There are several actions you need to do to keep your Contacts list current.
This article helps you organize your contacts so that you can easily find the
people who you need to get in touch with.
What do you want to do?
Search for people
The search bar is located in the Contacts list, under the Contacts icon, and in the Phone view, under the Phone icon. You can search for the names of people or for a skill
- In the search field, type a name, email alias, or phone number. You can
even type the name of a distribution group or alias. Microsoft Lync 2010
communications software displays the results as you type. If more than one
contact or group comes up, the one who is in your Contacts list will appear at
the top of the list. All contacts and non-contacts will have a vertical status
bar to the left of the person’s picture, and will indicate presence, such as
Available, Offline, and Busy.
- If your company is using Microsoft SharePoint services, Name and Skill buttons appear below the search
bar. You can search by using a keyword, such as job title or area of
expertise. Click Skill to see others with similar areas of
expertise or job titles. Click the X in the search bar to
return to the Contacts list.
Select multiple contacts
There are times when it is more efficient to select several contacts at a
time. An example would be when you’re putting together a meeting invitation.
- To select several non-adjacent contacts, press and hold the CTRL key while
you click them.
- For adjacent contacts, press and hold the SHIFT key while you click, or
use the arrow keys to select.
Add people outside your
company to your Contacts list
Lync 2010 can display presence information for contacts who use email
services such as the Windows Live network of Internet services (including MSN
and Hotmail), AOL, and Yahoo!, and who are joined to Lync. Federated users
(users who are outside your company) can do activities such as share presence
information, make Lync calls, and conduct video conferences.
- Open Lync, and, in the search field, type the email address for the person
that you want to add to your Contacts list.
- In the contact card that appears, click the Add
- Select a contact group in which to place the contact. Also, you can create
a new group at this time by typing the name beside the New
Some users have an email account with a service that is not federated with
Lync. Although you can add these users to your Contacts list in the same way you
add federated users, you will not see presence information.
Other users sign in to a federated site by using their non-federated user ID
(email address). If this is the case, use the format,
user(unfederated.com)@federatedcompany.com when you add the contact. This
displays his or her presence in Lync. For example,
For a video demonstration of how to add a contact, see Video:
Add a contact.
Create a new group
When you’ve found the contacts that you want, you can add them to a contact
group so you can find them easily next time. Lync automatically populates Frequent Contacts based on the 10 contacts with whom you most often
have conversations. You can also “pin” your most important contacts to the top
of the group for quick access. Lync pre-populates the pinned list with your team
Pin or unpin a frequent contact to the top of a
To pin or unpin a frequent contact, do one of the following.
- Open Lync, and, in your Contacts list, right-click the person, and then
click Pin to Frequent Contacts.
- To unpin a contact, right-click, and then click Unpin from
Create a group
- Open Lync, and, in your Contacts list, right-click any group name (for
example, Frequent Contacts), click Create New
Group, and then give the group a name.
- To add people to the new group, search for a contact, point to the
contacts name in the search results, and then click the plus sign (+). Or,
right-click the contact in the search results, click Add to
Contacts List, and then click the group name.
Sort and display your
You can sort your contacts by using the:
- Groups, Status, and Relationship buttons.
- Display name or Availability options.
Sort contacts in the Contacts list
- To see the contacts in the default groups (including Frequent
Contacts and Other Contacts) in addition to any groups
you’ve created, click Groups.
- In your Contacts list, do any of the following:
- To sort the contacts by presence status (Online, Away, Unknown, and
Unavailable), click Status.
- To sort contacts by their privacy relationship, click Relationship.
- To see explanations of what the relationships are, right-click a contact,
and then point to Change Privacy Relationship.
Change the look of your Contacts list
- Click the arrow next to the Display Options button below
the search bar to display the Layout Options menu.
Depending on how you’ve sorted your contacts, different
options appear in the menu. For example, you can choose to show “friendly names”
as opposed to email names or status details as opposed to only names. If your
company has enabled displaying contact pictures in the Contacts list, you can
choose whether to show pictures, which determines how many contacts fit in the
window. (If you don’t show pictures, the choice is between name only, on one
line, or name and details, on a second line.)
Note You can
also turn off pictures everywhere in Lync by clicking My Picture
in the Lync - Options dialog box. For more information, see Set
Change the way
that Lync displays contacts
- In your Contacts list, click the Display Options button
below the search bar to switch between one and two lines of information per
contact. If your company uses contact photographs, a two-line view displays
- For more choices, click the down arrow beside Display
Options to open the Layout Options menu.
View contacts by privacy relationship (formerly called
- In your Contacts list, click the Relationship button below
the search bar.
To understand what presence information is exposed for each privacy
relationship, see Control
access to your presence information.
Move, copy, and remove contacts
In your Contacts list, do the following to move, copy ad remove contacts.
- To move a contact to another group, right-click the contact, point to Move Contact To, and then click the group you want.
- To copy the contact to another group, right-click the contact, click Copy Contact to, and then click the group you want.
- To remove the contact from the group, right-click the contact, and then
click Remove from Group.
- To remove the contact entirely, right-click the contact, and then click Remove from Contacts List.
Note Depending on how you are
viewing contacts (by group, status, or relationship), moving and copying
functions differ. Be aware that dragging contacts between privacy relationship
groups changes the privacy relationship for the contact.
View a contact card
Depending on the privacy relationship that a contact has granted you, you can
see his or her schedule, as well as a personal note. The contact card also
provides a point for connecting with the contact, including starting an instant
messaging conversation, calling, scheduling a meeting, or sending an email.
- In your Contacts list, point to a contact’s picture (or status icon, if
pictures are not displayed) to see a basic contact card.
- To get more information, click the Expand contact card
button (down arrow) in the lower-right corner of the card.
- To keep the card visible, click the Pin button in the
upper-right corner of the card. You can drag the card to a convenient place on
Tag a contact
You can mark, or “tag,” a contact in your Contacts list so that you’ll be
notified when he or she becomes available. Lync displays a notification as soon
as a contact’s status changes to Available.
- In your Contacts list, right-click the person you want to tag.
- Click Tag for Status Change Alerts.
For a video demonstration of how to tag a contact, see Video:
Tag a contact.