lync and pexip virtual meeting tools - weebly · 2018-09-09 · 1 lync and pexip – virtual...
TRANSCRIPT
1
Lync and Pexip – Virtual
Meeting Tools
Social Goal – Upon completing the Lync and Pexip training session, I will be
able to effectively communicate my status and what is happening in my world.
Content Goal – Upon completing the Lync and Pexip training session, I will
identify when to appropriately use each software to communicate both inside
and outside of IUPUC.
Technology Goal – Upon completing the Lync and Pexip training sessions, I will
utilize the equipment available to host and attend virtual meetings.
2
Click on Set Location…
The popup window will display allowing the user to key in their location information
IUPUC does not reference this information in an emergency dialing situation
We have a back-end system called Pinnacle where we keep your location stored
Your phone number is tied to your room number at IUPUC
If you move rooms and your phone is picked up and moved, UITS MUST know about the move!!!
If we do not update Pinnacle, and you dial 911, responders will go to the wrong location
Clicking on Show others My Location will show folks where you are located.
Quotes, Thoughts, Warnings, What’s on your mind
Display your availability for others to see
Available – able to take calls, chats, video conference
Busy – in the middle of something, but may answer
Do Not Disturb – will not take your call
Be Right Back – at work but ran to do something
Off Work – gone for the day
Appear Away – auto change when you step away so long
Appear Offline – want other to think you are signed out
Reset Status – change you to default status
Sign Out – log out of Lync
Exit – close Lync
You are more than welcome to fill out the
information. Just realize that this is not used in an
emergency situation. All data is pulled from Pinnacle.
Please do NOT move your
phone around campus
without UITS knowing about
the change.
3
Contacts – select this option to display your contacts
Conversations – select this option to display pervious conversations aka “instant messages”
Phone – select this option to display an on-screen dial pad to place a phone call
Meetings – select this option to display upcoming meetings
Settings – select this option to display the Menu Bar
Click on the X to hide the notification
File
Sign Out – Log Out of Lync Change Sign-In – Login as another user My Status – Change your status for others to see View Received Files – Look at files sent to you within Lync View Conversation History – Look at IM’s with users Close – Minimize Lync and keep in running in background Exit – Log out and Close out of Lync
Meet Now
Quickly join meeting Use full features Call me at specified # Join meeting, not audio
Tools Always On top – Keep Lync on top of all open windows Several other options and preferences to set on an individual basis
Help Lync Help – Gain access to help files pertaining to Lync Privacy Statement – Webpage with privacy, tips & tricks
Show Menu Bar
Select to keep the menu bar displayed in Lync
You’ve been selected by your manager or server
administrator to serve as a Lync response group agent in
order to help answer phone calls for one or more
workgroups in your organization. In the future, whenever
incoming calls are being routed to your response group,
your phone will ring if you are signed in as an agent.
4
Hover your mouse over the individual’s photo to display the Quick Lync Menu
Click the phone to place the call
Click to display the contact’s card. Click on Add to quickly add to the Outlook Contact Click on the … to add to the Instant Messaging Contacts
Click to add to Favorites or to your contact list The Favorites group lets you build a list of people you contact most often
If you know the person’s phone number, key in a 10 digit
number to direct dial the individual
Hover over the phone icon that displays
Key in a name to display contacts fitting the letters
Information about the person will display
5
Click to start a Chat or Instant Message with the individual. The person’s status will determine if they are able to receive IM’s or not. Tabbed conversations is a new feature in Lync 2013. This will allow you to navigate between multiple conversations at once. With a conversation highlighted, use the popout button at the top right to break out into a single conversation Click on the people icon to add additional people to the conversation
Click the phone to place a direct call with the individual
Click the video camera to start a video call with the person
Click to view the person’s contact card. From here, you can quickly add the individual to your list of contacts.
Click the … to view additional options to contact the person
6
Displaying and Sorting your Contacts
Groups will display your contacts sorted by the associated grouping
Status will sort by availablity
Groups allow you to cluster
individuals into a team and
identify quickly who is available.
You can choose to communicate
with one person in the group or
the entire group at once.
7
Relationships sorts contacts by their relationship status
New allows you to create New contacts based on folks who have asked to include you in their contact list
Select an option below for adding new contacts
Add a Contact in My Organization This person is an IU employee
Add a Contact Not in My Organization This person is employed outside of IU Select if the contact is a Lync user, Skype user, or other
Create a New Group Create a new group to hold contacts that you contact frequently
Display Options Options for how contacts are displayed – individual preferences apply
Click on the Add A Contact button
8
Receiving a Video Call
A popup will alert you when someone sends a video call
Hover over the person’s picture and click on Accept
You video feed will appear small in the lower right-hand corner while
your attendee(s), the person talking, will appear large
If you have multiple attendees, the five most active participants will
appear in a line across the bottom of the screen.
The main feed will change to display the person who is currently
speaking.
Click on the Chat (IM) icon to display info about the video session
9
Click on the telephone icon to mute/unmute your audio
Click on the video camera during the conference and you will be able
to click Stop My Video to stop your video but continue to see
everyone else or click on End Video to stop sharing your video feed
and end the feed you receive from others.
10
Click on the Monitor icon
Present allows you to share your desktop and open programs
Whiteboard allows you to draw or annotate on images
OneNote allows for on the fly collaboration
Attachments allows you to send attachments to participants
If the person starts to present, you will have to click on Accept when the popup appears
You will now see the desktop of the person
presenting the video call
You can request control of the presenter’s
desktop by clicking on the Request Control
button located at the top of the screen.
Presenter will stop sharing to remove
access to their desktop
11
The presenter can share an
application with you. This will allow
for step-by-step demonstration
during the video call.
You can request control at the top of
the screen. This will allow you to
take control of the presenters
program and input data.
Presenter will stop sharing to remove
access to their application
The presenter can create a poll to take a quick survey with the
participants.
At the end of the Poll, they can display the results if
they choose
12
The presnter is able to share documents with you on the fly
during a presentation.
Click on Open
Click on Open
The document will open it the proper application
13
Click on the Gallery View icon to invite
more people to the conference
Click to toggle between Speaker and Compact View
0
14
Click on the …
Click on Start Recording
You can use the controls at the bottom to pause
or stop recording or click the More Options
Once the video is stopped, click on the … More Options
Select Manage Recordings
0
0 0
0
0
0
15
Wait while your video processes
You will receive a popup when your video is
ready to view
Click on Play to view your video
0
0
16
Your video will play in the appropriate program with controls at the bottom
By default, your video will be saved in the following location
where brrund is your username
Replace with your username
0
17
Click on Publish
You can rename your video and choose another location to publish to
0
18
Open an internet browser of your choice (Chrome or Firefox)
Key in bridge.iu.edu and press the Enter key
Key in 22 plus your four digit extension for standard definition
Key in 24 plus your four digit extension for high definition
Key in your name
Click on Advanced
Click on Join
Click to change the Bandwidth
Select if you only want to present your screen in the meeting
Select if you only want to present audio during the meeting
Select to change your microphone
Select to change you camera
0
0
19
When you key in the conference number and your name and click on join, you will be prompted to use the camera and mic
Click on Allow
You will automatically enter into the
conference
Notice your video will appear in both
windows until someone joins the conference
Inform your participants to navigate to
bridge.iu.edu and give them the conference
number from the login screen (Chrome)
Once a participant joins, their video will
appear in the large window.
Hover your mouse to the left
of your video feed to display a
toolbar
0
0
20
Hide Self View – Removes your video feed from your screen
Disable Microphone – Mutes your microphone
Disable Camera – Shuts off your video feed from the conference
Enable Full Screen – Toggled between full screen and a minimized view
Present – Share your entire screen or specific applications you have open
Keypad – Allows you to access a keypad
About App – Provides information about Pexip
Disconnect – Hang up and end the conference
21
Click on the Present icon from your toolbar
You will be prompted to install the Pexip Screensharing Extension – click on OK
0
22
A new tab will open. Click on the Free button
A confirmation window will appear
Click on the Add button
23
You will receive an Added To Chrome message
Click X to close the window and the open tab
Knowledge base article outlining known issues with browsers: https://kb.iu.edu/d/bfbz
Knowledge base article with steps to share your screen: https://kb.iu.edu/d/bezj
Knowledge base article with tips if you experience quality issues outside of IU network: https://kb.iu.edu/d/bfcp