(Application) Lync 2013

What is Lync and who can use it?

Lync is Microsoft’s messaging client for corporate use. It uses the OSU global address book to connect all employees together allowing for faster collaboration. Only users with a Microsoft Exchange? account (first.last@oregonstate.edu) may use OSU's Lync service. You may also use Lync to communicate with persons who do not use Lync.

If you are unsure whether your account is capable, please contact your IT support group for clarification.

Supported Platforms

Clients for Laptops and Desktops

  • Windows 7/8: Lync 2013 is available through Office 2013 or as a standalone installer. Lync 2010 clients will continue to work, but do not have access to the enhanced functionality provided by the Lync 2013 server.
  • Mac: Lync 2011 is the most recent client; it does not officially support all the features of Lync 2013

Free Apps for Mobile Devices

  • Windows 8.1 for Tablets (Surface): The Lync 2013 app is available through the Microsoft Store. Persistent Chat is not integrated into the app.
  • Android: The Lync 2013 app is available through the Google Play Store
  • iOS: The Lync 2013 app is available through the Apple Store or through iTunes
  • Windows Phone: The lync 2013 app is available through the Windows Apps Store

Differences between Lync 2013 and 2010?

For a comprehensive comparison between Lync 2013, 2010, and other version, click on this link. The following features are the most significant and noticable changes however:

  • New Metro styling (like Windows 8)
  • Persistent chat, which was previously group chat
  • Lync web app, for use without the Lync client
  • Support for up to 1080P HD resolutions

Other helpdocs

We understand this program can be confusing to some users, so we have created a few helpdocs for anyone who needs them! Click on any of the following articles to get help:

(Lync) Adding Contacts

Adding Contacts

You can easily create meetings with other OSU employees who have Exchange? accounts. There are too many such persons to load all of them into your contacts list, but you can add any of these people to your contacts. The following steps are illustrated with Lync 2013 for Windows, but the process is similar for Lync 2011 for Mac.

  1. Open Lync and type the name, email, or phone number of the person whom you want to add.contact search box
  2. When the contact appears, click on More Options on the far right of the contact block.Contact more options
  3. You may now add this contact to a specific contact list or to your favorites.Add to list or favorites

 

NOTE: You may add a non-OSU contact, click on the small person with a plus icon then click on the “Add a Contact Not in My Organization” button, and select the messaging client they have. From there you can follow the instructions to add a contact.

(Lync) Audio and Microphone Settings

In case your audio or video isn't working correctly you can attempt to troubleshoot the audio and video settings yourself or call your support group.

Windows 7/8

To access Lync video or audio and microphone settings: 

  1. Click on the small gear in the upper right-hand side
  2. Click on Audio Device or Video Device
  3. Here, if you already have a device connected, you are able to change settings for audio inputs and/or outputs.

 

Alternatively you can click the icon with the speaker and microphone in the bottom left corner of the Lync window. It will open a little drop-down menu with a clickable option to Edit in Audio Device Settings.

 

 

Mac

To access your audio options on Lync 2011 for Mac:

  1. With Lync open, go to the Lync drop down menu and select Preferences
  2. Click on the Audio tab and verify Lync is using the correct device as well as the sound settingsMac Audio Settings

(Lync) Finding/Logging In

Finding/Logging Into Lync

Anyone with an Exchange? account can access and use Lync. To see if Lync is installed on your computer or for help logging in, follow the instructions below.

  1. Press the Windows key on your keyboard and type Lync or find the Microsoft Lync folder and open it.Open Lync windows 8Open Lync windows 7
  2. Enter your Exchange email (first.last@oregonstate.edu) and password to log in. If those credentials do not work, contact your support group to verify your credentials are correct.
  1. Open the Finder and go to your application folder. Microsoft Lync should be listed.Open Lync Mac
  2. Enter your Exchange email (first.last@oregonstate.edu) and password to log in. If those credentials do not work, contact your support group to verify your credentials are correct.

(Lync) Meetings and How To Schedule One

Lync meetings are very convenient and a powerful tool for groups that can't physically meet. With a webcam and microphone you can turn a chat room into a video conference. Scheduling a meeting allows you to organize a time for everyone to meet and also permits people to join in by calling a phone number!

Outlook 2013 (Windows)

  1. Go to calendar in Outlook located in the bottom left of the screen.
  2. Right click on the time that you would like the meeting.
  3. Select Lync Meeting in the Appointment Tab at the top
  4. Invite the people you wish to include in this meeting, then send the message.
  5. To join a meeting that you were invited to:
    1. Check your email for the invitation.
    2. In the email click on Join Lync Meeting.
    3. The next window will ask for permissions on what you want to allow to be used for that meeting.

 

Outlook 2011 (Mac)

  1. Open Outlook and go to the Calendar
  2. In the Home tab, click on Meeting Mac Calendar Meeting
  3. On the email pop-up, select Online Meeting then Create Online Meeting Create online meeting mac
  4. Fill out all the specific times and information about the meeting then send

 

Lync Web Scheduler

If you don't have Microsoft Outlook, or are on an operating system not based on Windows, you may use Lync Web Scheduler.

  1. Go to the Lync Web Scheduler Page (we recommend bookmarking this if you plan on making many meetings).
  2. If you have a unified account log in with your username@oregonstate.edu, otherwise sign in using your Exchange? domain\username and password.
  3. Fill out the desired meeting information and save it.
  4. Information will be displayed with a summary of the meeting and information on calling in.
  5. Attendees are not invited to the meeting via Lync Web Scheduler. You will need to manually copy and paste the meeting details into an email or calendar invitation.

(Lync) Persistent Chat

Persistent chat is the Lync 2013 version of a chat room. With persistent chat, you can create topic-specific chat rooms that aren’t deleted. This means that once a person joins a chat room, they will always have access to that conversation and everything said there will be displayed even if they weren't there when it was posted.

A benefit of persistent chat is the ability to check in with the chat rooms, without getting constant notifications for every message, unless of course the chat is currently open. Additionally someone with access to the chat room can see the chat’s entire conversation history, meaning information does not need to be repeated.

To join a persistent chat room:

  1. Click the icon near the top of the screen with three people within the speech bubble. 
  2. Click the box that says "Find someone or a room"
  3. Search for the name of the persistent chat room
  4. Right click the room you want, then click Follow this Room from the drop-down menu.

To create a persistant chat room:

  1. Click on the chat rooms button on yoru lync client
  2. Press the + sign and select "create a chat room" first 2 steps of creating persistant chat
  3. You will then be redirected to a webpage and asked to login, use your exchange? credentials (if you have a unified account use username@oregonstate.edu, otherwise use cn\username for username)
  4. Choose Create A New Room from the next page (This page is where you would be able to select any other chat room you are a manager off)New chat room splash page
  5. There are several options on the next page to fill out:
    • Room Name- This will be the name of your room. We recommend a concise name that accurately represents the topic of the chat room
    • Description- Enter a more in depth description of what the chat room is to be used for here
    • Privacy- Select what level of security you want
    • Add-in- Any web applications will be added here. The default is blank and shouldn't be touched unless you know what the application does.
    • Managers- Add the email address of everyone you wish to moderate and administrate the chat room here.
    • Members- Add the email address of everyone you wish to participate in the chat room here
    • Invitations- Choose whether you want an invitation email sent or not
  6. Once all those options are complete, press Create to finish

(Lync) Presence State

What does each presence state mean?

 

presence is greenAvailable You are online and available for contact.
presence is redBusy

You are in a Lync phone call or, according to your Outlook calendar, you are in a meeting.

presence is red with a white line Do not disturb You don't want to be disturbed and will see conversation alerts only if they are sent by your Workgroup contacts.
presence is yellowBe right back You are away briefly and will return shortly.
presence is yellowAway Your computer has been idle (for 15 minutes, by default).
presence is yellowOff Work You are not working and are not available to contact.
presence is greyOffline You are not signed in. If you have blocked individuals from seeing your presence, you'll always appear offline to them.

(Lync) Sharing Screens

Have you ever wanted to show someone exactly what you are looking at on the computer, but the person isn't with you at the time? With Lync 2013 you can share your screen - or just part of it - with other people, like colleagues. To do this:

  1. Open a Chat window with the person(s) with whom you want to share your screen.
  2. Hover your mouse over the monitor icon on the bottom of the chat window.
  3. You may choose to share a specific program, a specific monitor, or your entire screen (nothing on your screen is shared until you make your selection).

NOTE: This is not available in the Windows 8 Lync Metro App

(Lync) Skype for Business on Mobile Devices

Mobile Devices and Skype for Business (Formerly Lync)

One of the bonuses to using Skype for Business is that you can join meetings from your phone. This allows you to join a meeting even if you can't be physically next to your computer. There are some features that are not available on the mobile version such as desktop sharing, but the basic functionality is there. For more detail on the functionality see this article. For instructions on setting up Skype for Business on your iPhone/iPad, Android, or Windows Phone, scroll down until you find your device.

For iPhones and other iOS devices

  1. You may download the Skype for Business app from the App Store. To find it, search for "Skype for Business".
  2. Install the application.
  3. To open the app, find the icon and tap it.
     
  4. Enter your Exchange? email address and password to log in.
     

 

For Android Phones and Tablets

  1. You may download the Skype for Business app from the Google Play Store. To find it, search for Skype for Business in the Play Store.
    Android App Store screen 
  2. Once you're at the store page, press install and accept the permissions screen that pops up. Once the application is installed, go to your applications screen and select the Skype for Business icon.
    Link Button 
  3. Enter your Exchange username and password and press Sign In.
    Lync 2013 Android Log in 

 

For Windows Phones and Tablets

  1. You may download Skype for Business from Windows Mobile App Store.
  2. Install the application then go to your applications screen and select the Lync icon.
  3. Enter your Exchange email address and password to log in.

(Lync) Where Conversations are Saved

If you need to access an old conversation with a coworker they have not been lost! You can find them in two different places. Conversations are saved in the Conversations Tab in Lync, and sent to your Outlook inbox under the “Conversation History” folder. 

Lync

To find the conversations in lync, click on your conversation Tab 

Conversation Tab

 

Outlook

To view your history in outlook, click on the Conversation History folder

Conversation History