Introducing Lync/Online Meeting

 Log off of your computer  Log on as yourself  Open Lync  Find an out-of-workgroup contact (example: last name “ Snow ”).  Address book loads Lync: Getting Started

 Team 1  Team 2 Lync: Getting Started Identify teams and partners

 Logoff and On  PC Instructional Lync: Handout

 What is Lync?  Resources  How to Install Lync  Scheduled Meetings (Demo)  Create Scheduled Meetings  Create Recurring Meetings  Attend Scheduled Meetings  Attend Meetings Outside of the Network Lync: Outline  Instant Messaging (Interactive)  Presence Status  Instant Messaging  Creating IM Groups  Instant Messaging more than one person  “Meet Now” Meetings (interactive)  Share Your Desktop  Impromptu/unscheduled Meetings  Meeting Tools

 Flexibility  More than one presenter at a time  Instant, unscheduled meetings  Security  WebEx: Cloud  Lync: Beaumont Network  Cost-Effective  Easy-to-Use Lync: Why Use Lync?

 IM stands for Instant Messaging  There is usually more than one way to do something in Lync  Hovering over a button or function opens a descriptor Lync: Tips

WHAT IS LYNC?

RESOURCES

Lync: Resources Inside Beaumont Online Tools Information Technology  Infrastructure Team  Builds and develops tool parameters  Provides the Education Team with direction for work flows and functionality  Help Desk: Lync Issues / Dannielle Watson:  Education Team:  Melissa Chittick  Vicki Beekhuis

Lync: Resources  Hardware Hardware  Jabra products for Lync are available for purchase through Oracle

DOWNLOAD & INSTALL LYNC

Lync: Download & Install First!! Check if Lync is available on your taskbar

Lync: Download & Install Next!! Check if you have Lync installed on your computer

Lync: Download & Install If you don’t have Lync Installed on your computer, download it from Inside Beaumont OnlineInside Beaumont Online

Lync: Download & Install Download Lync from Inside Beaumont Online Inside Beaumont Online Follow the Instructions

Lync: Download & Install Opening Lync Click on the Lync icon from your taskbar

SCHEDULING ONLINE MEETINGS

Lync: Scheduled Meetings Outlook Full Client is required to schedule an online meeting Start by opening a new meeting in Outlook Full Client

Lync: Scheduled Meetings Click Online Meeting

Lync: Scheduled Meetings The meeting information and link populates the body of the

Lync: Scheduled Meetings Complete fields as you would a normal meeting You won’t need a location!

Lync: Scheduled Meetings Click Meeting Options

Lync: Scheduled Meetings Access and Presenters Check the box to activate the options Checking this box ensures your meeting always has a new “room”

 Option 1: schedule it from their calendar (delegate access)!!! Lync: Scheduled Meeting CAUTION!!  If you are scheduling a meeting for someone else: Call or The Help Desk for “Delegate Access” Call or The Help Desk for “Delegate Access”  Option 2: check the Customize box

Lync: Scheduled Meetings Define security access Identify the Presenters

Lync: Scheduled Meetings Identify others who can serve as presenters and run your meeting

Lync: Scheduled Meetings Remember your settings

Lync: Scheduled Meetings Audio and Phone settings Audio Announcements

Lync: Scheduled Meetings Click OK

Lync: Scheduled Meetings Click Send when all fields are complete

SCHEDULING RECURRING MEETINGS

Lync: Recurring Meetings Create an Online Meeting Complete the Subject and Address fields Complete the Recurring Meeting fields Click Send

What do I do with my existing Webex meetings???  Edit the existing WebEx meeting in Outlook Full Client (Delete Webex Information)  Follow the Recurring Meeting instructions for Lync Online Meeting  Send the Update Lync: Recurring Meetings

If you edit a meeting, be sure not to change the Start date CAUTION!!

ATTENDING AN ONLINE MEETING INSIDE THE BEAUMONT NETWORK

Lync: Attending Online Beaumont Meetings Find your meeting on the calendar and open it

You can also join by phone, although we encourage you to use your computer Lync: Attending Online Beaumont Meetings Click to join the meeting

The number defaults to your office phone; but you can change the phone number! Select your audio/video preference Be sure you have computer audio!!! This allows you to talk and watch through your computer This will call your desk telephone Recommended if no audio is desired or if you are calling in Lync: Attending Online Beaumont Meetings No Audio or Mic??? Call The Help Desk No Audio or Mic??? Call The Help Desk

Lync: Attending Online Beaumont Meetings Note: If you are the meeting organizer, you may need to admit attendees who are waiting in the lobby

ATTENDING A MEETING OUTSIDE THE BEAUMONT NETWORK

Lync: Attend through a Non-Beaumont Network Click Join Online Meeting Open the online meeting event in your calendar or

Lync: Attend through a Non-Beaumont Network If you don’t have Silverlight, you will be prompted to download it

Lync: Attend through a Non-Beaumont Network If you are a Beaumont Employee, check this box

Lync: Attend through a Non-Beaumont Network Complete the fields using your Beaumont user name and password Don’t use your e.mail address in the User Name field Click Join Meeting Be sure to start the User Name with a Domain: mswbh\

Lync: Attend through a Non-Beaumont Network You can also join as a guest. When to join as guest: If you don’t remember your Beaumont credentials If you are not a Beaumont employee

Lync: Attend through a Non-Beaumont Network Click Join Meeting Enter your name

Lync: Attend through a Non-Beaumont Network Option #1, the Conference will call you Enter your telephone number. Example: Example:

Lync: Attend through a Non-Beaumont Network Option #2, Call the Dial-in number Enter the Conference ID if prompted Recommended if you are calling from a cell phone without computer access

Lync: Attend through a Non-Beaumont Network You may have to wait until the presenter admits you

Lync: Attending Online Meetings TIPS :  If you are remoting into your PC at work, use your phone for audio  Pins:  Pin is the same as a host code in WebEx  Available if none of the presenters or attendees are using computer audio or “call me” function for their audio. In other words everyone is calling into the meeting.  Pins are available through The Help Desk/Dannielle Watson  Caution : Lost pins are irretrievable  FYI: Ignore all messages to use a pin!!! The Help Desk

Lync: Attending Online Meetings TIPS :  If you are using a cell phone without a computer  call:  Enter the conference ID#  Enter a Leader pin (if you have one)  If you are using a non-Beaumont phone, it is recommended that you select the option to have Lync call you

PRESENCE STATUS ON LYNC

Lync: Availability Status Availability status is visible here

Lync: Availability Status You are online and available to be contacted You are busy and shouldn’t be interrupted You don’t want to be disturbed and will see conversation alerts only if they are sent by your Workgroup contacts You are away briefly and will return shortly. You are not working and are not available to be contacted Your computer has been idle for a period of time

INSTANT MESSAGING Three Ways to Send an Instant Message

Lync: Instant Messaging Instant Message with a Double Click Double click on the contact Type your message and press ENTER on your keyboard

PRACTICE IM with Double Click

Lync: Instant Messaging IM by Hovering Hover your mouse over the contact Click the IM button Type your message and press ENTER on your keyboard

PRACTICE IM with Hovering

Lync: Instant Messaging IM by Right Clicking Right click the contact with your mouse Type your message and press ENTER on your keyboard

PRACTICE IM with Right Clicking

SETTING UP INSTANT MESSAGING GROUPS

Lync: IM Groups Examples of Groups

Lync: IM Groups Find a contact you want to add to a group Right click on the contact with your mouse Click Add to Contacts List Select an existing group or … Create a new group You must type the contact name in the Search field

PRACTICE Create a new IM group

INSTANT MESSAGING How to Instant Message More than One Person at-a-time

Lync: IM More Than One Person At-A-Time First, open the Instant Messaging window for one of your contacts

Lync: IM More Than One Person At-A-Time Click on the People Options button Click Invite by Name or Phone Number Find your contact(s) and click on them Click OK Use CTRL & mouse click to select more than one contact

PRACTICE Instant Message your partner and the person sitting next to you

ADD MENU TOOLBAR Show Menu Bar

ADD MENU TOOLBAR

DESKTOP SHARING How to Share Your Desktop with Someone Else TEAM 1– Presenter

Lync: Share Your Desktop Why Share Your Desktop?  Ability to view and even control another’s desktop while you talk with them on the phone  Just like Remote Access

Lync: Share Your Desktop CAUTION!!  When you share your desktop everyone can see everything on your desktop

Lync: Share Your Desktop Start an instant message Click Share I would like to share my desktop with my co-worker, Lucas Click Desktop

Lync: Share Your Desktop Click Join To expand the screen click here I can see Melissa’s desktop but I want to make the screen bigger Melissa wants to share her desktop with me

Lync: Share Your Desktop Perfect!!!

Lync: Share Your Desktop Give Control Giving Control to others I can let Lucas take control of my computer Select the contact you want to give control to

Lync: Share Your Desktop Stop Sharing To end the session, I click Stop Sharing Presenters: Close Desktop Sharing

PRACTICE TEAM 1 – Presenter Presenter: Share Your Desktop

PRACTICE TEAM 2 – Presenter Presenter: Share Your Desktop

“MEET NOW” MEETING How to set-up an instant meeting

Lync: “Meet Now” Meetings Put your headphones on!

TEAM 1 – PRESENTER TEAM 2 - PARTICIPANT

Online Meeting: "Meet Now" Meetings Click Meet Now I would like to meet with my co-worker Vicki right now!

Online Meeting: "Meet Now" Meetings Click on People Options Click Use Lync to connect to your computer You will need to wait! Invite Function takes time to load!!! You will need to wait! Invite Function takes time to load!!!

Online Meeting: "Meet Now" Meetings Or… search for your contact and press Enter You can also search using a phone number Find your contact and double click on them Hold the CTRL key down to select multiple contacts at a time When you are done, click OK An alert will be sent to each attendee

PRACTICE Close the meeting Stop Sharing

PRACTICE TEAM 1 – PRESENTER TEAM 2 - PARTICIPANT Start a “Meet now” meeting with your partner and share your desktop

PRACTICE TEAM 2 – PRESENTER TEAM 1 - PARTICIPANT Start a “Meet now” meeting with your partner and share your desktop

MEETING TOOLS

TEAM 1 – PRESENTER. Start a “Meet Now” meeting TEAM 2 - PARTICIPANT

Lync: Meeting Tools Sound Controls  Mute the microphone  Adjust the volume

Participant List Lync: Meeting Tools Show Participant List

Lync: Meeting Tools Participant List  Indicates permissions level of each participant  Presenter  Attendee

Lync: Meeting Tools Participant List Icons provide status of Instant Messaging, audio, and video

Lync: Meeting Tools Participant List Right click on a participant with your mouse Mute Make Attendee or Presenter Remove Send an e.mail message Schedule a meeting

Lync: Meeting Tools Record

PRACTICE Presenter: start recording your meeting

Presenters Lync: Meeting Tools Invite by e.mail Mute the audience Make everyone an attendee Play entry and exit announcements Remove everyone and end the meeting

Lync: Meeting Tools Presenters  Share Desktop  Share Programs  Run a PowerPoint Presentation  Share a Whiteboard  Conduct a Poll  Give Control

Lync: Meeting Tools Presenters  Admit to Lobby

PRACTICE Presenters: Share a Word Program Know Your Vegetables.docx

PRACTICE Presenters: Run a PowerPoint Presentation How to Plant a Garden.pptx

PRACTICE Presenters: Share the whiteboard

PRACTICE Presenters: Conduct a Poll

Lync: Meeting Tools TIPS : Attaching Files  Files can be uploaded prior to a meeting  Recurring meeting files are saved and carry over from meeting to meeting  Recurring meeting files are not visible to meeting delegates

Lync: Meeting Tools TIPS : Security for Attachments People from my company (only)

Lync: Meeting Tools TIPS : Security for Attachments 1 – Add the attachment 2 3 4

Lync: Meeting Tools How to : attach files  Use Drag and Drop  Click the paperclip

PRACTICE Presenters: Add an attachment/file Attachment.pdf

Lync: Meeting Tools Saving Files  Click the paperclip and save

PRACTICE Participants: Save the attachment/file Attachment.pdf

Lync: Meeting Tools Presenters: Stop Recording

Lync: Meeting Tools Save the recording Name your file Best Practice: Publish your file to a Network Drive

Lync: Close the Meeting Stop Sharing To end the session, I click Stop Sharing Presenters: Close the Meeting

TEAM 2 – PRESENTER. Start a “Meet Now” meeting TEAM 1 - PARTICIPANT

PRACTICE Presenter: start recording your meeting

PRACTICE Presenters: Share a Word Program Know Your Vegetables.docx

PRACTICE Presenters: Run a PowerPoint Presentation How to Plant a Garden.pptx

PRACTICE Presenters: Share the whiteboard

PRACTICE Presenters: Conduct a Poll

PRACTICE Presenters: Add an attachment/file Attachment.pdf

PRACTICE Participants: Save the attachment/file Attachment.pdf

Lync: Meeting Tools Presenters: Stop Recording

Lync: Close the Meeting Stop Sharing To end the session, I click Stop Sharing Presenters: Close the Meeting

MANAGE RECORDINGS

Lync: Meeting Tools Manage Recordings

Lync: Meeting Tools Manage Recordings

Lync: Meeting Tools Manage Recordings

Lync: Meeting Tools Manage Recordings Files must be deleted from both tabs

SIGN OUT

Lync: Sign Out Click Tools Click Options

Lync: Sign Out Click Personal Delete your name Click OK

Lync: Sign Out Click File Click Sign Out

Survey Please complete a survey  “Instructor Evaluation”

Lync: Sign Out Log Off

THANK YOU!