Work Smart: Using Lync 2010 with Office 2003 and Office 2007

Use the tips in this guide to understand how features of Microsoft® Lync™ 2010 communications software work with Microsoft® Office 2003 suites and Microsoft® Office 2007 suites.

If you are using Microsoft® Office 2010, see Work Smart: Using Lync with Office 2010.

What do you want to do?


Use Lync 2010 with Office 2003

If you are using Office 2003 and Lync 2010, you can view a person’s availability and the options for interacting with him or her in the following programs:

  • Microsoft® Outlook® 2003 messaging and collaboration client, in the email From box
  • Microsoft® Word 2003 word-processing program and Microsoft® Excel® 2003 spreadsheet software, in a document or worksheet with smart tags enabled
  • Microsoft® SharePoint® services

View a person’s availability

  • Point to a person’s name and the presence indicator appears.

Access a person’s contact menu

  • Right-click the person’s name. A menu appears that lists the options available for contacting the person. Click the option you want to use.

Lync contact menu in Outlook 2003

 Note    For the presence indicator and contact menu to appear in Word or Excel, smart tags must be enabled. For instructions about how to enable smart tags, see the Microsoft® Knowledge Base article 300950, “How to troubleshoot custom Smart Tags in Office,” at http://support.microsoft.com/kb/300950.

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Use Lync 2010 with Office 2007

If you are using Office 2007 and Lync, you can access the following Lync features in Outlook, Word, Excel, and SharePoint:

  • View a person’s availability and access their contact menu
  • Respond to an open email by calling or instant messaging (IM) someone
  • Send or share a document or workbook

 Note    For the presence indicator and contact menu to appear in Word or Excel, smart tags must be enabled. For instructions about how to enable smart tags, see the Microsoft Knowledge Base article 300950, “How to troubleshoot custom Smart Tags in Office,” at http://support.microsoft.com/kb/300950.

Access a person’s contact menu

  1. Right-click the person’s name in any of the following locations:
  • In an Outlook email message, in the From, To, and Cc boxes
  • In the Outlook Scheduling Assistant view of a meeting request
  • In a Word or Excel document or worksheet when smart tags are enabled
  • On a SharePoint page
  1. A menu appears that lists the options available for contacting the person. Click the option you want to use.

Lync 2010 contact menu in an Outlook 2007 email message

Call or send an instant message in response to an email message

  • In the ribbon of an open email message, in the Respond group, click IM or Call.

Respond to an email by using Lync 2010 to make a call in Outlook 2007

Send or share a Word document or Excel workbook

  1. In Word or Excel, on the Review tab, in the Share group, do one of the following:
  • Click Share Now to share the file and collaborate with others.

Send or share from the Office Review tab

  • Click Send by IM to send a copy of the file as an IM attachment,

Send an open Office document as a Lync 2010 IM attachment

  1. In the Share Now or Send File window, select one or more contacts, and then click OK.

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Set Personal information manager options

Use the Lync Personal information manager options to specify how Lync interacts with Microsoft® Office programs.

  1. In the Lync main window, click the Options button Options arrow, and then click Personal.
  2. Under Personal information manager, select either Microsoft Exchange or Microsoft Outlook or None from the drop-down list.

Lync 2010 personal information manager options

When you click Microsoft Exchange or Microsoft Outlook, the Lync search feature uses the Microsoft® Outlook® Contact list as a source of contacts, in addition to the global address list. When you click None, the Lync search feature returns contacts only from the global address list. It does not use either the Windows Address Book or the Outlook Contact list.

  1. If you select Microsoft Exchange or Microsoft Outlook, do any of the following:
  • To make your presence automatically reflect when you are in a scheduled meeting, select the Update my presence based on my calendar information check box. Use the following settings to further specify who can see this information:
    • To show this information to contacts in your Workgroup, select the Show meeting subject and location to contacts in my Workgroup privacy relationship check box.
    • To show your Out of Office information to contacts, select the Display my Out of Office information to contacts in my Friends and Family, Workgroup, and Colleagues privacy relationships check box. Clear the check box if you want to hide your Out of Office information from all your contacts.
  • To save conversation history in Outlook, select the Save instant message conversations in my email Conversation History folder check box. Clearing this check box means that your IM history is not kept.
  • To save your phone call history in Outlook, select the Save call logs in my email Conversation History folder check box. Clearing this check box means that your phone call history is not kept.
  • To save your contacts in Microsoft® Exchange Server, select the Save my Lync contacts in my personal contacts folder on the Exchange server check box. Clearing this check box means that your Lync contacts are kept only in Lync.

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