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John Hopkins University and Medical Institution

Guide

Microsoft Lync Client User Guide

Department

Enterprise Integration Services – Video Conference and Collaboration

Date

February 11, 2015

Table of Contents

Getting started with Microsoft Lync client ...... 3

How to call from Microsoft Lync client ...... 4

How to make call using the dial pad ...... 20

How to “Click-and-Call” a contact from group ...... 4

Search and call ...... 5

How to make call using the dial pad ...... 5

Answering an incoming phone call ...... 6

How to mute and unmute during call or conference ...... 6

Transfer a call ...... 7

Call control options ...... 7

Call Delegating ...... 9

Add or Remove a delegate ...... 9

Redirect a call as a delegate ...... 10

Answer a call on behalf of someone and then transfer ...... 10

Make a call as a delegate ...... 10

Getting started with Microsoft Lync client

Ensure Microsoft office 2013 or Microsoft Lync 2013 is installed on your PC or any device intend for use. If you need help with Application installation, contact your LAN Administrator.

There’re tasks that must be perform before you make or receive call. It’s important you ensure you using a Microsoft Lync certified headset andconnected directly to your computer and not dock-station for best result when trying to make or receive call from Lync.

Enterprise Voice provides enhanced calling options, such as call a contact, hold, forward, transfer, voice mail, conferencing, simultaneous rings, and calls to and from the public switched telephone network (PSTN).

Microsoft Lync 2013 Interface

How to make a call from MicrosoftLync client

Basically, there are three ways to call from Lync client.

1.Click-and-Call a contact from group

2.Search and call

3.Using the dial pad

  1. How to “Click-and-Call” a contact from group
  1. From the Lync client, click Group, and click the group of the contact.

  1. Right click on the contact you want to call and select call.

  1. Search and call

a.Find a contact or type a person’s name in the search box.

b.Point to the contact’s picture.

c.Do one of the following:

  • Click thePhoneicon to call the contact with Lync.
  • Click the arrow next to thePhoneicon and select a number.
  1. How to make call using the dial pad
  1. In the Lync main window, click thePhonetab.
  2. Click the numbers on the dial pad or type the number in the search box, and then clickCall.
  3. Lync calls the number just like a regular phone.

Note: Lync doesn’t support pauses, extension numbers, or special access codes. Use the keypad to enter the extension number or access code once the call is connected.

When you’re finished with the call, click thePhonebutton in the window, or just close the window.

Answering an incoming phone call

When someone or your contact calls you, an alert appears on your screen.

To answer the call:

Click anywhere in the picture area.

To ignore the call:

ClickIgnoreto reject the call and send to voice mail.

ClickOptionsto do other actions:

  • Send the call toVoice Mail
  • ClickMobileorHometo redirect the call
  • Reply by IMinstead of audio or video
  • Set to Do Not Disturbto reject the call and avoid other calls.

How to mute and unmute during call or conference

To quickly mute your audio, click the phone/mic icon at the bottom of the window. When you’re muted, the icon shows a red line across:

When you’re ready to speak, click the phone/icon again to unmute.

Transfer a call

You can transfer a call to another person or number. For example, if you need someone else to handle the call, you can transfer to them. Or if you need to leave your office, but want to continue your conversation, you can transfer the call to your cell phone.

  1. Point to the phone/mic icon in the call window.
  2. Click theTRANSFER CALLtab, and choose one of the options:
  3. UnderMy Numbers, click one of your numbers, such as your mobile phone, (these are the numbers that were added to your Lync account).
  4. UnderOther Options, clickAnother PersonorNumber.Then select a person, or type a number in the bar, and clickOK.

Call control options

When you’re in a call, point to the phone/mic icon to access the controls, and then click the tab you want:

  • To put the call on hold, clickHoldCall.
  • ClickMuteto mute your audio.
  • To change your audio device, click theDEVICEStab.
  • To send the call to another number, click theTRANSFER CALLtab, and choose one of the numbers.
  • Use theDIAL PADto interact with an automated phone system. Such as entering a code, when you call your voicemail, or make a selection when you call an office reception desk. Click theDIAL PADtab and then click a number.

Call Delegating

This is a process of given other (user, phone number) permission to make and receive calls and messages on behalf of another.Deans, directors, managers, department heads commonly use a delegate, as well as department phones where a back‐up person is needed to answer the phone.Delegation is a best solution in situations where a phone must be answered at all times.Delegation not only routes incoming calls to multiple phones, but delegates can be given access to voice mail and missed call messages.

Add or Remove a delegate

You can assign one or more delegates to make or receive calls on your behalf. To add or remove a delegate, do the following:

  1. Open Microsoft Lync 2013, click theOptionsbutton, and then clickCall Forwarding. Or, click the down arrow beside thePhoneicon at the bottom of the Lync window, and then clickCall Forwarding Settings.
  2. In the Lync – Options dialog box, select eitherForward my calls toorSimultaneously ring, and then choose My Delegatesfrom the drop-down list in the selection that you chose.
  1. ClickEdit my delegate members.
  2. In theDelegatesdialog box, type the name of the person that you want to be your delegate, clickAdd, and then clickOK.

To remove a delegate, again in theDelegatesdialog box, check the box beside the listed delegate, clickRemove, and then clickOK.

NOTE Only the person who added you as a delegate can remove you. If you are someone’s delegate and you no longer want to be a delegate, contact the person who delegated you and ask to be removed.

Redirect a call as a delegate

A delegate can redirect the call to a published mobile number, or redirect the call to voice mail. To redirect the call, clickRedirectin the incoming call alert, and then clickVoice Mailor the desired number.

Answer a call on behalf of someone and then transfer

Do either of the following to answer a call for someone and then transfer the call:

  1. Click the incoming call alert to answer the call, click theTransferbutton, and then click the name or number of the person to whom you want to transfer the call.
  2. Answer the call, and then transfer it to the work phone of the person who you answered the call for, by pressing CTRL + 1.

Make a call as a delegate

To make a call on behalf of someone else, do the following:

  1. Open Microsoft Lync 2013 client, find the contact you want to call, and, in your Contacts list or search results, point to the contact, and then click the arrow next to theCallmenu.

NOTE You can also do this in a contact card, unless you’re using Microsoft Outlook 2010 messaging and collaboration client. The delegate drop-down list does not appear in contact cards.

1.In the drop-down list at the top of the menu that appears, click the person for whom you’re making the call.

2.Click the number you want to call, or clickNew Numberto enter a new number.

NOTE Lync 2013 communications software creates a group in the Contacts list namedPeople I Manage Calls For, which contains the contacts who have made you their delegate.

FAQ:

Lync IP-Phone User Guide Last updated February, 11. 2015