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Using Lync with the Outlook Web App (OWA)

Overview of using Lync within the Outlook Web App (mail.ku.edu)

Microsoft Lync is integrated with the Outlook Web App, also known as mail.ku.edu. From within mail.ku.edu, KU students, faculty, and staff can:

  • Manually set availability or status
  • Search for contacts from KU
  • Add contacts and contact groups to the Lync Contact List
  • Initiate and respond to instant messages (IM) with contacts from KU

The functionality within the Outlook Web App is limited to just the above list. Please note:

  • KU students, faculty, and staff cannot schedule an Online Lync meeting using the Outlook Web App. Online Lync meetings can only be scheduled using the full desktop version of Outlook.
  • KU students, faculty, and staff cannot initiate voice or video calls within the Outlook Web App.

Finally, KU students, faculty, and staff can sign out of Lync without logging out of mail.ku.edu. If you sign out of Lync, you will appear as offline and will not be logged back in until you manually sign back in.

Getting Started

Logging In

To log in to the Outlook Web App:

  1. Open an Internet browser and go to mail.ku.edu.
  2. After User Name, enter your KU Online ID.
  3. After Password, enter your KU Online password.
  4. Select Sign in.

Initial View

When you log in, you will see two Lync-related areas. In the upper right-hand corner of the browser, you will see your presence icon by your name. In the left column, you will see you Lync Contact List. If you have not added any contacts or contact groups, you will only see the default “Other Contacts” group.

Viewing Lync in the Outlook Web App

Presence

The icon by your name shows your availability. By default, Lync will determine your availability based on the calendar associated with your KU account. If you are in an appointment or meeting on your calendar, you will appear as “busy” or “In a meeting.” If you are not in a meeting on your calendar, you will appear as “Available.”

To manually change your availability:

  1. Select the drop-down menu by your name.
  2. Select from one of the options.
    Lync Presence in Outlook Web App

Please note: When you manually override the default, your status will remain what you’ve manually set until you either change it to another status or return to the default settings using the full Lync desktop software.

Contacts & Contacts Groups

You can search for and add contacts from KU to your Lync Contact List from within the Outlook Web App. You can also create contact groups to organize your contacts. You do not need to add a person as a contact to instant message them. See the Instant Messaging section for more information.

To add a Lync contact in Outlook Web App:

  1. Select Add contact... below the Contact List in the left column.
    Lync Outlook Web App Add a contact
    (Note: If you do not see Add contact… you may need to expand the Contact List by selecting the white triangle to the left of “Contact List.”)
    Lync Outlook Web App Expand Contact List
  2. Type in the person’s last name and select the magnifying glass icon or press Enter on the keyboard.
    Lync Outlook Web App adding a contact
  3. Select the person from the list. (Once you select them, their contact should be highlighted in yellow.)
  4. Select Add -> and then select OK.
    Lync Outlook Web App adding a contact
  5. By default, the contact will be added to the Other Contacts group.

(Note: If you have added a distribution list to your Lync Contact List using the full desktop software, it will not show up in your contact list within the Outlook Web App.)

To remove a Lync contact in Outlook Web App:

  1. In the left column under Contact List, right-click on the contact. (Note: If you do not see your contact groups and contacts you may need to expand the Contact List and the contact group by selecting the white triangle to the left.)
  2. Hover over Remove and select Remove from IM Contact List.
    Lync Outlook Web App remove contact

(Note: This will only remove the contact from your Lync Contact List.)

To add a Lync contact group in Outlook Web App:

Creating Contact Groups is a great way to organize your Lync Contact List.

  1. In the left column under Contact List, right-click on the Contact List.
  2. Hover over New and select New Group.
    Lync Outlook Web App create contact group
  3. A box will appear within your Contact List. Type a name for your contact group and press Enter on the keyboard.
    Lync Outlook Web App create a new contact group 2

To add a contact to a Lync contact group in Outlook Web App:

You have two options for adding contacts to a contact group.

  1. If the contact already appears under another group, drag and drop it on the new contact group.

OR

  1. Right-click on the name of the contact group.
  2. Hover over New and select New Contact.
  3. Type in the person’s last name and select the magnifying glass icon or press Enter on the keyboard.
  4. Select the person from the list. (Once you select them, their contact should be highlighted in yellow.)
  5. Select Add -> and then select OK.

To remove a Lync contact group in Outlook Web App:

  1. Right-click on the name of the contact group.
  2. Select Delete Group.
    Lync Outlook Web App delete group

Using Instant Messaging

Sending and Answering Instant Messages

Sending an instant message:

You have a few options to initiate an instant message within mail.ku.edu.

  1. If you’ve added the person as a Lync contact, double-click their contact or right-click their contact and select Chat. Or, you can right-click on a person’s name in an email message and select Chat. (Note: This only works with your contacts at KU who are currently logged in to Lync using mail.ku.edu or the full desktop software.) TIP: Look for a green square icon by the contact’s name, which indicates that the person is available.
    Lync Outlook Web App instant messaging
  2. A conversation window will open. Start typing your message. It will appear in the box at the bottom of the window. When you’re done typing, press Enter on the keyboard.
    Lync Outlook Web App instant messaging
  3. You will see the message and any response appear within the main area of the window.
    Lync Outlook Web App instant messaging
  4. To end the conversation, simply close the window.

Note: If you have been sent an instant message or have initiated one, a number representing the amount of conversations you currently have open will appear in the Outlook Web App.

Answering an instant message:

When you receive an instant message while logged in to mail.ku.edu, it will appear in the upper right corner of the browser.
Lync Outlook Web App Answering Instant Message

  1. Left click on the message. A list of all of your active chats will appear, make sure the one you would like to answer is highlighted and select Open.
    Lync Outlook Web App answering instant message
  2. A conversation window will open. Start typing your message. It will appear in the box at the bottom on the window. When you are done typing, press Enter on the keyboard.
  3. You will see the message and any response appear within the main area of the window.
  4. To end the conversation, simply close the window.

Viewing a past chat conversation

By default, a new Conversation History folder should appear outside of your Inbox. You can view and delete these conversations. In addition, you can respond by email or with a new chat.

  1. In the left column of mail.ku.edu, select Conversation History.
  2. You can select and view or delete conversations just as if you would an email. In addition, you can respond by email.

Note: At this time, there is no purge date for these messages. Unless you delete a conversation, it will appear in your Conversation History indefinitely. This could change in the future.

TIP: You can file a conversation just as you would an email by dragging and dropping it into the appropriate folder. However once you move it from your inbox, it will no longer appear in your Conversation History folder. To keep a copy in your Conversation History folder, right-click the message and choose Copy to Folder … and select the folder.

Signing Out of Instant Messaging

To sign out of Lync without leaving mail.ku.edu:

  1. Left click on your name in the upper right corner of the browser.
  2. Select Sign Out of IM.
    Lync Outlook Web App signing out

(Note: Once you sign out of Lync from within mail.ku.edu, you will appear offline until you sign in to IM again even if you log out of mail.ku.edu and log back in. To sign in to IM, left click your name in the upper right corner of the browser and select Sign In to IM.)


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