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.
The search box 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 (job title), and then add them to your Contacts list, for example.
The previous topic indicates that you can search for a person by using a name, email alias, or a phone number. For this procedure, we will use as an example, a search by name. So, after you’ve completed your search, a list of people whose names match the search is displayed. On the person’s contact card, you can use either the Add to Contacts List selection or the Add button.
Tip Type the person’s full name (or most of it) in the search box, because if you type only a first name, especially a commonly used name, you’ll get several returns. If your company has configured a limit on the number of people displayed, you’ll then need to refine and re-do your search if the contact you want wasn’t listed.
The default maximum number of contacts that can be added is 1000. Your actual number is set by your support team, so contact them for information if that number has not been made available to you.
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Sometimes it is more efficient to select several contacts at a time. An example would be when you’re putting together a meeting invitation.
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.
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 won’t see presence information for them.
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--for example,
MrContoso(gmail.com)@msn.com.--when you add the contact. Using this format will ensure that his or her presence will display in Lync.
For a video demonstration of how to add a contact, see Video: Add a contact.
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 members.
To pin or unpin a frequent contact, do one of the following.
Note When you create your first contact group Lync also automatically creates a group for you called Other Contacts. You can assign to this group new contacts who don’t require more specific group memberships.
To delete a group that you’ve created:
Note The Frequent Contacts and Other Contacts groups are automatically generated and therefore cannot be deleted.
To rename a group:
You can sort your contacts according to various categories (their status, group membership, and privacy relationships), and you can choose how you want to display the individual contact listings.
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 picture options.
To understand what presence information is exposed for each privacy relationship, see Control access to your presence information.
In your Contacts list, do the following to move, copy, and remove or delete contacts.
Important When you remove a contact from one group, that contact will be removed from your Contact List entirely unless he or she still has membership in another of your groups.
Important 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.
Note Your Contacts list can't be exported to or copied by other Lync users. Every person’s Contacts list will be different because everyone has unique relationships, privacy requirements, and communication preferences. A simple way to share key professional contacts with coworkers is to create a key-contacts distribution list in Outlook from which everyone can select contacts to add to their Contacts lists in Lync.
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.
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.
For a video demonstration of how to tag a contact, see Video: Tag a contact.
To block individual contacts so they can’t contact you using Lync, do the following:
For more information about Privacy Relationship settings, see FAQ about presence, contacts, and instant messaging.
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