lync ip-phone user guide - hopkins medicine · web viewjohn hopkins university and medical...

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John Hopkins University and Medical Institution

GuideMicrosoft Lync Client User Guide

DepartmentEnterprise Integration Services – Video Conference and Collaboration

DateFebruary 11, 2015

Lync IP-Phone User Guide Last updated February, 11. 2015

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Table of Contents

Getting started with Microsoft Lync client . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .3

How to call from Microsoft Lync client . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4

How to make call using the dial pad . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20

How to “Click-and-Call” a contact from group . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .4

Search and call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5

How to make call using the dial pad . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5

Answering an incoming phone call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . ... 6

How to mute and unmute during call or conference . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6

Transfer a call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7

Call control options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7

Call Delegating . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9

Add or Remove a delegate . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9

Redirect a call as a delegate . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10

Answer a call on behalf of someone and then transfer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10

Make a call as a delegate . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10


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Getting started with Microsoft Lync client

Ensure Microsoft office 2013 or Microsoft Lync 2013 is installed on your PC or any device intend for use. If you need help with Application installation, contact your LAN Administrator.

There’re tasks that must be perform before you make or receive call. It’s important you ensure you using a Microsoft Lync certified headset and connected directly to your computer and not dock-station for best result when trying to make or receive call from Lync.

Enterprise Voice provides enhanced calling options, such as call a contact, hold, forward, transfer, voice mail, conferencing, simultaneous rings, and calls to and from the public switched telephone network (PSTN).

Microsoft Lync 2013 Interface


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How to make a call from Microsoft Lync client Basically, there are three ways to call from Lync client.

1. Click-and-Call a contact from group2. Search and call3. Using the dial pad

1. How to “Click-and-Call” a contact from group

a. From the Lync client, click Group, and click the group of the contact.

b. Right click on the contact you want to call and select call.


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2. Search and calla. Find a contact or type a person’s name in the search box.b. Point to the contact’s picture.c. Do one of the following:

Click the Phone icon to call the contact with Lync. Click the arrow next to the Phone icon and select a number.

3. How to make call using the dial pada. In the Lync main window, click the Phone tab.b. Click the numbers on the dial pad or type the number in the search box, and then click Call.c. Lync calls the number just like a regular phone.


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Note: Lync doesn’t support pauses, extension numbers, or special access codes. Use the keypad to enter the extension number or access code once the call is connected.

When you’re finished with the call, click the Phone button in the window, or just close the window.

Answering an incoming phone callWhen someone or your contact calls you, an alert appears on your screen. To answer the call:

Click anywhere in the picture area.

To ignore the call:

Click Ignore to reject the call and send to voice mail.Click Options to do other actions:

Send the call to Voice Mail Click Mobile or Home to redirect the call Reply by IM instead of audio or video Set to Do Not Disturb to reject the call and avoid other calls.


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How to mute and unmute during call or conference

To quickly mute your audio, click the phone/mic icon at the bottom of the window. When you’re muted, the icon shows a red line across:

When you’re ready to speak, click the phone/icon again to unmute.

Transfer a call

You can transfer a call to another person or number. For example, if you need someone else to handle the call, you can transfer to them. Or if you need to leave your office, but want to continue your conversation, you can transfer the call to your cell phone.

1. Point to the phone/mic icon in the call window.2. Click the TRANSFER CALL tab, and choose one of the options:3. Under My Numbers, click one of your numbers, such as your mobile phone, (these are

the numbers that were added to your Lync account).4. Under Other Options, click Another Person or Number. Then select a person, or type

a number in the bar, and click OK.


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Call control options

When you’re in a call, point to the phone/mic icon to access the controls, and then click the tab you want:

To put the call on hold, click HoldCall. Click Mute to mute your audio. To change your audio device, click the DEVICES tab. To send the call to another number, click the TRANSFER CALL tab, and choose one of

the numbers. Use the DIAL PAD to interact with an automated phone system. Such as entering a code,

when you call your voicemail, or make a selection when you call an office reception desk. Click the DIAL PAD tab and then click a number.


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Call DelegatingThis is a process of given other (user, phone number) permission to make and receive calls and messages on behalf of another. Deans, directors, managers, department heads commonly use a delegate, as well as department phones where a back‐up person is needed to answer the phone. Delegation is a best solution in situations where a phone must be answered at all times. Delegation not only routes incoming calls to multiple phones, but delegates can be given access to voice mail and missed call messages.

Add or Remove a delegateYou can assign one or more delegates to make or receive calls on your behalf. To add or remove a delegate, do the following:

1. Open Microsoft Lync 2013, click the Options button, and then click Call Forwarding. Or, click the down arrow beside the Phone icon at the bottom of the Lync window, and then click Call Forwarding Settings.

2. In the Lync – Options dialog box, select either Forward my calls to or Simultaneously ring , and then choose My Delegates from the drop-down list in the selection that you chose.

3. Click Edit my delegate members.

4. In the Delegates dialog box, type the name of the person that you want to be your delegate, click Add, and then click OK.


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To remove a delegate, again in the Delegates dialog box, check the box beside the listed delegate, click Remove, and then click OK.

NOTE Only the person who added you as a delegate can remove you. If you are someone’s delegate and you no longer want to be a delegate, contact the person who delegated you and ask to be removed.

Redirect a call as a delegateA delegate can redirect the call to a published mobile number, or redirect the call to voice mail. To redirect the call, click Redirect in the incoming call alert, and then click Voice Mail or the desired number.

Answer a call on behalf of someone and then transfer

Do either of the following to answer a call for someone and then transfer the call:

1. Click the incoming call alert to answer the call, click the Transfer button, and then click the name or number of the person to whom you want to transfer the call.

2. Answer the call, and then transfer it to the work phone of the person who you answered the call for, by pressing CTRL + 1.

Make a call as a delegate

To make a call on behalf of someone else, do the following:

1. Open Microsoft Lync 2013 client, find the contact you want to call, and, in your Contacts list or search results, point to the contact, and then click the arrow next to the Call menu.

NOTE You can also do this in a contact card, unless you’re using Microsoft Outlook 2010 messaging and collaboration client. The delegate drop-down list does not appear in contact cards.

1. In the drop-down list at the top of the menu that appears, click the person for whom you’re making the call.


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2. Click the number you want to call, or click New Number to enter a new number.NOTE Lync 2013 communications software creates a group in the Contacts list named People I Manage Calls For, which contains the contacts who have made you their delegate.

FAQ: http://www.it.johnshopkins.edu/services/VidConfUniCom/desktop_collab/lync_jhim/faq/Lync_FAQ.htm


http://www.it.johnshopkins.edu/services/VidConfUniCom/desktop_collab/lync_jhim/faq/Lync_FAQ.htm

http://www.it.johnshopkins.edu/services/VidConfUniCom/desktop_collab/lync_jhim/faq/Lync_FAQ.htm

lync ip-phone user guide - hopkins medicine · web viewjohn hopkins university and medical...

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