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PolyU Staff Email Service

Lync 2013

Setup and User Guide

Version 1.0

Last Update: 28 November 2013

PolyU Staff Email: www.polyu.edu.hk/email

ITS HelpCentre Support: www.polyu.edu.hk/HOTS

ITS HelpCentre Support Hotline: 2766 5900

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Table of Contents

1. Introduction ............................................................................................................................. 3

A. Software Requirements for Lync 2013 and the Online Meeting Add-in for Lync 2013* .... 3

B. Recommended Hardware for Lync 2013 and the Online Meeting Add-in for Lync 2013 ... 4

C. Benefits of Using Lync 2013 Service .................................................................................... 5

D. Features of Lync 2013 Service ............................................................................................. 6

2. Setup of Lync 2013 Service ...................................................................................................... 7

2.1 For Windows 7 Client ........................................................................................................ 7

2.2 For Windows Vista Client ................................................................................................ 15

3. Usage Guide ......................................................................................................................... 21

A. Sign In ................................................................................................................................ 21

B. Set Status and Current Information .................................................................................. 23

C. Find a Contact .................................................................................................................... 24

D. Send an Instant Message (IM)........................................................................................... 24

E. Receive an Instant Message .............................................................................................. 25

F. Personalize your Contact Info ............................................................................................ 26

G. Build your Contact List ...................................................................................................... 28

H. Make an Appointment with Online Meeting Content ...................................................... 30

I. Set Meeting Options ........................................................................................................... 32

J. Send your Online Meeting Invitation ................................................................................. 33

K. Join the Meeting ................................................................................................................ 34

L. Joining a Lync Meeting Using Lync Web App ..................................................................... 37

M. Send Messages, Add Audio and Video ............................................................................. 43

N. Share your Desktop ........................................................................................................... 44

O. Stop Sharing ...................................................................................................................... 45

P. Give Control of your Desktop to Others ............................................................................ 46

Q. Share a Program, PowerPoint Presentation, Whiteboard & Conduct a Poll .................... 48

R. Transfer a File an individual contact ................................................................................. 52

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1. Introduction

Microsoft Lync 2013, one of the components of Microsoft Office 365 for Education, is a

cloud based communications service that connects people in new ways, anytime, from

virtually anywhere. Lync 2013 provides Office 365 users with instant messaging (IM), online

meetings, availability information, and audio and video calling at work. Transform your

interactions with colleagues, customers and partners from today’s hit-and-miss

communication to a more collaborative, engaging, and effective experience. The latest

version of Lync 2013 offers a new, clean look to help you communicate quickly and easily.

A. Software Requirements for Lync 2013 and the Online Meeting Add-in

for Lync 2013*

System component Minimum requirement

Windows Operating system

Windows 8

Windows 7 operating system

Windows Server 2008 R2 with latest service

pack

Installation and updates Administrator rights and permissions

Browser

Windows Internet Explorer 10 Internet browser

Windows Internet Explorer 9 Internet browser

Windows Internet Explorer 8 Internet browser

Windows Internet Explorer 7 Internet browser

Mozilla Firefox web browser

Microsoft Office Integration

For the full set of integration features:

Outlook 2013 messaging and collaboration

client

Outlook 2010 messaging and collaboration

client

Mac OS 10.5.8 or latest service pack or

release (Intel-based) operating

systems

Firefox 3 and later versions

Safari 4 and later versions

* The Online Meeting Add-in for Lync 2013, which supports meeting management from

within the Outlook messaging and collaboration client, install automatically with Lync 2013.

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B. Recommended Hardware for Lync 2013 and the Online Meeting Add-

in for Lync 2013

System component Minimum requirement

Computer/processor Intel Pentium 4, AMD Athlon 64, or equivalent

Memory 2 gigabytes (GB) of RAM

Data and Voice Minimum 1.6 gigahertz (GHz) or faster processor.

Microsoft recommend 2.0 gigahertz (32-bit or 64-bit)

Display resolution 1024x768 required

Display (Graphics) hardware Support for Microsoft DirectX9 application

programming interface

128 megabytes (MB) of graphics memory (minimum).

Microsoft recommends 256 MB of graphics memory.

Windows Display Driver Model driver

Pixel Shader 2.0 in hardware

32 bits per pixel

Telephony Microphone and speakers, headset with microphone, or

equivalent device(s). Recommended devices:

Phones with the “Optimized for Microsoft Lync” logo

(see Phones and Devices Qualified for Microsoft Lync at

http://go.microsoft.com/fwlink/p/?LinkID=208938 for a list)

Phones that run Lync Phone Edition

Video source USB 2.0 video camera or Polycom CX5000 HD device

(RoundTable device)

Bandwidth requirements Data: 56 kbps (minimum); 56 kbps (high-quality).

Voice: 50 kbps (minimum); 80 kbps (high-quality).

Video: 50 kbps (minimum); 250 kbps for CIF, 600 kbps

for VGA, 1.5 Mbps for High Definition (high-quality).

RoundTable device: 50 kbps (minimum); 250 kbps (high-

quality).

The required and recommended bandwidth speeds are

cumulative. For example, to use voice, webcam, and the

RoundTable device, the minimum bandwidth would be

50+50+50=150 kbps.

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C. Benefits of Using Lync 2013 Service

Lync 2013 is an enterprise-grade communication solution that can improve business efficiencies, increase productivity, and provide cost savings.

Know whether others are available to communicate. Repeatedly attempting to reach each other by phone or email is a common communication problem in today’s business world. Often the problem stems from workers who are physically separated by geography and time zones and who lack visibility into other people's availability or presence. Presence information is especially important when there is a need for a critical business discussion or a time-sensitive decision has to be made. Lync 2013 helps organizations increase individual productivity by adding presence, IM, and PC-to-PC audio and video calling to the business IT infrastructure.

Presence and click-to-communicate from Microsoft Office Outlook. Collaborating with others can be challenging for workers whose jobs require constant use of business productivity applications during the work day. Lync 2013 connects presence and real-time collaboration capabilities with the Microsoft Office Outlook messaging and collaboration client. This enables higher productivity by allowing workers to collaborate using the programs they’re already familiar with.

Connect with people and be more productive through a rich and immersive online meeting experience. Online meetings enable users to connect wherever they are through PC-based audio, video, and web conferencing, both as scheduled meetings and spontaneous, ad hoc collaboration sessions. With Lync 2013, users can collaborate, share information, and coordinate their efforts in real time, all within the context of an existing workflow. Lync 2013 supports an integrated conferencing experience, enabling users to join the same conference from the PC (via the Microsoft Lync 2013 client) or from a phone (requires a separate dial-in audio conferencing service from a qualified partner).

Collaborate within SharePoint sites. Lync 2013 serves as the presence engine for SharePoint team sites and portals, providing presence and IM access from within Windows SharePoint Services and SharePoint Server sites. For example, users can enable the Members Web Part to see the presence of anyone associated with a SharePoint site, which allows information workers to spend more productive time in their business productivity applications.

Communicate with other organizations running Lync. The federation feature of Lync 2013 establishes trusted relationships between an organization and one or more external organizations. This allows users to see user presence and communicate using IM and PC-based audio and video across organizational boundaries.

Communicate with Windows Live Messenger contacts. Lync 2013 enables your users to connect with Windows Live Messenger contacts using IM, audio and video calls directly from Lync.

Reduce costs. Lync 2013 facilitates rich and engaging communications across and outside an organization without expensive business travel or costly phone bills. The Lync 2013 service allows organizations to focus IT resources on developing value instead of running IT infrastructure. Microsoft manages the risks and complexity of operational systems.

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D. Features of Lync 2013 Service

1. Lync Unified Client

Lync 2013 provides a single, unified client for real-time communications, including voice and video calls, Lync Meetings, presence, instant messaging, and persistent chat. Having a single UC client application instead of multiple applications simplifies deployment, adoption, and support.

2. Lync Web App

The Lync Web App allows PC and Mac users to join a Lync Meeting from within an HTML5-based browser, and delivers a full Lync meeting experience, including multiparty HD video, voice over IP, instant messaging, desktop, application, and PowerPoint sharing.

3. Lync Mobile Clients

Lync Mobile Clients are available for Windows Phone, iPhone, iPad, and Android.

4. Single Click Conference Join

Joining a Lync Meeting requires only a single click or touch, whether from an Outlook meeting reminder on a Windows PC or from the calendar or meeting pane on Windows Phone, iOS, and Android devices.

5. Presence

See the availability status of a contact with visual presence indicators. New presence states include: Presenter (while laptop is connected to a projector) and Working Elsewhere (to indicate physically out of the office yet working).

6. Contact Card

A dynamic card that displays a contact’s high resolution photo, their presence, status note, location and organizational details and is consistent across Microsoft Office applications.

7. Lync Meeting

Previously known as "online meeting", Lync Meetings provide capabilities to interact with people through multiparty HD video, audio, instant messaging, and content sharing.

8. Meeting View

Meeting View options are designed to bring content and people together while optimizing the Lync Meeting experience for every individual participant’s needs. The Meeting View is selected by the participant.

9. OneNote Share

OneNote Share allows users to create and share OneNote digital meeting notes within a Lync Meeting, reducing possible errors caused by later transcription and simplifying communication and follow-up.

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2. Setup of Lync 2013 Service

2.1 For Windows 7 Client

The following illustrations are based on Outlook Client 2010, Outlook 2007 and Windows 7

Enterprise Service Pack1 with the latest service patches.

1. Go to the following Microsoft Center links to obtain the Lync Basic 2013 (32 bit) or Lync

Basic 2013 (64 bit) that depends on your Windows version.

Microsoft Center

http://www.microsoft.com/en-us/download/details.aspx?id=35450 (Lync Basic 2013 64Bit)

http://www.microsoft.com/en-us/download/details.aspx?id=35451 (Lync Basic 2013 32Bit)

Select your preferred Language and click Download

1 2

1 2

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2. You can install immediately by clicking Open if using Google Chrome. By default, the

Google Chrome saves the file in C:\Users\<YourName>\Downloads folder.

You can Click Run to install immediately OR click Save to save the executable file

(lyncentry.exe) in anywhere and install manually afterward if using Microsoft Internet

Explorer (IE).

After saving , double-click the file to run OR right-click the file and select Run as

administrator to start to install.

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1

Using Google Chrome

Using Microsoft IE

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3. Click Yes to continue when a confirmation message is popped up about the installation as

shown below.

4. Select I accept the terms of this agreement check box and click

Continue

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5. Click Install Now to install

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1

1

1

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6. Wait for a minute for the setup

7. Click Close when finishing

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8a. For Windows 7 Enterprise with Microsoft Office 2010 installed. An interface for signing

in would be displayed automatically. If the interface is not displayed, you may click Start >

Microsoft Office 2013 > Lync 2013

8b. For Windows 7 Enterprise with Microsoft Office 2007 installed. An interface for signing

in would be displayed automatically. If the interface is not displayed, you may click Start >

Microsoft Office 2013 > Lync 2013.

you may click Start > Microsoft Office

2013 > Lync 2013

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Click “Use recommended settings” if you

want to recommend setting or click

“Install updates only” if you want to

install updates only and then click Accept

Click Yes to continue

On the interface for signing in, enter your

staff email NetID@polyu.edu.hk as Sign-

in address then click Sign in

Use your NetID@polyu.edu.hk

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9. After signing in successfully, the

interface of Lync will be displayed and

your status in Lync will be shown at

the bottom-right corner of your screen

10. You may sign out by clicking your Lync

status at the bottom-right corner

of your screen and then select Sign Out

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2.2 For Windows Vista Client

The following illustrations are based on Outlook 2007 and Windows Vista.

1. Go to http://www.polyu.edu.hk/email and then click Staff Email Login

2. Enter your NetID and NetPassword and then click Sign In

3. After logging to the Staff Email system, click Settings and then click Office 365

settings

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4. Select software

5. Select Install Lync 2010 under Not ready to install the latest version of Lync?

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6. Select your preferred Language, an appropriate version based on your Windows version

and click advanced if 64-bit and then click install

7. Click Run to save and install immediately OR click Save to save the file and run it manually

afterward

8. Double-click the file to run OR right-click the file and select Run as

administrator to start to install.

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2

1

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9. Wait for a minute for copying and then click Install

10. Wait for a minute for the setup

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11. Click Close to complete the installation

12. An interface for signing in would be displayed automatically. If the interface is not

displayed, you may click Start > All Programs > Microsoft Lync 2010 > Microsoft Lync 2010

13. On the interface for signing in, enter your staff email NetID@polyu.edu.hk as Sign-in

address then sign in

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2

3

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14. (optional) To run Lync 2010, an

additional software msoidcli.msi is

required. If your system is missing the

required software, it will ask you to

download (before you sign in) in order to

complete the installation process. Click

Download and install now? to download

and install it.

15. After completion of the installation,

enter your NetID@polyu.edu.hk and

Netpassword and then click Sign In

16. After signing in successfully, the

interface of Lync will be displayed and

your status in Lync will be shown at the

bottom-right corner of your screen

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3. Usage Guide

A. Sign In

1. Click Start button > Programs >

Microsoft Office 2013 > Lync 2013

2. On the interface for signing in, enter

your staff email NetID@polyu.edu.hk as

Sign-in address then sign in by clicking

Sign In

Clicking your status beside Sign in as

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2

3

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Enter the NetPassword and then click

Sign In

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B. Set Status and Current Information

You could edit your status and current information as shown in the illustration below on the

main interface of Lync.

The following table lists the meaning of each status.

Click to edit your personal message

Click to customize your photo

Click to edit your current location

Enter a name/email to search a contact

Your contact list in Lync

Lync Options

Menu Bar

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C. Find a Contact

1. Enter name/email of staff you want to find in Find someone or dial a number

2. Lync will search through your personal contacts and global address book in Outlook. The

searching result will be shown immediately on the list below Find someone or dial a number

D. Send an Instant Message (IM)

1. Double-click a contact on the list (see Error! Reference source not found. or Error!

Reference source not found.) or click the IM icon. A conversation will be popped up.

2. Edit your message. You may change the font color, type and size, and add emoticons.

3. Press [Enter] key on keyboard.

Searching use Address Book Name Searching use NetID

Result Result

1. Click the IM icon

2. Edit your message

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4. If you want to IM more than one contact, hold down the Ctrl key, and click each contact

that you want to reach. And then click Send an IM

E. Receive an Instant Message

When someone sends you an instant message, an instant message alert appears in the

bottom-right corner of your screen.

1. Doubleclick on contact

2. Edit your message

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To accept the invitation, click anywhere on the

picture display area of the IM request pane or

to decline the invitation, click Ignore

F. Personalize your Contact Info

You can personalize your contact and status. For example, you can add your mobile phone

number and make it available to closed contacts only.

1. Click Lync Options

2. Click Phones on the left panel of the Lync – Options, then click Mobile Phone

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3. Enter your phone number in Phone number, and then click OK

4. Select Include in my contact card check box, and then click OK

5. To let certain people see your personal numbers: in the Contacts list, right-click the

contact’s name, click Change Privacy Relationship, and then click Friends and Family or

Workgroup

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G. Build your Contact List

Create a group

You can set up a group for each team you work with so you can see at a glance who’s

available at any given time, or communicate with the entire team at once. To create a new

group:

1. In the Lync main

window, click the Add

a Contact button

2. In the drop-down

menu, select Create a

New Group

3. In the space that

opens up at bottom of

the window, type over

the phrase New Group

to give your group a

name

Add a contact

Your Contact list simplifies your communication and let you see contact information for the

people most important to you. Add to it the people you expect to have regular interaction.

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1. Use Lync Search to find

the person, let says, TEST2

you want to add

2. Right-click the person’s

listing in the search returns

3. Click Add to Contact List

4. Click a group to add your

new contact to

1

3

2

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H. Make an Appointment with Online Meeting Content

The Online Meeting Add-in for Microsoft Outlook is installed automatically when Microsoft

Lync 2013 was installed. Choose one of the following options to schedule an online meeting

1. Open your Outlook calendar

and on the Home tab, click

New Lync Meeting

2. Click New Items > Lync Meeting

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1

2

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3. Click Lync Meeting

in an Appointment

The link for joining the Join Lync meeting will be then shown in the message content

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I. Set Meeting Options

You can customize your meeting options to fit your requirements, meeting type, and the

participants. For example, customize access, presenters, video sharing permissions, and so

on.

1. Click Meeting Options under Online Meeting group on an Appointment

2. To control meeting access, select an option under These people don’t have to wait in the

lobby. To choose presenters, select an option under Who’s a presenter? To mute all

attendees and prevent them from sharing video, use the options under Do you want to limit

participation?

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J. Send your Online Meeting Invitation

Click Send in the Appointment to send your invitation after making an appointment (see

Make an Appointment with Online Meeting Content). The appointment will be added on

your calendar and the invitations will be sent. Make sure that you have the date and time of

the appointment before sending.

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K. Join the Meeting

The recipients will receive the online meeting invitation you made (see Send your Online

Meeting Invitation). In the invitation, there are four options: Accept, Tentative, Decline and

Propose New Time. The recipients may click one of them to reply to the sender.

To join a meeting, choose one of the following methods:

1. Click Join Lync

Meeting

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2. Click the

invitation pop-up

message and

then click Join

Lync Meeting

3. Click Join Online in the

Outlook reminder. The

remainder will be popped-up

automatically if reminder of

the appointment is set.

You could choose your

preference and then click OK

in Join Meeting Audio

2

1

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4. Click Join Using Lync Web App

instead

See Joining a Lync Meeting

Using Lync Web App

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L. Joining a Lync Meeting Using Lync Web App

1. Usually, if you don’t have Lync 2013, you can join a scheduled Lync Meeting from Lync

Web App. In some cases, the Lync Web App may be installed if you want to join using Lync

Web App instead even Lync 2013 was installed. It would be launched automatically after

clicking the Join Online or Join Lync Meeting (see Join the Meeting).

2. After clicking Join the meeting, an executive file for Lync Web App will be downloaded

3. Click Run to install after completion of download

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Wait for a minute to install

4. Click Allow

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5. After installation, click Join Using Lync Web App instead OR the Lync Web page will be

display automatically after invitation message accepted. Click Join Using Lync Web App

instead

6. The Lync Web App will be shown after you select Join Using Web App instead. Please

enter your name if you were Guest and then click Join the meeting, otherwise, click Sign in if

you are an Office 365 user, i.e. your staff email NetID@polyu.edu.hk. It is recommended

selecting the Remember me check box to speed up your entry into future meetings.

1. Enter the name if Guest

Enter NetID@polyu.edu.hk

2. then Guest click here

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7a. (Option1) If you were a guest, entering a name in Guest, type your name below and click

the Join the meeting. For example, entering the guest as a name

8a. (Option1) Click Allow

9a. (Option1) You are meeting using Lync Web App

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10a. (Option1) You can send the message using IM in Lync Web App

7b. (Option2) Click Sign in if you are an Office 365 user

8b. (Option2) Enter your staff email NetID@polyu.edu.hk and it will auto re-direct to PolyU

web page

Edit your message

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9b. (Option2) Enter your staff email NetID@polyu.edu.hk and NetPassword again

10b. (Option2) You are meeting using Lync Web App

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M. Send Messages, Add Audio and Video

You may add different communication modes to your IM conversation. For example, you can

start an Instant Message (IM) conversation with a single contact and then add audio and

video. You may share multiple documents/slides/programs which are running by sharing

your desktop see share your Desktop); or attach files (see Attach a File to a Group

Conversation).

Remark:- (1)All conversation is saved in the conversations tab in Lync and in the

Conversation History folder in Outlook. (2) Microphone and speaker/headphone MUST be

worked properly on your computer for making a call via Lync. (3)Web camera, microphone

and speaker/headphone MUST be worked properly on your computer for making a video

call.

Click IM to edit your message*

with customized font size, color

and emoticon

To invite more participants by

clicking Invite More People

See Share a Program, PowerPoint

Presentation, Whiteboard & Conduct

a Poll and Share your Desktop

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N. Share your Desktop

You could share your desktop (i.e. your screen) so that all conversation participants are able

to see everything on your screen. In the following example, ITS Test2 is going to share his

desktop to the participant – ITS TEST1

In ITS TEST2 side, click the Manage

Presentation Content ( )and on the

Present tab: click Desktop to show all the

content of his desktop

Click Ok when the pop up message will be shown

below:

1

3

2

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In ITS TEST1 side, click

Request Control, the

desktop sharing session is

established

O. Stop Sharing

You may click Stop Presenting on the top task bar of your screen or conversation in the

sharing session to stop sharing.

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P. Give Control of your Desktop to Others

After the desktop sharing session is established, you could Give Control to one of participants and

Take Back Control anytime. Participants could Request Control actively.

Your Action

Giv

e C

on

tro

l

To give your desktop control to others, you may click Give Control and then select one of

attendees (participants) to take the control of your desktop

A message that you want it back, press Ctrl+Alt+Space. Click OK

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Take

Bac

k C

on

tro

l

To take your desktop control back, you may click Give Control and then Take Back Control

Giv

e C

on

tro

l

Au

tom

atic

ally

To allow control to be taken automatically, you may click Give Control and then Give Control

Automatically

Participants’ Action

Re

qu

est

Co

ntr

ol

Participant may click Request Control in the desktop sharing session to get the control

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Re

leas

e C

on

tro

l

Participant may click Release Control (after clicking Request Control) to release the control.

Q. Share a Program, PowerPoint Presentation, Whiteboard &

Conduct a Poll

Besides sharing desktop, you can share some running programs, PowerPoint presentation,

whiteboard and conduct a poll.

To share a particular

running program such as

Word document,

a. Click the and on

the Present tab: click

and double-click

the program you want

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To share PowerPoint,

a. On the Present tab, click

b. Select PowerPoint file

you would like to share

c. To move the slides, click

Thumbnails, then clik

the slide you want to

show, or use arrows at

the bottom of the

meeting room.

d. To see your presenter

notes, click Notes

e. Click the Annotations

button on the

upper-right of the slide

to open the toolbar, and

use highlights, stamps,

laser pointer, and so on

To share white board,

a. On the Present tab, click

b. Use the annotation

toolset on the right side

of the whiteboard, that

includes items such as

highlight, stamps, laser

pointer, writing, and

drawing tools

c. Click Stop Presenting to

stop sharing

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To conduct a poll,

a. Click

b. Enter information of the

poll such as Questions

and Choices

c. Click Create

When the polling is

started,

a. Let participants vote

b. You could view the

result immediately

When the polling is

finished,

a. You may click Clear

everyone’s votes to

restart the polling

b. You may save the result

as png type file after

polling by selecting Save

the poll results

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In the sharing session, only one content

(e.g. poll, whiteboard and PowerPoint)

could be presented/shared at one time.

You could switch to another content at

any time for sharing.

You may click on Manage Presentable

Content to switch to another content for

sharing.

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R. Transfer a File an individual contact

Drag-and-drop is the simplest way to send a file. In this example, ITS TEST1 sends a pptx file

to ITS TEST2 and TEST2 accepts. TEST1 receives a message when the transfer is completed.

TEST1 (Your Action) TEST2 (Participants’ Actions)

1. Drag a file from file explorer or your Desktop

2. Drop it into a conversation or a contact on your

contact list

Click Accept to save the file at a default location ; OR

Click Save As and select a file location for saving the file; OR

Click Decline

You will receive notification when the transfer is

completed or declined.

Click the link to view the file