Unless you have set notifications so alerts will not display when you are in Do not Disturb mode, Lync will by default always send you both a visual alert (in the lower right corner of your display) and a sound alert whenever someone tries to reach you via IM. Just the same, you may occasionally fail to notice an IM request. This is especially likely when you are using multiple screens or when your alert volume is too low or off.
To help ensure that your IM alerts are noticeable, try the following:
- Set your display so Lync is always in the foreground when it starts. To do this, click the drop-down next to the Options button, click Personal, and then click Show Lync in the Foreground...
- If you use multiple screens, make a practice of moving your Lync Main window onto the display monitor you are working on.
- Confirm that the volume is turned up on your computer speakers and other audio device(s).
- Confirm that Lync is set to send audible alerts. To do this, click the Options button, click Ringtones and Sounds, select Play sounds in Lync (including ringtones for incoming calls and IM alerts), and confirm that the other check boxes in the panel are not selected.
- Consider choosing a more distinctive or more prominent alert sound than the default to notify you of an incoming message. To do this:
- Click the Options button, click Ringtones and Sounds, click the Sounds Settings button, and then click the Sounds tab.
- Drag the slider on the Program Events display panel down to the Microsoft Lync 2013 listings.
- Click Incoming Instant Message. The Sounds display at bottom of the window should read COMMUNICATOR_iminvite.
- Now click the drop-down arrow next to it and sample some of the other sounds on the list.
- Once you find a sound you want to use for incoming IM alerts, click Apply. (The Program Events display panel should now read Incoming Instant Message and the Sounds panel should display the name of whatever .wav file you’ve selected.)
- Click OK. (You can also record your own .wav file for this purpose, and then browse to that file to select it as your IM alert.)
To change the font, style, size or color for a specific IM you are writing:
- Type your message, highlight the text you want to change, click the Font button in the IM composing area, and then make your selections in the Font window.
To change the default font details for all the IMs you send:
- From the Lync main window, click Tools, then Options. Click IM, click Change Font, and then select a default font, font style, font size, and font color. Make sure to check the box "Apple settings to incoming messages". Then click OK. These selections will apply only to IM messages you send, not to those you receive.
In the Lync main window, in your Contacts list, right-click a contact, and then click Tag for Status Change Alerts.
You can instruct Lync not to play your audible IM and/or phone alerts whenever your presence says Do not Disturb, and you can further instruct Lync to notify you only if the person trying to contact you is a member of your workgroup with that privacy relationship.
To view and adjust these settings:
- Click the Options button in the Lync main window, and then click Alerts.
To turn the audible alerts off altogether:
- Click the Options button in the Lync main window, click Ringtones and Sounds, and then clear the Play sounds in Lync (including ringtones for incoming alerts and IM alerts) check box.
No, an instant message can’t be recalled once you hit the Enter key to send it.