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FAQ about presence, contacts, and instant messaging

This FAQ provides answers and information about questions that most frequently come up when dealing with presence, contacts, and instant messaging.

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Most frequently asked questions

How do I set up an archive of my messages and conversations?

By default, Microsoft Lync Online communications software saves all incoming and outgoing conversations in a Microsoft Outlook Conversation History folder, so you can review previous conversations.

If your conversations are not being saved in this Outlook archive, and you want to set up an archive for future conversations, do the following:

  1. Verify that you are using Microsoft Office Outlook 2007 or Microsoft Outlook 2010.
  2. In the Lync main window, click the Options button, and then click Personal.
  3. Click the Save instant message conversations in my email Conversation History folder button, and then click OK.

How do I view my archived messages and conversations?

Lync Online can save all incoming and outgoing conversations in an Outlook Conversation History folder, so you can review previous conversations. Also, the View Conversation History and Find Previous Conversations options may be available in Lync, depending on how Lync is configured in your organization. See if they are by doing the following.

  • To view your conversation history, click Conversations or click the Show Menu arrow, point to File, and then click View Conversation History. Outlook opens and displays the Conversation History folder. You can then sort conversations or search for a conversation by keyword or contact.
  • To find a previous conversation for a specific contact, in the Contacts list, right-click the contact, and then click Find Previous Conversations.

Where are the menus?

Many of the menus in Lync appear when you click a small down▼ arrow (such as the one beside the Options button in the main window). You can also open the main menu by doing any of the following.

  • To see the menu in the Lync main window, press Alt, or click the Show Menu arrow, next to the Options button.
  • To see the menu in a Conversation window, press Alt.
  • To permanently display the menu bar in the main window, press Alt, and then click Show Menu Bar.
  • To permanently display the menu bar in a Conversation window, press Alt, click View, and then click Show Menu Bar.

You can also see menus for performing frequent tasks for contacts, groups, and other items by right-clicking on the items.

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Questions about using presence

Why doesn’t my Out of Office note appear in Lync?

Calendar information (free/busy, meeting subject and time) and the Out of Office note can take as long as thirty minutes to appear in Lync. Additionally, you must be running Lync on a device that can connect to Microsoft Exchange Server.

Why can’t I set my presence status to "Appear Away"?

Some organizations remove the Appear Away state because it can interfere with presence predictability. For example, if a significant number of users use this status, the value of presence in Lync would be greatly reduced. Keep in mind that you can use privacy relationships as a way of avoiding interruptions. For example, if you do not want to be disturbed by most people, you can set your status as Do Not Disturb and then grant certain people permission to interrupt you by adding them to your Workgroup.

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Questions about managing contacts

How do I add federated contacts to my Contacts list?

Because Lync and Microsoft Lync Server 2010 support the ability to federate (connect) with other organizations, you can add contacts from those organizations to your Contacts list and communicate with them by using any of the communication modes supported by both organizations. Check with your support team to determine if a person’s organization is federated with your organization.

To add a federated contact, follow these steps:

  1. In the Lync main window, in the search field, type the email address of the contact.
  2. Hover over the search result, and then click the Add to Contacts button (+) to add the contact. Or, right-click the search result, and then click Add to Contact List.

What communication modes are supported with public IM contacts?

With Lync, you can send and receive instant messages from people with accounts on the MSN network of Internet services, and the Windows Live network of Internet services, AOL®, and Yahoo!®. Communication with public IM contacts is limited to IM. File transfer, Lync (Voice over IP, or VoIP) calls, video calls, and audio/video meetings are not supported. However, with the Windows Live network of Internet service, Lync (Voice over IP, or VoIP) calls and video calls are supported.

What is the Delegates group on my Contacts list, and how do I manage the people in it?

If you have a Delegates group, you’ve set up delegates in Outlook to manage your email and calendar on your behalf. You add and manage Outlook delegates in Outlook; for details, see Allow someone else to manage your mail and calendar. To remove an Outlook delegate, do the following:

  1. In Outlook, go to File > Account Settings > Delegate Access, and then remove the delegate.
  2. In your Lync Contacts list, in the Delegates group, right-click the delegate you deleted from Outlook, and then click Remove from Group.

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