1

Microsoft Office 365 is the new messaging and storage solution for the City of Edinburgh educational establishments. Office 365 is a cloud based suite of tools which allows collaboration and provides a considerable increase in storage space. Office 365 has many features. Available now - Outlook, Calendar, OneDrive, Office Online, Lync Coming soon - Newsfeed/Yammer, Sites

Getting Started

Guide 6 - Lync

1. Lync basics

2. Setting up a meeting

3. Making a video call

4. Sharing a document

5. Equipment

6. Apps

Share files with customers and your team

25 GB storage per user in OneDrive

Build and publish a website for your

business

Includes Word, PowerPoint, Excel and

OneNote Online

Edit and create files using a browser

Open and edit files created in Office

Office Online

2

1. Lync basics

Lync is installed on your PC or Laptop, to open it type the word lync after clicking on the windows logo (bottom

left hand corner). You will be automatically logged into Lync then and every time you log into your computer. To

open Lync when minimised, just click on the icon.

This is the how the Lync Home page will display. Here you can see a home page where Contacts have already

been added.

Conversations – Recent

conversation can be viewed

by selecting this icon.

All conversations are stored

in a Mail folder in your

Outlook account.

Contacts - displays

your Contacts and

Groups

3

Lync basics continued…

The Lync Options can be found

on your Lync Home page. Here

you can change your settings.

Settings you may need

to change include your

Audio Device settings

for video messaging.

4

Lync basics continued…

Lync will display your availability/status to others from your calendar in Outlook.

To change your status on

your Lync Home Page, select

an option from the drop

down arrow under your

name.

This does not affect your

calendar

You can include other

comments above your

name.

Your status can be changed in

Outlook by opening an appointment

and selecting an option from the

Show As drop-down

Or by right clicking on the

appointment and selecting an

option from Show As

5

Lync basics continued…

Once you have Lync installed, if you create an email or search for a contact on your Lync Home page, you will

automatically see their availability status in the form of a coloured square or strip.

Red Unavailable

Amber Available soon

Green Available now

Grey Offline/ no Lync

To search for a contact on

your Lync Home page, just

type their name into the

search box.

Right clicking on a contact

opens this pop-up box

6

Lync basics continued…

When you hover over someone’s icon you will be given options for contacting them.

Instant Message will open a dialogue box on the recipient’s screen. This is a good way to check if a person is

available before trying to contact them via Video call.

Video call will start a video call (this is only available if you have a microphone and camera set up)

Options- through options you can send an email, schedule a meeting, add user to contacts or provide an alert for

a change of status - useful if someone is busy and you want to know when they are free.

Instant Message Video call Options

7

2. Setting up an online meeting from Outlook

You can setup an Online Meeting and invite attendees in the same way as you do in your Outlook calendar.

An appointment box will pop up.

Click on the New Lync Meeting

icon in your Outlook Calendar.

The appointment will

include a link that allows

the recipient to join the

meeting.

You can add attendees

from the Global Address

List, your Contacts or type

in an address.

A reminder can be set for

the Lync meeting

8

3. Making a video call

Council laptops have a built-in webcam and mic, but if you are using a desktop PC you will need to connect a

separate webcam and mic to participate in a video call fully.

There may be one person or many people in a meeting. If a participant hasn’t got Lync installed, they can still join

online, however they will need internet access, a microphone and a webcam to participate fully.

You will only see each other once both people have joined the call.

You can invite additional people during the call by selecting this icon at the bottom of the video call box.

To start a video call, hover

over the recipient’s icon,

then select the video call

button

Once you start the call,

the recipient will see this

box. They can choose to

accept or ignore

9

4. Sharing a document during a Lync call

During a video call or instant message on Lync it is possible to share your screen, a document or PowerPoint with

other participants.

If you know you are going to be sharing a document online, it is a good idea to have it open prior to starting the

Video Call.

The top of your document should

display like this when you share

it. Here it gives you options to

give control to others.

This pop-up menu

is displayed when

you hover over the

Present icon

Desktop-

Lets participants view

or share your desktop Program-

Lets participants view or share

documents in programs such

as Word or Excel

PowerPoint-

Lets participants view and

annotate PowerPoint

presentations

Whiteboard-

Displays a blank screen

that lets everyone

write/draw and join in

Poll-

Lets you create a poll with

up to 7 answer options for

participants to vote on

10

5. Equipment

To make and receive calls using the Lync client, you must have one of the following:

A headset

A webcam

Or a webcam with built in microphone plus speakers

A Laptop

A headset is generally regarded as being the most practical for use within a busy environment.

A webcam with a microphone and speakers and laptop is a good solution for people wanting to use Lync in a

private room.

6. Apps

Lync is also available on a variety of devices using the dedicated apps;

Lync 2013 for iPad Lync 2013 for iPhone Lync 2013 for Android Lync 2013 for Windows Phone

Setting up the Lync client is similar in every platform by using the information below:

Username: yourstaffnumber@ea.edin.sch.uk

Password is the same as your login password

11

Using Office 365 on personal devices

To ensure your data is kept secure, please adhere to the following practices if accessing Office 365 on a personal device, eg. smartphone, personal iPad/tablet or home desktop/laptop:

Always control access to you device with a secure password or passcode Access Office 365 via the web (http://office365.edin.org) using a recommended browser Turn off Password Saving for your browser - Explorer, Safari, Firefox, Chrome Ensure that you log out and/or quit your browser when you have stopped working in Office 365,

especially if you share your device with other users Ensure that you lock/log off your device when not in use

Find our helpsheets on the Orb:

http://tinyurl.com/edi365docs

…..and additional resources on our website:

http://digitallearningteam.org/microsoft/office365/

Digital Learning Team

The City of Edinburgh Council | Children & Families

Wester Hailes Education Centre | 5 Murrayburn Drive | Edinburgh | EH14 2SU

: 0131 469 2999 | : http://digitallearningteam.org | Follow us on Twitter https://twitter.com/DigitalCEC

Office 365 on the web: http://office365.edin.org