UC, Lync 2013, FAQ

On this page, you can find the answers to some frequently asked questions about Lync 2013.

Questions about contacts

How do I add an internal contact to my Contacts list?

  1. In the Lync main window, click the Add a Contact button.
  2. From the dropdown menu, click Add a Contact in my Organization.
  3. In the search box, type the person’s name, email alias, or phone number. As you type, a list of people who match the search terms is displayed.
  4. Scroll through the search returns list until you come to the person you want to add to your Contacts list. Right-click the person’s search listing, and then click Add to Contacts List.
  5. Select a group from the list to add your new contact to.

How do I add a contact from outside of the campus network to my Contacts list?

  1. In the Lync main window, click the Add a Contact button.
  2. From the dropdown menu, click Add a Contact Not in my Organization.
  3. On the second drop-down menu, click the Instant Messaging service (Lync, AOL, MSN, Yahoo) your new contact will be using, if you know it. Otherwise click Other.
  4. In the search field of the Add [service type] Contact, type the email address of the contact.
  5. Select a group and a privacy relationship for your new contact, then click OK.

How do I block contacts from reaching me via Lync?

Although your name and email address are displayed to blocked contacts, they can’t reach you through Lync. To block a contact in Lync:

  • Right-click the contact you want to block, click Change Privacy Relationship, and then click Blocked Contacts.

How do I display only those contacts who are online?

Although you can’t completely remove offline contacts from your contacts list, you can send them to a separate group so they don’t clutter it up. Click Options->Contacts List and then select the checkbox labeled Show contacts with away, offline and unknown presences in a separate group. Unavailable contacts will now appear at the bottom of the display, in a group called Away and Offline Contacts.

How do I get added to or removed from a list of delegates?

  • To be added to or removed from a delegate list, you need to ask the owner of the list to make the change. The delegate lists are created and maintained by each Lync user.
  • To create or revise your own delegate list, click the Options button on the Lync main window, click Call Forwarding, and then click the Edit my delegate members link at bottom of the window. A dialog box will open where you can add, remove and/or change the permissions of delegates.

How do I create a group?

  1. In the Lync main window, on your Contacts list, right-click any group name (for example, Other Contacts), then click Create New Group. Or click the Add a Contact button, and then click Create a New Group.
  2. In the space that now opens up at bottom of the window, type over the phrase New Group to give your group a descriptive name.

How many contacts can I have?

The default maximum number of contacts that can be added is 1000. But your actual limit is set by your support team, so contact them if it seems you’ve hit your limit or if you’re not sure what it is in your organization.

Why does the Relationships view of my Contacts list include people I never added to my list, and how do I get them off of it?

Every contact you interact with via Microsoft Office, whether in your Lync contacts list or not, has a "default" relationship with you. Your “unlisted” contacts (that is, those who are not included in your Lync contacts list) don’t get displayed in either the Groups view or the Status view. But the Relationships view shows all the contacts on your Lync contacts list plus any unlisted contacts whom you’ve assigned a non-default privacy relationship. To remove any of these “unlisted” contacts from your Relationships view, right-click on the contact, click Change Privacy Relationship, and select Auto-assign Relationship.

What does the red star or asterisk next to a contact's status mean?

The red asterisk next to a contact's status indicates that he or she has turned on the Out of Office reply in Outlook.

Questions about Instant Messaging (IMs)

How can I make the IM alerts more prominent so I don’t miss incoming IM requests?

Unless you have set notifications so alerts will not display when you are in Do not Disturb mode, Lync will by default always send you both a visual alert (in the lower right corner of your display) and a sound alert whenever someone tries to reach you via IM. Just the same, you may occasionally fail to notice an IM request. This is especially likely when you are using multiple screens or when your alert volume is too low or off.

To help ensure that your IM alerts are noticeable, try the following:

  • Set your display so Lync is always in the foreground when it starts. To do this, click the Options button, click Tools, and then click Always on Top.
  • If you use multiple screens, make a practice of moving your Lync Main window onto the display monitor you are working on.
  • Confirm that the volume is turned up on your computer speakers and other audio device(s).
  • Confirm that Lync is set to send audible alerts. To do this, click the Options button, click Ringtones and Sounds, select Play sounds in Lync (including ringtones for incoming calls and IM alerts), and confirm that the other check boxes in the panel are not selected.
  • Consider choosing a more distinctive or more prominent alert sound than the default to notify you of an incoming message. To do this:
    1. Click the Options button, click Ringtones and Sounds, click the Sounds Settings button, and then click the Sounds tab.
    2. Drag the slider on the Program Events display panel down to the Microsoft Lync 2010 listings.
    3. Click Incoming Instant Message. The Sounds display at bottom of the window should read COMMUNICATOR_iminvite.
    4. Now click the drop-down arrow next to it and sample some of the other sounds on the list.
    5. Once you find a sound you want to use for incoming IM alerts, click Apply. (The Program Events display panel should now read Incoming Instant Message and the Sounds panel should display the name of whatever .wav file you’ve selected.)
    6. Click OK. (You can also record your own .wav file for this purpose, and then browse to that file to select it as your IM alert.)

Where can I find previous IM conversations, records of Lync calls, or IM requests I may have missed?

By default, if you are using Microsoft Outlook, Lync saves all incoming and outgoing conversations in your Outlook Conversation History folder, so you can review previous conversations. To see a list of recent Lync interactions added to this folder:

  • On the Lync main window, click the Conversations tab above the Search input area.
To see the entire folder:
  • Click the View More in Outlook link at bottom of the window.
 NOTE:    If your conversations are not being saved in this Outlook archive, and you want to set up an archive for future conversations, follow these steps:
  1. Verify that you are using Microsoft Outlook 2010 or Outlook 2013.
  2. In the Lync main window, click the Options button, and then click Personal.
  3. Click the Save instant message conversations in my email Conversation History folder button, and then click OK.

How do I set an alert to notify me as soon as a particular contact becomes available?

In the Lync main window, in your Contacts list, right-click a contact, and then click Tag for Status Change Alerts.

What do the various presence states mean, which ones are set automatically, and which ones can I set myself?

Here’s a table that describes the contact presence states that people can see, what each state means, and how it gets set.

Presence Status Description
Available Available You’re online and available to contact. Automatic or user-selected setting.
Busy Busy You’re occupied and shouldn’t be interrupted. Automatic (if user is in an Outlook-scheduled conference) or user-selected setting.
In a Call In a call You’re in a Lync call (two-party call) and shouldn’t be interrupted. Automatic.
In a Meeting In a meeting You’re in a meeting (per Lync or per Outlook) and shouldn’t be interrupted. Automatic.
In a conference call In a conference call You’re in a Lync conference call (Lync meeting with audio) and shouldn’t be interrupted. Automatic.
Do not disturb Do not disturb You don’t want to be disturbed and will see conversation notifications only if they are sent by someone in your Workgroup. User-selected.
Presenting Presenting You are giving a presentation from your Lync-enabled computer or are otherwise sharing your desktop and are not to be disturbed. Automatic.
Be Right Back Be Right Back You’re stepping away from the computer for a few moments. User-selected.
Away Away Your computer has been inactive for a period of time (5 minutes by default; value can be adjusted.) Automatic.
Off Work Off Work You’re not working and not available to contact. User-selected.
Offline Offline You’re not signed in. If you have blocked individuals from seeing your presence, you’ll appear offline to them. Automatic.
Unknown Unknown Your presence is not known. If others are not using Lync as their instant messaging (IM) program, your presence might appear unknown to them. Automatic.

Keywords:Lync, Lync 2013, contact, contacts list, block, privacy, delete contact, delegate, call forward, group, out of office, instant message, im, status, presence, do not disturb, notification, ringtone, outlook, conversation folder, conversation history, microsoft office, share, whiteboard, image, picture, spellcheck, emoticon, font, Appear away, call, phone, dial, dial pad, lync-to-lync, enterprise voice, pin, speakers, audio, devices, handset, headset, mic, camera, wireless, vpn, ras, remote access service, e911, ptsn, public switched telephone network, voice mail, call park, park, Simultaneous ringing Skype for Business 2015   Doc ID:50235
Owner:Lync M.Group:University of Illinois Technology Services
Created:2015-04-09 11:40 CDTUpdated:2016-12-19 17:12 CDT
Sites:University of Illinois Technology Services
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