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Learning Basic Tasks in Lync 2013

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

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

Screenshot to find someone

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The quickest way to find someone via Lync is to start a search by typing the person’s:

  • name
  • email address

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

Add a Contact

Add a contact menu item

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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

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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

Add a contact dialog

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You can set up a group contact comprised on individual contacts. To create a new group:

1. In the Lync main window, click the Add a Contact button.

2. In the drop-down menu, click Create a New Group.

New Group listed

3. In the space that opens up at bottom of the window, type the group name over the phrase New Group.

Send an IM icon in task bar

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Send an IM

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

  1. In the Lync main window, click the name or hover over the picture of the contact you want to send an IM to. (To IM more than one contact, hold down the Ctrl key and click each contact that you want to reach.)
  2. In the display bar that appears, click the IM icon.
  3. Type your message in the message input area at bottom of the IM window and then press Enter.

Accept an IM

IM request window

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Click anywhere on the picture display area of the IM request pane. 

Set or Change Your Presence

Presence lets other people see whether you and your contacts are available. Presence statuses and their meanings are as follows:

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


online, available to contact

Automatic or user-selected.

    Be Right Back

briefly away from computer



logged on but has been away from computer for specified period

Automatic based on inactivity or user-selected. Time interval can be adjusted

    Off Work

not working, not available



occupied and shouldn’t be interrupted

Automatic (if user is in an     Outlook-scheduled conference) or user-selected

    In a call

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


    In a meeting

in a meeting (per Lync or per Outlook)


    In a conference call

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


    Do Not Disturb

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



giving a presentation and therefore not to be disturbed

Automatic when user is presenting from  Lync-enabled computer. IMs are blocked


not signed in



presence can’t be detected

Status may appear to contacts not using Lync IM

To change your presence, in the Lync main window, click the arrow next to your status, and then select a status from the list.

Change Your Profile Picture

Changing your profile picture is a disabled option. There is no way for you to change your profile picture.

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:

Add audio to conversation

Switch Between Tabbed Conversations

how to switch between conversations

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If you have multiple conversations, chat sessions, or meetings going on at once, Lync displays them all in one place. Toggle between them by clicking any tab to bring them to the foreground.

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 to Outlook by using Ctrl+S or save to a file by pressing F12.

Your phone handset

Do not select your handset as your primary device.

Before using Lync to make a call or join a conference, set up your audio device and check the quality. You can use your computer’s mic and speakers or plug in a headset.

check call quality

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If you are able to share video but not audio, confirm the microphone is connected and working properly in another application. If it is, next run Options > Audio Device > Check Call Quality. Audio should then work correctly.

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