Learn How to Transform the Way You Work. For Business

Transcription

1 Learn How to Transform the Way You Work For Business

2 Courseware Published by Velsoft Training Materials Inc. Courseware Release Version by Velsoft Training Materials, Inc. Notice of Rights No part of this publication may be reproduced, transmitted, transcribed, stored in a retrieval system, or translated into any language or computer language, in any form or by any means, electronic, mechanical, magnetic, optical, chemical, manual, or otherwise, without the prior written permission of Velsoft Training Materials, Inc. except under the terms of a courseware site license agreement. Trademark Notice PowerPoint, Windows, Word, Microsoft are trademarks of Microsoft, Inc. Throughout this courseware title, trademark names are used. Rather than just put a trademark symbol in each occurrence of a trademarked name, we state we are using the names only in an editorial fashion and to the benefit of the trademark owner with no intention of infringement of the trademark. Notice of Liability The information in this courseware title is distributed on an as is basis, without warranty. While every precaution has been taken in the preparation of this course, neither the authors nor Velsoft Training Materials, Inc. shall have any liability to any person or entity with respect to any loss or damage caused or alleged to be caused directly or indirectly by the instructions contained in this book or by the computer software and hardware products described in it. Disclaimer We make a sincere effort to ensure the accuracy of the material described herein; however, Velsoft Training Materials makes no warranty, expressed or implied, with respect to the quality, correctness, reliability, accuracy, or freedom from error of this document or the products it describes. Data used in examples and sample data files are intended to be fictional. Any resemblance to real persons or companies is entirely coincidental. All information in this manual was correct at the time of writing. Velsoft is not affiliated with nor has any control over changes made to the product described in this manual. These include, but are not limited to, changes in the application s color scheme, icon appearance and locations, addition or removal of program features, online templates, and help content. Velsoft reserves the right to make corrections to the courseware at any time and without notification. Terms and conditions Sample versions: If the version of courseware that you are viewing is marked as NOT FOR TRAINING, SAMPLE, or similar, then it is made available for content and style review only and cannot be used in any part of a training course. Sample versions may be shared but cannot be re-sold to a third party. For licensed users: This document may only be used under the terms of the license agreement from Velsoft Training Materials, Inc. Velsoft reserves the right to alter the licensing conditions at any time, without prior notice. Velsoft Training Materials, Inc. 185 Provost Street New Glasgow, Nova Scotia B2H 2P8, Canada

3 Note to the Learner This book contains several modules, each with the following elements: Module Overview Topics Review Questions Each module starts with a bulleted list of topics to be covered. Each module contains topics. Each topic contains theory and/or an exercise. Each module contains five review questions. Answers are included in the Instructor s Guide. Tip: Throughout this manual, you will see these tips which explain an alternate method of doing something, a point of interest about the topic at hand, and/or other facts that you might find useful.

4 Table of Contents Module 1: The Basics 1 Opening Skype for Business 2 Signing In 5 Signing Out 8 Closing Skype for Business 9 Review Questions 10 Module 2: Setting Your Presence and Location 11 About Presence Statuses 12 Setting Your Presence Status on Login 14 Setting Your Presence While Logged In 16 Adding a Personal Note 18 Setting Your Location 20 Review Questions 22 Module 3: Managing Contacts, Part One 23 Adding Internal Contacts 24 Adding External Contacts 27 Creating Contact Groups 32 Moving Contacts to Groups 34 Adding Contacts to Your Favorites 36 Deleting Contacts and Contact Groups 38 Review Questions 40

5 Module 4: Managing Contacts, Part Two 41 Blocking Contacts 42 Using the Status View 44 Using the Relationships View 46 Using the New View 48 Review Questions 50 Module 5: The Alerts and Alert Sounds 51 About Alerts 52 Disabling Alert Sounds 53 Changing Alert Sounds 55 Setting Status Change Alerts 61 Configuring Do Not Disturb 63 Review Questions 66 Module 6: Sending and Receiving Instant Messages(IM) 67 Sending an IM to a Contact 68 Responding to an Incoming IM 72 Using Spellcheck 76 Using Emoticons 79 Changing the Font 82 Viewing Conversation History 84 Review Questions 88 Module 7: Audio and Video Calls 89 Making an Audio Call 90 Making a Video Call 94 Recording a Video or Audio Call 98 Changing Audio Device Settings 102 Changing Video Device Settings 105 Review Questions 109

6 Module 8: Skype Meetings 110 Setting Up a Skype Meeting in Outlook 111 Joining a Skype Meeting 116 Setting Up an Impromptu Conference Call in Skype for Business 120 Setting Up an Impromptu Group IM Conversation 123 Taking Notes with OneNote 127 Review Questions 130 Module 9: Presenting with Skype for Business, Part One 131 Displaying a PowerPoint Presentation 132 Displaying a Whiteboard 136 Sharing Your Screen 141 Sharing Programs 146 Review Questions 151 Module 10: Presenting with Skype for Business, Part Two 152 Posting a Poll 153 Posting a Q&A 160 Sending Files to Participants 164 Sharing Notes with OneNote 168 Review Questions 172 Module 11: Advanced Settings 173 Turning Off All Pictures 174 Always Display the Skype for Business Window on Top 177 Using the Skype for Business Recording Manager 179 Preventing Skype for Business from Starting Automatically 183 Review Questions 185 Module 12: Using Skype for Business in the Notification Area 186 Viewing the Skype for Business Notification Area Icon 187 Changing Your Status 188 Signing In and Signing Out 189 Opening Skype for Business from the Notification Area 191 Closing Skype for Business from the Notification Area 192 Review Questions 193 Review Question Answers 194

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8 1 Module 1: The Basics In this Module, we will learn how to: Open Skype for Business 2015 Sign into your Skype for Business account Sign out of your Skype for Business account Close Skype for Business Tip: We recommend that you copy the Exercise Files folder to a readily accessible location, such as the desktop.

9 2 Opening Skype for Business At its core, (previously known as Microsoft Lync) is an instant messaging client (much like Google Talk and Apple Messages). However, this application not only includes instant messaging capabilities, but also voice calling, video conferencing, and some powerful collaborative features. To open Skype for Business using Windows 8, click the Skype for Business 2015 tile if it has been pinned to the Start screen. If you do not see this tile, type Skype for Business 2015 with the Start screen open and then click on the most relevant result: (If you are using Windows 7 or Windows Vista, click Start All Programs Microsoft Office Skype for Business 2015.)

10 3 If you are opening Skype for Business for the first time, you will see a Welcome window that provides you with some tips for using it: You can skip this window by clicking the Skip for now button that is near its top righthand corner or you can browse through these tips by clicking the Next button until you ve reached the end:

11 4 Skype for Business itself will open on your desktop in a small window: A Skype for Business icon will also be displayed in the notification area on the taskbar:

12 5 Signing In To begin, ensure that the Skype for Business window is open on your screen. Inside the Sign-in address text box, type your sign-in address (your organizational e- mail address). Click Sign In:

13 6 After a moment, you will be asked to enter your password. Type it into the provided text box and then click Sign In: A pop-up dialog will appear that asks you if you would like to save your signin information. If you are using your own computer, click Yes. However, if you are using a shared computer, click No: If you are signing in for the first time, you will be asked if you want to allow Microsoft to collect anonymous data to help improve their products. Click Yes or No to continue:

14 7 You will now be signed into Skype for Business:

15 8 Signing Out To begin, open Skype for Business and sign into your Skype for Business account if you have not already done so. Once you have finished with Skype for Business, you should always sign out of it. On the Skype for Business window, just below your name, click the presence status drop-down command and click Sign Out: Alternatively, you can also sign out of Skype for Business by clicking Options ( ) File Sign Out. You will now be signed out of your account, but the Skype for Business window will still be displayed:

16 9 Closing Skype for Business If you click the Close button ( ) in the upper right-hand corner of the Skype for Business window, Skype for Business will be minimized to the taskbar. To close the Skype for Business client entirely, click Options ( ) File Exit:

17 10 Review Questions How do you open 2015 in Windows 8? When Skype for Business is opened, its icon will be shown on the taskbar, as well as the. What are two methods that you can use to sign out of your Skype for Business account from the Skype for Business window? What happens when you click the Close button ( ) on the Skype for Business window? What is the command sequence to close Skype for Business entirely from the Skype for Business window?

18 11 Module 2: Setting Your Presence and Location In this Module, we will learn how to: How to understand Presence statuses Set your presence status when logging in Set your presence status while you are already logged in Add a personal note to your status Set your location

19 12 About Presence Statuses If you use Microsoft Outlook to manage your calendar, your presence status is typically based upon that. For example, if your Outlook calendar indicates that you are currently in a meeting, your presence status will indicate as such. Also, if you are currently in a Skype for Business audio or video call, you presence indicator will indicate that you are In a call. However, you do have the option to manually set your presence status. This allows you to indicate if you are available to communicate via Skype for Business. There are numerous presence statuses that are available, but here is a list of those that are most commonly used and what they do once applied: Available ( ) This is the default status and indicates that you are online and available to be contacted. Busy ( ) This indicates that you are busy and don t want to be disturbed, but you will see and receive messages sent to you. This status may be set automatically if your calendar indicates that you are currently at an appointment or meeting. Do Not Disturb ( ) This status will indicate that you do not wish to be disturbed. You won t receive notifications unless they are sent by someone in your own workgroup. Be Right Back ( ) This status indicates that you are away from your desk, but will return later. You will still receive message notifications. Appear Away ( ) This status can be manually applied, but it will also be applied if your computer has been idle for a period of time. Off Work ( ) This status indicates that while you are currently online, you are not available for work.

20 13 When you are signed into Skype for Business, you will be able to identify the presence status that you currently have applied by examining the status drop-down command that appears just below your name. Additionally, the presence status for any contact (as well as yourself) can be identified by the status circle icon that appears on the right side of their profile picture: The icon for Skype for Business on the Windows taskbar will also show your current status: As will the Skype for Business icon in the system tray of the taskbar:

21 14 Setting Your Presence Status on Login To begin, open Skype for Business but do not sign in yet. When you launch and sign into Skype for Business, you have the option of choosing what presence status you would like to sign in with. By default, the presence status that is used when you log in is Available. To change this, click the Sign in as drop-down command just above the Sign In button:

22 15 This drop-down command will list several statuses that you can choose from. Click on the Busy status to apply it: Upon choosing a status, you will automatically be logged into Skype for Business using that selection:

23 16 Setting Your Presence While Logged In To begin, open Skype for Business and sign into your Skype for Business account if you have not already done so. Once you have signed into Skype for Business, you can modify your presence status by clicking the small drop-down command that appears just below your name:

24 17 This drop-down menu provides you with a list of all of the basic presence status options, as well as options to reset the status, sign out of Skype for Business, and exit it entirely. For this example, click on any status that is listed here: The new presence status will immediately be applied to your Skype for Business account:

25 18 Adding a Personal Note To begin, open Skype for Business and sign into your Skype for Business account if you have not already done so. Personal notes are short lines of text that appear on your contact card and will be shown to anyone who has you added to their Contacts list. They are intended to give you a way to provide more information to your contacts about your status and whatever you may currently be doing. To add a personal note, click inside the text field that appears in the speech balloon at the top of the Skype for Business window: Inside this text box, you can type a message. For this example, type Working from home today:

26 19 Once you are done, press the Enter key on your keyboard to apply the message. Now everyone who has you as a contact will see this note displayed just below your name in their Contacts list. For example, here you can see a status update that our contact Jane Gibson made: To remove a personal note, click inside of the same text box and press Backspace until all of the text is gone and press Enter. The text inside of this box will revert back to the default placeholder text.

27 20 Setting Your Location To begin, open Skype for Business and sign into your Skype for Business account if you have not already done so. Skype for Business allows you to set a location that will be displayed below your name in other people s Contacts list so that they will know where you are currently working. If your organization has configured Skype for Business so that location-sharing is enabled, your location will automatically be displayed next to your contact photo whenever you connect to the network. To set your location for the first time, click the Set Your Location field (make sure not to click the drop-down arrow): A text box will be provided in which you can type your current location. For this example, type Office into this field:

28 21 Press Enter and the new location will now be applied: Now, whenever you log into Skype for Business using whatever network you are currently connected to, the location that you just entered will be displayed automatically. You can then follow this same process whenever you connect using another network, such as when working from home, to change your location. To remove your location information, click inside the same text box and remove all of the text by pressing Backspace or Delete repeatedly and then pressing Enter. The location field will revert back to its default state.

29 22 Review Questions What is the default presence status in Skype for Business 2015? What happens if your presence status is set to Do Not Disturb and someone tries to send a message to you? How do you change your presence status once you have already logged into Skype for Business? Where on the Skype for Business window do you find the text box that you use to enter a personal note? How do you set your location in Skype for Business 2015?

30 23 Module 3: Managing Contacts, Part One In this Module, we will learn how to: Add internal contacts Add external contacts Create contact groups Move contacts to existing groups Add contacts to the Favorites group Delete contacts and contact groups from your Contacts list

31 24 Adding Internal Contacts To begin, open Skype for Business and log into your account. Contacts in Skype for Business are the online identities of those who you communicate with. Typically these will be colleagues from your organization; however, some organizations allow you to add outside (external) contacts. This is useful if you frequently contact outside customers, businesses, or friends. To add an internal contact to your Contacts list, click the Add a Contact button ( ) that appears on the right side of the Skype for Business window: A menu will appear that allows you to choose between adding a contact from within your organization or one from outside of it. Click Add a Contact in My Organization:

32 25 Upon clicking this option, the search box on the Skype for Business window will be selected. Type the name of the contact that you would like to add to your Contacts list. The results from this query will automatically be listed below the search field: Right-click on the contact in question. Then, click Add to Favorites to add them to the Favorites group:

33 26 Alternatively, you could also click Add to Contacts List [group] to add the contact to a specific contact group that exists in your contacts list. The new contact will now be listed inside the group that you selected. In this example, the selected contact has been added to the Favorites group: Once a person has been added as a contact, you will be able to see their status, personal notes, their work location, and what features the device that they are running Skype for Business on supports. In the example above, you can see that the contact is available and can accept video calls.

34 27 Adding External Contacts Tip: In order to complete this exercise, the server you use must allow for external communications. If this is not possible treat this topic as a conceptual lesson. To begin, open Skype for Business and log into your account if you have not already done so. Some organizations allow Skype for Business users to add contacts to their contact list from outside of their own organization. If yours is such an organization, click the Add a Contact button ( ) on the right side of the Skype for Business window:

35 28 From the menu that appears, choose the Add a Contact Not in My Organization option. This sub-menu will give you the option to add contacts that use Skype for Business, or another network. Click on the option that matches the type of contact that you are adding: A dialog will be displayed in which you need to enter the information for the contact that you are adding:

36 29 Enter the IM address for the contact that you are adding into the appropriate field. Usually this is the contact s address: (Note that a green checkmark icon will appear when you enter a valid address.) The next control in this dialog allows you to choose the contact group in which you want this contact added. By default this will be set to Other Contacts:

37 30 Next, you can choose how much information you would like to share with this new contact. For security purposes, this setting will be set to External Contacts by default. This setting will only share your name, address, company, and profile picture with this new contact. Click on this drop-down menu. You will be able to choose from a variety of different privacy relationship levels, each with their own level of sharing: For this example, leave External Contacts selected. Click OK to add the new contact:

38 31 The new contact will now be listed inside the group that you selected (Other Contacts in this case):

39 32 Creating Contact Groups To begin, open Skype for Business and log into your account if you have not already. Contact groups are used to organize your Contacts list in a meaningful way. By default, Skype for Business includes two primary groups: Favorites and Other Contacts. The Favorites group lists any contacts that you have explicitly marked as a favorite, while the Other Contacts group is generally used to hold any other contact that you might have. Keep in mind that contacts can be displayed in both the Favorites group as well as another at the same time. Additionally, the Away and Offline Contacts group may appear and list any of contacts that use one of those statuses. To create a new contact group, click Add a Contact ( ) Create a New Group: A new group will be added to your Contacts list with the group title selected:

40 33 For this example, type Module 3 into the provided text area: When you re done, press Enter to apply the new name: With the new group now created, you can now move contacts into it.

41 34 Moving Contacts to Groups To begin, open Skype for Business and log into your account. If you have not already done so, add one contact (internal or external) and create a new contact group that is labeled Module 3. Clicking and dragging allows you to move contacts to and from the various groups that appear on your Contacts list. For this example, click and drag one contact on your Contacts list to the title bar of the Module 3 group: Tip: Dragging a contact directly inside a target group will not work. You must drag a contact to the title area of the target group.

42 35 Release the mouse button. The contact in question will appear within the target group: (Note that the title of each group contains a count of the number of contacts that appear within it.)

43 36 Adding Contacts to Your Favorites To begin, open Skype for Business and log into your account. If you have not already done so, add one contact (internal or external) to a group. The Favorites group is where you can place your most frequently contacted or otherwise important contacts without having to move them from their existing group (unless the existing group is Other Contacts). To add a contact to the Favorites group, right-click on the contact in question and click Add to Favorites: (Note that you can also add contacts to the Favorites group using the drag-and-drop method.)

44 37 The selected contact will now appear in both its existing group and the Favorites group: (To remove a contact from your Favorites, right-click on the contact and then click Remove from Favorites.)

45 38 Deleting Contacts and Contact Groups To begin, open Skype for Business and log into your account. If you have not already done so, add one contact (internal or external) to a new or existing custom group in your Contacts list. As well, create a new contact group that is labeled Module 3. To remove any contact from your Contacts list, right-click on the contact in question and click Remove from Contacts List: A dialog will appear that asks you to confirm your choice of removing the selected contact from your Contacts list. Click Yes: The contact will then completely be removed. Note that this procedure cannot be undone. If you accidentally remove a contact, you will need to add them again manually.

46 39 To delete a custom group, right-click on the custom group name (Module 3 in this example) and then click Delete Group: The selected group will immediately be deleted. Note that this action will also delete any contacts that have been placed inside of this group as well.

47 40 Review Questions What are internal contacts? What contact information do you need in order to add an external contact? What mouse gesture do you use to quickly move contacts from one group to another? What happens when you add a contact to the Favorites contact group? Can you undo removing a contact from your Contacts list?

48 41 Module 4: Managing Contacts, Part Two In this Module, we will learn how to: Block contacts Use the Status view Use the Relationship view Use the New view

49 42 Blocking Contacts To begin, open Skype for Business and log into your account. If you have not already done so, add one contact. In situations where you do not wish to be contacted by someone, you can choose to block them in your privacy relationship settings. When a user has been blocked they will be able to see your name and your address, but nothing else. They will also be unable to contact you at all using Skype for Business as you will appear offline to them. To block a contact, right-click on the contact in question and then click Change Privacy Relationship Blocked Contacts:

50 43 A dialog will appear that explains the consequences of blocking a contact and its limitations. Review this information and click OK to continue: Returning to the Skype for Business client, the selected contact will now indicate that it has been blocked: Note that the contact that you block will not know that you blocked them. They will only see you as offline in their Contacts list. To unblock a contact, right-click on the contact in question and then click Change Privacy Relationship Colleagues [or another privacy setting]. Click OK on the subsequent dialog box.

51 44 Using the Status View To begin, open Skype for Business and log into your account. If you have not already done so, add one contact. The Status view allows you to organize and view all of your contacts based upon their current presence status. Apply the Status view by clicking the Status header just below the search field on the Skype for Business window:

52 45 With the Status view applied, you will see that Skype for Business now displays four groups: Online, Away, Unknown, and Unavailable. Any contacts that you have will be filed into the appropriate group depending upon their status: (Note that offline and busy contacts will be sorted into the Unavailable group.) Reapply the Groups view by clicking the Groups header:

53 46 Using the Relationships View To begin, open Skype for Business and log into your account. If you have not already done so, add at least one contact. The Relationships view allows you to organize and view all of your contacts based upon your relationship with them. This relationship is determined by the privacy relationship that is given to each contact (e.g. Colleague, External Contact, etc.). Apply the Relationships view by clicking the Relationships header that is located just below the search field on the Skype for Business window:

54 47 With this view applied, you will see that it contains five groups: Friends and Family, Workgroup, Colleagues, External Contacts, and Blocked Contacts. By default any internal contacts that you add will appear in the Colleagues section: Reapply the Groups view by clicking the Groups header:

55 48 Using the New View To begin, open Skype for Business and log into your account. If you have not already done so, add one contact. The New view is intended to show you other Skype for Business contacts who have added you to their own respective Contacts list. This allows you to add these contacts to your own Contact List to ensure that you will be able to contact them. Apply this view by clicking the New header just below the search field: Any contacts whom you have not added to your Contacts list, but have added you to their own list, will be shown here: (Note that the Contact icon includes a red number that indicates the number of people that have added you to their own contact list that don t appear in your own.)

56 49 From here, you can add these contacts to your Contacts list using the usual methods. Reapply the Groups view by clicking the Groups header:

57 50 Review Questions How do you block a contact? Will a contact know if you blocked them? What is the Status view used for? What groups are displayed in the Relationships view? What does the New view show?

58 51 Module 5: The Alerts and Alert Sounds In this Module, we will learn about: Alerts and alert sounds In this Module, we will learn how to: Disable alert sounds Change alert sounds Set status change alert Configure Do Not Disturb

59 52 About Alerts Alerts are small pop-up messages that appear in the lower right-hand corner of your screen. Typically they are used to notify you when someone has sent you an instant message, or other such event: You are usually able to interact with these alerts to respond to them by clicking on them or ignore them by clicking the Ignore button. Alerts also produce a sound when they are triggered to help get your attention, with a specific sound for each type of event.

60 53 Disabling Alert Sounds To begin, open Skype for Business and sign into your account. While alert sounds are useful to help bring your attention to an important event, they can also become a disruption for yourself and those around you. For this reason Skype for Business includes a quick way in which you can disable all alert sounds without having to turn off the sound for your computer entirely. To disable alert sounds, first open the Skype for Business Options dialog by clicking the Options button ( ) on the Skype for Business window: (Take care not to click the drop-down portion of this button.) The Skype for Business Options dialog will now be open. On the left side of this dialog, click the Ringtones and Sounds category:

61 54 With the Ringtones and Sounds category now open, clear the Play sounds (including ringtones for incoming call and IM alerts) checkbox: Near the bottom right-hand corner of the dialog, click the OK button to apply the new changes and close this dialog: Alert sounds will now be disabled. To enable alert sounds once again, follow the same steps as above, but this time ensure that the Play sounds (including ringtones for incoming call and IM alerts) checkbox is checked.

62 55 Changing Alert Sounds To begin, open Skype for Business and sign into your account. To change alert sounds, first open the Skype for Business Options dialog by clicking the Options button ( ) on the Skype for Business window: (Take care not to click the drop-down portion of this button.) The Skype for Business Options dialog will now be open. On the left side of this dialog, click the Ringtones and Sounds category:

63 56 With the Ringtones and Sounds category now open, click the Sound Settings button: The Sound dialog will now be open to the Sounds tab:

64 57 The Sounds tab on this dialog allows you to customize which sounds are played during specific events for specific programs. Scroll down in the Program Events list box until you see the Lync header (the previous name for Skype for Business): Under the Lync header will be all of the sounds and alerts that occur in Skype for Business. Scroll down further and click to select the Incoming IM event:

65 58 With the Incoming IM event selected, you will see the sound that this event will play, listed in the Sounds drop-down menu that is near the bottom of the dialog: Preview this sound by clicking the Test button:

66 59 To choose another sound, click the Sounds drop-down menu and click on any of the options provided: With the new sound selected, click Test again to preview it: (Note that once you use the sound for a particular event, that event s icon will change color.)

67 60 When you re ready, click OK to apply the new sound: Returning to the Skype for Business Options dialog, click OK to apply the new settings: To change the Skype for Business alert sounds back to their default configuration, return to the Sounds tab of the Sound dialog and click Sound Scheme Windows Default: Click OK to apply the default settings.

68 61 Setting Status Change Alerts To begin, open Skype for Business and sign into your account. Ensure that you have at least one contact. A useful feature in Skype for Business is to have an alert displayed when a particular contact changes their status to Available. This way you will be notified if someone changes from Busy to Available, for example. To tag a contact for status change alerts, right-click on the contact in question and then click Tag for Status Change Alerts:

69 62 With this option selected, you will now see an alert displayed whenever that contact changes to the Available status from any other status: When clicked, this notification will open a messaging window with the contact in question. It also offers the option to untag this particular contact or ignore only the current instance of the alert. To untag a contact for status change alerts on the Skype for Business window, use the same sequence as outlined above; but keep in mind that this time you are deselecting the Tag for Status Change Alerts option.

70 63 Configuring Do Not Disturb To begin, open Skype for Business and sign into your account. Do Not Disturb is a presence status setting that allows you to control the types of alerts that you want to receive. To fine tune this presence status setting, first open the Skype for Business Options dialog by clicking the Options button ( ) on the Skype for Business window: (Take care not to click the drop-down portion of this button.)

71 64 The Skype for Business Options dialog will now be open. On the left side of this dialog, click the Alerts category: This category will display all sorts of controls that you can use to customize how alerts are displayed in Skype for Business. Within the When my status is Do Not Disturb section, you will see three radio buttons. Only the last one will be selected: By default, all alerts will still be shown when your presence status is set to Do Not Disturb; however, only conversation alerts from contacts in your Workgroup privacy relationship will be shown.

72 65 To block all alerts while this presence status is applied, click the Don t show alerts radio button: In the lower right-hand corner of the dialog, click OK to apply the new settings: Now when someone tries to send you a message while you have the Do Not Disturb status applied they will be unable to, even if they are in your own workgroup:

73 66 Review Questions Where are alerts displayed? What is the quickest way to open the Skype for Business Options dialog directly? What category of the Skype for Business Options dialog do you need to open in order to change alert sounds? How do you tag a contact for status change alerts? What are the default Do Not Disturb settings?

74 67 Module 6: Sending and Receiving Instant Messages(IM) In this Module, we will learn how to: Send an instant message to a contact Respond to an instant message Use the spellchecker tool Add emoticons to a message Change the font used by your messages View conversation history

75 68 Sending an IM to a Contact To begin, open Skype for Business and sign into your account. Ensure that you have at least one contact on your Contacts list that you are able to send instant messages to. To send an instant message to one of your contacts in Skype for Business, there are a few methods that you can choose from. First, you can right-click on the contact and click Send an IM:

76 69 Or, you can hover your cursor over the profile picture of the contact in question and then click the IM button ( ) on the quick toolbar that appears: However, the simplest method is to double-click on the contact listing. For this example, double-click on the contact that you are working with:

77 70 No matter which of the above methods you use, a conversation window will open separately on your desktop: At the top of this window will be the recipient s name and status. In the provided text area at the bottom of this window, you are able to type a message. Type Hello! into this area:

78 71 With your cursor still in the text area, press Enter on your keyboard to send your message to the contact. The message that you typed into the text area will now appear in the primary messaging area of the window. Included will be your name, as well as the date and time this message was sent: The recipient can then respond and their message will be shown in the same window. When you re done, close the conversation window by clicking the Close button in its upper right-hand corner:

79 72 Responding to an Incoming IM To begin, open Skype for Business and sign into your account. Pair up with a partner and send each other an instant message. When you first receive an incoming instant message, it will be displayed as an alert: This alert provides a few options that you can use to interact with the incoming message. Clicking the Options button will present you with the option to set your current presence status to Do Not Disturb: (Remember that by default, this status will block all alerts unless they are sent by someone in your own workgroup.)

80 73 The Ignore button will disregard the alert and hide it: Respond to the incoming message alert by clicking on the main part of the alert: (You will see that when you move your cursor over the main part of the alert, it will appear shaded and display Accept near the top of it.)

81 74 The conversation window will open and display the full message that was sent to you: Respond to this message by typing in the provided text area at the bottom of this window. For this example, type Hey, how are you? into this area:

82 75 Tip: As you are typing a message, the other person(s) in the conversation will see a notice that indicates you are typing a message in the conversation window: With your cursor still in the text area, press Enter on your keyboard to send your response. The message that you typed into the text area will now appear in the primary messaging area of the window. Included will be your name, as well as the date and time this message was sent: You can now carry on a conversation. When you re done, close the conversation window by clicking the Close button in the upper right-hand corner:

83 76 Using Spellcheck To begin, open Skype for Business and sign into your account. Open a conversation window for any contact in your Contacts list. Spellcheck in Skype for Business is automatically enabled and will flag any errors as you type. For example, type Teh project is ready. into the provided text area:

84 77 As Teh is obviously misspelled, it has been underlined with a red squiggly line. To fix this spelling error, right-click on the underlined text and click on one of the corrections that are provided: Tip: Note that you have the option to add the identified word into your dictionary so that it is not flagged again in the future.

85 78 The suggested spelling that you clicked will now have replaced the text that was previously flagged: Close the conversation window by clicking the Close button in the upper right-hand corner:

86 79 Using Emoticons To begin, open Skype for Business and sign into your account. Open a conversation window for any contact on your Contacts list. Emoticons (small icons that represent facial expressions, amongst other things) are a staple in many Internet communications. You have probably already sent a few yourself! Emoticons can be added to your Skype for Business messages to help add context that could otherwise be lost. To add an emoticon to a message, click the Choose a smiley button that appears near the bottom right of the conversation window:

87 80 This will produce a menu that lists a variety of emoticons that you can choose from. For this example, click on the Smiley emoticon: The smiley face will now appear within the text area of the conversation window:

88 81 Alternatively, you can also add emoticons by typing them out. For example, in the text area of the conversation window, type ;) after the smiley face: While it s only simple text characters at this point, press Enter to send the message. When the message is sent, the text will automatically have changed into an emoticon: Close the conversation window by clicking the Close button in the upper right-hand corner:

89 82 Changing the Font To begin, open Skype for Business and sign into your account. Open a conversation window for any contact on your Contacts list. By default, Skype for Business uses a simple black font for instant messages. To change this font face (and its other attributes), click the More Options button ( ) that appears in the lower right-hand corner of the conversation window. On the menu of options that appear, click Change Font: A pop-out menu will appear and offer you several choices of different colors, font types, font sizes, and even font effects. For this example, change the text color to blue by clicking on the Blue color swatch:

90 83 With the Blue color selected, click inside the text area and type your name: As you can see, any text that you type into the conversation window will now appear blue. Tip: While there are many font options that you can choose from, it is usually best to be conservative when selecting fonts or colors. Some text formatting combinations can make text very hard to read for both you and the recipient. Close the conversation window by clicking the Close button in the upper right-hand corner:

91 84 Viewing Conversation History To begin, open Skype for Business and sign into your account. Occasionally, you may need to go back through your conversation history to look up a particular point or item that came up in a discussion. To view your conversation history, click the Conversations button ( ) near the top of the Skype for Business window: Your entire conversation history with all of your contacts will now be listed by date and time:

92 85 To view an entire conversation, double-click on one of the entries: A conversation window will open and list the entire conversation that took place:

93 86 Close the conversation window by clicking the Close button in the upper right-hand corner: You also have the option to filter the conversation history. For example, click the Missed header:

94 87 Now only messages that you missed (or ignored) will be listed: Click the Calls header: Only calls (video or audio) will now be listed:

95 88 Review Questions What is the quickest way to open a conversation window for a contact? Upon receiving an alert for an incoming message, where do you click on it to open the conversation window? How are misspelled words identified in the text area of a conversation window? What is the text shortcut for the smiley face icon? How do you view all of your conversation history?

96 89 Module 7: Audio and Video Calls In this Module, we will learn how to: Make an audio call Make a video call Record a video or audio call Change audio device settings Change video device settings

97 90 Making an Audio Call To begin, open Skype for Business and sign into your account. Pair up with a partner and ensure that they are one of your contacts. Skype for Business includes calling capability that you can use to have audio conversations with any contacts who are working on devices that support it. In order for you to be able to conduct calls, both the recipient of the call and the initiator need to have a microphone and speakers (or headset). Call one of your contacts by pointing to the profile picture of the contact that you would like to call. Next, on the quick bar that appears, click the Phone button ( ):

98 91 A message window will open. You will need to wait until your call is accepted by the recipient: Once (or if) the call is accepted, you will be able to talk to the recipient of the call using your microphone or headset:

99 92 Tip: Note that your presence status will automatically change to In a call which is a version of Busy. If you minimize the conversation window during a call, you will also see a small dialog appear near the top right-hand corner of your screen. This includes call controls, the name of who you are talking to, and the current duration of the call. This will appear above any open window and allow you to control the call no-matter what you are doing on your computer:

100 93 Once the call has been completed, click the Hang Up button ( bottom of the conversation window: ) that appears near the Or, on the small Skype for Business dialog box: This action will automatically close the conversation window and the small Skype for Business dialog box if it is displayed.

101 94 Making a Video Call To begin, open Skype for Business and sign into your account. Pair up with a partner and ensure that they are one of your contacts. In addition to audio calls, you can also make video calls so that you will be able to see and hear the person that you are talking to. In order for you to be able to conduct video calls, both the recipient of the call and the initiator need to have a webcam, microphone, and speakers (or headset). Make a video call to one of your contacts by pointing your cursor to the profile picture of the contact that you would like to call. Next, on the quick bar that appears, click the Video button ( ): A message window will open. You will need to wait until your video call is accepted by the recipient:

102 95 Once the call is accepted, you will be able to see the recipient through their webcam and talk to them. (In this example, the recipient didn t have a webcam so a placeholder profile image was shown.) You will also see yourself in the lower right-hand corner of the window: Tip: Note that your presence status will automatically change to In a call which is a version of Busy.

103 96 If you minimize the conversation window during a call, you will also see a small dialog box appear near the top right-hand corner of your screen. This primarily includes video from the call, as well as call controls if you move your mouse over this area. This dialog box will appear above any open window and allow you to control the call no-matter what you are doing on your computer: Once the call has been completed, click the Hang Up button ( bottom of the conversation window: ) that appears near the

104 97 Or, on the small Skype for Business dialog box: This action will automatically close the conversation window and the small Skype for Business dialog box if it is displayed.

105 98 Recording a Video or Audio Call To begin, open Skype for Business and sign into your account. Pair up with a partner and ensure that they are one of your contacts. Start an audio call with this contact. Both audio and video calls in Skype for Business are able to be recorded by any party in the conversation. To start recording the current conversation, click the More Options button ( ) in the lower right-hand corner of the conversation window and then click Start Recording:

106 99 Once recording has started, a notification will be displayed near the bottom of the conversation window and a recording icon ( ) will appear near the upper right-hand corner for all parties in the conversation: Tip: Due to differences in local laws, it is advisable to notify the other contact(s) in a conversation that they are being recorded.

107 100 As the initiator of the recording, you can stop recording by clicking the Stop button along the bottom of the Conversation dialog: (The Pause button can be used to pause a recording without having to stop it entirely.) You and the other parties in the current conversation will be notified that recording has been stopped:

108 101 End the conversation by clicking the Hang Up button ( conversation window: ) near the bottom of the The recording of the call will be stored in the Skype for Business Recording Manager and can be reviewed there.

109 102 Changing Audio Device Settings To begin, open Skype for Business and sign into your account. While the default audio device settings usually work fine, you may need to fine tune some of your speaker and microphone settings. To view the audio device settings that Skype for Business uses for both audio and video calls, click the Select Your Primary Device icon ( ) in the lower left-hand corner of the Skype for Business window: On the drop-down menu that appears, click Audio Device Settings:

110 103 The Skype for Business Options dialog will now be open to the Audio Device category: At the top of this dialog is a drop-down command that you can use to select which audio devices, that are currently attached to your computer, you would like to use with audio calls. Below this you will see individual drop-down menus for each device type (speaker and microphone) that you can use to choose audio profiles for. Additionally, a slider will be provided that you can use to change how loud sounds are and how sensitive your microphone is.

111 104 Click the Play button beside the Ringer setting. You will hear a preview of how loud the ringer will be: Lower down on this category you will see options that allow you to choose a secondary ringer and allow stereo audio playback when available (selected by default). When you ve finished adjusting the settings, click OK to apply them and close this dialog:

112 105 Changing Video Device Settings While the default video device settings usually work fine, you sometimes may need to fine tune some of your video and webcam settings. To change the video device settings, first open the Skype for Business Options dialog by clicking the Options button ( ) on the Skype for Business window: With the Skype for Business Options dialog now open, click the Video Device category:

113 106 The Video Device category will now be open within the Skype for Business Options dialog and your webcam will have automatically turned on: At the top of this category a drop-down menu allows you to choose from any cameras that may be connected to your computer. Below this you will see that your webcam has been turned on and the current picture from it (probably featuring yourself) will be shown. Click the Camera Settings button:

114 107 The Properties dialog will now be open. Inside this dialog you can customize the various aspects of your webcam s image. For example, using the sliders provided, you can adjust its brightness, contrast, saturation, and more: Typically the default settings are the best ones, so click OK to close this dialog: Returning to the Skype for Business Options dialog, you will see that lower in the Video Device category is the Video settings section. This section contains only one checkbox which is used to disable or enable the crop and center feature. This feature will crop and center the image from your webcam to ensure that it is consistent:

115 108 Click OK to apply any new settings and close the Skype for Business Options dialog:

116 109 Review Questions What is your presence status automatically changed to while you are on an audio or video call? While in either a video or audio call, what happens when you click the Hang Up button ( )?. What happens if the recipient of a video call does not have a webcam? What is the quickest way to open audio device settings? If you want to change the brightness of your webcam s picture, what button do you click on the Video Device category of the Skype for Business Options dialog?

117 110 Module 8: Skype Meetings In this Module, we will learn how to: Set up a Skype for Business Meeting using Outlook Join meetings Set up impromptu meetings in Skype for Business Take notes during a meeting with OneNote

118 111 Setting Up a Skype Meeting in Outlook Tip: In order for you to complete this exercise, you must have Microsoft Outlook installed on your computer and configured with your own accounts. You will also want partner for this topic so you have someone to communicate with. To begin, open Microsoft Outlook on your desktop. Using Microsoft Outlook (or Outlook Online) you can schedule recurring or individual Skype meetings. When you create a Skype meeting in your calendar, the Skype meeting link is automatically added to the meeting request that is sent out to the attendees. If your account is configured for dial-in conferencing, the meeting request will include call-in information (phone number and conference ID). To set up a Skype meeting, first open the Calendar workspace of Outlook by clicking Calendar on the Navigation bar:

119 112 Next, click Home New Skype Meeting: Tip: Alternatively, you can right-click on a contact from your Contacts list in Skype for Business and then click Schedule a Meeting. This action will open the Meeting window with the selected contact s information already filled into the To field.

120 113 The Meeting window will now be open and you will be able to set up the meeting as you would any other in Outlook. For this example, type your partner s address into the To field: Next, click the Start time date picker and choose next Monday as the date:

121 114 Use the Start time drop-down menu to choose 8:00 AM as a start time: Next, use the End time controls to change the end time to the same date as the start time (next Monday), but this time choose 9:00 AM: In the Subject text box, type Monday Meeting:

122 115 When you are ready, click the Send button: The new Skype for Business meeting will now be added to your calendar and the invitation will be sent to the s of the contacts that you entered into the To field: Close Microsoft Outlook.

123 116 Joining a Skype Meeting To begin, open and sign into Skype for Business and pair up with a partner. Each of you should create a Skype meeting in Outlook for the current date and hour and invite the other partner. Invitations to join Skype meetings are sent directly to your inbox in Outlook. Open Microsoft Outlook (or Outlook Online) and open the meeting invitation that was sent to you: As this meeting request is for the current date and time, you can directly join the meeting by clicking the Join Skype Meeting link that appears at the bottom of the message:

124 117 You browser may open to the Skype for Business Web App; however, because you already have Skype for Business installed on your computer the desktop version will also open automatically. Alternatively, you can also join a same-day meeting by first clicking the Meetings icon in the Skype for Business window:

125 118 Next, double-click the ongoing meeting that you would like to join: Using either method, a conversation window will be displayed, as well as the Join Meeting Audio dialog. Here, you can choose to use Skype for Business for a full audio and video experience, or not to join the audio and have an instant messaging session instead. For this example, leave the Use Skype for Business option selected and then click OK to continue:

126 119 Tip: The Call me at option is only available if your account is set up for dial-in conferencing. If you select this option, you can have Skype for Business call you at any phone number so that you can join the meeting that way. You will now have joined the meeting. Once you have finished, click the Hang Up button ( ) to leave the call: Note that just because you leave the call that doesn t mean the call is over. Any participants remaining will still be able to continue on with the meeting.

127 120 Setting Up an Impromptu Conference Call in Skype for Business To begin, open and sign into Skype for Business. Ensure that you have at least two contacts that you can work with. To start an impromptu meeting in Skype for Business, you do not need to schedule it using your Outlook calendar. Using just the Skype for Business window, you can quickly and immediately start a conference call or a group IM conversation. To start a conference call, first ensure that all of the contacts in question appear online. Next, press and hold the Ctrl key on your keyboard and click the two contacts that you would like to work with from your Contacts list to select them:

128 121 Right-click on the contact selection and then click Start a Conference Call Skype Call: A conversation window will open and the participants that you selected will be invited to join the call. As people accept the invitation and join in on the conversation they will be added to the conversation window. Your own profile picture will appear smaller and in the lower right-hand corner of the window:

129 122 Tip: Note that your presence status and of those participating in the call, will automatically change to In a Conference. Once the call has been completed, click the Hang Up button ( bottom of the conversation window: ) that appears near the A regular conversation window will be displayed. It will notify you that you left the call and give you the option to rejoin. To exit the conversation completely, close the conversation window: Note that just because you leave the call that doesn t mean the call is over. Any participants remaining will be notified that you left the conversation, but they will still be able to continue on with the meeting. Close any open conversation windows.

130 123 Setting Up an Impromptu Group IM Conversation To begin, open and sign into Skype for Business. Ensure that you have at least two contacts that you can work with. To start a group IM conversation, first ensure that all of the contacts that you would like to appear in the conversation are available. Next, press and hold the Ctrl key on your keyboard, and click two contacts from your Contacts list to select them:

131 124 Right-click on the contact selection and then click Send an IM: A conversation window will open and show you the profile pictures of all the contacts that you previously selected, as well as your own:

132 125 Inside the provided text area, type a message and press Enter: This message will then be sent as an alert to all of the contacts that you previously selected. Everyone will now be able to communicate together using instant messaging:

133 126 Tip: Note that you can invite more people to an existing conversation by clicking the Invite More People button ( ). A dialog will be provided that you can then use to search for the participants that you would like to invite. In the upper right-hand corner of the conversation window, click the Close button to exit the group conversation: Any remaining participants will be notified that you have left the conversation, but they will still be able to continue on.

134 127 Taking Notes with OneNote Tip: In order for you to complete this exercise, you must have Microsoft OneNote installed on your computer. To begin, open and sign into Skype for Business. Pair up with a partner. One of you should create a new meeting for the current date and time. Then, you should both join that meeting. Skype for Business offers a quick way for you to take notes with Microsoft OneNote during a meeting. Near the bottom of the conversation window, click the Present button ( ). On the menu that appears, click My Notes:

135 128 Tip: OneNote must have been opened previously at least once before you can use this feature. The Select Location in OneNote dialog will displayed. Here, you need to choose a page or section in which you want the notes for this meeting stored. For this example, ensure that Quick Notes is selected and then click OK: Microsoft OneNote will open to a new page. This page will already be populated with the date and participant information for the current meeting.

136 129 Additionally, a Notes header area has been provided: When you re done, close Microsoft OneNote and then close the open conversation window.

137 130 Review Questions How do you set up a Skype meeting using Microsoft Outlook? How do you join a Skype meeting using only the Skype for Business window? How do you select multiple contacts from your Contacts list? How do you set up an impromptu group IM conversation in Skype for Business? What kind of information will already be present when you begin taking notes during a meeting using OneNote?

138 131 Module 9: Presenting with Skype for Business, Part One In this Module, we will learn how to: Display a PowerPoint presentation Display a whiteboard Share the screen with participants Share programs with participants

139 132 Displaying a PowerPoint Presentation To begin, open and sign into Skype for Business. Open a conversation window for one of your contacts. Skype for Business 2015 includes some powerful presentation components that allow you to broadcast PowerPoint presentations to any contacts that you are currently talking to (including audio, video, and text discussions). To display a PowerPoint presentation to all of the participants in the current discussion, click the Present button ( ). On the menu that appears, click the Present PowerPoint Files option:

140 133 This action will open the Present PowerPoint finder dialog. Use its controls to open the Exercise Files folder on your desktop. Within the Module 9 folder, click to select Module 9-1. Click Open: The contacts taking part in the presentation will be notified that you want them to join, and the selected PowerPoint presentation will be uploaded.

141 134 Once the presentation is ready, the conversation window will expand to include the PowerPoint presentation that you selected: As the presenter you can move through the slides by clicking the forward (or backward) arrows that appear near the bottom of the presentation area:

142 135 Tip: It is possible for participants to take over as the presenter for a presentation by clicking the Take Over as Presenter button that appears at the top of their dialog. Once you have finished presenting, at the top of the Conversation dialog, click the Stop Presenting button: While you will have stopped presenting, the conversation window will still be expanded so that you can present another presentation if you wish. Click Hide Stage to return the conversation window back to its default state: Close the conversation window to complete this exercise.

143 136 Displaying a Whiteboard To begin, open and sign into Skype for Business. Open a conversation window to send a message to one of your contacts. The Whiteboard in Skype for Business acts as a drawing area where all participants in a conversation can draw and add notes that everyone can see. To display the Whiteboard in a conversation, click the Present button ( ). On the menu that appears, click the More option:

144 137 A pop-up dialog box will be displayed with a few different options. Click Whiteboard: The conversation window will expand to include the whiteboard and all of its controls: The Whiteboard works in a similar way to a page in a OneNote notebook. By default, the Text tool will already be selected, so click anywhere on the working area and type Module 9.

145 138 This text will be added to the whiteboard in a text container that can be moved around: The Whiteboard also includes a number of different tools that you can use to add content. On the right side of the working area, click the Pen tool:

146 139 Click and drag on the working area to begin drawing: If you wish to save your whiteboard for later review, on the toolbar that appears on the right hand-side of the whiteboard, click More Options button ( ) Save As, or Send to OneNote:

147 140 Tip: Remember that every participant can add content to the whiteboard. Once you are done with the whiteboard, click the Stop Presenting button at the top of the conversation window: While the whiteboard will be hidden, the conversation window will still be expanded to include the stage area. Click Hide Stage to return the conversation dialog back to its default state: Close the conversation window to complete this exercise.

148 141 Sharing Your Screen To begin, open and sign into Skype for Business. Open a conversation window to send a message to one of your contacts. To facilitate presentations and show step-by-step instructions, you have the option to share what is on your screen with the participants of the conversation. To share your screen with other people in the current conversation, click the Present button ( ). On the menu that appears, click the Present Desktop option: A pop-up dialog will now be displayed. In this dialog box will be a preview of what will be visible to the other members of the conversation.

149 142 Click Present to continue: A Skype for Business pop-up dialog will now be shown. It reminds you that everyone in the conversation will be able to see everything on your screen. Additionally, it describes how this feature works with Windows 8. Review this information and then click OK to continue:

150 143 As the presenter, the Presenting status bar will be displayed along the top of the screen, while the screen itself will have a yellow border: Tip: Note that while you are sharing your screen, your presence status will automatically be changed to Presenting. This is a variation of the Do Not Disturb status and will block the majority of alerts.

151 144 The contact(s) that are currently in this conversation will have their conversation windows expanded to show what s on your screen: Any contact can request control of the presenter s computer by clicking the Request Control button that is near the top of their dialog: When a contact requests control, you will be notified on the Presenting status bar. Click Yes to allow for this contact to control your computer remotely or click No to deny this request:

152 145 Alternatively, as the presenter, you can give control to any of the current participants by clicking Give Control [Attendee Name] on the Presenting status bar: Participants who are given control over the presenter s computer can then interact with the presenter s computer remotely. When they are done, they can release that control back to the presenter by clicking Release Control at the top of the conversation window: Once you are done presenting, click the Stop Presenting button at the top of the conversation window: Close the conversation window to complete this exercise.

153 146 Sharing Programs To begin, open and sign into Skype for Business. Open a conversation window to send a message to one of your contacts. Open the WordPad application. Similar to sharing your screen, you can also share programs. This allows users to see and interact with a specified program that is open on your computer. It works in a similar way to sharing a screen, but it is limited to a selected program. To being sharing a program window with any participants in the current conversation, click the Present button ( ). On the menu that appears, click the Present Programs option:

154 147 The Present Programs pop-up dialog will now be displayed. Listed will be any currently open programs on your computer. For this example, click to select WordPad: With a program selected, click the Present button:

155 148 A Skype for Business dialog will be displayed, reminding you that everyone in this conversation will be able to see everything that you do in the selected program. Additionally, you will see some additional information on how this feature works with Windows 8. Click OK to continue: As the presenter, the Presenting status bar will be displayed along the top of the screen and a yellow border will appear around the program in question (WordPad in this example):

156 149 The contact(s) that are currently in this conversation will have their conversation windows expanded to show what the currently selected program is displaying: Any contact can request control of the current program by clicking the Request Control button that is near the top of the dialog: When a contact requests control, you as the presenter will be notified on the Presenting status bar. Click Yes to allow for this contact to control your cursor and use the current program or click No to deny this request: Alternatively, as the presenter, you can give control to any of the current participants by clicking Give Control [Attendee Name]:

157 150 Participants who are given control over the presenter s computer can release that control back to the presenter by clicking Release Control at the top of the conversation window: Once you are done presenting and sharing a program, click the Stop Presenting button at the top of the conversation window: Close the conversation window and WordPad to complete this exercise.

158 151 Review Questions How do you begin presenting a PowerPoint presentation during a Skype for Business conversation? Is the whiteboard only able to be used by the presenter, or can anyone in the conversation use it by default? While sharing your screen, how do you give control of it to the participant? When sharing your screen, will attendees be able to see everything you are doing on your computer? When sharing a program, will attendees be able to see everything you are doing on your computer?

159 152 Module 10: Presenting with Skype for Business, Part Two In this Module, we will learn how to: Post a poll Post a Q&A Send files to participants Share notes with participants using Microsoft OneNote

160 153 Posting a Poll To begin, open and sign into Skype for Business. Open a conversation window to send a message to one of your contacts. Useful for large meetings with a lot of attendees, Skype for Business has the ability to poll everyone in a conversation to get a consensus on a particular subject or question. To post a poll during a conversation, click the Present button ( ). On the menu that appears, click the More option: A pop-up dialog box will be displayed with a few different options. Click Poll:

161 154 The Create a Poll pop-up dialog will now be displayed: Using the controls on this dialog you can give this poll a title, write a question, and then provide choices for attendees to pick from. For this example, type What s your favorite color? into the Question text box:

162 155 In the provided Choices text boxes, type a color option into each one: Click Create:

163 156 The conversation window on your computer, and of those participating in the conversation, will expand to show the poll that you just created: Click the radio button that is associated to one of the options listed to answer this question:

164 157 As recipients pick one of the options presented, you will see the results displayed back to you in real-time: Once everyone has answered the poll question, you can close it by clicking Poll Actions Poll is closed:

165 158 With the poll closed, the answers will now be locked in. You can then share these results with everyone in the conversation by clicking Poll Actions Results are shown to everyone: Tip: While you can share the results of a poll at any time, it is usually best to do so only after the poll has been completed.

166 159 If you wish, you can save the results of the poll as a picture by clicking Poll Actions Save the poll results. However, for this exercise, click the Stop Presenting button at the top of the conversation window to close the poll: While you will have stopped presenting, the Conversation dialog will still remain in an expanded state. Click the Hide Stage button to return the Conversation dialog back to its default state: Close the conversation window.

167 160 Posting a Q&A To begin, open and sign into Skype for Business. Open a conversation window to send a message to one of your contacts. A Q & A acts, and is set up in a similar fashion, as a poll in Skype for Business, but rather than polling the participants you can ask them specific questions. To post a poll during a conversation, click the Present button ( ). On the menu that appears, click the More option: A pop-up dialog box will be displayed with a few different options. Click Q & A: The conversation window will expand to include the Q & A area. While the Q & A is active, participants will be unable to communicate with one another using instant messaging. To

168 161 start asking questions the presenter and/or the attendees can type them inside the Ask a question text area. For this example, type What s your favorite color? When you re ready to ask the question that you typed, press Enter on your keyboard. The question will now be presented in the Q & A area:

169 162 To answer a question, click the Answer link that appears below each question: A text box for the answer will now be provided. Type your answer into this text box: Press Enter to apply your answer. It will now appear under the question with your name above it:

170 163 Once Q & A is done, click the Stop Q & A button near the bottom of the dialog: (Note that if you click the Save as button, you can save a transcript of the Q & A.) The Q & A portion of the Conversation dialog will collapse. As the presenter, ensure that you click the Turn On Meeting IM button that is at the bottom of the conversation window if the meeting continues: Close the conversation window to complete this exercise.

171 164 Sending Files to Participants To begin, open and sign into Skype for Business. Open a conversation window to send a message to one of your contacts. Skype for Business includes a way in which you can distribute files to all participants in a conversation at once. To do this, click the Present button ( ). On the menu that appears, click the Add Attachments option:

172 165 The Send a File to All Participants finder dialog will now be displayed. Use the controls to open the Exercise Files folder on your desktop. Open the Module 10 folder and then click to select Module Click Open: The selected file will now be sent to the recipient(s):

173 166 (As the presenter, you have the option to cancel the file transfer by clicking the Cancel All link.) The participants will see the file and links to download it to their computer. Additionally, clicking on the icon of the attachment itself will automatically down the file:

174 167 When the recipient(s) successfully downloads the file, the sender will see a small Sent message appear just below the file: Close the conversation window to complete this exercise.

175 168 Sharing Notes with OneNote Tip: In order for students to complete this exercise, they must have Microsoft OneNote installed on their computers. To begin, open and sign into Skype for Business. Open a conversation window to send a message to one of your contacts. While you can take notes yourself using OneNote during a conversation, you also have the option to share and create notes with all of the participants. To do this, click the Present button ( ). On the menu that appears, click the Shared Notes option:

176 169 The Choose Notes to Share with Meeting dialog will be displayed. Here, you need to choose a shared notebook that you would like to use and share with the meeting. For this example, click New Notebook: Microsoft OneNote will now be open on your desktop. With your OneDrive account selected, type Module 10 into the Notebook Name text box. Click Create Notebook: (Note that you need to be signed into Microsoft Office using your Microsoft account in order to access the OneDrive option.)

177 170 As you are creating a new shared notebook, OneNote will automatically ask if you would like to share it with other people. As you are already doing this using Skype for Business, click the Not now button: Return to the Choose Notes to Share with Meeting dialog. You will see that the new notebook that you just created will be listed here. Expand this notebook listing and click to select New Section 1. This is where the shared note will be created and stored. Click OK:

178 171 Microsoft OneNote will open to a new page. This page will already be populated with the date and participant information for the current meeting. Additionally, a Notes section has been provided: Attendees will be notified that the presenter has added notes to the meeting. They can view and work on these notes by clicking the Open button on this notification: Attendees may see a security warning displayed after this action. Clicking Yes will allow them to continue. The same notebook will then open in Microsoft OneNote on the attendees computers and they will be able to view, add, and change its contents. Close Microsoft OneNote and the current conversation to complete the current exercise.

179 172 Review Questions Are poll results hidden or shown to all attendees by default? What is the command sequence to post a Q&A? Is the presenter able to answer questions in a Q & A? During a meeting, can you choose specific attendees to send a file to? In order to share notes with OneNote in a Skype for Business meeting, you must use an existing or create a new notebook.

180 173 Module 11: Advanced Settings In this Module, we will learn how to: Turn off all profile pictures Always display the Skype for Business window on top of any other windows Use the Recording Manager Prevent Skype for Business from starting automatically

181 174 Turning Off All Pictures To begin, open and sign into Skype for Business. By default, your profile picture and those of your contacts will be displayed in the Skype for Business window. You can see these pictures beside each contact in the Contacts list as well as your own picture in the top-left corner of the window. If you wish, you can make the Skype for Business window a little more compact by hiding all of these pictures. To hide all of the profile pictures in the Skype for Business window, first open the Skype for Business Options dialog by clicking the Options button ( ): With the Skype for Business Options dialog now open, click the Personal category:

182 175 With the Personal category displayed, clear the Show pictures of contacts checkbox: Click the OK button to apply the new changes that you have made:

183 176 Return to the Skype for Business window. You will see that all of the profile pictures that are normally displayed beside each contact on the Contacts list have been hidden: (Note that this setting will not hide your profile picture from other contacts.)

184 177 Always Display the Skype for Business Window on Top To begin, open and sign into Skype for Business. To ensure that Skype for Business alerts are always noticeable, you can choose to have the Skype for Business window in the foreground. On the Skype for Business window, click Options ( ) Tools Always on Top: Click the File Explorer icon that has been pinned to the taskbar along the bottom of your screen:

185 178 When File Explorer opens in its own window, you will see that it appears under the open Skype for Business window even though it should be on top: You can disable this feature by following the same command sequence that was outlined above. Close the File Explorer window.

186 179 Using the Skype for Business Recording Manager To begin, open and sign into Skype for Business. The Skype for Business Recording Manager is where the files for any audio and/or video calls that you have previously recorded will be stored. Using this application, you can manage these files, play them back, and more. Open the Skype for Business Recording Manager by clicking Options ( Recording Manager: ) Tools

187 180 The Skype for Business Recording Manager will now be open. Listed will be any recordings that you have previously made of an audio or video conversation: Play any recording that is listed here by first clicking to select the recording in question and then clicking the Play button:

188 181 At this point, Windows Media Player will open and play the recording: Click the Close button in the upper right-hand corner of this dialog:

189 182 Delete a recording by clicking to select it and then clicking the Delete button: The Delete Recording dialog will now be displayed that asks you to confirm your choice to delete it. Click Yes to continue: The selected recording will immediately be deleted from the Skype for Business Recording Manager. Close the Skype for Business Recording Manager by clicking the Close button in the upper right-hand corner of the window:

190 183 Preventing Skype for Business from Starting Automatically To begin, open and sign into Skype for Business. By default, Skype for Business will automatically start whenever you log into your Windows account. While this feature can be useful, it can sometimes get in the way. To prevent Skype for Business from starting automatically, first open the Skype for Business Options dialog by clicking the Options button ( ) on the Skype for Business window: With the Skype for Business Options dialog open, click the Personal category:

191 184 With the Personal category selected, clear the Automatically start Skype for Business when I log on to Windows: checkbox: Click OK to apply the new setting: Skype for Business will no longer automatically start when you log into your Windows account.

192 185 Review Questions In order to disable pictures on the Contacts list, what dialog do you first need to open? What is the command sequence to have the Skype for Business window always displayed on top? Is the Skype for Business window always displayed on top by default? By default, what program is used to play recordings stored in the Skype for Business Recording Manager? What category on the Skype for Business Options dialog do you first need to open in order to prevent Skype for Business from starting automatically when you log in into your Windows account?

193 186 Module 12: Using Skype for Business in the Notification Area In this Module, we will learn how to: View the Skype for Business notification area icon Change your presence status Sign in and sign out Open Skype for Business from the notification area Close Skype for Business from the notification area

194 187 Viewing the Skype for Business Notification Area Icon To begin, open Skype for Business and sign into your account. When Skype for Business is open on your desktop, a Skype for Business icon will also be placed in the notification area. To view this icon, click the Show hidden icons button to expand the notification area: The Skype for Business icon will represent your current presence status. In this case, it will most likely have a green checkmark to show that you have the Available status applied: This icon will be present in the notification area for as long as Skype for Business is open.

195 188 Changing Your Status To begin, open Skype for Business and sign into your account. The Skype for Business notification area icon can be used to complete a variety of tasks, including changing your presence status. To use it to change your current presence status, right-click on the icon and move your cursor over the My Status option: This action will produce a menu that lists all of the default presence status options. For this example, click Busy:

196 189 With the Busy presence status now applied, you will see that Skype for Business icon has changed to incorporate a red dot to indicate this new status: Signing In and Signing Out To begin, open Skype for Business. Do not sign into your account or sign out of it if it has been signed into automatically. Using the Skype for Business notification area icon, you can also sign into and out of your account. To sign into your account, right-click the Skype for Business icon and then click Sign In:

197 190 You will immediately be signed into your account using any credentials that you previously used and saved in Skype for Business: (If you have not used Skype for Business before, you will be asked to enter your credentials.) Sign out by right-clicking on the Skype for Business icon and then click the Sign Out option: The Skype for Business icon will then change to indicate that you have been signed out of Skype for Business:

198 191 Opening Skype for Business from the Notification Area To begin, open Skype for Business. Minimize the Skype for Business window to the taskbar. While Skype for Business has been minimized, you can expand it again using the Skype for Business icon on the notification area. Right-click the Skype for Business icon and then click Open: (Alternatively, you can double-click on this icon to achieve the same result.)

199 192 Closing Skype for Business from the Notification Area To begin, open Skype for Business. Closing the Skype for Business window will only minimize it to the taskbar along the bottom of your screen. If you want to close Skype for Business entirely, you can use the Skype for Business icon in the notification area. Right-click on the Skype for Business icon in the notification area and then click Exit: Skype for Business will immediately close entirely.

200 193 Review Questions Does the Skype for Business icon in the notification area change in appearance? What is the command sequence to change your presence status using the Skype for Business icon in the notification area? What is the command sequence to log out of your account using only the Skype for Business icon in the notification area? What is the quickest way to open Skype for Business on your screen using only the Skype for Business notification area icon? What is the command sequence to close Skype for Business using the Skype for Business notification area icon?

201 194 Review Question Answers

202 195 Answers for Review Questions - Module 1 How do you open 2015 in Windows 8? To open 2015 in Windows 8, either click the Skype for Business 2015 tile on your Start screen or type Skype for Business and click on the most relevant result. When Skype for Business is opened, its icon will be shown on the taskbar, as well as the. When Skype for Business is opened, its icon will be shown on the taskbar, as well as the notification area. What are two methods that you can use to sign out of your Skype for Business account from the Skype for Business window? To sign out of your Skype for Business account, you can click [presence status] Sign Out, or you can also click Options ( ) File Sign Out. What happens when you click the Close button ( ) on the Skype for Business window? This action will cause the Skype for Business window to be minimized to the taskbar; however, the program will remain running in the background. What is the command sequence to close Skype for Business entirely from the Skype for Business window? To close Skype for Business entirely, on the Skype for Business window click Options ( ) File Exit.

203 196 Answers for Review Questions - Module 2 What is the default presence status in Skype for Business 2015? The default presence status in Skype for Business 2015 is Available. What happens if your presence status is set to Do Not Disturb and someone tries to send a message to you? They will be blocked from sending the message, so you will not receive it. How do you change your presence status once you have already logged into Skype for Business? To change your presence status once you have already logged into Skype for Business, click the small drop-down command that appears just below your name. From the menu, click on the status that you would like to apply. Where on the Skype for Business window do you find the text box that you use to enter a personal note? This text box is found at the top of the Skype for Business window, just above your profile picture and name. How do you set your location in Skype for Business 2015? To set your location in Skype for Business 2015, click the Set Your Location field that is just below the presence status drop-down command. Type your location into this text box and then press Enter to apply it.

204 197 Answers for Review Questions - Module 3 What are internal contacts? Internal contacts are those contacts who are members of your organization and use the same Skype for Business service. What contact information do you need in order to add an external contact? In order to add an external contact, you need the contact s address (or username). What mouse gesture do you use to quickly move contacts from one group to another? To quickly move contacts to another group in Skype for Business, use the drag-and-drop (click and drag) method. What happens when you add a contact to the Favorites contact group? When a contact is added to the Favorites contact group, the contact in question will appear within the Favorites group, as well as its original group. Can you undo removing a contact from your Contacts list? No. You cannot undo removing a contact from your Contacts list; however, you can add contacts again if needed.

205 198 Answers for Review Questions - Module 4 How do you block a contact? To block a contact, right-click on the contact in question and then click Change Privacy Relationship Blocked Contacts. Will a contact know if you blocked them? No. The contact that you blocked will only see you as offline. What is the Status view used for? The Status view is used to display and organize your contacts based upon their individual presence statuses. What groups are displayed in the Relationships view? The groups that are displayed in the Relationships view are Friends and Family, Workgroup, Colleagues, External Contacts, and Blocked Contacts. What does the New view show? The New view shows you contacts whom you have not added to your Contacts list, but have added you to their own list.

206 199 Answers for Review Questions - Module 5 Where are alerts displayed? Alerts are displayed in the lower right-hand corner of your screen. What is the quickest way to open the Skype for Business Options dialog directly? The quickest way to open the Skype for Business Options dialog is to click the Options button ( ) on the Skype for Business window. What category of the Skype for Business Options dialog do you need to open in order to change alert sounds? In order to change alert sounds, you need to open the Ringtones and Sounds category on the Skype for Business Options dialog. How do you tag a contact for status change alerts? To tag a contact for status change alerts, right-click on the contact in question and then click Tag for Status Change Alerts. What are the default Do Not Disturb settings? The default Do Not Disturb setting is Show all alerts, but only conversation alerts from people in my Workgroup privacy relationship.

207 200 Answers for Review Questions - Module 6 What is the quickest way to open a conversation window for a contact? The quickest way to open a conversation window for a contact is to double-click on the listing for the contact in question on the Contacts list. Upon receiving an alert for an incoming message, where do you click on it to open the conversation window? You click on the main portion of the alert to open the conversation window. How are misspelled words identified in the text area of a conversation window? Misspelled words are underlined with a squiggly red line. What is the text shortcut for the smiley face icon? The text shortcut for a smiley face icon is :). How do you view all of your conversation history? To view your conversation history, click the Conversations button ( Skype for Business window. Ensure that the All header is selected. ) near the top of the

208 201 Answers for Review Questions - Module 7 What is your presence status automatically changed to while you are on an audio or video call? Your presence status will automatically change to In a call which is a version of Busy. While in either a video or audio call, what happens when you click the Hang Up button ( )? When you click the Hang Up button in either case, the call will end and the conversation window will automatically close. What happens if the recipient of a video call does not have a webcam? While you will be able to hear that person, you will be unable to see them. A placeholder image will be shown in its place. They will still be able to see you. What is the quickest way to open audio device settings? The quickest way to open audio device settings is to click the Select Your Primary Device icon ( ) that is in the lower left-hand corner of the Skype for Business window. On the menu that appears, click Audio Device Settings. If you want to change the brightness of your webcam s picture, what button do you click on the Video Device category of the Skype for Business Options dialog? In this case you would click the Camera Settings button.

209 202 Answers for Review Questions Module 8 How do you set up a Skype meeting using Microsoft Outlook? To set up a Skype meeting using Microsoft Outlook, open the calendar and then click Home New Skype Meeting. How do you join a Skype meeting using only the Skype for Business window? To join a Skype meeting using only the Skype for Business window, first click the Meetings icon and then double-click on the listing for the meeting in question. How do you select multiple contacts from your Contacts list? To select multiple contacts from your Contacts list, hold down the Ctrl key while clicking on each contact that you would like to select. How do you set up an impromptu group IM conversation in Skype for Business? To set up an impromptu group IM conversation in Skype for Business, first select all of the contacts on the Contacts list that you would like to have in the conversation. Next, rightclick on the selection and click Send an IM. What kind of information will already be present when you begin taking notes during a meeting using OneNote? The current date, time, and participants will already be entered on the page if you start taking notes using OneNote during a meeting.

210 203 Answers for Review Questions - Module 9 How do you begin presenting a PowerPoint presentation during a Skype for Business conversation? To begin presenting a PowerPoint presentation during a Skype for Business conversation, click Present ( ) Present PowerPoint Files. Is the whiteboard only able to be used by the presenter, or can anyone in the conversation use it by default? By default the whiteboard can be used by anyone in the conversation (including the presenter). While sharing your screen, how do you give control of it to the participant? You can give control to any of the current participants by clicking Give Control [Attendee Name] on the Presenting status bar. When sharing your screen, will attendees be able to see everything you are doing on your computer? Yes. Anything you do on your computer will be broadcast to all of the participants in a discussion. When sharing a program, will attendees be able to see everything you are doing on your computer? No. Attendees will only be able to see what you are doing in the selected program. Note that due to how Windows 8 functions, attendees may be able to see parts of your desktop or other applications if you use the peek feature.

211 204 Answers for Review Questions - Module 10 Are poll results hidden or shown to all attendees by default? By default, poll results are hidden from all attendees except the presenter. What is the command sequence to post a Q&A? The command sequence to post a Q&A is Present More Q & A. Is the presenter able to answer questions in a Q & A? All attendees, including the presenter, are able to answer questions in a Q & A. During a meeting, can you choose specific attendees to send a file to? No. During a meeting any files that you send will automatically be sent and made available to all attendees. In order to share notes with OneNote in a Skype for Business meeting, you must use an existing or create a new notebook. In order to share notes with OneNote in a Skype for Business meeting, you must use an existing or create a new shared notebook.

212 205 Answers for Review Questions - Module 11 In order to disable pictures on the Contacts list, what dialog do you first need to open? In order to disable pictures on the Contacts list, you must first open the Skype for Business Options dialog. What is the command sequence to have the Skype for Business window always displayed on top? On the Skype for Business window, click Options ( ) Tools Always on Top. When a checkmark appears beside this option, this indicates that it has been enabled. Is the Skype for Business window always displayed on top by default? No. The Skype for Business window is not always displayed on top by default. By default, what program is used to play recordings stored in the Skype for Business Recording Manager? Windows Media Player is used to play recordings by default. What category on the Skype for Business Options dialog do you first need to open in order to prevent Skype for Business from starting automatically when you log in into your Windows account? You need to open the Personal category in order to find the option to prevent Skype for Business from starting automatically when you log into your Windows account.

213 206 Answers for Review Questions - Module 12 Does the Skype for Business icon in the notification area change in appearance? Yes, this icon will change in accordance to your current presence status. What is the command sequence to change your presence status using the Skype for Business icon in the notification area? The command sequence is to right-click on the icon and then click My Status [Status]. What is the command sequence to log out of your account using only the Skype for Business icon in the notification area? Right-click on the icon and then click Sign Out. What is the quickest way to open Skype for Business on your screen using only the Skype for Business notification area icon? The quickest way to open Skype for Business on your screen using only the Skype for Business notification area icon is to double-click on it. What is the command sequence to close Skype for Business using the Skype for Business notification area icon? To close Skype for Business using the Skype for Business notification area icon, right-click on the icon in question and then click Exit.

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