I’m mired in development work this week (and maybe next!).

Can’t simply leave my Lync Insider readers in the dark, though! For your reading enjoyment, may I present some recent posts on Lync Server 2013 from my illustrious fellow bloggers.

Step by Step Installing Lync Server 2013 Standard Edition Front End on Windows 2012 – Part 1: Matt Landis Windows PBX & UC Report
Matt wrote the post I cited the other day about a Lync federation directory. He’s back with a guide to installing the Lync Server 2013 Preview Front End server. Plenty of screenshots, and *everything* is step-by-step – from preparing your Active Directory to adding users.

He’s also careful to note that the 2013 Preview is NOT meant for live environments. (Besides, this is Part 1, covering Front End only.) So if you follow this guide – and I highly recommend you do – keep the install in testing!

Lync 2013 – XMPP Federation: Unified Communications with Microsoft Blog
A little how-to on Lync Server 2013′s XMPP Federation. I’ve never actually been to this blog before, but I like the writer’s no-nonsense style. Drago, the author, is careful to put in required DNS records and firewall entries. Being a longtime Google Talk/Google Voice user, I like having XMPP Federation. The setup looks pretty easy, too.

Using Lync 2010 applications with Lync 2013 (and Lync 2013 applications with Lync 2010): ThoughtStuff.co.uk
Tom at the Developing Lync blog gives us all a good reminder: Don’t put the 2013 Beta client on a system that already has Lync 2010 on it. If you’re testing the Preview, uninstall Lync 2010 first. Otherwise you’ll come across an annoying COM exception, which Tom has documented here.

Video Interoperability in Lync 2013: Jeff Schertz’s Blog
Jeff’s how-to posts are among the best you’ll find on Lync Server, period. His latest post addresses Lync Server 2013′s interoperability with other video conferencing technology out there. And WOW is it detailed! He dissects video codecs, signaling and media to illustrate how video streams work.

The reason why becomes clear when he moves into Lync 2013′s video capabilities. And then, discussing what Lync (and third-party systems) will need to do, to maintain interoperability.

Fair warning: the post is a dense read. But if you plan on working with video in Lync Server 2013, it’s well worth the time.

Integrating Exchange 2013 Preview and Lync Server 2013 Preview: NextHop
NextHop never fails to provide clearly-written information on Lync Server. This latest post discusses which services integrate between Lync Server 2013 Preview and the Exchange Server 2013 Preview.

I don’t like using cliches to describe technical concepts, but it looks like Lync Server and Exchange Server 2013 went to another level in terms of integration. The post details:

• The four Archiving options available,
• Housing Lync contacts on the Exchange mailbox,
• And making use of Exchange Unified Messaging to route calls.

The post also provides a sample environment configuration, PowerShell commands to activate the services mentioned, and testing.

I sure hope there’s enough left for me to write about after these guys are through!

There are several parts involved in creating and displaying those profiles you see in Lync’s contact window. When one of them misbehaves, you see the effects right away. Inaccurate phone number. Wrong Presence status. Missing contact photo.

We recently had this happen to a recent client’s Lync Server. The initial setup went fine. Lync pushed out to users. IMs were sent, phone calls were made.

Then some users put their own contact photos into their Lync profiles. Management wanted to standardize all of the photos, so every customer saw the person they were working with.

They called us up and asked, how do we do that?

Updating Lync Contact Profiles Via Active Directory

Let me back up a bit to explain.

Lync’s contact profiles get a lot of their data from Active Directory. Changes to AD are replicated to the back-end SQL Server used by Lync.

For example, a user’s work phone number is changed in AD. Lync replicates that to its back-end. (This service is called the User Replicator Configuration. You can determine its replicating interval with the PowerShell cmdlet Get-CsUserReplicatorConfiguration.)

Once a day (the default is 1:30 AM) the changes in SQL Server are synchronized to Lync’s Address Book Server. This is also configurable via PowerShell. To see its settings, run Get-CsAddressBookConfiguration.

If the synchronization results in new or changed user information, the Lync client downloads it into its local cache files.

Ta da! Your Lync contacts display the new information.

So if we wanted to standardize all the contact photos in users’ Lync profiles, the best place to do it is in Active Directory, right?

Setting Lync to Display Active Directory-based Photos By Default

In the “My Picture” section of Lync 2010′s Settings, you have three options.

1. Do not show my picture
2. Default corporate picture
3. Show a picture from a web address

Option #3 is what people use to set their own photo. However, Option #2 is what we’re after. It will be populated by Active Directory once we’re done updating.

Add new contact photos to Active Directory users whatever way you prefer (several management tools exist). Once the photos are in place for Active Directory users, they will synchronize with Lync like I described above.

(Remember, contact photos must be less than 100kb in order for Lync 2010 to use them.)

But we’re not quite done here. If some users have set Option #3 in Lync, we’ll have to change them to #2. Talk about a pain, going from system to system…

Oh wait! There’s a PowerShell cmdlet for that.

The Set-CsClientPolicy cmdlet has an option, “-DisplayPhoto” which controls the default photo display options. With it, we disabled Option #3 above. This requires Lync to use Active Directory’s stored image for its contact photo. The cmdlet is structured like so:

Set-CsClientPolicy -Identity PhotosControl -DisplayPhoto PhotosFromADOnly

Then, run the cmdlet Update-CsAddressBook. This runs a synchronization from the Lync SQL database into your Lync clients. So you don’t have to wait all day for the new photos to display.

Justin Morris did a great breakdown of Lync photo controls here, if you want to read more.

Getting a Sync Error

“Cannot Synchronize Address Book.”

Uh oh.

Some of the Lync clients did display the new contact photos. However many didn’t, and gave this error instead.

Unfortunately, this error is very open-ended. I’ve run across at least six potential causes–not all of which are directly related to the Address Book!

The most common solution is for us to force the Lync client to refresh. Makes sense to try that first.

Sync Fix #1: Delete GalContacts.db and GalContacts.db.idx

In order to force a refresh, we must force the Lync client to re-download its profile information from the Front End pool. Including contact photos.

Here’s how you do that.

1. Shut down a user’s Lync client.
2. Navigate to that user’s Lync client folder on their computer. It’s found at “C:\Users\%UserName%\AppData\Local\Microsoft\Communicator”
3. Open the “sip_%username%@domain” folder. You’ll find a list of cache files.
4. Delete the Galcontacts.db and galcontacts.db.idx files. These are contact database files.
5. If Lync Server is configured properly, the files will automatically download again after you reopen Lync.
6. Reopen Lync 2010. Allow a few minutes for it to synchronize.

But wait. It still didn’t work. The client’s contact photos are not showing.

All other information is up-to-date. The Active Directory sync is working…just not for images?

Looks like we’ll have to dig a little deeper. And that means…multi-part post!

(Turns out we had to go through a lot of back-and-forth repair attempts on this one, before it all worked out. There’s a lot of parts to the Lync contact profile – and by the time we were done, we’d touched all of them.)

Next post I’ll detail 3 more fixes we tried. Two had no effect on synchronizing the address book…but one did.

Have you encountered an Address Book synchronization error? What solution worked for you?

The question of “what comes next” always looms over major software like Lync Server. Speculation’s already begun over what form Enterprise Voice & Conferencing will take in the next version.

Here’s a little speculation of my own. I think Lync Instant Messaging could grow into a replacement for texting.

I know that seems like a huge leap. But bear with me while I tease out some thoughts.

Consider the following:

• Texting is more popular than talking.
• Phones are primarily seen as data devices nowadays.
• Lync clients already exist for mobile devices.
• All Lync Mobile clients are capable of Instant Messaging.
• In terms of usability, IM is only 1 step away from texting. Both convey short written messages over whatever connection is available. The only major difference is that text messages can be sent via PSTN.
• Phones are geared more toward texting than voice now.
• Younger generations of businesspeople are already used to doing business over social media, email, IM–and yes, texting.

So, my speculation doesn’t look so implausible. Instant Messaging is very close to texting. Texting won’t do anything but grow in the future. Bridging the two, tweaking IM into a texting medium, is conceivable.

How would it work though?

The Method: Build an SMS Gateway into Lync Server

The simplest solution would be to build an SMS gateway into the next version of Lync Server.
(Maybe not EASY, but simple!)

An SMS gateway would allow Lync users to send texts the same way they do instant messages. The gateway pipes them out to the Internet (or the PSTN via Mediation Server).

We’re halfway there already.

A company called Geomant has developed SMS for Lync – an add-on which allows you to send & receive texts like they’re IMs.

It is not an SMS gateway; Geomant lists four gateway providers you can use with SMS for Lync. But it creates the functionality in Lync 2010. Seamless. Just like IM.

Which means if such a gateway were built into Lync Server, using it for texting IS achievable.

The Snag: Telecom via Satellites VS. Lync via Internet

SMS is not dependent on the PSTN to transmit text messages. Google Voice proves that.

But most text messages are sent through telecom carriers like AT&T and Verizon. Using, among other things, communications satellites.

Merging IM and texting in Lync Server would change the primary transmission medium to the Internet. (At least, that would make the most sense to me.)

This presents a snag in adoption. Telecoms won’t just give up the satellites. And increasing the amount of text messages sent via the Internet could strain existing channels (more than they are already!).

The saving grace might come in the “session” orientation of Instant Messaging. People in IM conversations tend to encapsulate those conversations into one period of time. One ‘session’ where they communicate what’s needed.

Text messages are less structured, more random. Combine the two, and you may introduce a little structure without damaging the “anytime” nature of texting.

What do you think? Would Microsoft be smart to integrate texting into a future Lync Server?

Last week I talked about Lync federation directories. Also mentioned the WCF (Who Can Federate) Tool at the end.

After the post, I received a tweet from Matt Landis, WCF’s creator. He made a very good point – Awareness of federation and its benefits is even more important than the directory.

(By the way, that directory is up t 8,300 orgs as of 5-9-12. Matt wants to get to 10K. If your organization has Lync Server installed and federation set up, go sign up!.)

I also received some emails wanting to hear more about federation.

Since I always like making Lync Insider readers happy, I’ll help out more!

First off, you don’t need to belong to a federation directory to take advantage of federation! All you need is the Who Can Federate (WCF) Tool. Find who you can federate with among your clients and partners, and add a few contacts from there.

I’ll even give you a couple reasons why, after this little walkthrough of the Who Can Federate Tool.

First: Install WCF. Then: Add Federated Contacts.

Grab the Who Can Federate Tool at the TechNet Gallery. Unzip and run setup.exe.

(Make sure you place the setup file where you want it to stay before running setup.exe! The WCF Tool will not run if you move the files afterward. You’ll receive an error that says, “You cannot start application Who Can Federate Tool from this location because it is already installed from a different location.”)

Once setup is done, you’ll be able to run the tool. It’ll start up like this:

I recommend un-checking the box next to “Auto submit new domains after scan” at the bottom. Just in case the other organizations you turn up don’t want to be listed in the Directory. It’s only polite.

There’s two options to choose from before clicking the Scan button. Along the top you’ll see “Outlook 2010 Contact Folder to Scan” and a drop-down menu. The drop-down menu has two choices: Contacts and Suggested Contacts.

Selecting “Contacts” will scan for federated partners among your Outlook saved contacts.
Selecting “Suggested Contacts” will scan for federated partners among the email addresses you’ve communicated with. (This can take a little while.)

All you have to do is choose an option and click the Scan button.

After a moment, you’ll see a list of contacts you can federate with. I’ve posted a second screenshot to show you what the results look like.

Some may already be in your Lync 2010 Contacts list. If they aren’t (and you want to add them) just double-click.

As you’ll see in the screenshot, there are also two clickable options in the bottom left of the tool.

“Add Your Organization” – Sends you to a Directory submission page. You enter your contact details, company name and Lync Server domain, and click “Subscribe to List” to be added to the Worldwide Microsoft Lync Federation Directory.

“See Directory Stats” – Sends you straight to the Lync Federation Directory page. So you can see the stats.

Why Make Use of Federation? A Few Reasons

Federation was included in Lync Server to provide a communications bridge between different organizations. It’s a service you can use in many different ways, depending on what your role is and who you’re talking to.

Customer Service. Provide a multiple-avenue communications channel for customers to resolve issues. If their problem can’t be resolved in an IM, escalating to a phone call takes less time than you took reading this sentence. (Credit to Tom Keating for the suggestion.)

Test a Lync Server Remotely. IT administrators can verify successful Lync Server installations by scanning with the WCF Tool. If their customers’ contacts show up as federated, Lync Server’s running fine!

Scheduling International Discussions. If you have a Lync-enabled vendor or partner overseas, and need a question answered, Federation + Presence tells you when someone is available to answer.

Do you use federation? What’s the most useful thing about it to you?

A Federation Directory is a global list of organizations who run Lync Server, and who have enabled federation. I’ve come across two – http://bit.ly/lyncfed and http://lyncdirectory.com/.
(If you know of a third, please put the URL in a comment.)

Should you join one of these directories? Or is it an unnecessary risk?

Federation’s Positives – Keep in Touch Easily, Save on Calls & Conferences

In a nutshell, federation lets your users communicate with another organization’s Lync Server. Said organization is considered a “federated partner” within Lync.

Any enabled organization can federate with another, if they so choose. Federate with partners, clients, suppliers, branch locations, etc.

Federation conveys a lot of benefits to both sides. It’s really easy to keep in touch via IM, with Presence to tell you who’s available. Turning a conversation into a conference happens with a click.

And best of all, this is all done on one Lync Server’s connection to another Lync Server. No phone lines used. No extra costs.

Distraction: The Drawback of a Federation Directory

Imagine you had a big phone book on your desk. Inside is a list of organizations you’re able to call. You can talk to them about anything – including your business.

They’re not expecting your call. But you have their number, so it must be okay to call, right?

That’s the big drawback of a Lync Federation Directory. It acts like a Lync-specific phone book…and it’s publicly accessible.

People you don’t know can find your organization and try to federate. If they’re successful, they can bother your employees. Spam via Lync IM, bleh!

This is the risk I see in adding your name to these lists.

I DON’T think distractions like this happen often. Maybe not at all. But with any technology, the more it’s adopted, the more potential for abuse exists.

Now, that doesn’t mean directories are a bad idea! Far from it. Federation IS a useful part of Lync. And the number of organizations using Lync Server won’t stop growing any time soon. If you want to benefit from Lync Federation, choose a directory and sign up!
Microsoft Lync Federation Directory
Lync Federation Directory Project – Windows PBX & UC Blog

P.S. – Try the Who Can Federate Tool to See…Who You Can Federate With!

One way to see if signup on a Federation Directory is worthwhile, is to see how many of your contacts use Lync Server. Matt Landis at the Windows PBX & UC Blog has created a tool to do this for you.

Who Can Federate Tool – TechNet Gallery

This tool tells you how many of your Outlook contacts have federation enabled. You can then add those contacts to your Lync contact list.

If the number is high, then maybe signup on a Federation Directory WOULD benefit you!

Wow! I didn’t even finish the Deploying Lync Server Jump Start Course from Microsoft, before people started asking questions. Does it talk about this, would it work for my employees, and so on.

Since I promised a “takeaway” post of some sort last week, I’ll use this post to answer the questions you sent in.

Who would you recommend these Lync Server Jump Starts for?

Anyone new to Lync’s administration side of things. But not IT administration in general – they do require basic knowledge of server operations and networking.

Are video recordings available?

Not yet. But this is their most likely destination when they are posted: Technet Edge Videos
(The Jump Start team might be waiting until after this week’s course is over. I’ll update this section when recordings are posted.)
UPDATE: Video recordings are now available at: http://aka.ms/DeployLync
(Requires Windows Live account)

Are the slide decks available for download?

Download links to the slides are (right now) only accessible if you’ve signed up for one of the Jump Start courses. I’ve requested a public download link from Microsoft. I do have the slides, but unless they say it’s all right to post them, I’d rather not do so beforehand.
UPDATE: I’ve received permission from Microsoft to post this link: Lync 2010 Jump Start: Session Downloads. Click on the title of each session to find the download links for the slides (the video recordings are also available for download here, too).

Is this course enough to prepare you for the 70-664 (Lync Server 2010, Configuring) exam?

Not quite. It’s billed as giving most of the required material, but not all. If you’re just starting the certification process, use this course to familiarize yourself with the many parts of Lync Server. Then, build on it with additional study materials like:

• Help Preparing for Lync Server Certifications: Resources and Direction
• Follow-Ups: More Resources for Lync Certs and Branch Appliances
• 31 Lync Training Videos from MacroConnect
• Mastering Lync Server 2010 by Nathan Winters – Amazon Link

What was the most important part of the course?

I’d have to say it was Day 2, the Enterprise Voice discussions. (Voice Day, yaaay!)

Enterprise Voice is arguably the most complex part of Lync Server. Devoting a whole day to its many components and interactions was a great idea. And they sure picked it apart – going from PSTN connectivity to Mediation Servers. Voice policies to Call Park. Exchange Unified Messaging integration to Response Groups.

The instructors gave several demos to show, real-time, how Enterprise Voice processes are put in place.

Including how to integrate Lync Server with Exchange Server 2010 SP1. I’ve copied the 3 slides they gave as a reference for that, in Module 6b.

Step 1: Integration Tools
These two tools – one in Exchange Server, one in Lync Server – make integration possible.

Step 2: Integration on Exchange’s Side
Create a UM SIP Dial Plan in Exchange Server 2010 SP1.

Step 3: Integration on Lync’s Side, and Use the Tools
Configure Lync’s dial plans to match the Exchange plan. Then, run Exchange’s exchucutil.ps1. Afterward, run Lync’s ocsumutil.exe.

That’s an oversimplified explanation. But you see how the Jump Start listed out steps in their presentation. When paired with their discussion, you can easily see how the process works.

Don’t forget – the second Jump Start, Planning and Designing a Microsoft Lync Server 2010 Solution is going on right now (started yesterday).

Sign up at the link (free) and you’ll be able to follow along today and tomorrow. You can download the slides from yesterday, today and tomorrow as well.

Did you attend the Jump Start? What for? And did you get what you wanted out of it?

It’s not just businesses

Lots of people are talking Lync these days. (Seems like I’m fielding questions via email and Twitter every other day!)

Some news articles about Lync adoption this week got me thinking about this. About all the places these conversations come from.

You might assume businesses would make up the vast majority of Lync Server inquiries. (I did at one point.) But, you’d be wrong.

Yes, businesses are adopting Lync Server every day now. But other organizations are as well – and the variety of reasons they have for choosing Lync Server are all over the place.

So today’s post is about the non-business organizations who use Lync Server. What types of organization they are, and what benefits they draw from adopting Lync.

Not sure if your organization should try Lync out? Uncertain of how its tools would help you? Maybe these examples will give you some ideas.

(I won’t name names, unless I’ve already been given permission, or media citations exist. PlanetMagpie protects the privacy of our clients and our prospects.)

Organization Type 1: Schools & Universities

The University of the West England in the UK has deployed Lync Server 2010. Primary reasons? Use of voice telephony, and meeting collaboration. Perfect for large university campuses.

Even high schools are getting in on the action. Remember our recent guest post on Custom Presence Status? Mr. Christie, its author, works for the High School of Dundee in Scotland. They’re deploying Lync to make communication between teachers and offices much easier. (IM doesn’t disrupt students too much during class.)

Organization Type 2: Religious Organizations

There’s a lot of structure to religious organizations. It makes sense that they’d need a solid way to keep in touch with constituents, and fellow organizations.

We’re working with a Catholic office which is looking at Lync for giving presentations and VoIP. It’s a lower cost than using a PBX, and having on-the-fly presentation ability in-house saves them time when hosting guests and running classes.

Organization Type 3: Non-Profits

Non-profits exist in many shapes and sizes. The number we’ve spoken to have Lync needs just as varied. A charity is implementing Lync to bridge a communication gap between its main office and three branch offices. A hospital on the East Coast asked us about which Lync phones are best in high-traffic environments. We even had a non-profit which ran all Macs and iPads asking us about Lync Server!

Organization Type 4: Governments

Last month, the Argyll and Bute Council in Scotland adopted Lync Server for use across 60 separate locations. According to this TMCNet article on the adoption, the Council wants to use Presence and video conferencing for flexible remote work.

More locally, a county Transportation Authority here in California told us that they’d switched to Lync. They wanted training help on all Lync aspects. That was part of reason I blogged about the Lync Training Package (Part 1) (Part 2).

Organization Type 4: International Firms

Almost half of the emails to this blog come from overseas. Hong Kong, Europe, South Africa, you name it. The organizations vary from businesses to non-profits to charities.

VoIP is the big request with these firms. Especially when it comes to Skype. The recent purchase & integration announcements have either encouraged Skype-using international firms to consider Lync…or they’re a bit nervous and want some reassurance they’ll still have Skype’s functionality post-integration!

I find the international attention really encouraging, since it means so many more organizations worldwide are exploring Lync Server.

Many Organizations, Many Uses for Lync Server

When potential clients come talk to us about Lync Server 2010, they’re usually zeroed in on one aspect of it. We want the VoIP, they’ll say. Or, we heard Lync does web conferences.

It’s fun to watch their eyebrows rise when we tell them everything ELSE Lync does.

If you don’t have Lync Server yet, did this post give you ideas on what benefits Lync can bring? Which service are you most looking forward to?

Before you can use the Lync 2010 client for the iPad/iPad 2/New iPad, you’ll need to configure Lync Server’s backend to allow it.

Let me back up a second. The other day, I won an iPad 2 from a raffle! OpSource ran the raffle at Cloud Connect 2012. (Great way to start your week, huh?)

After familiarizing myself and loading up a few apps, I grabbed the Lync for iPad client app too. (We’ve visited mobile clients before, in case you missed it.)

Lync for iPad does most everything the Lync 2010 desktop client does. There’s a few limitations – you can’t modify your contacts lists for one. Or view video in online meetings. Or share your desktop. But IM, Presence, Voice? All available.

Okay, so time to try this out.

Dead simple sign-in here. Just enter your Lync login and password, and click Sign In. Lync Server is up & functioning normally. You’ve already pushed out desktop clients…should log in without a hitch, right?

And then my login failed.

(In case you can’t read the error line well, it says, “Can’t connect to the server. It might be unavailable. Also please check your network connection, sign-in address and server addresses.”)

Uh oh. Something’s not working.

Mobile Support Not Ready, Captain! Prepare the CU4 and Mobility Service Update!

As it turns out, the problem isn’t one ‘something.’ It’s two.

There are two prerequisites to using Lync for iPad. Both must be installed on Lync Server before I can connect.

1. Lync Server Cumulative Update 4 (CU4)
2. Lync Mobility Service and Autodiscover Service (properly configured)

Remember back in December, when I discussed CU4? That’s half of the solution for running Lync on iPads (and iPhones, Androids, etc.).

The other half is the Lync Server 2010 Mobility Service and Autodiscover Service. It’s a free add-on which essentially expands your Lync setup to include mobile devices.

Since my CU4 post, the “I’m a UC Blog” has posted a great step-by-step guide to installing the Lync Mobility Service and Autodiscover Service.

The setup process goes like this:

1. Create internal and external discovery records.
2. Install Cumulative Update 4 (CU4) if it isn’t already.
3. Adjust Windows Server 2008 and ASP.NET, if necessary.
4. Install the Mobility Service components.
5. Update internal SAN certificate.
6. Configure Forefront TMG with a new Web Publishing Rule for Lync Mobility.

(They even included Forefront TMG configuration steps!)

Before You IM on iPad, Download CU4 and the Mobility Service Components

If you want to use Lync Server on mobile devices – including the iPad – then you must setup Cumulative Update 4 and the Mobility Service (and Autodiscover Service) first.

I’ve mentioned CU4 already, and last month CU5 was released. You should have both installed. If not, head to my previous posts right now!

For those who just need the download links, here they are:
Lync Server Cumulative Update 4 Downloads – Microsoft Downloads

Lync Server 2010 Mobility Service and Autodiscover Service Components – Microsoft Downloads

Now, time for me to pester the server team about finishing these updates!
When we’re done, I’ll take you on a screenshot tour of Lync for iPad.

Do you have Lync clients running on an iPad? What’s your experience like so far?

Guest Post from J. Christie

Fellow geeks and ladies, we have a guest post for you today! This comes from J. Christie in Scotland. He’s talking with us on creating custom Lync Presence states. Enjoy!

I’m the Director of ICT at an independent school in Scotland. After trialling (playing with) OCS 2007, I paid serious attention when Lync was announced. Like many businesses our PBX was aging. It was underused (in terms of features – voicemail, conference calling, call forwarding, etc.) due to its complexity. And it was a right royal pain wiring new extensions in old buildings!

So – Lync’s been installed. All staff have the Lync 2010 client. Reception staff have the Attendant for fielding calls. Department heads and non-teaching staff have USB handsets (Polycom cx200, Jabra dial 520 for ‘roaming’ staff). Mobile clients are now supported.

But there’s still a few niggles.

Custom Presence States: When You Must Be Able to Interrupt

For example, Calendar integration – wouldn’t it be nice if Lync not only read the calendar’s Free/Busy info, but could also set your status depending on the category assigned? And use a custom status to indicate, for instance, teaching?

There’s also the issue of DND (Do Not Disturb). DND is easily abused. Yes the user can add in contacts who can interrupt, but wouldn’t it be nice if Lync handled this a bit better. If Reception staff has to locate a pupil, they might need to interrupt a teacher to do that. But if the teacher’s status is DND, they can’t interrupt.

We badly needed that level of detail. With all the different roles education professionals play each day, I needed a way to identify what exactly everyone was doing at that moment AND still reach them in emergencies.

(We also want the ability to break through DND if necessary. But that’s another blog post!)

So I decided to implement custom presence states. Here’s how I did it.

Step 1: Create Custom Presence Code in XML

There’s a good article on TechNet which describes the steps necessary. Link: Configuring Custom Presence States – TechNet

I’ve used the code below to set 4 additional custom status presence states.

1. Teaching
2. Department Meeting
3. Interviewing
4. Working from Home

The code reads as follows:

<?xml version=”1.0″?>

<customStates xmlns=”http://schemas.microsoft.com/09/2009/communicator/customStates“>

  <customState ID=”1″ availability=”busy”>

    <activity LCID=”1033″>Teaching</activity>

  </customState>

  <customState ID=”2″ availability=”busy”>

    <activity LCID=”1033″>Department Meeting</activity>

  </customState>

  <customState ID=”3″ availability=”do-not-disturb”>

    <activity LCID=”1033″>Interviewing</activity>

  </customState>

  <customState ID=”4″ availability=”online”>

    <activity LCID=”1033″>Working from Home</activity>

  </customState>

  </customStates>

As you see, I set “Interviewing” to Do Not Disturb level. But the others are set to either Busy or Online, so interruptions are permitted.

Name the file something easily recognizable and valid – like mine, CustomPresence.xml.

Step 2: Make the Code Available to Lync Clients using Powershell

There’s a couple ways to implement this code on clients. I could push it out via Group Policy/SCCM to copy a file locally, and set a registry entry. But that wouldn’t cover all clients.

Instead, using the client policy on the Lync server, I uploaded the custom states file to a server that’s available internally and externally. And referenced from there.

Open Lync Management Shell (Powershell) and make the new custom states available to everyone with this command (switch the URL with your own file’s location):

Set-CsClientPolicy –Identity Global –CustomStateURL “https://webserver.school.org.uk/CustomPresence.xml”

Step 3: Logout, Log Back In & Verify

Log out and back in to Lync and the new Presence states will appear (eventually). Don’t expect instant results, as the policy can take a while to kick in. Default is 3 hours according to TechNet.

At the school, the Lync windows clients are working. Mobile devices don’t yet show custom states (but we’re working on that). Here’s a screenshot of my own Lync client to show them:

Ta da! Custom Presence states, available on-click. Now we just have to encourage the teachers to use them.

Thanks for the post J! Great information.

Have you implemented custom Presence states in your organization? What was the motivation?

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?