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Introducing Lync/Online Meeting.  Log off of your computer  Log on as yourself  Open Lync  Find an out-of-workgroup contact (example: last name “

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Presentation on theme: "Introducing Lync/Online Meeting.  Log off of your computer  Log on as yourself  Open Lync  Find an out-of-workgroup contact (example: last name “"— Presentation transcript:

1 Introducing Lync/Online Meeting

2  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

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

4  Logoff and On  PC Instructional Lync: Handout

5  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

6  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?

7  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

8 WHAT IS LYNC?

9

10 RESOURCES

11 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

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

13 DOWNLOAD & INSTALL LYNC

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

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

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

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

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

19 SCHEDULING ONLINE MEETINGS

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

21 Lync: Scheduled Meetings Click Online Meeting

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

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

24 Lync: Scheduled Meetings Click Meeting Options

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

26  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

27 Lync: Scheduled Meetings Define security access Identify the Presenters

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

29 Lync: Scheduled Meetings Remember your settings

30 Lync: Scheduled Meetings Audio and Phone settings Audio Announcements

31 Lync: Scheduled Meetings Click OK

32 Lync: Scheduled Meetings Click Send when all fields are complete

33 SCHEDULING RECURRING MEETINGS

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

35 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

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

37 ATTENDING AN ONLINE MEETING INSIDE THE BEAUMONT NETWORK

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

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

40 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

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

42 ATTENDING A MEETING OUTSIDE THE BEAUMONT NETWORK

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

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

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

46 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\

47 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

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

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

50 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

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

52 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

53 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

54 PRESENCE STATUS ON LYNC

55 Lync: Availability Status Availability status is visible here

56 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

57 INSTANT MESSAGING Three Ways to Send an Instant Message

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

59 PRACTICE IM with Double Click

60 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

61 PRACTICE IM with Hovering

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

63 PRACTICE IM with Right Clicking

64 SETTING UP INSTANT MESSAGING GROUPS

65 Lync: IM Groups Examples of Groups

66 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

67 PRACTICE Create a new IM group

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

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

70 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

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

72 ADD MENU TOOLBAR Show Menu Bar

73 ADD MENU TOOLBAR

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

75 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

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

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

78 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

79 Lync: Share Your Desktop Perfect!!!

80 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

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

82 PRACTICE TEAM 1 – Presenter Presenter: Share Your Desktop

83 PRACTICE TEAM 2 – Presenter Presenter: Share Your Desktop

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

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

86 TEAM 1 – PRESENTER TEAM 2 - PARTICIPANT

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

88 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!!!

89 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

90 PRACTICE Close the meeting Stop Sharing

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

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

93 MEETING TOOLS

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

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

96 Participant List Lync: Meeting Tools Show Participant List

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

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

99 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

100 Lync: Meeting Tools Record

101 PRACTICE Presenter: start recording your meeting

102 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

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

104 Lync: Meeting Tools Presenters  Admit to Lobby

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

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

107 PRACTICE Presenters: Share the whiteboard

108 PRACTICE Presenters: Conduct a Poll

109 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

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

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

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

113 PRACTICE Presenters: Add an attachment/file Attachment.pdf

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

115 PRACTICE Participants: Save the attachment/file Attachment.pdf

116 Lync: Meeting Tools Presenters: Stop Recording

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

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

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

120 PRACTICE Presenter: start recording your meeting

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

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

123 PRACTICE Presenters: Share the whiteboard

124 PRACTICE Presenters: Conduct a Poll

125 PRACTICE Presenters: Add an attachment/file Attachment.pdf

126 PRACTICE Participants: Save the attachment/file Attachment.pdf

127 Lync: Meeting Tools Presenters: Stop Recording

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

129 MANAGE RECORDINGS

130 Lync: Meeting Tools Manage Recordings

131 Lync: Meeting Tools Manage Recordings

132 Lync: Meeting Tools Manage Recordings

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

134 SIGN OUT

135 Lync: Sign Out Click Tools Click Options

136 Lync: Sign Out Click Personal Delete your name Click OK

137 Lync: Sign Out Click File Click Sign Out

138 Survey Please complete a survey  “Instructor Evaluation”

139 Lync: Sign Out Log Off

140 THANK YOU!


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