Contacts & Groups
Adding contacts is a good way to stay in touch with colleagues using Lync. However, you don’t have to add a person to your contacts list to communicate with them—you can simply search for the person and right click their contact to send an instant message.
The quickest way to find someone at KU via Lync is to launch a search by typing the person’s last name in the search box on the Lync main window. Lync will search KU’s Global Address List, and the results display automatically.
TIP: You can also search by:
- Distribution list – You can add distribution lists with less than 100 members to your contacts list. TIP: Although you can’t add a distribution list with more than 100 members, you can still search and view membership by right clicking on the contact name and choosing See Contact Card.
Add a KU contact to your Lync contacts list
Your contacts list simplifies your communications and lets you see presence and contact information for the people most important to you. Add to it the people you expect to be interacting with regularly.
To add someone as a contact:
- In the search window, type the last name, title or department of the person you want to add. The search results will automatically appear below the search bar.
- Right-click the person’s listing.
- Click Add to Contact List.
- Click a group to add your new contact to. By default, you will only have one group to choose called “Other Contacts.” See Create groups for you contacts to learn how to add new groups.
Add a non-KU contact to your Lync contacts list
As of June 2014, the University of Kansas has designated itself to include open federation within Lync, which means that you can communicate directly and add contacts from other organizations that have also adopted open federation without having to request additional setup from KU IT. In addition, you can add Skype contacts to your contact list.
By default, members of those organizations will not be able to see your presence information unless you add them to your contact list and assign them a privacy relationship that grants the ability to view presence information. See Privacy Relationships for more information.
For a list of organizations have joined open federation within Lync, see lync.directory.com.
To add a non-KU contact to your Lync contacts list:
- Within Lync, click on the Add Contact/Contact Group Button .
- Hover over Add a Contact Not in My Organization and select Lync or Skype.
- Type the person’s IM Address. Lync will give you a symbol verifying it is an actual address.
- Select a Contact Group and Privacy Relationship to give the contact. By default, the contact will be given the External Contacts privacy relationship and won’t be able to view your presence information.
- Then select OK.
Create groups for people you regularly get in touch with
You can set up a group for each team you work with so you can see at a glance who’s available at any given time, or communicate with the entire team at once.
To create a new group:
- In the Lync main window, click the Add a Contact button.
- In the drop-down menu, select Create a New Group.
- A new entry box will appear at the bottom of your contacts list. Type over the phrase New Group to give your group a name. Press enter on the keyboard to set it.
TIP: You can send an instant message to an entire group by right clicking on the group name and selecting Send and IM.
Placing contacts in groups
You have several options for adding a contact to a group.
- If the person is not in your contacts list, you can search for them by last name, right-click their contact. Then, choose Add to Contacts List and select the Group Name.
- You can drag and drop a contact from one group to another.
- You can right-click on a contact in your contacts list and choose Move Contact To or Copy Contact To and select the new group.
TIP: You can have one contact in multiple groups.
Track down a busy co-worker
One great feature of Lync is being able to “tag” a contact, which means Lync will display a notification as soon a contact’s status changes, so you know that it’s okay to send an instant message or drop by.
To tag a contact:
- In the Lync main window, in your Contacts list, right-click a contact, and then click Tag for Status Change Alerts.
To untag a contact:
- You can right-click a contact, and then deselect Tag for Status Change Alerts. Or, when you are alerted that the contact’s status has changed, you can select Untag from the notification box.