Archiving Server provides a repository for information exchanged via Lync Server. Why? Two reasons:

1. It gives you a log of Lync activity everyone can draw upon. How many times have you tried to remember what Jane said about the Michaels project? Thanks to Archiving Server, you have a saved copy of that IM conversation.
2. It helps you fulfill legal compliance requirements. Many organizations must keep track of project steps, client files, and so on to meet compliance regulations. Since Archiving Server tracks automatically, its archive database acts as a regulatory resource.

What DOES it track though? It’s important to know what is and is not archived by Archiving Server. Otherwise, you might assume it just grabs everything. It doesn’t.

What Lync Archives on the Archiving Server

• Instant messaging conversations (both person-to-person, and between multiple parties)
• Content uploaded in Web conferences
• Conference events (joins, parts, etc.)

What Lync DOES NOT Archive on Archiving Server

• File transfers
• Conferencing annotations and polls
• Audio & video for person-to-person IM and conferences
• Application sharing for IM and conferences
• Diagnostic reports for session failures (those come from Monitoring Server)

Caution – There’s a Time Limit on Archived Materials

It’s important to note: Archiving is NOT intended to work indefinitely! As you can imagine from the above lists, storing uploaded files and daily IM logs will fill up space fast.

The server will keep archives until one of two things happens:

1. You tell it to purge old archived files.
2. Its storage fills up.

Obviously, you don’t want to reach #2.

In the Lync Server 2010 Control Panel, there’s a setting that dictates when to purge old archive files. You can control the time interval for this under Archiving Configuration. How long you keep archived files depends on your legal compliance requirements. 1 year, 2? Talk to Legal.

Then head to this page for a how-to: Enable or Disable Purging for Archiving – TechNet.

Want to add Archiving Server to your Lync setup? Use this deployment guide to help you.

If you’re having trouble with Archiving Server (e.g. conversations aren’t showing up in Conversation History), use NextHop’s “Troubleshooting Archiving Server” post as a guide.

Do you use an Archiving Server? What’s the big value from it, for you?

Have you tried out Mobile Lync yet?

Microsoft has released brand new clients for every major mobile platform – iPhone, Android, Windows Phone, even the iPad. Twitter’s abuzz over the new clients.

All of the clients will work with both on-premises Lync Server or Office 365′s Lync Online. (However, some features are not available to Lync Online users.)

Let’s go through what’s available, shall we?

Lync for iPhone

Download Lync for iPhone at the iTunes App Store.
What it does: Presence, IM, Email Contacts, Enterprise Voice Calls, Voicemail, Dial-Out Conferencing, Call Forwarding.
The iPhone client is surprisingly comprehensive. It even has capabilities (Enterprise Voice Calls) the Android client doesn’t right now. Microsoft really pushed to make the iOS client as complete a duplicate of Lync 2010 (desktop) as possible.

Lync for iPad

Download Lync for iPad at the iTunes App Store.
What it does: Presence, IM, Email Contacts, Enterprise Voice Calls, Voicemail, Dial-Out Conferencing, Call Forwarding.
Virtually identical to the iPhone client (adjusted for iPad screens of course). However, the reviews for this version gave it a slightly lower rating the iPhone client. One reviewer noted that push notifications didn’t work for her.

Lync for Android

Download Lync for Android at the Android Market.
What it does: Presence, IM, Email Contacts, Voicemail, Dial-Out Conferencing, Call Forwarding.
The Android client is a fairly basic mobile app. Some features are not supported yet (VoIP, video). Right now it appears to function best as a connector between the phone’s capabilities and Lync Server.

Also, note: Lync for Android runs in the background, all the time. Push notifications aren’t necessary. Something to keep in mind for Android users!

Lync for Windows Phone 7

Download Lync for Windows Phone from the Windows Phone Marketplace.
What it does: Presence, IM, Enterprise Voice Calls, Conferencing, Call Forwarding.
Of all the clients, this one looks the sharpest to me. Look at this screenshot. Slick, isn’t it? Almost a step up from the Lync 2010 interface.

Appearances aside, the Windows Phone client packs in every feature the iOS clients have. Several more than Android, like taking delegate calls & using Call via Work.

However, one thing is missing: access to Lync voicemail. I’m honestly not sure why Microsoft didn’t include this. The system has the same base from server (Lync Server) to hardware platform (Windows Phone). What prevented voicemail?

What’s Missing in Mobile Lync (For Now)

Please note: According to the Microsoft Lync Mobile Client Comparison Tables, NONE of the mobile clients can do the following.

• Automatically log IM conversations in Exchange
• Manage delegates
• View video in meetings
• Conduct two- or more-party calls with external users
• Share desktop or use presentation tools

Looks like we’ll have to wait until V2 for these features.

What’s your experience with a Lync mobile client? Is there something you’d want to see added?

We’re back, with another hardware review! Up for today is our newest acquisition (and already our favorite conferencing tool): the Jabra SPEAK 410-USB speakerphone.

First off, I want to say thank you to all the new signups, and the people who’ve emailed me with questions! We’ve had a lot of conversations lately. It’s great! Lync Server adoption is growing like crazy (not just on the blog too – we’re getting more & more consulting projects on it).

Today’s post centers on the Skype purchase. Yes, once again. Someone asked about it, honest!

Thing is, they asked me a very poignant question:
“What else do you think is in the cards for Skype at Microsoft? I’m thinking about Windows 8, mostly.”

GOOD question. And from just a little research, I determined that we’re not the only ones who’ve weighed in on it lately.

Skype’s Future at Microsoft: Ars Technica Speculates

Big-name tech news site Ars Technica posted on this the other day. Jon Brodkin speculated on “integration everywhere,” putting everything from Windows Phone to Xbox Live to Windows 8 on Skype’s potential-destination radar.

Jon has some very good points about how easily Skype could be integrated into the Microsoft software base. I think building it into Xbox Live and Windows desktop make a lot of sense. With that in mind, I’ll say this:
Adding Skype as a default option to Windows 8 is the smart play.

Picture this. You install Windows 8 around this time next year, on a dozen tablets for employees. Lync Server is already running on your back-end. The Skype client included in your Windows 8 detects each employee’s Lync credentials, auto-configures…and poof, your employees are able to call anyone.

I mean *anyone.* In the office or around the world. The VoIP in Skype and the Unified Communications in Lync, working together.

Pick up a Windows Phone and you’d have the same connectivity there. Same interface too. Sounds like a good future for Skype, doesn’t it?

Will Skype Grow, Shrink, or Vanish? Web Users Weigh In

That wasn’t the only speculation I came across though. Many Web users have their own questions. And their own concerns.

I’ve copied out a few of them below. And added my own thoughts. Some useful food for thought, for those of us involved in office communications.

“Do we have to use an integrated client?”
I suspect there will be several client options. A “basic” Skype client, Lync 2010 with Skype baked in, a Windows Phone app, etc.

“Skype on Windows Phone 7?”
As one commenter said on the Ars Technica piece, “Microsoft could easily roll its own telephony package.”  With the Skype technology and a Lync backend, they could indeed. That’s a bit more ambitious than I was thinking. It would be a very good pull for Windows Phone though!

“Skype allowed multiple logins before. Will we lose that?”
More than one person was interested in multiple logins. Since a seamless integration – not just with Lync, but also with Windows Phone and Xbox – makes sense, multiple logins is still a safe bet.

“Will Skype disappear into Lync and Windows Live Messenger?”
Unlikely. The Skype contact interface is too well-known to just throw it out. It’s more likely that Windows Live Messenger will take on most of Skype’s interface.
Lync less so, since it has its own interface. That will be more of an in-process integration; certain steps to use Lync may come to resemble Skype.

“Skype’s painfully inefficient. Anything Microsoft does will be an improvement.”
While that seems a little excessive, a lot of user complaints about Skype are that it’s slow. Bloated, memory hog, call it whatever you want.
Will that increase load time for Lync? Or other Windows integrations? Possibly. It IS a disparate code base. One possible method would be to re-develop segments of the code as they’re integrated into separate Microsoft platforms (one for Lync, one for Xbox, one for Windows 7, one for Windows 8…).

Hopefully Microsoft will release some additional plans soon. Now that the merger is approved, they’ll want to avoid wild speculation going on too long.

Since there’s already so much discussion, they’d better hurry!

I hope this sates your curiosity (for now). Next week I’ll discuss a Lync bug we came across in our latest implementation.

On Monday my boss handed me a new Jabra headset and said, “Here, we got a bunch of these in. Try it out. Let’s put a review up.”

Sure!

Image courtesy of Jabra.com.

Starting With a Headset Overview

I’m using a Jabra BIZ 620 USB mono headset (one headphone, for the right ear). The mic arm is adjustable, and moves up to 270 degrees.

In other words, up alongside your head when you want it out of the way.

The headset has an integrated call control knob on the cord (right).

The buttons are (from top to bottom):

• Answer Call
• Increase Volume
• Lower Volume
• End Call (Pressing this button when not in a call will mute your mic)

There’s also two LEDs on the call control. One green LED to indicate that the device is in use; one red LED to indicate that the headset is muted.

The BIZ 620 is a USB plug-and-play headset. No drivers are required. Just plug it in and you’re ready to talk.

Supports Windows 2000, XP, Vista, and Windows 7. Also support Mac OS 9.0.4 and up.

Putting it On

The call control knob is a little heavy, causes headset to tilt if it’s not adjusted. I had to keep the band fairly tight to balance out the weight on the cord. Once I did that, the headset was very comfortable.
The ear piece is well-padded, so it sits very lightly against the ear.

The mic is adjustable. Jabra recommends putting it about two finger-lengths away from your face.

I’ve had the headset on for about an hour now. No discomfort whatsoever. (In fact I stood up a moment ago, forgetting it was on!)

After I plugged the headset in, Lync automatically recognized it and switched my audio devices. (Note the headset icon in the lower-left corner.)

Right here!

That’s all the configuration I had to do. A test under Options/Audio Device reveals that the headset volume is set to about 40% by default. Just tap the “+” on the call control knob to raise it.

From here, it’s just a matter of clicking a contact (or entering a phone number) and hitting Enter.

Making Calls in Lync 2010

Rubber meets the road time!

I tested the headset on four calls: two to internal contacts, and two to outside clients.

I didn’t tell any of them I used the headset.

Both of the outside clients asked if I had a new phone. When asked why, they said I sounded much clearer. (I’d spoken with them before using my laptop’s built-in mic.)

It’s always better listening to voices through headphones than laptop speakers. The Jabra headset improved sound quality for both of us. No static, no pauses, no issues.

Final Verdict: Great Headset for Lync Users

The Jabra BIZ 620 USB is optimized for use with Lync Server. It’s one of Jabra’s Unified Communications products, made for their partnership with Microsoft. lines comes in mono (one headphone) and duo (two headphones) versions. USB and MS connectors available.

I really like how simple this headset makes things. There’s no setup, and no extra steps in Lync. Click to make a call, and this headset handles the rest.

The Jabra BIZ 620 USB headsets are available through several distributors and resellers. Jabra maintains a list on this page: Jabra BIZ 620 Series – Authorized Distributors and Resellers

Do you use a Jabra headset with Lync? Which model? How’s it working for you?

Live Meeting’s functionality was absorbed into Lync Server. Since Lync had Web Conferencing (and the Dial-In Conferencing service!) built in, it made sense to equip the software with Live Meeting’s anyone-can-join capability too.

With Live Meeting, people wanting to join a conference (as guests, outside your network) would join in by downloading the Live Meeting Client. In Lync Server, you have two new choices: Lync Attendee, or the Lync Web App.

Meeting Option #1: Lync Attendee

Lync Attendee is a downloadable client for external users to join Lync meetings. In other words, it operates just like the Live Meeting Client.

However, it doesn’t allow for Presence, or scheduling meetings on its own. (You need the full Lync client for those.) Attendees can enter a meeting as a Guest or as an Authenticated User, with their own corporate credentials.
Download Lync Attendee here.

Meeting Option #2: Lync Web App

The Lync Web App is a Silverlight-based app for people who don’t have Lync 2010. It enables remote connection as a guest – same functionality as Live Meeting, just in a Web-based app.

The Web App doesn’t allow for Presence either. But it *does* include IM. And all the collaboration features you’d find in Lync 2010 or Lync Attendee: PowerPoint presentations, the Whiteboard, polls, etc.

(Using these features may prompt attendees to download a plugin. Warn them beforehand.)

NextHop has a thorough run-down of the Lync Web App here.

So Which Should You Use for Meetings?

If you’re reasonably sure attendees are on newer computers, use the Lync Web App. Silverlight is newer technology; the latest systems will support it easily.

Also, use the Web App if you’re inviting people on Macs and/or smartphones.

Otherwise, go with Lync Attendee. It’s a good all-around client for meetings, and it’s easier to use than Live Meeting.

A Note About Conference Scheduling

Scheduling a web conference in Lync is pretty easy. Lync users can begin a meeting anytime (what’s called an “ad-hoc meeting”) by right-clicking on another contact.

However, when it comes to scheduling meetings, the Conferencing Add-In I mentioned will likely get more use. Being integrated into Outlook, it’s literally right there.

You’ll see a “New Online meeting” button (with the Lync logo) under Calendar. Click that and enter the meeting details.

This should clear up a little confusion. I’m sure there’s a lot more to discuss when it comes to meetings in Lync though.

Have you had trouble scheduling or attending one? Let’s hear about it!

Late last year I posted on Office 365. More specifically: What does a Cloud Version of Lync Server (Hosted by Microsoft) Mean for the Market?

Including a version of Lync in Office 365 struck me as a good move. It means the demand is growing, and it provides a low-cost alternative to a full Lync Server setup.

Now that Office 365 has opened, it’s time to revisit the topic!

The Office 365 Advisors website recently posted a feature list comparing Lync Server, Lync Online and Office Communicator Online. (The list originates on the Office 365 Community site, but the Advisors post also comments on Lync Online pricing. And they made the list look cleaner.)

While this is a very thorough list, it is a feature-by-feature comparison. Let me extrapolate on what we’re reading. See if I can’t draw out some general guidelines on when it makes sense to use a full Lync Server. And when Lync Online would be a better choice.

When to Use Lync Online

Lync Online includes the features needed for IM & audio conferencing: The Attendee client, the Web app, interoperation with certified partners, conference scheduling and more. It does not include Group Chat, IM federation, PSTN calling (except for conferencing, via a third-party connector) or IP phone support.

This sort of package would appeal to an office where third-party connectivity isn’t necessary. Maybe the whole office already has smartphones, but they’re spending lots of money on conferencing systems. Lync Online makes sense as a cheaper alternative (per user), that also integrates into Outlook.

So when should you use Lync Online? When the focus is on conducting meetings and inter-office communication.

When to Use Lync Server

Obviously, Lync Server includes the features that aren’t in Lync Online. Full-service VoIP, PSTN calling, Call Admissions Control (CAC), interoperation with a PBX. All in. Of course this means you need a full server installation too. It’s a large investment, and it’s up-front (as compared to Lync Online’s per-user monthly pricing).

Lync Server is the better option if you need full communication options. Desk phones, calling (and receiving calls from) customers, and so on.

When should you opt for Lync Server? When the focus is on VoIP communication, especially calling out.

Honestly, Lync Online has more features than I thought Microsoft would include. Which is great – it’s a very affordable way to get into using the Lync platform.

Have you used Lync Online yet? How well did it work for you? Tell us your conference stories!

Yesterday I read that a planning tool was available for Lync Server 2010 RC. No way I'd pass something like that up for a blog post. You can download the Planning Tool here:
Microsoft Lync Server 2010 Planning Tool RC – Microsoft.com Downloads

Installation takes only a second. A server isn't required (which is good, because I don't have access to one right now!).

I thought I'd do something a little more intense this week–a walkthrough of the entire planning tool. Give everybody some ideas on how Lync is set up, and what's needed from you to make it happen.

Below are brief descriptions of what's on every window, and how it fits into Lync Server. Plus screenshots I took of each window as I went through. Enjoy!

(This is a LONG post with big images. So I'll put a “Read More” here to make it load faster.)

Continue Reading »

Last week Microsoft released a new version of the Office Communications Server 2007 R2 Workload Architecture poster. You can download it here (free, MS login required):
OCS 2007 R2 Workload Architecture Poster

The timing on this might seem odd. After all, we're charging full-on toward Lync Server 2010's release right?

Even so, this is a handy reference tool to have. For OCS 2007 and for Lync 2010.

The reason I say that is because it divides architecture up into four distinct functions: IM and Presence Workload, Application Sharing Workload, A/V and Web Conferencing Workload, and Enterprise Voice Workload.

Having these functions split up does several things for you:

• Easy reference for discussion

• Implementation aid if you don't use OCS
• Troubleshooting aid if you do use OCS
• Preparation for Lync

Now, the architecture in Lync Server is bound to differ from this. What I mean BY well, anyommunications system like Lync will need.”

Lync 2010 will need fewer servers than OCS 2007, to boot. So it should be a simpler architecture.

Familiarize yourself with OCS' architecture and be pleasantly surprised when Lync rolls out!

A couple additional points I want to make about the OCS 2007 R2 poster:

1. Make a list of all the ports you'll need to use and keep it handy during implementation (OCS or Lync). Port collisions can cause a lot of trouble fast; head them off ahead of time.

2. Note the positions of the hardware load balancers. There are that many for a good reason.
3. If there's a part of this that will change the most in Lync Server, I'd say it's “Certificate Requirements.” Virtualization, altered server roles,and the integrated PBX capabilities will all change that.

I recommend this to all companies who use OCS 2007 right now,as well as any companies considering Lync Server 2010. Download and keep it handy!

Any other downloadable OCS/Lync resources you know of? Post them here and I'll highlight them in future posts.

Or, The Many Components Involved in Running OCS-Based VoIP

“Your OCS is broken! We can”t conference now!”

“Quick, Fix It!” “Which Part?”

Of course we sent an engineer out at once. He quickly determined that the problem was not OCS by communicating with our office from it. But he COULD reproduce the conferencing problem.

So what was causing it?

It”s times like this when we all remember that OCS is one part of a VoIP phone system. A critical part, but a part nonetheless. It”s just the part that faces the user every day, in form of the Office Communicator application. So it gets the blame when another system component won”t behave.

And that”s what happened with our client. After some investigation, it turns out the phone company providing SIP lines to their office was having issues. They told our engineer it would be fixed by the next day. It was.

To check, we conferenced with the client a day later. Sure enough, they heard us just fine.

Glad to Help, Once We Find the Problem

OCS has multiple components – servers (Standard, Edge,Mediation and CWA),SIP Trunking, IP-PBX Gateway, Internet connections, and Office Communicator. And sometimes it only takes one breaking to mess up the others. Aggravating, I know.

I figured this was a good opportunity to remind everyone about the many things involved in running VoIP. Every IT system has components. And they do their jobs for us. Most of the time.