I am often invited into Lync meetings that I want to passively watch and/or listen to on a second screen while I continue doing other work on my main monitor. Unfortunately, whenever I switch the active application away from the Lync client during these meetings, Lync plays the IM notification chime every time someone else in the meeting sends out an IM to the meeting attendees. On some of these meetings, which have dozens of attendees, there is a lot of IM chatter and these chimes can be very annoying. A portion of the meeting I was passively tuned into last night went something like this:
> “DING! All hotels DING! offer DING! free wi-fi DING! access DING! DING! except DING!…”
I was feeling a little like Captain Hook with a whole lot of clocks ticking nearby. Clearly, something had to be done.
The first step was to verify that I had the correct option set in my Lync options. In the Lync 2013 client, if you open the Options dialog (either by selecting Tools | Options from the menu or by simply clicking on your Lync photo) you will see a section labeled “Ringtones and Sounds”. This section contains the following options:
There are two applicable settings in the options screen shot above:
- “Play sounds in Lync (including ringtones for incoming calls and IM alerts)”. This is a master kill switch for all sounds in Lync aside from the audio streams. That would do the trick, however it is overkill, and I want to be able to hear incoming calls or new IM request alerts when I am just passively listening in.
- “Mute incoming IM alert sounds when viewing an IM conversation”. IM alert sounds are the sounds that I want to disable, so that sounds promising. When enabled however (by default) I still hear the IM alert sounds when the IM conversation window is open. That happens because “viewing an IM conversation” (the last portion of that option label) means this is only applicable when actively viewing a conversation, with the Lync meeting window having focus. If you switch the focus away from the Lync meeting window, you’ll start hearing IM alert sounds whenever anyone sends a message to the IM chat. As I hinted at with my earlier example of a meeting last night with ~100 attendees there can be a lot of chatter (DING! …. DING! … DING!) in the IM window, and the repeated IM alert sounds are very distracting (read: incapacitating) when trying to concentrate on getting something else done while simply keeping an ear open to the meeting discussion.
Neither of these options resolved my problem so I searched for and found a better solution which is fairly simple.
While the Lync options dialog is open, open the Sound setting on your Windows client machine. This dialog should be shown:
Within that dialog, scroll down the Program Events list until you find the events for Lync. You’ll know you’re in the right spot when you see the Lync section header (the selected item in the screenshot shown above). Continue scrolling down in that section until you find the entry called “New Message” and select it. This entry is set to the “LYNC_newim.wav” sound by default (the DING!). Use the Sounds combo box on that dialog to change the sound from the default value to “(None)” (which can be found at the top of the list of values in the combo box). Then click on the OK button to close the sound settings, and then on the other OK button to close the Lync options dialog.
Once you have made these changes, you should be able to passively listen-in on Lync meetings that don’t need your full attention without being distracted/annoyed by the incessant beep if the IM chatter gets noisy. Boy do I ever wish I had discovered this option a long, long time ago.
Important: I should point out that making this change means that you won’t hear an IM alert if you have a chat window open in the background and someone adds a message to that chat. The chat window icon in your taskbar will still be highlighted with a flashing Lync icon when a new IM message is received, but I know that some people want the sound notification as well. You’ll have to decide if that trade-off is worth it. Personally, I can definitely live with it!