Lync Online Presence Indicator in Office Applications - dummies

Lync Online Presence Indicator in Office Applications

By Ken Withee, Jennifer Reed

Lync Online embeds presence with both Office 2010 and Office 2007 applications. With this integration, you have access to the Click-to-Communicate feature that allows you to click on the presence and instantly initiate communication through Lync.

Click-to-Communicate through Lync from Outlook

The IM icon gives you the option to Reply with IM or Reply to All with IM. The More button allows you to call the sender of the e-mail or call all the recipients of the e-mail in a conference — all within the Lync application.


To create an online meeting based on an e-mail, simply select the e-mail and then click the meeting icon. When a reminder pops up for an online meeting, you can simply click on the Join Online button to immediately join the meeting through Lync.

View presence status with Exchange Online and Outlook Web App

Lync is fully integrated with Exchange Online. Status updates based on Exchange calendar information, as well as out-of-office messages are also displayed in Outlook Web App.


Locate presence in Word, Excel, and PowerPoint

When you collaborate on documents with your team members, it’s super helpful to see your collaborator’s presence without leaving the application you are currently using.

In either Word, Excel, or PowerPoint, you can view the presence of your document’s authors and contributors and start a conversation as follows:

  1. Click File on the menu to go to the Backstage.

  2. On the right pane within the Info navigation on the left, check out the Related People section.

    There you see the name of the document’s author and who modified it last.

  3. As with Outlook, click on the presence indicator to initiate communication with the contact.

The Save & Send button in the Backstage view gives you the option to send the file by using the Instant Message (IM) feature in Lync.

Presence is also shown alongside names of contributors who are collaborating on the same document at the same time. For example, if co-workers Jane and Jill are editing the same document, Jane can see the sections Jill is working on indicated by Jill’s name and her presence.

If Jill locks a paragraph for editing and her presence indicates she is away, Jane can quickly IM Jill to ask her to unlock the paragraph. Without this feature, Jane may have to wait for minutes or hours and even days to be able to edit the locked paragraph.