Send an instant message (Use Lync IM)

Lync instant messaging (IM) is an efficient way to connect with your contacts in real time and on a moment’s notice. Less formal than email, faster than a phone call—IM is tough to beat for speed and ease of use. You can send an instant message from anywhere in Lync where you see a contact. Just check that the vertical bar on the left side of the picture is green and the “available” label is displayed, indicating the contact is ready for contact.

In an IM conversation, make your instant message more expressive—change font details (type, color, emphasis, size), mark your message as important, and add emoticons. Bring more people into the conversation, start the conversation with more than one person, or send pictures and files. This topic explains how it’s all done and how to respond to or ignore an incoming instant message.

Start an IM conversation

  1. Locate the person you want to send an instant message to by finding them in search, your Contacts list, or anywhere else their contact listing appears in Lync (for example, in your conversation history or a conversation window). To start the IM conversation with more than one person or with a group, see the next two sections.
  2. Do one of the following:
  • Hover over their picture in the Contacts list and click the IM button on the Quick Lync bar.
    Screen shot of Quick Lync bar
  • Double-click anywhere on their contact listing.
  • Right-click their listing and select Send an Instant Message.
  1. Type your message at bottom of the conversation window.
  2. (Optional) To send a file or image, do one of the following.
  • Drag-and-drop a saved file into the text input area.
  • Copy and paste a saved file or any image from an Office program into the text input area.
  • Press PrtScn on your keyboard to capture an image directly from your screen, and then paste it into the text input area.

 Note    If these methods don’t work for sharing images, you are either in an IM conversation with more than one other person or you don’t have the latest updates for Lync. Do one of the following:

  1. (Optional) To add an emoticon, change the font, or mark the message as Important, do any of the following:
  • Add an emoticon by clicking the EmoticonScreen shot of select emoticon icon from IM text field icon, and then clicking the emoticon you want to add.
  • Change the font for any part of the message by highlighting the text, clicking the FontScrfeen shot of change font icon on IM text field icon, and then selecting the color, size, and/or font you want to use.
  • Mark your message high-priority by clicking the ImportanceScreen shot of mark high importance icon from IM text field icon.
  1. Press Enter on your keyboard to send the message. Anyone using the most recent version of Lync will see next to each instant message a picture of the person who sent it. This works for both one-to-one conversations and conferences.
  2. (Optional) Add others to the conversation by dragging their contact listing from your Contacts list into the conversation window.

 Note    If you have a long message, Lync breaks it into sections and gives you an option to read more or less of the text. This is called a story. You can even give it a title if you want. For more information, go to Use stories in Lync .

Send an instant message to several people at once

To start an IM conversation with more than one of your contacts, do the following:

 Note    To send to an entire contact group, see the next section.

  • If the people you want to send the instant message to appear as adjacent contacts in your Contacts list, press and hold the Shift key while you click the listing for each person. Then, click the IM icon that appears next to the last contact you select, type your message at bottom of the conversation window, and press Enter.
  • If the people you want to send the instant message to appear in the list as contacts who aren’t adjacent, press and hold the Ctrl key while you click each contact. Then, click the IM icon, type your message at bottom of the conversation window, and press Enter. Your message will go to all the people you’ve selected.
    Screen shot with contacts and their status displayed and the IM icon highlighted

 Note    See the previous section for details about sending files and images, changing the font, adding emoticons, or marking the message as high importance.

Send an instant message to a group

  • Right-click the group name in your Contacts list, click Send an Instant Message, type your message at the bottom of the conversation window, and then press Enter. Your message will go to all group members.

 Note    See the previous section for details about sending files and images, changing the font, adding emoticons, or marking the message as high importance.

For details about creating new contact groups, see Create a new group in Lync .

Respond to an incoming message alert

When someone starts a new IM conversation with you, an alert pops up on your screen. Do one of the following:

  • To see the message, click anywhere on the photo area. To write back, type in the text input area, and then hit Enter on your keyboard.
  • To reject the message, click Ignore. The message goes to your Outlook inbox, if you use Outlook.
  • For additional options, such as to set your presence status to Do Not Disturb so that you won’t be alerted by new instant messages until you change your status again, click Options, and then select the appropriate option.

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Lync 2013 for Office 365, Office 365 Enterprise, Office 365 Enterprise admin, Office 365 Midsize Business, Office 365 Midsize Business admin, Office 365 Small Business, Office 365 Small Business admin