Skype Meetings

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1 Skype Meetings Skype-t-Skype is used fr cmmunicatin thrugh vice, vide, chat (Instant Messaging) and/r desktp sharing fr ne-n-ne cnferences, meetings, training, etc. Yu can use cmputer audi and vide with yur cmputer s built-in devices, r a headset and camera. Using Skype fr Business via a wired cnnectin is recmmended fr the best results and reliability. Nte: Make sure yur headset r USB device is plugged directly int yur cmputer and nt thrugh yur mnitr, dcking statin, r a USB hub. Nte: Wireless may be used but quality f meeting may depend n bandwidth and cnnectivity. Skype in Outlk: VERY IMPORTANT! Yu must sign in with yur Office 365 Accunt! All Office 365 accunts cntain a Skype link alng the tp f the ribbn bar. Users can Instant Message anyne in the Directry and/r add mst cntact Users as favrites. Select the Online link t view Cntacts current status. Nte: By default, instant message and call histry is stred in yur Cnversatin Histry flder in Outlk. If smene else has rights t yur mailbx, they will be able t see yur cnversatin histry, which includes instant messages and vice and vide call lgs. T dwnlad Skype fr Business desktp prgram thrugh Office 365: G t the gear Icn and select Office 365 under app settings. Select Sftware and Skype fr Business then install. 1

2 The Desktp user interface allws yu t search fr ther users in the Jeffersn State emplyee base and add as regular cntacts. Yu can als create grups. Yu can select the gear icn t view ptins t start a Skype Meeting as well as additinal tls. Set up an nline meeting: Nte: Yu can either use the Meet Nw ptin in the Desktp Prgram r set up a Calendar entry. Nte: Calendar events with Skype Meetings allws yu t track respnses t yur Skype Meeting. Open yur Calendar and create new item Fill in the meeting infrmatin as usual. Click Skype meeting. Nte: Link with infrmatin is autmatically entered in the Event infrmatin text bx. Click Add Peple 2

3 Participants can jin thrugh Ntificatin r frm the Calendar if they accepted the invite. Click t Jin Meeting. Nte: Yu can use Webcam fr vide/audi r cmputer micrphne/headset. Please test befre jining the meeting. Select either Skype Meetings App r Skype fr Business fr audi and vide. Nte: Yu d nt have t have Skype fr Business n yur desktp t jin a Skype Sessin. If yu plan t recrd the sessin yu wuld need the sftware installed n yur desktp/laptp/device. Nte: Upn pening the applicatin, the Icn will be visible n the Task Bar. If yu chse Skype Meetings App yu will see a link t dwnlad the App (smaller size). Once dwnlad, duble click n the installer package. Next, click n the Open Skype Meetings App. Nte: Upn pening the applicatin, the Icn will be visible n the Task Bar. 3

4 VERY IMPORTANT! Yu must sign in with yur Office 365 Accunt! Settings: G t Tls (r Gear Icn) and select Optins. Skype Meeting Organizer (wh starts/sets up the meeting) has primary cntrl f recrding and settings. T view any recrded meetings, select Tls/Recrding Manager. 4

5 The Skype User Interface: Prvides name f Presenter and actins. Check yur mic: peple in the meeting can hear yu. yu. peple in the meeting cannt hear Nte: Make sure yu unmute yur speakers t! If yu need t switch t a different audi device, click the Call Cntrls buttn, then click Devices.. The Switch Devices bx shws yur available audi devices, with the current ne selected. Chse a different ne if yu'd like. 5

6 Select the Mre Optins t start recrding, manage recrdings, meeting specifics, etc. The Participant list indicates the permissins level f each participant: either Presenter r Guest. Only presenters can share their screens, give PwerPint presentatins, pen whitebards, and access ther features, depending n hw the meeting was rganized. The icns next t each name indicate whether the persn is currently participating in instant messaging (IM), audi, vide, r cntent sharing in the meeting. 6

7 Participant Actins: Share Screen: Depending n the permissin levels set by the meeting rganizer, a meeting presenter will need t make yu a presenter (if yu are nt already ne) befre yu can shw yur screen r prgram t the ther meeting participants. Nte: Only ne persn at a time can share. Instant Messaging: T send an instant message t meeting participants, d the fllwing: 1. Click the IM icn. 2. At the bttm f the IM windw, click the message input area, and begin typing. 3. Press Enter. Nte: Yu can frmat yur message using the text frmatting ptins, and add emticns if yu d like t. 7

8 Take Cntrl Use the Share icn t give and take cntrl f a sharing sessin. If yu want anther meeting participant t change a file, help yu present, r demnstrate smething, yu can grant cntrl t that persn. Yu will bth be in cntrl f the sharing, and yu can take back cntrl anytime. On the sharing tlbar, click Give Cntrl. The Primary Meeting Scheduler can select Skype Meeting Optins t allw r nt allw. Tip: Yu can allw peple t autmatically take cntrl f yur sharing sessin at any time, by clicking Give Cntrl Autmatically n the sharing tlbar. We recmmend yu chse this ptin nly in small and casual meetings. T take back autmatic permissin, click Give Cntrl, and clear the Give Cntrl Autmatically check bx. Imprtant: When sharing yur desktp, everyne in the Skype meeting can see yur prgrams, files, and ntificatins. If yu have cnfidential infrmatin r files that yu dn t want peple t see, clse them r use Present Prgrams instead. Pll: Select Share buttn, click Mre..., and then click Pll. Type yur questin and at least tw pssible answers, and then click Create a Pll. Save a file that anther participant has distributed: T save a file that smene shares during a meeting, d the fllwing: Click Share, and then click Attachments(x). Under the attachment yu want t save, click Save As. Click Save t chse where yu want t save the attachment n yur cmputer. 8

9 Only Skype fr Business full applicatin allws user t recrd Skype meeting. Yu can capture audi, vide, instant messaging (IM), screen sharing, PwerPint slides, whitebard activity, and plling. Any f the presenters can recrd a meeting and save it n their cmputers. After recrding, select Manage Recrdings t view and/r publish. The published recrding will save as.mp4 file n yur lcal desktp. By default, the Skype recrding will include audi, vide, IMs, and presented cntent, such as screen sharing and PwerPint slides. Yu can select the nly publish certain segments f the recrding. T share yur recrding click Brwse t lcate it, then cpy the file t pst n a shared lcatin, such as OneDrive r thrugh Outlk. Online meetings may be recrded and are save as mp4 file type and then may be shared. Recrdings are saved in the Vides/Skype fr Business Recrdings flder n yur cmputer. Nte: D nt uplad recrding file t Blackbard. 9

10 FAQs: If yu can't hear audi frm ther applicatins using a headset -- it culd be that Windws des nt have the crrect audi device set as default fr all prgrams. Audi quality depends n the netwrk and the device yu use. Use a wired netwrk cnnectin and switch ff wireless n yur cmputer. If yu are using a wireless cnnectin, make sure yu have a strng signal. What if can t jin via cmputer? If yu dn t have access t a cmputer, yu can just call int the meeting with a phne. Make sure yu grab the cnference numbers and IDs frm the meeting request befre the meeting. If yu aren't using a smart phne r yu're nt cnnected t Wi-Fi, yu wn't be able t see anything that the leader r thers may present, but yu'll be able t hear and speak. If yu d have access t a cmputer r if yu're using a mbile device and are cnnected t Wi-Fi, yu can cnnect t the meeting using Skype fr Business with the usual functinality--like the ability t see what thers are presenting r the ability t present cntent yurself (if yu have it n yur mbile device). (Optinal) When in the meeting, press *1 n yur phne t get a list f the ptins yu can use, such as mute, unmute, and s n. 10

11 Best Practices and Recmmendatins fr Skype Vide Cnferencing 1) Check t make sure Skype fr Business r App sftware is in wrking rder. Make sure sftware is installed n cmputer and/r device t be used in vide cnferencing and is in wrking rder. Make sure internal r external web cam is in wrking rder. Be familiar with peratin prcedures and test the system prir t scheduled time (minimal f 15 minutes prir t sessin). Perfrm a test and check vlume settings, quality, backgrund nise and/r feedback nise. Perfrm a test and check the vide reslutin and/r use f ther dcuments/materials. Check visual appearance and make sure there are nt any distractins in the backgrund. Perfrm a test and make sure there are nt any excessive delays, bandwidth, and/r synchrnizatin issues. Nte: Synchrnizatin is referred t as the transmitting vide mvements (may include dcuments) and sund simultaneusly. 2) Tips n hsting a Skype fr Business Vide Cnference: Technical Issues Have a backup plan in case the videcnferencing technlgy fails. Cmmunicatin Remember t speak clearly If using as a meeting prvide an Agenda - maintain a business-like exchange Stay n task and meeting time Encurage participatin Establish eye cntact. Once yur camera and incming view windw have been crrectly psitined s that "eye cntact" has been established between yu and the remte site, yu shuld remain fcused in that directin. When engaging with remte site participant, psitin the vide windw f the ther party near yur camera. Avid shifts in attentin such as lking dwn at the cmputer screen. "Multi-tasking" has the same effect as nt lking smene in the eye when talking t them in persn. Remember vide cnferencing is a persnal exchange - bdy language and facial expressin cunt. Cpyright, Jeffersn State Cmmunity Cllege. All Rights Reserved. 11

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