Quick Start: Use instant messaging and presence

This Quick Start describes the basics for communicating by using Microsoft® Lync™ 2010 communications software. It explains how to use Lync 2010 to easily interact and collaborate with the people at your workplace.

What do you want to do?

Sign in and get started

If you’re already logged on to your organization’s network, sign in by starting Lync.

  1. On the Windows® taskbar, click Start, click All Programs, click Microsoft Lync, and then click Microsoft Lync 2010. When the Lync main window opens, if you see your name and your presence status, you’re signed in.
  • For information about signing in to Lync, see Sign in to and out of Lync 2010.
  1. Click the availability menu under your name, and then either click your presence status, or click Reset Status to let Lync set it automatically, based on your activity and Microsoft® Outlook® Calendar.

Lync Presence Status

The following table describes each of the presence status indicators.

Presence Status Description
Lync Presence Available Available You are online and available to be contacted.
Lync Presence Busy Busy You are in a Lync call, or, according to your Outlook Calendar, you are in a meeting, and you don’t want to be interrupted.
Lync Presence 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.
Lync Presence Away Be Right Back You are stepping away from the computer for a few moments.
Lync Presence Away Away Your computer has been idle for a period of time (15 minutes by default).
Lync Presence Away Off Work You are not working and are not available to contact.
Lync Presence Offline Offline You are not signed in. You’ll appear Offline to individuals whom you have blocked from seeing your presence.
Lync Presence Unknown Unknown Your presence is not known. Your presence might appear unknown to others who are not using Lync as their instant messaging (IM) program.

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Personalize your contact information

You can personalize your contact information such as your location, phone numbers, and presence information. For example, you can add your mobile phone number and make it available to close contacts only.

  1. To add a personal note that lets other people know what’s happening today:
  • In 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 set a location to let people know where you are today, click the arrow next to Set Your Location or your current location, and then, in the location menu, click Show Others My Location.

Set location for Lync

  1. To add your phone number, click the Options button Options arrow, and then click Phones.
  2. Click the button for the phone number that you want to add (such as Work Phone or Mobile Phone).
  3. In the Edit Phone Number dialog box, type the number, and then click OK.
  4. Select the Include in my contact card check box, and then click OK.
  5. To change privacy relationships for the people you want to see your personal phone numbers, right-click the contact’s name in your Contacts list, click Change Privacy Relationship, and then click Friends and Family.

Personalize Contact Information

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Change your picture settings

You can decide whether you want to see your contacts' pictures. You can also change your own picture or choose not to show one.

Hide your contacts’ pictures

  1. In the Lync main window, click the Options button Options arrow.
  2. In the Lync - Options dialog box, click Personal.
  3. Under Display photo, clear the Show photos of contacts check box to hide other people’s pictures, and then click OK.

Do Not Show Photos

Hide or change your picture

  1. In the Lync main window, click the Options button Options arrow.
  2. In the Lync - Options dialog box, click My Picture.
  3. Do one of the following:
  • To hide your picture, click Do not show my picture.
  • To change your picture, click Show a picture from a web address, type the address of a photo site (such as Windows Live® SkyDrive or Facebook) including the file name, and then click the Connect to Picture button.

Change Your Photo

 Note    The photo file must be less than 30 KB in size. If the photo that you want is larger than 30 KB, see Prepare a picture for Lync 2010.

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Build your Contacts list

Add people to your Contacts list if you'll be contacting them often or if you just want to keep track of them.

  1. In the Lync main window, type the person’s name or email address in the search field.
  2. In the search results, right-click the person.
  3. (Optional) If you’ll be contacting the person often, click Pin to Frequent Contacts.
  4. Add them to a group by clicking Add to Contacts List, and then clicking the group name, or, if you haven’t created groups yet, click Add to New Group, and give the group a name. You can add more contacts to this group later.

Add to Contacts

To import contacts and synchronize Contacts lists, Lync Server 2010 might need to be configured. Contact your support team about the options available for your particular computing environment.

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Get in touch by IM

There are several ways to start an IM conversation with people or groups in your Contacts list. From your Contacts list or from search results, do any of the following:

  • Double-click the contact.
  • Right-click the contact or group name, and then click Send an Instant Message.
  • Point to a person’s picture. When the contact card opens, click the IM button.
  • Point to a group in your Contacts list, and, when the group contact card appears, click the IM button to send a message to the whole group.


To invite additional people into an IM conversation:

  1. In the Lync main window, drag a contact name from the Contacts list, and drop it onto the conversation window. To add contacts outside of your organization (whom you can’t IM) to the conversation by email, in the conversation window, click the People Options menu, and then click Invite by Email.

Invite by Email

  1. To join, click a link in the email (outside users can join the conversation regardless of whether they have Lync installed).
  • To continue a previous IM conversation, click the Conversations icon (above the search box), and Lync displays your conversation history (double-click the conversation that you want to continue). For more information about previous conversations, see Find previous conversations.
  • To reply to an IM, double-click the incoming alert, click anywhere in the text box at the bottom (the area that has the font and emoticon icons), type your reply, and then press ENTER on the keyboard. You can use the two icons to change the color, font, or other formatting, or add an emoticon.
  • If you cannot connect with other contacts, check with your support team.

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