Here you can also choose ”Mail Days to Sync”.

Calendar • Your calendar is

synchronized with Lync if you have created an Exchange account for the calendar.

• When you create an appointment your availability for that time period is shown in Lync as busy.

Conversation history • You can find your

conversation history in your mail. Look for the mailbox ”Conversation History”.

• In that mailbox all your conversations and chats are saved.

Missed calls

• You will get a message and an e-mail if you have missed a call.

• This information includes phone number plus more information if the person is in your contact list.

Manage reference and voicemail with Lync

• You can manage reference and voicemail with Lync directly from the client.

iPhone - Manage reference and voicemail with Lync When you receive calls from those not on your Lync, the call is redirected to the voicemail operator with what you have set as the "cause" (see table at right). The caller may leave a message in your voice mailbox and the external caller can also speak with an operator. How to do this in Lync Enter the code in the blue area to the right of your photo, type a space and time for when you're back. Finish by clicking THE PHOTO.

If you enter a time (example 15:00) it takes effect from the same day you enter that time.

If you come back a different day than you have written your message, enter the month and the day. Ex. ”sam 1024” means that you are back on the 24th of October.

If you just write the code and a colon, it counts as the preset time.

If you type a semicolon after the code it will ring on your Lync. If you do not answer the call, it will be referred to your voicemail with whatever you have written in as the “reason” If you need to change your reference If you need to change your referral notice, you must delete all of the text and typing in the code and time.

How to reach the switchboard in Lync If you need help you can always call the switchboard to get to an operator. The operators are first-line support in Lync.

Simply enter "UMU vaxel" in the contact field. Although it appears as "Offline", you need only to call.

Voicemail – preferences in Lync. Must be done on a computer. This example shows how to do on a Mac To use the voicemail, you must set the preferences in Lync. Click on ”Lync” and “Preferences”. Select “Phone Calls” in the window that shows up. Under “Unanswered Calls” select “New Number or Contact” in the drop-down menu “Redirect unanswered calls to:”. Type “rost” in the search field. Click on “Röstbrevlåda” and click OK.

You should see something like this: Call your voicemail by writing in “Voicemail” in the field of contact. You should receive instructions on how to listen to your mailbox and how to go about changing the code, amongst other things. If you have received a voice message in your mailbox, you will get an email referring to this.

PAUSE

Instant messaging IM

• To write a message (IM) click on the symbol on the contact card.

• Type your message and ”Send”.

• Even if a person is available (green) it’s good practice to ask if it’s OK to call via IM.

Instant messaging IM

• By clicking the symbol in the top right corner you get the alternatives that show up in the picture to the right.

• For example, you can invite other people.

Instant messaging IM – conversation with a group

• If you have created groups in Lync (described below) you can initiate a group conversation directly.

• Click the symbol to the right of the group name and the whole group shows up in your contact card.

• From here you can chat, make a call, show video and send mail with the group.

Sharing your desktop • You cannot show your own desktop on

iPhone but someone with a Mac or PC can share their desktop.

• They can also share other things, for example a document.

How to call a ”regular” phonenumber

• Type the phone number including the area code. +46 is added automatically and the preceeding 0 (zero) is deleted.

• Double click the phone number to ring.

Utlandssamtal

Creating a group in Lync – must be done on a computer (Mac)

• After a while you will have a lot of contacts in Lync. You can arrange or organize your contact list into groups. Click ”Contact”and select ”Create a New Group”.

• Rename the group.

Add contacts to a group – must be done on a computer (Mac)

• Right click a photo or phone number and select ”Add to Contact List”. Select the group.

• You can also drag and drop existing contacts to a group.

Lync meeting

• If someone starts a Lync meeting from a Mac or PC you can get an invitation to attend.

• Just click ”Accept” when you receive the invitation.

PAUSE

Lync Support

• Support – talk to an operator – Type Umu växel in Lync

• IT-support – Type servicedesk in Lync – Call 7866300 – Create a new request

• PT (Personal Trainer) – Send an e-mail to lync-support@umu.se

Questions and discussion