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Skype for Business TRAINING DOCUMENTATION

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Table of Contents What is Skype for Business? ................................................................................................................................... 2 Let’s Take a Look at Skype ...................................................................................................................................... 3 Skype Settings/Options ........................................................................................................................................... 4 Personal Settings ..................................................................................................................................................... 4 Other Skype Settings/Options ................................................................................................................................ 5 Settings- Drop Down Menu .................................................................................................................................... 6 Other Items ............................................................................................................................................................. 7 Adding Internal Contacts ........................................................................................................................................ 8 Internal Contacts ..................................................................................................................................................... 9 Adding External Contacts ...................................................................................................................................... 10 External Contacts .................................................................................................................................................. 11 Create a Group of Contacts .................................................................................................................................. 12 Changing your Status, Location, and Personal Note ............................................................................................ 13 Status- Out of Office ............................................................................................................................................. 14 Send an Instant Message and Much More! .......................................................................................................... 15 Video Calls ............................................................................................................................................................. 16 Sharing Your Desktop ............................................................................................................................................ 17 Sharing Your Desktop- More Options ................................................................................................................... 19 Whiteboard ........................................................................................................................................................... 20 Annotation and Formatting Tools for Whiteboard ............................................................................................... 21 Saving your Whiteboard ....................................................................................................................................... 22 Sharing Your Desktop- Poll ................................................................................................................................... 23 Sharing your Desktop- Q & A ................................................................................................................................ 25 Give Control of your screen .................................................................................................................................. 26 Recording Meetings .............................................................................................................................................. 27 Creating a Skype Meeting Invite from Outlook .................................................................................................... 30 Joining a Skype Meeting ....................................................................................................................................... 33

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What is Skype for Business? Skype for Business is the business version of Skype. You can make regular calls, video calls, share your screen with participants and you can record your meetings. Skype for Business should already be installed on all computers at InterAction; if for some reason you do not have it, please see your in-house support technician. There should be an icon at the bottom of your screen pinned to the taskbar or in your start menu.

Taskbar

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Let’s Take a Look at Skype

Your Personal Note, Picture, Name, Status

And Location

Your Internal and External contacts, their status and location

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Skype Settings/Options Click on the settings/gear icon to get into the settings of your Skype for Business Program. This is where you can tailor information for the program.

Personal Settings Make sure the box is checked to “Automatically start the app when I log on to Windows” and “Sync contact info between Skype for Business and Exchange”. As far as the other settings, you can pick and choose what other settings you’d like to check based on your preferences.

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Other Skype Settings/Options

• General: has a few options to check or uncheck per your choosing. • Contact List: gives you the options to choose what is shown and how your contacts are organized. • Under Status you can choose to have the program show you as inactive if you step away from your

computer for a certain amount of time, which you can set. • Under Picture, you can change your profile picture or choose to hide your picture. • Alerts: gives you the control to tell Skype how to notify you of various activities. You can also choose

who can contact you on Skype. • IM: has a setting that can check your spelling as you type. It can also let you choose your font and

whether you want to use emoticons in your messages. • Ringtones and Sounds: allows you to customize the sounds Skype makes when receiving a call, etc. • Audio Device: lets you know what device is being used to pick up your voice when using Skype. • Video Device: allows you to see a preview of your video. Whether your monitor has a built-in camera,

or you use a USB camera. You can adjust the picture to your liking here. • File Saving: is the default location where Skype saves files. • Recording: is the default location where Skype saves any recordings. • Skype Meetings: has settings you can pick and choose to your liking.

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Settings- Drop Down Menu Instead of clicking on the settings/gear icon, if you click the down arrow next to it, another menu will appear.

• File: Sign-Out, Change Sign-In Address, My Status, View Received Files, View Conversation history, Close, Exit

• Meet Now: Starts a meeting • Tools: Always on Top, Recording Manager, Audio Device Setting, Video Device Settings, Dial-In

Conferencing Settings, Options (Same menu as if you were to click the gear icon) • Help: Skype for Business Help, Privacy Statement, About Skype for Business • Show Menu Bar: If checked, puts File, Meet Now, Tools and Help above your profile picture on the

main page

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Other Items There are three main icons under your photo on Skype for Business. They are, “Contacts”, “Conversations” and “Meetings”.

• Contacts shows you all your internal and external contacts and groups, you can also click to see their status, relationships and newly added contacts.

• Conversations shows you ALL your activity, your MISSED calls and your CALLS. • Meetings shows you scheduled meetings, and from here you can also start a meeting (Meet Now).

Contacts Conversations Meetings

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Adding Internal Contacts Skype for Business allows users to add Internal Contacts as well as External contacts. Internal contacts are very easy to add. Click the “Add Contacts” icon and select “Add a contact in my organization”

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Internal Contacts Start typing the person’s name and they should appear below. Right-Click on them to add them to your contacts list, a group, etc. This contact has now been added.

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Adding External Contacts Skype for Business allows users to add External contacts as well. External contacts can be added in a similar fashion as an internal contact. Click the “Add Contacts” icon and select “Add a contact Not in my organization”

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External Contacts Although Skype for Business allows users to add External users, in the Office 365 Admin Center this setting must be turned on within your organization (which it is) and the external organization. Skype for Business will still allow you to find someone and add them to your contacts, but if this feature is not turned on their side, it will say by their name “presence unknown”. You may want to reach out to them, so they can talk with their Office 365 administrator to get this feature enabled.

If someone externally does have this feature enabled, they will look like everyone else in your lists/groups.

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Create a Group of Contacts To create a Group, right-click on any of the existing groups or click the add a new contact icon and select Create a New Group. Type in the name of the group. Set up a group for each team or department you work with, so you can quickly see who’s available and who you can communicate with.

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Changing your Status, Location, and Personal Note Your “Status” information is a quick way for other people to see your availability status. “Status” is automatically set based on your Outlook calendar, but you can change it manually if you want to. As an example, if you have a meeting currently scheduled in Outlook, your status appears as “In a meeting” in Skype for Business. When you’re in a Skype for Business audio or video call, your presence indicator appears red, as Busy, and your status is updated to “In a call.” You can also manually set your presence status to include details you want others to see. Your “Status” can also include a personal note that appears in your Contacts list and on your contact card. This gives people more information about what you’re up to. To change your location, click and a text box will appear, you can then type in your location. For the “Personal Note” above your picture, you do not have to put anything there, but if you have a favorite quote or want to change it daily, you can. Do the same thing you did to change your location.

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Status- Out of Office If your Skype for Business account is synchronized to your Outlook calendar, an out-of-office message displays as your personal note in Skype for Business whenever you turn on the out-of-office notification in Outlook. So, for example, when you’re going to be on vacation, you might set up your out-of-office notification in Outlook indicating that you’re on vacation (and sharing any relevant information, such as whether you’ll be checking email and who your backup is). This notification is published in your contact card and other contact listings that are displayed to your contacts in Skype for Business.

How your contact’s out of office shows in your contact list.

Your view of your out of office.

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Send an Instant Message and Much More! To send an IM, you can double-click on one person’s name or you can right-click on the group name to send a group IM. You also have other options when you right-click one contact or a group, such as scheduling a meeting, starting a video call, etc. Also, if you hover over a contact’s photo, icons appear where you can IM, video call, etc.

Right-Click Group Name

Hover over contact’s photo

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Video Calls To start a video call for one individual or for an entire group, select one of the following options:

• Hover over contact photo and click the video icon • Right- Click on a contact and click Start a Video Call • Right-click a Group and click Start a Video Call

Once the person has answered your video call, your video image and their video image (if they choose to share their image), will appear on the screen. If you are on the receiving end of a call just click the green phone icon to accept the call. You can talk, choose to IM (by clicking the chat icon), you can mute yourself (by clicking the microphone icon). You can also share your screen by clicking the icon to the right of the microphone icon. To end the call, click the red phone icon.

IM/Chat, Video on/off, Microphone, Share Screen, Hang Up call

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Sharing Your Desktop To share your screen with someone, click the “Share Content” icon. The following options are available under this icon. You can “Share your Desktop”, a window, a Power Point Presentation, Share Notes (from One Note) and you can send a file through “Add Attachment”. You can do this during a video or IM chat.

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When you click “Share your Desktop”, if you have dual monitors, Skype for Business will ask you which monitor you would like to share; you also have the option to share both. Then it will ask you to click “OK” to share the screen you have selected. Once you are sharing a screen, it will be highlighted around the edges in yellow.

You can click “X Stop Sharing” at any time.

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Sharing Your Desktop- More Options When you go to share your desktop, Skype will also allow you to do three other items found under “More”. They are; Whiteboard, Poll and Q&A. Once you are sharing your desktop, go back to the Share Content icon and click on “More”.

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Whiteboard The whiteboard is a blank page that you can use to work together with other meeting participants by being able to type notes, draw, or import images. When your meeting is over, you can save the whiteboard with the data from the participants’ collaboration. Click More and Select “Whiteboard”

A blank whiteboard opens on the meeting stage on everyone’s screen. The annotation/formatting tool set opens automatically on the right side of the whiteboard.

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Annotation and Formatting Tools for Whiteboard Use the tools along the side of the whiteboard to draw on the page or to brainstorm with the participants. Many people can work on the whiteboard at the same time, but each tool can be used only by one person at a time.

• Laser Pointer A virtual laser pointer. Click and drag the pointer across the page. A blue circle appears in the meeting indicating your name. • Select and Type Selects an area to type. You can change font, size, and color by clicking the arrow next to the Select and Type to open the menu. • Pen Draws freehand. Click and start writing or drawing in black, or click the down arrow next to the button, and then select another color. • Highlighter Highlights a specific area of the current slide. • Eraser Removes specific annotation you choose. • Stamp Inserts a stamp on the page: Arrow, Check, or X. Choose an option from the menu, then click on the whiteboard to stamp. • Shape Draws shapes such as lines, arrows and squares. Click the down arrow next to the button to select another shape or color. • Insert Picture Inserts an image on the slide from your computer. • Delete Selected Annotations Removes the annotations that you’ve selected. • More Options Provides options to select the annotation, undo, redo, copy, cut, paste, paste as image, Save As, and Send to OneNote.

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Saving your Whiteboard Click Share Content and the click Manage Content. Click the Permissions menu, and then choose who can download the whiteboard to their computer:

• Organizer Only the person who scheduled the meeting can download. • Presenters Any of the presenters in the meeting can download. • Everyone Anyone in the meeting can download.

Click the “Ellipsis” button, and then choose an option: Save As, send to OneNote, or Rename

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Sharing Your Desktop- Poll Also, under the “MORE” option is the option to take have the participants take a “poll”. Click More and Select “Poll”

In the Create a Poll window, type your question and the answer choices, and then click Create.

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The poll page opens in the meeting and results are shown to everyone as the participants select an option. Click “Poll Actions” to manage the poll, such as open, close, edit, show, or hide results. When you’re done, click Stop Presenting at the top of the meeting room. To delete a poll page, click the Present button, click Manage Content, and then click Remove. Just like the Whiteboard, you can choose who can download the results of the poll.

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Sharing your Desktop- Q & A The Q&A (question-and-answer) feature in Skype for Business provides a structured environment for answering questions during a meeting. This feature is especially helpful in large meetings where a presenter can answer questions, while someone else is presenting meeting content. Keep in mind that attendees can ask questions, but only presenters can answer. Also, under the “MORE” option is the option for a Q & A session. Click More and Select “Q & Al” When a question is submitted, any of the presenters can click Answer and type a reply. Then press Enter on the keyboard to post the answer. If you want a record of the Q&A session, click Save As, type a name and save the file on your computer. Q&A is saved in Notepad and contains the questions, answers, time stamps and the names of attendees and presenters who participated.

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Give Control of your screen You can give control to another person on the skype video call by clicking “Give Control”. This will allow another person on your video call to flip through slides, contribute information, and make changes to a whiteboard or OneNote, PowerPoint or other kind of file, or demonstrate a program with just a couple of clicks. You can take back control at any time. If you are sharing your screen and you have dual monitors, and are sharing the other monitor, the “Give Control” button will be on that other monitor. Click Give Control and the list of attendees will be listed. Select the person you would like to give control to. Skype for Business will pop up with a message that you are about to share control, click “OK” to continue. The other person must accept the request to take control.

To take control back, go back up to the “Give Control” drop down and select “Take Back Control”

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Recording Meetings In Skype for Business you can record a video/call meeting at any time. Even attendees can record. Before you start recording meetings, you need to tell Skype for business WHERE you want the recordings saved. Click the settings/gear icon (highlighted).

Your Options screen will appear. On the left-hand menu options, click on RECORDING. Over on the right is the default location for saving recordings. You can click BROWSE and navigate to where you would like your recordings stored. Once you have done this, click OK and OK again to save your settings. When you record a Skype for Business meeting, you capture audio, video, screen sharing, etc. Any of the presenters can record a meeting and save it on their computers as well.

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Once your meeting has started, you can start recording your meeting. To record your Skype for Business meeting; Click the MORE OPTIONS button (Ellipsis) and choose START RECORDING.

If the recording option is dimmed, your audio might not be connected. Click the mic icon to connect audio, then try again.

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Use the controls at the bottom of the meeting to pause, resume, or stop the recording. You will get a yellow bar that will pop-up when your recording has started. Also, you can hover over the recording icon (red dot) to see who is recording the session. When you’re done, click Stop Recording (under More Options (Ellipsis). Skype for Business automatically saves the recording in MP4 format that plays in Windows Media Player. You can then exit the meeting.

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Creating a Skype Meeting Invite from Outlook If a user is at their desk or logged into a conference computer with their personal credentials, they can also use Skype for Business from their Microsoft Outlook. In Outlook, click the Calendar icon (1.). The “New Skype Meeting” (2.) icon is up top towards the left. Click the “New Skype Meeting” icon to schedule a skype meeting. If you have scheduled regular meeting requests in Outlook before, it is very similar.

2.

1.

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In the “TO” field (1.) you can click it to access your company address book, you can type in an email address in the corresponding space or you can click on your Address Book (2.) to select who you would like to invite. Type in your (3.) Subject, Date and Time and any other pertinent information. When you are ready, click the Send (4.) button. Make sure to click on the Meeting Options icon in the ribbon, there are important settings in here that should be managed before sending out your invite.

Please carefully look at all the options under Meeting Options. And then click OK, you can also tell Outlook to Remember Settings.

1. Type name or email address

2.

3.

4.

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Once you have sent the Skype meeting Request, it will appear in your Outlook calendar.

Just like your other calendar events, you can choose to have Outlook remind you of your events. You would do it the same way you would anything that you put in your Outlook calendar. Double click the meeting information in your calendar and the following screen will pop up. Simply select when you would like Outlook to remind you of this meeting.

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Joining a Skype Meeting When it is time to join the Skype Meeting in your calendar (or any other Skype Meeting), click on the calendar icon and the following screen will appear. Click the “Join Skype Meeting” icon (1.) or the link (2.) within the body of the meeting invite. It also lists the Join by Phone information (3.).

1.

2.

3.

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Once you have clicked Join Skype Meeting, the following screen will appear. If you have video capabilities where you are joining the meeting from, click OK (3.), or you can have Skype call you, by selecting the “Call me at” option (4.). Then click the OK button.

3. 4.