UniCom Enterprise Voice User’s Guide
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Table of Contents Understanding UniCom and Lync.................................................................................................................................. 1 What Is UniCom? ................................................................................................................................................................ 1 What Is Lync? ...........................................................................................................................................
Calling or Sending Instant Messages to Contacts ........................................................................................................ 15 Calling a Contact................................................................................................................................................................ 15 Initiating an Instant Message to a Contact .......................................................................................................................
Using Lync from Outside the IU Network .................................................................................................................... 33 Signing in to Lync from Outside the IU Network............................................................................................................... 33 Using Lync 2010 Attendee ...............................................................................................................................................
Understanding UniCom and Lync What Is UniCom? UniCom (Unified Communications) is a project at Indiana to bring voice, video, and data together in a unified desktop communication system. UniCom is IU’s implementation of a suite of Microsoft Lync applications that provides instant messaging (IM), telephony, e-mail, desktop sharing, audio and video conferencing. There are two subscription options. This document describes UniCom Enterprise Voice.
Services? line—if you have one—is not involved with UniCom at all. With this service, you can make PC-to-PC calls to only those who are on the UniCom user list. 2) In UniCom Enterprise Voice, all calls are routed exclusively to and from your computer or mobile devices—bypassing the IU phone switch altogether. This allows for maximum integration between phone and computer features. In this mode, you may enable call forwarding or even use Outlook Voice-mail.
Equipment Needed To use the voice communication capabilities of Lync, you'll need a telephone or a headset. If you want to do video conferencing, you'll also need a webcam. If you utilize Unicom Enterprise Voice, you can get a phone specially made for unified VoIP communications. For information about telephones, headsets, and webcams that UITS recommends, see the IU Knowledge Base article at https://kb.iu.edu/data/awgk.html.
You can use common name or username arrangements, for example: John Doe; Doe, John; johdoe; or johdoe@indiana.edu. A list of names appears as you type. 2. To call the person, click the drop-down arrow next to the Call button to the right of the name: A bar parallel to the edge of the user icon will be displayed to the left of the name. If the person has a UniCom account, the bar will be colored. The color of the bar indicates that person’s status, known as their Presence State.
Make a Lync PC-to-PC call to other UniCom users by clicking the Lync phone icon. Making a Call Using a Phone Number With UniCom Enterprise Voice, you can simply type a number into the Search field to call someone. 1. To manually call any number, simply type the phone number into the Lync Search field: 2. a) For a call outside of the IU network, enter the entire 10-digit phone number including area code (Dashes or parentheses are not necessary and do not type ‘1’ before a long distance number).
When prompted for additional numbers (or if you hear a stuttered dial tone after calling a long distance number from campus): 1. In the open Conversation window, click the Dial Pad button. 2. The Dial Pad appears: 3. To enter authorization or menu-driven numbers into the field, you can use several methods: type with your computer’s keyboard; paste a copied string of numbers; or use your mouse to click the buttons.
When you return to the original Conversation Window, you must click on the Resume Call button that appears in any Conversation on hold: Disconnecting the Call In all calling modes, the call is managed in the Conversation Window. To hang up: 1. Click the End Call button in the upper-right corner of the Conversation Window: End Call Button 2. Alternatively, hang up the receiver of your telephone. The call is disconnected and you may close the Conversation Window.
A list of names appears as you type: A bar parallel to the edge of the user icon will be displayed to the left of the name. If the person has a UniCom account, the bar will be colored. The color of the bar indicates that person’s status. If the person does not have a UniCom account, the bar appears empty. Note: The image above shows ‘Picture View.’ You may view your contact list in ‘Name View.’ In Name View, the Contact List does not contain pictures or silhouettes.
Sending a File in an IM You can send a file securely with an instant message. When you transfer a file through IM, the e-mail quota of both the recipient and the sender remains unaffected. To send a file: 1. Click the Send a file icon: 2. Browse to the file you want to send. If accepted, the file copies into the recipient’s “My Received Files” folder under My Documents. Note: a file cannot be sent to more than one person at a time.
How Do Presence States Affect Workflow? Presence information helps you, your contacts, and IU colleagues to decide the best way to communicate with each other at the current time. Manually Setting Your Presence State Presence state is indicated by a colored bar next to your name and picture as seen in other people’s Contact Lists (or by the color of the “jellybean” in Name View).
Understanding Privacy Relationships What Are Privacy Relationships? Lync assigns a Privacy Relationship to every contact. There are five Privacy Relationships: By default, new IU contacts are all at the Colleagues-level Privacy Relationship. Contacts obtained from your Outlook Contact List not associated with IU are assigned to the External Contacts group. However, you can change the Access Level for each contact.
You may list alternate phone numbers to some of your contacts in Lync. You can choose to publish some of the numbers for your colleagues. Depending on their Privacy Relationship with you, they can see and call your mobile device or other phone. For example: Your home phone number is only visible to your contacts with a Friends & Family designation, whereas your mobile phone number is visible to contacts in the Friends & Family and the Workgroup Privacy Relationships.
2. The name (or a set of names) appears in the space below the search box. If the person is a UniCom participant, his or her presence state will be indicated with a colored bar. If the person is not a participant or is outside IU, the color bar appears grey, indicating the person is offline. a. You can right-click the name and choose Add to Contact Lists. b. From your list of contact Groups, select one group appropriate for the new contact. You may also create a new Group from this menu.
and choose Add to Contact List. Default Contact Group Settings The default view of your Contact List is the Groups view. Groups include Frequent Contacts and any other Groups you have created. You may also view your contacts by Status and by Relationship. To switch from the Groups view, you may first need to click on the small down-arrow directly beneath the Search field.
Pinning a Contact to the Frequent Contacts Group Default Group settings for your Contact List include Frequent Contacts. Frequent Contacts automatically populates with contacts with which you have had multiple peerto-peer conversations. You may pin any contact you choose permanently to the Frequent Contacts Group irrespective of how often you converse with that contact. To pin a contact to your Frequent Contacts Group: 1. Right-click any contact. 2. From the pop-out menu, choose Pin to Frequent Contacts.
2. In the Conversation Window, type in the beginning of your message. Your contact will be able to view the message when you press the Enter key. Starting a Conference Call or IM to Everyone in a Contacts Group You may initiate a conference with an entire group of people at once, using your Contact List groups. To initiate a conference call to a group: 1. Right-click a Group header in the Contact List. A menu opens with options for contacting the Group. 2. Choose one of the conference options: a.
1. In the Lync Search field, type the e-mail address of the federated contact. The name appears underneath the search field. 2. Follow directions for sending an instant message or initiating a PC-to-PC call, in previous sections. Call Forwarding Call Forwarding Options Lync 2010 Enterprise Voice offers a range of call forwarding options.
You may direct Lync to send your calls to a Delegate immediately, or after a 5, 10, or 15 second delay. Forwarding Calls to Delegates Forwarding your calls to your Delegate(s) allows you to send incoming calls to someone else. When you click on the ‘Forward my calls to’ option, you can then select to forward your calls to ‘My Delegates.’ First, you must add Delegate(s). To do so: 1. Click on the Add button. A list of your contacts opens. 2.
To redirect an incoming call: 1. In the Incoming Call alert, click the Redirect button: A pop-up list of numbers appears: 2. Click your choice. The redirected call rings on the selected device or directs to Voice Mail. Cancelling Call Forwarding Rules To cancel Call Forwarding and Simultaneous Calling, return to the Call Forwarding section of the Lync Options environment. Click on the ‘Turn off call forwarding’ radio button, then click OK.
2. Click on the Voice Mail options button. A menu pops open. 3. Select ‘Change Greetings’ from the menu. 4. Follow the prompts to change your personal greeting. Checking Voice Mail in Lync With UniCom Enterprise Voice, Lync can retrieve your voice mail. Missed calls and voice mail will also continue to arrive in your Outlook account’s Inbox. To check your voice mail from the Lync Window: 1. In the Lync window, click the Phone environment button. The Phone environment opens in the Lync window.
Managing E-mail with Unicom Enterprise Voice You can manage Outlook E-mail in a manner similar to Voice Mail. When accessing your Voice Mail using your UniCom phone, you may orally direct the service to check your e-mail. E-mail messages are relayed through the phone, and you may reply, delete, replay, skip, or perform a wide range of functions using this service.
Directly Calling a Contact’s Voice Mailbox With Lync and UniCom, you can leave a message directly in a contact's voice mailbox, instead of ringing the contact first. To access a contact’s voice mailbox from Lync window: 1. In the Contact List, hover the mouse cursor over the Call button to the right of the contact’s name and information. 2. Click on the drop-down arrow next to the phone icon. 3. Click Voice Mail. Lync will call the contact's voice mail, allowing you to leave a message.
The Call Forwarding – Team-Call Group dialogue box opens. 4. Click on the Add… button. The Add Contacts dialogue box opens. 5. In the new dialogue box, select any number of your contacts to add to your team, or search for your team members in the search field at the top of the Add Contacts dialogue box. 6. Then click OK. The contacts you select appear in the Call-Forwarding – Team-Call dialogue box. 7. Click the OK button.
1. In the Lync main window, click the Lync Options The Options environment opens. button. 2. Select Call Forwarding from the Options menu sidebar. 3. Click on the ‘Simultaneous Calling’ radio button. 4. Then, in the drop-down menu for Simultaneous Calling, select the My TeamCall Group option: If you wish to adjust the delay after which your team-call group members receive your incoming calls, you can do so from the Call Forwarding portion of the Lync Options Environment. 1.
Working with Conference Calls What is a Conference Call? Starting a Conference Call from the Lync Window A conference call involves more than two users. In a conference call, participants may talk via phone, chat in the Chat window, share their desktops, and invite others. From the main Lync window, you can initiate a conference with others by e-mail invitation or by selecting a contact. The e-mail option in Meet Now allows non-IU participants or those away from their desks to join via web browser.
Note: If you use UniCom Basic, when you invite people by e-mail using Lync, those who join using the Lync or Communicator console will be able to take advantage of all features; however, those who join via web are limited to IM conferencing only. The web-based joiners may see the option to join your conference call by phone; even so, the call will be unsuccessful.
A pop-up window appears, with six options: 2. Choose one of the options: a. Invite by Name or Phone Number – brings up a list of your Lync contacts: i. ii. Type a name into the top field or click a on a name already present. Then Click OK. Note: You may select multiple contacts by clicking on contacts while holding the Ctrl key. b. Invite by E-mail - generates an e-mail message with an invitation.
To send the e-mail invitation using an e-mail client other than Outlook, open your e-mail client; then click on the Copy All Information button in the Join Information and Meetings Options pop-up window. Paste the information into the body of an e-mail to your invitees. The additional party answers, if available. You can invite many people to a conference at once by Ctrl-clicking multiple contacts or clicking a Contact List Group header.
them from the web interface if they have a phone number that is local to IUB and IUPUI. For more information on audio options when joining the Lync Web App, please see the section ‘Audio Conversations with the Lync Web App.’ Scheduling a Conference Call using Outlook You may schedule a conference call in Microsoft Outlook using the New Online Meeting tool. You must have an updated version of Microsoft Outlook 2010. 1. Open your Calendar in Outlook. 2.
3. To create an online conference, click on the Join Online Meeting. 4. Enter addresses of attendees and type a subject, just as you would with any appointment invitation. 5. Send the message. See “Entering a Scheduled Conference from UniCom,” below, to enter the conference. Joining a Scheduled Conference from Lync To enter the conference scheduled in Outlook, open the message or Calendar appointment. If you have a UniCom account, you may join the conference via Lync or web browser.
Using Video Making a Video Call Just as you generate an IM or Lync call, if you have a video camera (or webcam) hooked up to your computer, you can place video calls. Participants who have video cameras will be seen in the Conversation window, while an icon will appear for those who do not have a webcam. To initiate a video call: 1. Double-click the contact you want to call. A conversation Window opens. 2. Click the Video drop-down menu: 3. Click on Start a Video Call.
Sharing the Desktop You can initiate desktop sharing in any Conversation Window. To initiate desktop sharing: 1. In the Conversation window, click the Share drop-down button. 2. Click on Desktop. 3. Click Share Desktop. If you have multiple monitors, choose the monitor you want to share. Now, your participants will view everything you do on your desktop. A highlighted frame appears around your entire desktop to indicate that your desktop is currently visible to other participants.
Sharing a Program In a similar manner to sharing a desktop, you may share a single program with any other user in a Conversation Window. To share a program: 1. In the Conversation window, click the Share drop-down button. 2. Click on Program… in the drop-down menu. The Share Programs dialogue box opens. 3. Click on the program you wish to share. All the other steps in Sharing a program are the same as those in section “Sharing the Desktop.
Using Lync 2010 Attendee Lync Attendee is client software of Lync Server. People using computers off the IU network can install the Lync Attendee client without the need for a license.
3. Click on the ‘Join the meeting using your web browser’ button. 4. Users with and Exchange account should log on using their username and passphrase in the ‘Join using corporate credentials.’ Depending upon the supplied credentials, you may be admitted to the meeting immediately. Otherwise, you may have to wait to be admitted by the leader of the meeting. Audio Conversations with the Lync Web App Just as in a normal Lync Conversation, you can initiate audio communication using your phone.
1. In the Conversation window for your meeting, click on the Phone tab. 2. Do one of the following: a. To have the conference call you, choose the country code, type your phone number, and then click the Call Me button. b. To call in using your phone, use the dial-in number found in the Join Online Meeting invitation.
4. Right-click the address and choose ‘Start a Video Call’ from the menu. The video conference commences. You do not need video equipment to initiate a videoconference; you will be able to see all who join with video equipment but your colleagues will only see a black screen for you. Joining an Ad Hoc Video Bridge Conference How participants are joining will determine the protocol they use.
Getting Help Learning the Basics Microsoft provides a Lync tour that will help you learn the basics of presence management (determining the information that others see about your availability status), contacting others, and responding when others contact you. You can take the tour online or access it from the Help menu within Lync or at http://office.microsoft.com/client/helphome.aspx?ns=COMM2007&lcid=1033 There are many tutorials and demos available to help you get started with Lync.
