GUIDE
Get into OfямБce 365
Lync
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This guide will cover the Lync offering in Microsoft Office 365. It will provide you with all you need to start sharing, instant messaging and online meetings, direct from the cloud.
Microsoft Lync Lync provides instant, online communication to staff and students. Use it to share a presentation direct from Powerpoint, even your whole desktop. With whiteboards, polls, voice and video chat, working as a group has never been easier.
Contents About Office 365
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Conduct a poll
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Starting up
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Whiteboard
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Logging on
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Audio and video
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The Lync app
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Record and save your presentations
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Use Lync for instant messaging
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Attach files
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Use Lync for collaboration
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Booking an online meeting
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Starting an instant message conversation
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Accepting an online meeting
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Setting your status
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Joining an online meeting
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Conducting an online meeting
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Building a contacts list in the Lync app
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Share your desktop
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Installing the Lync app
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Documents and presentations
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Office 365
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Welcome to Office 365 About Office 365 Office 365 is a cloud-based system offering email (Outlook), instant messaging and virtual conferencing (Lync), intranet (SharePoint) and online storage (OneDrive for Business), along with access to the Microsoft Office desktop applications, offered under the DEECD-Microsoft agreement (2013–2018).
Starting up
Logging on
Students
Students
Open a web browser and go to the following address:
Students who have returned their parent/guardian consent form will use their eduPass (IDAM) username, email http://cloud.<school name>.vic.edu.au and password. Substitute <school name> with your Example sign in: school’s domain name. jcsml123@schools.vic.edu.au See “Installing the Lync app” at the Example username: end of this document jcsml123@schools.vic.edu.au Teachers Teachers Already have the Lync app as part Teachers and staff continue to use of Office: their ‘eduMail’ username, email and password directly into the Lync standalone application. Example sign in: surname.first.i@edumail.vic.gov.au PC
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Example username: EDU001\01234567
The Lync app The Lync app is launched from within the Microsoft Office program group. The majority of features offered by Lync are only available within the app. Students that don’t have Office 2013 get the Lync app for free.
Use Lync for an online meeting Meetings differ from instant messages in a number of ways: • Allow for better time management by using calendar. • Reading material can be included with the invite. • As the meeting time nears, reminders are sent. • Meetings can include staff and students.
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Use Lync for instant messaging While instant messaging is available, it is important to note that staff and students cannot message each other in this manner. In order for staff and students to collaborate in Lync, an online meeting must be booked.
Use Lync for collaboration Staff and student collaboration is enriched with Lync, using: • Desktop and application sharing • Whiteboard • Audio and video conferencing • File sharing • Online availability and presence from anywhere
Booking an online meeting Teachers can book online meetings using the Outlook app:
Open Outlook, select the mail tab and click HOME
Select new item, then Lync meeting
Add the email addresses of attendees, set the subject, time and date, then click send.
When you hit send, invitations will be emailed to those invited and the meeting added to your calendar.
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Accepting an online meeting When you are invited to a meeting, a request will appear in your inbox:
Click accept
Double click the request
When you click accept, the online meeting is added to your calendar.
Joining an online meeting Joining an online meeting is just a matter of clicking the link within the calendar entry:
Open Outlook, click the calendar icon, then double click the meeting
Click Join Lync Meeting
Click OK to use Lync
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Conducting an online meeting Working together on a shared desktop, document, program or whiteboard are some great uses of Lync – all possible from within a meeting. To begin sharing, first start a meeting as described on the previous page.
Presentations with rich content!
Share your desktop From the bottom of any conversation window, click the present icon and select Desktop. When sharing the desktop, you will be offered a button to Give control – useful if obtaining help from someone, or when input is required from others while working together.
Documents and presentations Although PowerPoint appears to be the only application available to share, this is purely to encourage it’s use for a presentation. Word, Excel or any other application can be shared using Program.
Conduct a poll Source feedback directly from your audience. Creating new questions is easy and answers can be viewed as people respond. You can even save the results as a graph for later reference.
Whiteboard Whiteboards can include text, images and annotations with the included markers. Use it to add notes to a photo you’re discussing or perhaps just to illustrate a point.
Audio and video Audio and video can be introduced or removed from a meeting at any time at the press of a button. Presenters can switch to text only mode if it better suits the presentation or audience.
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Record and save your presentations Presentations can be recorded, including any video, polls, whiteboards and other content used in the meeting. To begin recording a meeting, click the “…“ in the bottom corner of the meeting window, then Start Recording. Use Manage Recordings to bring up a list of saved meetings available for you to download and publish.
Attach files Files can be made available for the audience to download – great if you want to include some software, a video or some reading material for people to download.
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Starting an instant message conversation There are several ways to start a conversation with people and groups. Try any of the following: • Double clicking a contact will open a new instant message conversation window. • P ointing to a person’s picture will open their contact card with buttons for each contact method. • R ight click a group in your contacts to display the ways you can contact them all at once.
Setting your status Your Lync status is a green, yellow or red indicator shown alongside your name, including on emails you send. It is adjusted within the app by clicking your current status:
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Building a contacts list in the Lync app Adding people to your contacts list in Lync is a good idea if you plan to contact them often or want to monitor their presence. As you type part of their name or email address, the closest matches will appear in the lower part of the window: By right clicking one of the results, you will be presented with a lot of options. As pictured, adding to the contact list is one alternative here. If you would prefer to just send a message and not add them to your list, this is also possible from the menu. The person we’re about to attempt contact with is showing as “Offline” (grey). If we were to send them an instant message, although they may not receive it right away, a log of the conversation will also be sent to their inbox as an email. “Add to Favourites” is great for your most frequently contacted people. To create a new group in your contacts list, click the icon at the top of the list: By selecting “Create a new group” you can create areas to organize your contacts into. Contacts can then be moved into the groups you create with a simple “drag and drop”.
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Installing the Lync app â&#x20AC;&#x201C; students only The Lync app is available to students directly from the eduSTAR cloud. Teachers already have it as part of their Office installation, available within the Microsoft Office program group.
Click the cog in the top right corner of your school site and select Office 365 settings.
Click software.
Click the install button.
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eduSTAR Office 365 Lync – Instant, online communication for both staff and students
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Support See your Specialist Technician
Self Help
Should your Specialist Technician be unable to resolve the issue they can escalate to the Department Service Desk.
http://community.office365.com/en-us/ default.aspx
Identity & Access http://servicedesk.education.vic.gov.au
Support for all other areas of Office 365 can be obtained via the Office 365 Self-help community.
Log a Service call > Schools Technical >
Non Technical Problems
With the text “Office 365 Identity” at the top of the call description.
Log a Service call > Schools Technical >
http://servicedesk.education.vic.gov.au Place the text “Office 365 Non-technical” at the top of the description.