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Pilot Rollout Email Templates

This document provides a series of email templates that you can use for rolling out a pilot of Microsoft Lync 2010 in your organization. The templates come from the Microsoft IT department’s Lync 2010 rollout and have been modified for your use. In addition to the templates, we’ve also provided some lessons learned from the Microsoft internal pilot of Lync and a few critical forms that will help you qualify users for the pilot and collect feedback about specific scenarios.

Lessons Learned from the Microsoft Rollout of Lync 2010

• User satisfaction seems to be highest when the pilot program is opt-in, so we recommend you don’t force users into your pilot program. Willing participants are more likely to provide feedback and more willing to accept early versions of the software.

• Carefully qualify pilot participants. Users who are working with earlier versions of the product to conduct important calls or meetings or who rely on the product to conduct mission-critical business are usually not the best candidates for the pilot. Also, delegates will require special attention, such as a personal visit from help desk or a trainer to help with setup, which might not be a priority during the pilot. We’ve provided a sample launch sign-up form to help qualify users at Sample Forms.

• Emails about the pilot are generally best received when sent by a person, preferably an executive sponsor, and not a group. Email from IT departments can sometimes be overlooked.

• Scenario Spotlight emails and a feedback form provide a good way to introduce users to high-value productivity features. These resources also provide a way to collect feedback and stay in contact with pilot participants.

Pilot Rollout Email Templates and Timetable

|No. |Timing |Subject |Audience |Purpose |

|1 |1 month before |E-mail 1 – Join the Lync 2010 |All users |Build awareness and sign up |

| |rollout |Pilot | |users for the pilot |

|2a |Several weeks |E-mail 2a – Thank You for Joining|Users accepted to the pilot|Notify user of acceptance to |

| |before rollout |the Lync 2010 Pilot | |pilot |

|2b |Several weeks |E-mail 2b –Lync 2010 Pilot |Users rejected from the |Notify user of rejection from |

| |before rollout |Request Declined |pilot |pilot |

|3 |1 week before |E-mail 3 – Your Migration to the |Users accepted to the pilot|Inform users about the |

| |rollout |Lync 2010 Pilot Is Coming Soon | |upcoming migration |

|4 |1 week before |E-mail 4 – We Need More |Users who will be delegates|Collect necessary information |

| |rollout |Information Before We Can Migrate| |for delegate accounts |

| | |Your Account to Lync 2010 | | |

|5 |Rollout day |E-mail 5 – Your Account Is |All users |Announce account migration and|

| | |Migrated; You Can Now Install | |provide installation |

| | |Lync 2010 | |instructions |

|6 |Weekly after |E-mail 6 – Scenario Spotlight for|All users |Provide a timely way to expose|

| |rollout |Lync 2010 (this is just one | |users to high-productivity |

| | |example) | |scenarios and to collect |

| | | | |targeted feedback |

E-mail 1 – Join the Lync 2010 Pilot

Subject: Join the Microsoft Lync 2010 rollout, and get connected!

Join the Microsoft® Lync™ 2010 rollout program, and connect with your work and your team in completely new ways!

|[pic] | to be part of the Lync 2010 rollout. |

What does Lync 2010 give you?

A single client for meeting, conversing, and collaborating

• One client, many ways to connect – Use Lync 2010 to connect with others by using instant messaging or voice. And share your desktop or programs – all from a single client.

• Easy online meetings – Easily join online meetings, revise and compare content, and present information from wherever you happen to be.

A way to bring people to your work (instead of bringing your work to people)

• Connect from Microsoft® Office – Start conversations and collaboration directly from Office programs.

Your computer as a phone

• Familiar but powerful – A phone on your computer that works the way you’d expect and does much more. Lync provides access to voice mail, single-click calling, and calling by name rather than number.

Why not start now?

The pilot will begin , but it’s going to take planning. Please sign up now to be included in the deployment. Here’s what you’ll receive:

• Training – You will have access to the .

• Updates – We will keep you updated on our progress as we rollout the Lync pilot.

• Technical support – The Lync pilot is fully supported by .

For an overview of features, reference guides, videos, and training, visit:

|[pic] |Get connected! |

Thank you for your participation—we’ll see you on Lync!

E-mail 2a – Thank You for Joining the Lync 2010 Pilot

Subject: Welcome to the Microsoft Lync 2010 Pilot!

Thank you for joining the Microsoft® Lync™ 2010 pilot rollout.

Your account is scheduled to be moved to the servers running Microsoft® Lync™ Server 2010 on , although this date is subject to change and may be delayed.

What you need to do:

Our IT department will handle the migration of your account to the new servers. We’ll send you an email five days before your move. When your move is complete, you’ll get an email with instructions about how to install and use Lync 2010 software on your computer.

In the meantime:

Here are some ways you can learn about Lync and how it can help you connect with your colleagues:

• To keep up with our progress, visit .

• To learn more about Lync, visit .

Thank you for your participation—we’ll see you on Lync!

E-mail 2b –Lync 2010 Pilot Request Declined

Subject: Your request to join the Microsoft Lync 2010 pilot has been declined.

Thank you for your interest in the rollout of Microsoft® Lync™ 2010 pilot.

We appreciate your interest and willingness to participate in the rollout of Lync 2010. However, we are not able to accept your request to be included in the pilot because we have exceeded our capacity for new users at this time.

We are excited about the rollout and wish we could include everyone in the pilot. The good news is you won’t have to wait long—Lync is projected to roll out to all users on .

In the meantime:

Here are some ways you can learn about Lync and how it can help you connect with your colleagues:

• To keep up with our progress, visit .

• To learn more about Lync, visit .

Thank you for your participation—we’ll see you on Lync!

E-mail 3 – Your Migration to the Lync 2010 Pilot Is Coming Soon

Subject: Your migration to Microsoft Lync 2010 is coming soon.

Thank you for joining the pilot rollout of Microsoft® Lync™ 2010.

We have scheduled the migration of your account to the servers running Microsoft® Lync™ Server 2010 on .

What you need to do:

Our IT department will handle the migration of your account to the new servers. When your move is complete, you’ll get an email with instructions about how to install and use Lync software on your computer.

In the meantime:

Here are some ways you can learn about Lync and how it helps connect people and the work they do:

• To keep up with our progress, visit .

• To learn more about Lync, visit .

Thank you for your participation—we’ll see you on Lync!

E-mail 4 – We Need More Information Before We Can Migrate Your Account to Lync 2010

Subject: We need more information from you before we can migrate your account to Microsoft Lync 2010.

Thank you for joining the Microsoft® Lync™ 2010 pilot program! Before we can take the next step to migrate your user account, we need more information from you.

When you filled out the sign-up form, you indicated that you schedule conference calls or online meetings for your manager or that someone does this for you. In Lync 2010, scenarios that involve managing calls and calendars are called delegation features and require delegate permissions. To move you to Lync, we also need to move any accounts to which you have given or been given delegate permissions.

Action Required

1. Open the form.

2. Do one of the following:

If you want to use delegation features, in Question 7, select the Scheduling for another user check box, and, in Question 8, provide the aliases for any delegate accounts.

If you do not want to use delegation features initially or don’t have the required account information, in Question 7, clear the Scheduling for another user check box, and clear any entries in Question 8. You can add this information later.

If you have any questions about this issue, please contact . To learn more about Lync, do the following:

• To keep up with our progress, visit .

• To learn more about Lync, visit .

Thank you for your participation – great to see you on Lync!

 

E-mail 5 – Your Account Is Migrated; You Can Now Install Lync 2010

Subject: Welcome to Microsoft Lync 2010. Your account has been migrated.

Welcome to Microsoft® Lync™ 2010. Your account has been migrated successfully to the servers running Microsoft® Lync™ Server 2010.

You can now install and configure the new Lync 2010 software on your computer. Installation and configuration instructions are available at .

The Lync installation page includes some important information about how Lync handles meetings that were scheduled before your migration, so please read it carefully.

You might also want to do the following:

• To keep up with our progress, visit .

• To learn more about Lync, visit .

Thank you for your participation – great to see you on Lync!

E-mail 6 – Scenario Spotlight for Lync 2010 (this is just one example)

Subject: Scenario Spotlight: Make a Test Call with Microsoft Lync 2010.

Have you ever wondered what you sound like to others when you make a call with Microsoft® Lync™ 2010? Have you ever wished you could make a test call to make sure your audio device is working before you make an important call or start a conference? Wish no more. Now Lync offers a Check Call Quality feature that lets you make a test call and actually plays it back for you.

Why do it?

This allows you to make sure you sound good when you use Lync. It allows the Lync pilot team to ensure that all Lync pilot users have their audio set up correctly and that their audio levels are correctly adjusted.

What do I do?

Click the link for the Hot Scenario below, read the instructions, try the steps, and then provide feedback about the experience. Please try this before .

Hot Scenario

Be cool, and tell your colleagues to try this hot scenario.

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©2011 Microsoft Corporation. All rights reserved. This material is provided for your informational purposes only. Microsoft makes no warranties, express or implied.

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