UC, Lync 2013, Change your Presence Status in Lync 2013
On this page, you can learn how to use presence and notifications to control how people get in touch with you and to let them know what you are up to.
Your presence status is based on your Microsoft Outlook Calendar or your Lync activities. For example, if you have a meeting currently scheduled in Outlook, your status appears as “In a meeting” in Lync. When you’re in a Lync audio or video call, your presence indicator appears red, as Busy, and your status is updated to “In a call.” But you can also manually set your presence status to control how or whether you want people to get in touch with you. And, your presence can also include a personal note that appears in your Contacts list and on your contact card. This gives people more information about what you’re up to.
- Click the status menu drop-down arrow below your name on the Lync main window, and then click the status you want to show other people.
To revert from the status you set and have Lync automatically update your status, click the status menu and then click Reset Status.
Make sure you set your status accurately. The table below describes each presence status that other people may see for you, what each status means, and which ones you can set yourself.
|Presence Status||Description||How this status gets set|
|Available||You’re online and available to contact.||Lync sets this status when it detects you’re using your computer. You can also set this status when you want others to know you’re in your office even though the computer is idle.|
|Busy||You’re busy and don’t want to be interrupted.||Lync sets this status when, according to your Outlook Calendar, you have an appointment. You can also select this status from the drop-down arrow.|
|In a call||You’re in a Lync call (a two-way audio call) and don’t want to be disturbed.||Lync sets this status when it detects that you’re in a Lync call.|
|In a meeting||You’re in a meeting and don’t want to be disturbed.||Lync sets this status when it detects that you’re in a Lync Meeting or when, according to your Outlook calendar, you’re scheduled to be in a meeting.|
|In a conference call||You’re in a Lync conference call (a Lync Meeting with audio) and don’t want to be disturbed.||Lync sets this status when it detects that you’re participating in a Lync conference call.|
|Presenting||You’re giving a presentation and can’t be disturbed.||Lync sets this status when it detects that you’re either sharing your screen or projecting.|
|Do not disturb||You don’t want to be disturbed and will see conversation notifications only if sent by someone in your Workgroup.||You select this status from the drop-down arrow.|
|Be Right Back||You’re stepping away from the computer for a few moments.||You select this status from the drop-down arrow.|
|Inactive/Away||You’re logged on but your computer has been idle, or you’ve been away from your computer for a specified (set by you) period of time.||Lync sets your status to “inactive” when your computer’s been idle for five minutes, and to “away” when your status has been inactive for five minutes. (To change these default values, click the Options button , click Status, and then click the arrows next to Show me as Inactive when my status has been idle for this many minutes and Show me as Away when my status has been Inactive for this many minutes.) You can also select this status from the drop-down arrow.|
|Off Work||You’re not working and not available to be contacted.||You select this status from the drop-down arrow.|
|Offline||You’re not signed in. You’ll appear as Offline to people whom you’ve blocked from seeing your presence.||Lync sets this status when you log off your computer.|
|Unknown||Your presence isn’t known.||This status may appear to contacts who are not using Lync as their instant messaging program.|
NOTE: When you turn on the out-of-office notification in Outlook, the note you write in Outlook displays in Lync as well, and a red star or asterisk (*) appears next to your presence status at bottom of your picture display area.
The Lync presence states are pre-set, which means you can’t create new ones, choose different colors, or change other details about them. But you can give your contacts more information about where you are or what you're doing by writing a personal note, such as “Working from home,” at the top of the Lync main window. The note will appear with your contact card. Change the note as often as you like.
- To add or change your personal note, on the Lync main window, click the note box above your name, and then type a note, such as “Working from home” or “Working on a deadline, please IM instead of stopping by.”
- To remove your personal note, clear it so it’s blank. The text in the box will revert to the default message, “What’s happening today?”
If your Lync account is synchronized to your Outlook calendar, an out-of-office message will display as your personal note in Lync whenever you turn on the out-of-office notification in Outlook. So, for example, when you’re going to be on vacation, you might set up your out-of-office notification in Outlook indicating that you’re on vacation (and any other information such as the dates, and whether you’ll be checking email). This notification is put in your contact card and other contact listings that are displayed to your contacts in Lync.
IMPORTANT: When you return from vacation, remember to turn off the out-of-office notification. You have to go into Outlook to do this. You can’t delete the note from Lync.
To turn on the notification in Outlook
- Click the File tab in Outlook, click the Automatic Replies button, click Send automatic replies, and then write your out-of-office message and schedule it for display.
To turn off the notification in Outlook and thereby remove the message from your Lync display
- Click the File tab in Outlook, and then click the Turn off button in the Automatic Replies panel. (It can take up to thirty minutes for the note to disappear from your Lync display.)
To sync your Lync and Outlook accounts
- Click the Options button on the Lync main window.
- Click Personal.
- Select the Update my presence based on my calendar information check box.
- Select the Display my Out of Office information to contacts in my Friends and Family, Workgroup, and Colleagues privacy relationships check box to sync your Lync and Outlook accounts. (Clear the check box to not have them synchronized.)