Lync 2010

Lync 2010

Microsoft Lync 2010

Frequently Asked Questions (FAQs) June 2016

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Table of Contents
Access
Q: How do I find my Lync login name? 2
Q: Is my Sign-in address different from my User name? 2
Q: Can attendees use either Lync Audio or Verizon conferencing? 3
Q: After logging into Outlook and Lync, a login box appears several times. How do I keep this from happening? 3
Q: How do I minimize Lync to the System Tray? 3
Q: Can I log in to Lync while disconnected from the Aon network? 3
Features and Functions
Q: What are the basic functions of Lync 2010? 4
Q: Can you choose what to share during a meeting like you can with WebEx? 4
Q: Is there a Clean Contact List function in Lync that is similar to Sametime Connect? 4
Q: Can I use the audio and video features available within Lync? 4
Q: I’m using a Plantronics BAU (Voyager Pro UC) headset. When I press the Call button on the outside of the ear piece, the Lync window opens and I hear a dial tone. How can I prevent this from happening? 4
Q: Can I use personal audio / video equipment with Lync? 5
Q: How do I use the video feature within Lync? 5
Q: Why can’t I set my presence status to “In a meeting”? 5
Q: Can I re-sort the contacts in my Contact List? 5
Q: How do I resize the columns in the Contact List? 6
Q: Can I keep pop-up messages from appearing when people send me instant messages. 6
Q: What is Conversation History? 6
Q: How do I view my archived messages and conversations? 7
Q: Which tool should I use to start an instant meeting—Lync Online Meeting or WebEx? 7
Q: Is WebEx going away? 7
Q: Why doesn’t my Out of Office note show up in Lync after I set it? 7
Q: Can I preserve formatting when I cut and paste into an instant message? 8
Q: What Sametime Connect features are not available in Lync 2010? 8
Q: What are the main differences between Office Communicator and Lync? 8
Q: I can’t see the menu bar at the top of the main window. How do I turn it on? 9
Q: Why do I sometimes see duplicate results when searching for a contact? 9
Q: How do I synch my Lync contacts with my Outlook Contacts folder? 9
Q: A colleague informed me that when adding my name to their Lync Contacts, they received a message from Lync stating “Maximum Followers Reached.” What does that mean? 9
Q: I attempted to save my whiteboard annotations to a file and received an error. How do you save whiteboard annotations? 10
Q: If I schedule a Lync meeting for someone else in my calendar, can I schedule a Lync meeting for myself at the same time? 10
Q: We will have two presenters for an upcoming Lync Online meeting. Can both presenters advance the presentation? 10
Q: Why do some Lync Online Meetings show “Join Skype Meeting” instead of “Join Online Meeting” links? 11
Learning Options
Q: Is there a tutorial or demo I can review on Lync 2010? 12
Q: Will there be training sessions on Lync 2010? 12
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Access
Q: How do I find my Lync login name?
A: The global format for logging into Lync is: firstname.lastname@aon.net Some users may have a number in their name (e.g., firstname.lastname.2@aon.net) This is called your Sign-in address. Example:
Please note: You must use aon.net. Any other extension will not enable your login.
Q: Is my Sign-in address different from my User name?
A: Yes. Your Lync user name and password are the same as your Aon ID and password. You must type your Aon domain before your Aon user ID (for example: “Aonnet\AH98765”). Depending on your location and/or business unit your domain may be AonUS1, Aonnet, or UKAonBZ.
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Q: Can attendees use either Lync Audio or Verizon conferencing?
A: No, you will use one or the other. If using Lync Audio, all colleagues must use it; if using Verizon conferencing, all attendees must use it. Starting in September 2015, conference leaders in the U.S. and Canada can schedule Lync Conferencing calls. Participants from around the world, including external participants, can join a Lync Conferencing call, either by phone or through a USB headset. See the Lync Conferencing Summary to learn more.
Q: After logging into Outlook and Lync, a login box appears several times. How do I keep this from happening?
A: You may receive additional login prompts after correctly entering your ID and password. This occurs because the system is trying to authenticate your workstation to each Microsoft tool. You may receive a prompt for one or all of the following: Outlook, Lync and SharePoint.
Q: How do I minimize Lync to the System Tray?
A: Click the Options button and select the last option on the General tab to change the minimize behavior.
You can then access Lync directly from the System Tray by double-clicking or right-clicking on the Lync icon.
Q: Can I log in to Lync while disconnected from the Aon network?
A: Yes, it is possible to log in as long as you have an internet connection. Simply launch Lync, if needed, and it will automatically connect (this make take 1-2 minutes). Likewise, if you lose your VPN connection but still have internet access, Lync will automatically reconnect. If you receive a Lync Sign-in and/or Outlook login window, you can click Cancel. You will still have the ability to chat with others. The following error is expected while disconnected from the network. Also note, the ability to transfer files is disabled while connected this way.
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Features and Functions
Q: What are the basic functions of Lync 2010?
A: Please review the Quick Reference Cards provided within the Lync 2010 Summary available from Your Guide to Technology at Aon.
Q: Can you choose what to share during a meeting like you can with WebEx?
A: Yes, the Share drop-down list allows colleagues to share their Desktop, a Program, a PowerPoint Presentation, a Whiteboard, and a Poll.
Q: Is there a Clean Contact List function in Lync that is similar to Sametime Connect?
A: No. Simply select multiple contacts by holding down the Ctrl key and pressing Delete to clear unneeded contacts from your list.
Q: Can I use the audio and video features available within Lync?
A: Lync audio and video can be used if all parties have a webcam and a USB headset. We do not recommend using your computer’s embedded microphone and speakers due to poor quality. Important Note: Lync audio and video performance has been good-to-excellent across many locations. However, this will vary based on available network bandwidth site-by-site. If you experience Lync audio or video performance issues, return to your current audio methods (Verizon conferencing, direct dialing, or your phone’s conferencing options). Lync Conferencing was introduced in September 2015, and allows all participants to join one conference, whether it be by phone or through Lync using a headset. See the Lync Conferencing Summary to learn more about using Lync Conferencing. Advanced audio features, such as the ability to dial phone numbers are not yet available.
Q: I’m using a Plantronics BAU (Voyager Pro UC) headset. When I press the Call button on the outside of the ear piece, the Lync window opens and I hear a dial tone. How can I prevent this from happening?
A: Simply press the Call button a second time, which will “hang up” and close the Lync window.
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Q: Can I use personal audio / video equipment with Lync?
A: You are welcome to use your own personal USB or Bluetooth headset/speaker and webcam if you prefer. Requests for these items are supported in many locations with proper approval. Colleagues in the U.S. and Canada can review this document for ordering options. All other locations should follow their local processes for ordering office equipment.
Note: Manager approval and budget considerations are necessary when requesting these devices.
Q: How do I use the video feature within Lync?
A: As long as you have a camera, simply click the option to Start a Video Call. It’s that easy! If you wish to test or adjust your webcam settings:
- Click the Options button in the upper-right corner.
- Select Video Device from the navigation pane.
- Select your webcam from the drop-down list.
- Verify that your video shows correctly.
- Click Webcam Settings to make adjustments if needed.
- Click OK twice to exit the Options window.
Q: Why can’t I set my presence status to “In a meeting”?
A: By default, your presence status is tied to your Outlook calendar. If a meeting is scheduled in your calendar, your status will appear as In a meeting within Lync unless you manually override it with a different status (e.g., Do Not Disturb). If you choose Reset Status after manually changing your status, it will be updated based on your calendar free/busy time. You may use Busy when you make an unscheduled call or join an ad hoc meeting.
Q: Can I re-sort the contacts in my Contact List?
A: Yes, click the Display Options drop-down arrow for a full list of sort options.
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Q: How do I resize the columns in the Contact List?
A: You cannot adjust individual column widths within the Contact List, but if you resize the width of the Lync window, the columns will adjust automatically.
Q: Can I keep pop-up messages from appearing when people send me instant messages.
A: Yes.
– Click the Options button in the upper-right corner.
– Select Alerts from the navigation pane.
– Modify your settings as desired.
Q: What is Conversation History?
A: Lync conversations can be saved in an Outlook folder.
– Click the Options button in the upper-right corner.
– Select Personal from the navigation pane.
– Set your Personal information manager to: Save instant message conversations in my email Conversation History folder.
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– All conversations will be stored in your Outlook folder.
Q: How do I view my archived messages and conversations?
A: Click the Conversations view. The conversations are displayed by date, with the most recent at the top. If you can’t find what you’re looking for, click the View More in Outlook link at the bottom of the window. To find conversations from a specific contact, right-click the contact name and choose Find Previous Conversations in the menu. This is only available if you have had a previous IM session with the contact.
Q: Which tool should I use to start an instant meeting—Lync Online Meeting or WebEx?
A: Please refer to the Guidelines for Scheduling Online Meetings to help you make the best decision for your needs.
Q: Is WebEx going away?
A: Although Aon’s preferred tool for scheduling online meetings is Lync Online Meeting, a retirement date for WebEx has not been defined.
Q: Why doesn’t my Out of Office note show up in Lync after I set it?
A: Calendar information and the Out of Office note can take up to 30 minutes to propagate through the system. You must be running the Lync client with a connection to the Exchange server in order for this information to populate.
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You can see your connection status easily via the Outlook Status Bar.
Q: Can I preserve formatting when I cut and paste into an instant message?
A: You are able to cut and paste formatted rich text from any Microsoft Office application (i.e., Word, PowerPoint, Excel, Outlook, etc.) into an instant message. It will keep the formatting from the original document. Only text from Microsoft Office applications will generate this outcome.
Q: What Sametime Connect features are not available in Lync 2010?
A: Please refer to the table below:
Feature
Comments
Insert a screen capture
You are unable to insert a screen shot within the chat window. However, you can either send a file attachment or attach screen captures to the whiteboard (see this Trick for Sharing Screen Captures).
Send an announcement or broadcast
There is no separate announcement option; simply highlight the names in your contact list, right click, and select Send an Instant Message.
You can have up to 32 colleagues participate in the same IM.
Spell check
This is not an option.
Keeping personal notes about contacts
This is not an option.
Predefined responses
This is not an option; however, you may wish to save predefined responses in a text file (i.e., Notepad) and copy/paste into Lync as needed.
Q: What are the main differences between Office Communicator and Lync?
A: Lync is the next generation of Office Communicator, so you’ll notice many of the features and functions are very similar. However, there is a new look and feel as well as the ability for enhanced voice/video and collaboration. Note that Office Communicator has been deprecated by Microsoft and is no longer used at Aon. See the Lync 2010 Finding Features document for a side-by-side comparison.
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Q: I can’t see the menu bar at the top of the main window. How do I turn it on?
A: Click the Options drop-down menu and select Show Menu Bar.
Q: Why do I sometimes see duplicate results when searching for a contact?
A: When using the search feature in Lync, the results are retrieved from multiple places: the Global Address List (GAL), your Outlook Contacts folder (if enabled; see next question), and Sametime Connect. Example: This is an example of search results that are being pulled from the GAL and Sametime Connect.
If you see duplicate results that look similar to the example above, be sure to use the listing from the GAL (the one that shows presence information). Note: If you double-click on a Sametime Connect contact, you will notice a globe next to the name.
Q: How do I synch my Lync contacts with my Outlook Contacts folder?
A: This feature should be disabled by default. To turn on the contacts synchronization feature:
1. In the Lync main window, click the Options button in the upper-right corner.
2. In the Lync Options dialog box, click Personal.
3. Click the Save my Lync contacts in my personal contacts folder on the Exchange server check box.
Q: A colleague informed me that when adding my name to their Lync Contacts, they received a message from Lync stating “Maximum Followers Reached.” What does that mean?
A: You’re popular! Lync allows each colleague to be subscribed to (appear) on up to 200 user’s Contacts concurrently by design. When the 201st colleague attempts to add the same name, or logs into Lync,
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they will receive the message. Who receives this is dependent upon the order colleagues log into Lync. The 201st colleague today may be the 50th colleague tomorrow, so would not receive the message. Instant Messages will still transmit to the recipient even though this message displays; however, screen sharing will NOT work. Workaround: Lync allows users to add 250 contacts to their Lync contact list. As a best practice, only add users and distribution groups that you regularly work with. You always have the ability to search for a contact name when you need to send a message.
Q: I attempted to save my whiteboard annotations to a file and received an error. How do you save whiteboard annotations?
A: When saving whiteboard annotations, save the file in .PNG format as opposed to .XPS (the default). Issues have been reported when saving whiteboard annotations to .XPS; however, if saved as a .PNG, the file is saved without issue.
Q: If I schedule a Lync meeting for someone else in my calendar, can I schedule a Lync meeting for myself at the same time?
A: Yes.
Q: We will have two presenters for an upcoming Lync Online meeting. Can both presenters advance the presentation?
A: By default, Lync will only allow the meeting organizer to advance the slides. This is by design and is a good way of ensuring attendees don’t accidentally take over your meeting presentation! A best practice would be for the presenters to decide who should advance the presentation and have them send the meeting invitations.
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Q: Why do some Lync Online Meetings show “Join Skype Meeting” instead of “Join Online Meeting” links?
A: Some colleagues at Aon (e.g., Surface Pro users), are using Office 2013, which includes Lync 2013. Microsoft rebranded Lync 2013 to “Skye for Business,” so colleagues running a recently updated version of Office 2013 will display different text in their meeting invitations and will have different Lync icons. There are no technical changes in behavior to Lync or to Lync Online Meetings, only a visual change for these users.
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Learning Options
Q: Is there a tutorial or demo I can review on Lync 2010?

A: Yes. There are videos located within Help > Welcome to Lync.

Q: Will there be training sessions on Lync 2010?
A: All learning for Lync is self-paced. You can choose the amount of information you need by visiting Your Guide to Technology at Aon. For example, if you previously used Office Communicator or need to learn just the basics in order to function daily, you can review (or print) the Quick Reference Card on Presence and IM features. However, if you are an Administrative Assistant or Power User, you may want to explore the other QRCs and Reference Guides to learn the tool more fully. Estimated times to complete the review are provided so you can easily fit learning into your schedule. There’s a Quick Reference for everyone! Choose how much or how little you need to get acclimated to Lync 2010.
URL: https://one.aon.net/sites/LearningResource/Pages/Home.aspx