Skype meetings with third-party participants SKYPE FOR BUSINESS QUICK START GUIDE WINDOWS USERS 1

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1 Skype meetings with third-party participants SKYPE FOR BUSINESS QUICK START GUIDE WINDOWS USERS 1

2 Skype meetings with third-party participants Skype for Business allows you to invite internal and third-party participants into your Skype meetings. If third-party participants do not use Skype for Business they will still be able to join the meetings and collaborate. This guide covers how to: 1. invite a third-party participant 2. join as a third-party participant using Skype for Business. join as a third-party participant not using Skype for Business. allow a third-party participant into a Skype meeting using Skype 5. manage a third-party participant in a Skype meeting In the body of the invite your Skype joining information will automatically be populated, starting with the link to join the Skype meeting, followed by the conference numbers and then the conference ID. How to invite a third-party participant into a Skype for Business meeting 1. Open your Outlook Calendar, select the Home tab Select Send 2. Click on New Skype Meeting. A new meeting invite will be created, in the To field enter the address of the thirdparty participant(s). You can also enter the names of any internal participants joining the meeting 6 5. Enter a subject, the location will already be populated with Skype Meeting 5. Set the date and time

3 How to join as a third-party participant using Skype for Business If you are also using Skype for Business in your company you can join the Skype meeting using one of the three methods shown below, please ensure you plug in your headset before you get started. If you don t have a headset you can dial in using the conference number and ID shown in the invite. If you incur problems trying to join the meeting then it may be that your company does not have open federation in place or joining external Skype meetings is blocked; in either case please contact your IT department. You can also try joining using the third-party participant joining without using Skype instructions in the next section. Virtual lobby When you join as a third-party participant you may be taken to the Virtual Lobby, once the meeting organizer joins the meeting they will admit you into the meeting Joining options

4 How to join as a third-party participant without using Skype for Business 6. If you are prompted to load the plug-in select Allow If you are not using Skype for Business in your company you can still join the Skype meeting, please ensure you plug in your headset before you get started. If you don t have a headset you can dial in using the conference number and ID shown in the invite. Joining options 1. Open the Skype meeting invite and select Join Skype Meeting If you don t have a headset, dial in for the audio using the conference number and ID provided in the invite 2. You ll be prompted to download the Skype for Business Web App, select Skype for Business Web App plug-in to install the Web App 2 Virtual lobby When you join as a third-party participant you may be taken to the Virtual Lobby, once the meeting organizer joins the meeting they will admit you into the meeting. Once installed select Join the meeting. In the next screen, enter your name 5 5. Select Join the meeting

5 Allow a third-party participant into a Skype meeting using Skype When a third-party participant joins your Skype meeting, they need to be allowed into the meeting. This prevents them from joining and participating in the meeting without you. If you are expecting a third-party participant to join your Skype meeting it s best to join that meeting using Skype on your laptop so that you can see the prompt and allow them into the meeting. 1. When you join the Skype meeting you ll see a message at the bottom of the screen informing you that someone is waiting in the lobby and you ll be prompted to Admit them into the meeting 2. If you don t see the name of the person waiting in the lobby, select See Lobby. The Participants panel on the top left will then show the names of those already in the meeting and anyone waiting in the Virtual Lobby. Select Admit bringing the person(s) into the meeting 1 2

6 Manage a third-party participant in a Skype meeting A third-party participant can join your Skype meeting using the audio and video features (if they have a headset and webcam) and view the content you are sharing in the meeting. They will appear as an attendee rather than a presenter, which limits what they can do in the meeting. For example, they can view the content you are presenting but they cannot present content themselves. This section shows you how to make a third-party participant a presenter and allow them to present their own content. 5. They now have the same access as you and can share their screen by selecting Present and Present Desktop 1. Under Participants you ll see who s in the meeting, third-party participants will appear under Attendees 2. To allow an attendee to share their screen, right-click on their name 1 2. Select Make a Presenter 5. Their name will appear under Presenters