JOB AID: Getting Started with Skype for Business. In this Document: Getting Started

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1 In this Document: Getting Started Getting Familiar with Skype for Business Presence (Status) Contacts Instant Messaging JOB AID: Getting Started with Skype for Business 1

2 Getting Familiar with Skype for Business Skype for Business (formerly Microsoft Office Communicator and Microsoft Lync) enables users to do the following: Instant messaging Voice Over IP (VoIP) Video conferencing File sharing Desktop sharing, usually by allowing participants to see and collaborate on a Windows screen. Windows applications sharing, by allowing participants to see and collaborate on a specific application. Collaboration through Whiteboard documents, where participants can share text, drawings and graphical annotations. Collaboration through PowerPoint documents, where participants can control and see presentations, as well as allow everybody to add text, drawings and graphical annotations. Polling, where presenters can organize polls and all participants can vote and see results. When you first sign in, you will see a screen that looks like this: Overview 1. Name, Presence (Status), Location 2. What s happening today? 3. People, History, Dial Pad, Calendar Icons 4. Gear Icon 5. Display picture 2

3 Presence (Status) Want to tell others if you are free or not? Presence will synchronize with your Outlook calendar to display your status, but you can always shut your virtual door manually. To change your status, click the down arrow next to your current status. Presence is automatically set based on your Outlook calendar. You can change your status temporarily if you want to. NOTE: If you manually change your status, that status will show until you change it. To change your status to be set according to your Outlook calendar, select Reset Status. Presence status is a quick way for other people see whether you re free. 3

4 * Set automatically for you based on your keyboard activity or Outlook calendar ** You can set your Presence to this anytime you want 4

5 Tag for Status Change If you need to reach someone who is currently unavailable, you can have Skype for Business send you an alert when his or her status changes. From the Skype for Business main window: 1. In your Contacts view, right-click the contact you want to reach. 2. Click Tag for Status Change Alerts. 5

6 Contacts Find Someone Connect with people in your organization. 1. Type a name in the Search box. JOB AID: Getting Started with Skype for Business 2. As soon as you do, the tab below the Search field should change to this: 2. As you type, users should appear automatically. The search will narrow as the name is made more complete. View a Contact Card from Skype For Business 1. Tap a contact picture. 2. Tap the Contact Card button to open Contact Card. 6

7 Create a group Set up a group for each team you work with so you quickly see who s available, or communicate with the entire team at once. 1. Click the Add a Contact button. 2. Select Create a New Group. 3. Begin typing your new group name. 4. Contact Views A. Groups B. Status C. Relationships D. New 7

8 Add a Contact Once you find a person, add them to your My Contacts list for quick access. 1. Right-click the name in the search results. 2. Click Add to Contact List. 3. Pick a group to add your new contact to

9 Privacy Relationships You can determine what information your contacts can see by using the Relationships settings. 9

10 Instant Messaging Use instant messaging (IM) to touch base with your contacts right away. 1. In your Contacts list, point to the contact you want to IM. If you want to IM with more than one contact, hold down the Ctrl key and click each contact name. 2. Click the IM button. 3. Type your message and press Enter on your keyboard. Smileys and Emoticons Use smileys and emoticons to add personality to your conversation. 10

11 Send an Instant Message to a Non-Contact Use Search to find the person and start an IM conversation. 1. In the Search box, enter in the name of the person. 2. When the person appears in the results window, right-click on the name and choose Send an IM. 3. Type your message and press Enter on your keyboard. NOTE: For someone at your company, enter their first name, last name or both. For someone at another company (federated), enter their address. 11

12 Add Audio and Video, and Share Files in an IM Conversation Use the menu below to Add Audio and Video, and Share Files in an IM Conversation Switch Between IM Conversations If you have several conversations or meetings going on at the same time, Skype for Business displays them all in one place, so you can toggle between them. Click a tab on the left to view an IM conversation. NOTE: Tabs can be disabled in the IM Options menu if you prefer a new window for each message. 12

13 Find a Previous IM Conversation If you use Outlook and Exchange, Skype for Business can save a single message or automatically save all your IM conversation history. To view or continue a previous IM conversation or see an IM request you missed: 1. Click the Conversations tab. 2. Click the All or Missed tab. If you don t see the conversation you re looking for, click View More in Outlook at the bottom of the list (if you enabled it). 3. Double-click the conversation you want to open. Basic IM Etiquette Be mindful of the receiver s presence and status message. Ask the receiver if they have time to chat. Introduce yourself if you haven t previously met. Avoid jargon, slang and abbreviations. Be cautious with humor. Use emoticons. Allow time for a response. Don t change meeting times or venues in IM. Keep the conversation short. Be careful with confidential information. 13