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Global UC IM Presence Services
The below information applies to Lync 2013 and may not be valid for Lync 2010 users.
How do I make the IM sound alerts loud enough to notice all incoming IM requests?
If someone tries to reach you via IM, Lync by default is synchronised to send you a sound alert. However, you can adjust the volume of sound to suit your requirements if you are using several screens and missing some incoming requests.


Note: A visual alert for new instant messages can be found at the bottom right of your screen.

To assist in making your IM alerts more prominent, the steps below can be followed;
  • When your PC starts set Lync to be in the foreground. By clicking the Options button, click Tools, and then click Always on Top.
  • Lync can be moved to the main window on your display monitor, if using multiple screens.
  • Always check the volume control on your PC speakers and other audio devices
  • Lync needs to be checked to send audible alerts. By clicking Options button, click Ring tones and Sounds, flag Play sounds in Lync (including ring tones for incoming calls and IM alerts) and ensure all other boxes are un-flagged.
  • Incoming Call & IM Presence
  • Different alerts other than the default sound can be selected to warn you of incoming messages.
    1. Click the Options button, click Ring tones and Sounds, click the Sounds Settings button, and then click the Sounds tab.
    2. Drag the slider under Program Events to the Microsoft® Lync 2010 listings.
    3. Click Incoming Instant Message. The Sounds display at bottom of the window should read COMMUNICATOR_invite.
    4. The drop down arrow next it can be clicked enabling you to listen to other sounds on the list.
    5. Once a sound has been selected for incoming IM alerts, then click Apply. (Program Events should read Incoming Instant Message, and the name of whatever .wav file you’ve selected should be displayed in Sounds
    6. Click OK. (Your own personal .wav file can be recorded, and then browse to that file to select it as your IM alert.)


Where can I find history of earlier IM chats, calls, or IM notifications I possibly have missed?
Using Outlook® and Exchange by default Lync is able to save all incoming and outgoing conversations in your Outlook® Conversation History folder.

Previous Lync conversations can be seen;
  • By clicking on the Conversations tab above the search box on the Lync main window.
The full history of Lync conversations can be seen;
  • By clicking the ‘View More’ in Outlook® link at the bottom of the window.
To start saving conversations (if the default has been changed), see the next question and answer.
How do I save previous conversations?
Using Outlook® and Exchange, Lync is set to save all IM conversations and record calls. However, if the default function has been altered, you can revert back as below;
.

Important You can save conversations only if you use a recent version of Outlook® and Exchange.
  • Firstly, check you are using Outlook® 2013 or Outlook® 2010 (by clicking the Windows Start button > All Programs > Microsoft® Office, and check the version of Outlook® listed there).
  • In the Lync main window, click the Options button, and then click Personal.
  • In Personal options, under Personal information manager, select the Save instant message conversations in my email Conversation History folder check box, and then click OK.
Can I email IM Conversations?
Using Outlook® and Exchange, by default Lync saves IM conversations. If you wish to email chat history from your IM take the below steps;

Important You can save conversations only if you use a recent version of Outlook® and Exchange.
  • In Outlook®, in the Navigation Pane, click the Conversation History folder.
  • Click the conversation you wish to email, and then click Reply, Reply All, or Forward, depending on what you do. If you click Forward, in the To box, type the email address(es) of who you want to email the IM conversation to.
  • (Optional) Type a message.
  • Click Send.

Can I copy and paste any information into an instant message??
You can copy and paste text, tables, links, and whole files from other Office programs straight into a Lync instant message. However, you cannot paste images (screen shots, photos, etc.) directly into an instant message, but you can paste them onto a whiteboard and present them to others. Follow the steps below;:
  • At the bottom of a conversation window, click the present (monitor) icon, click Whiteboard.
  • On the right-side of the whiteboard, click the Insert Picture icon, browse to the picture you want to share, and double-click it.
Can I use spell checking in my Lync instant messages?
No. Lync is not integrated with spell check function in order for it maintain its intended use of quick chat communication..
Can I import personal emoticons to my Lync messages?
No. Fortunately Lync is installed with 80 emoticons. To view these simply, click the emoticon icon to the right of the text input area in the conversation window.
How do I adjust the font size in my IMs?
To change the font, style, size or color for the message you are writing:
  • After typing your message you can highlight the text you wish to change. Then click the Font button in the IM message area and click your selection in the Font window.
  • To modify the default font details for all messages that you send:

  • In the Lync main window, click the Options button, click General, click Change Font, and then select a default font, font style, font size, and font color. Then, click OK. These selections will apply only to messages you send, not to those you receive.
  • To modify the default font details for incoming IMs:

  • In the Lync main window, click the Options button, click General, click Change Font, and then select a default font, font style, font size, and font color. Then, select the Apply settings to incoming messages check box, and then click OK.
Can I set an alert to advise me once a certain contact becomes available??
In the Lync main window, in your Contacts list, right-click a contact, and then click Tag for Status Change Alerts.
Can I disable IM alert sounds?
If you select “Do Not Disturb” as your presence then all audible IM and phone alerts automatically become disabled. You can filter Lync to notify you if a contact is from a work group only.

To view and adjust these settings:
  • In the Lync main window, click the Options button, and then click Alerts.
  • To keep audible alerts disabled permanently:

  • In the Lync main window, click the Options button, click Ring tones and Sounds, and then clear the Play sounds in Lync (including ring tones for incoming alerts and IM alerts) check box.
is there a recall function after sending an instant message??
No, an instant message cannot be recalled once you press the Enter key to send it
Can I add sharing, audio, or video to an IM chat?
At the bottom of the window of the chat box, you can use the buttons to add voice, video, or shared content

To initiate voice call- click the call (phone icon) at the bottom of the chat box, click the appropriate option, and then click Call.

To add Video- click video (camera icon) and then click ‘Turn my camera on’. In order to share your desktop, a program, PowerPoint presentation, whiteboard, poll, notes, or attachment, point to the presentation (monitor icon), and, on the Present tab, click the suitable option..