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Learning Basic Tasks in Lync 2011

Lync helps you stay connected to the people who are important to you via instant messaging, email, audio and video calls, persistent chat rooms, and online meetings and presentations.

Functionality for Lync 2011 on the Mac

The Lync 2011 client for Mac does not offer the same rich functionality as the 2013 client for Windows.

The Lync Web App is recommended to provide the following:

* Gallery view
* Sharing PPT or programs
* Whiteboard
* Polling


Lync 2011 does not support recording.

UB Lync not integrated with VoIP

You cannot use your VoIP phone to dial a contact.

You cannot use your handset as your primary device.

You cannot answer a call-in.

Find Someone

Search for someone

Click to enlarge.

To find someone using Lync, start a search by typing the person’s:

  • name
  • email address

in the Search box on the Lync main window. The results display automatically.

Organize Contacts with Groups

contact menu item

Click to enlarge.

Your Contacts list lets you see presence and contact information for the people most important to you. Add anyone – inside or outside UB.  To add a contact:

1. Using Lync search, locate the person you want to add.

2. Right-click the person’s listing in the search returns.

3. Click Add to Contact List.

View a Contact Card

contact card

Click to enlarge.

The contact card contains details from a contact’s company directory, such as the person’s office location, phone numbers, organization, and Outlook calendar free/busy information.  To see someone’s card, find the person on your Contact list or via search, point at the photo area, and then click the contact card icon.

Create a Group

  1. Click the contact list to make sure that it is the active window.
  2. On the Contact menu, click Create New Group.
  3. Type a name for the group.
  4. Drag the contacts you want into the group.

Edit a Group

choose view by group

Click to enlarge.

You can edit a group name and the contacts within a group:

  1. Click the contact list to make sure that it is the active window.
  2. Click the View button , and then click View by Group.
  3. Choose the action from the table below for your task.
Task Action
Rename a group Hold down ctrl, click the group name, and then click Rename Group.
Change which contacts are in a group Drag contacts between groups.
Copy a contact to another group Hold down ⌘ (option) as you drag the contact between groups.
Remove a copied contact from a group Select the contact, and then on the Contact menu click Remove from Group.

Send an Instant Message (IM) to One Person

Use instant messaging (IM) to get in touch immediately with your available contacts. 

On the Contacts tab:

To Send a Message to Do This
An existing contact who is online                                      Double-click the contact. Available contacts display a green bar    
A person who is not in your contact list On the Contacts tab, in the Find a contact field, type the person's email address and then double-click the contact.

Accept an IM

When someone sends you an instant message, an instant message alert appears in the bottom-right corner of your computer screen:

  1. Click Accept in the invitation alert.
  2. In the conversation window, type your response in the message area, then press Return.

Add More Contacts to a Conversation

After you start a conversation, you can invite additional contacts to join:

  1. In the conversation window, on the  More Options  pop-up menu, click Invite by Name or Phone Number.
  2. Select the contact who you want to invite and then click OK.

Saving Conversations

Lync does not automatically save your conversation history. You must manually save each conversation you wish to keep. You can save a conversation by clicking the "More Options" gear, then choose “Save conversation."

Set or Change Your Presence

Your online status is called presence and lets other people see whether you and your contacts are available. Presence statuses for Lync 2011 and their meanings are as follows:

Status If Presence status is... Contact is... Notes


online, available to contact


Be Right Back

briefly away from computer

Can send and receive messages


logged on but has been away from computer for specified period

Can send and receive messages

Off Work

not working, not available

Can send and receive messages


occupied and shouldn’t be interrupted

Can send and receive messages

In a call

in a Lync call (two-party call) and shouldn’t be interrupted

Can send and receive messages

In a meeting

in a meeting (per Lync or per Outlook)

Can send and receive messages

In a conference call

in a Lync conference call (Lync Meeting with audio) and shouldn’t be interrupted

Can send and receive messages

Do Not Disturb

not to be disturbed; will see IM requests only if sent by Workgroup members.

Set the preference for Do not Disturb:

From the Lync menu, click Preferences. In the Alerts tab, select the Do not display alerts when my status is Do Not Disturb check box.


signed out of your account


Out of Office displaying Out of Office information to your contacts  


presence can’t be detected

Status may appear to contacts not using Lync IM

Add Audio, Video, Sharing to an IM Conversation

You can add audio, video or a presentation to your IM conversation, and/or invite others to join the conversation, by selecting the appropriate button(s) in the conversation window:


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