There are a number of ways to set up a Skype for Business meeting in Glow. These include using:

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1 Scheduling a meeting There are a number of ways to set up a Skype for Business meeting in Glow. These include using: Outlook online/client Skype for Business Web Scheduler The purpose of your meeting may determine which option would be most suitable and this document will provide some guidance and options to consider. Some of these scenarios might include: An opportunity to meet with a colleague to share ideas or materials A meeting with a smaller number of staff or learners for collaboration purposes An online meeting with learners where you want to share learning and teaching materials but limit the collaboration A large event where you want to limit participation of users Tip: staff can create Skype for Business meetings but pupils cannot. Pupils can take part in Skype online meetings. Using Outlook Web App You can use Outlook online to schedule a meeting the same way you schedule meetings normally but with one or two extra clicks. Login to Glow as normal. Access Glow O365 using one of the Microsoft Office 365 tiles on the RM Unify Launch Pad e.g Mail 1

2 Open Outlook and navigate to your calendar. If you are already in Office 365 use the waffle to select Calendar. Click on New then Calendar Event 2

3 You can now create a new meeting and add your details. Click on Add Skype meeting Complete your details Add attendees if you want to send them an invite. This can also include addresses out with Glow. Include some information about the meeting and click on Send. Tips: The joining details for the Skype meeting will be added once the invitation has been sent You can access your Skype Meeting from your calendar (double click to open) The link for people to join your meeting is included in the (Join online meeting) Click on Join/Join Skype Meeting/Join online meeting To invite other people to this meeting you can also send them the url e.g 3

4 Using Skype for Business Web Scheduler You can access the Skype for Business Web Scheduler from a tile in RM Unify. Or use the link below with your Office 365 login (e.g firstnamesurname@glow.sch.uk) Skype for Business Web Scheduler. You can complete the details for your meeting. Again there are a number of options to consider. It is important to note that My company means Glow. You can add attendees using their Glow usernames Decide who will bypass the lobby and join the meeting straight away e.g. you can lock the meeting so that the organizer only can bypass the lobby. My company means everyone in Glow. 4

5 You can specify other Presenters to join your meeting by typing in their Glow usernames or addresses. Everyone else will join as an Attendee. You can also limit control of your meeting by selecting Organizer Only and you will be the only presenter joining the meeting. Click on Save to set up your Skype for Business meeting. You will need to copy the meeting details from the last screen and send to participants as they won t automatically be sent an . Click the Back arrow to view a list of your meetings. A list of your Meetings will be displayed. Click on the title of each one to access it. You can only delete the meetings that you have created using the Skype for Business Web Scheduler here and not ones created using your Outlook calendar. Tips: You might use the Skype for Business Web Scheduler if you wish to specify presenters before they join the meeting and set permissions on who can bypass the lobby (this can t be done in Outlook online). The Skype for Business Web Scheduler default options are appropriate for small and casual meetings. If you are inviting more than people or want to control meeting permissions it is a good idea to change these options from the default settings to suit the purpose of your online meeting. 5

6 Using the Outlook desktop client with your Glow address Tips: This section outlines how this would work if you have Outlook 2016 installed on your PC and can sign-in using your Glow address. If this is not possible on your local authority device you should use the Outlook online or Skype for Business Web Scheduler options to schedule a meeting. Open Outlook, and go to your calendar On the Home tab, in the Skype Meeting section, select New Skype Meeting. Tip: if you don t see the Skype Meeting section then Skype for Business is not installed. You have to sign in to Skype with your Glow address for this to work. Set up the meeting as you typically would. In the To box type the address of each person you are inviting, separated by semicolons In the Subject box, type a name for the meeting Select and Start time and an End time. Tip: In the Meeting options section you have some options and permissions to consider. This provides more detailed meeting set up options than using Outlook online or the Skype for Business Web Scheduler. Meeting options Who will wait in the lobby before the meeting until you let them join the meeting room - this may be useful if you have an open meeting with a lot of attendees and don t want them to access the meeting until you are present. 6

7 Who else you want to be able to present in your meeting only presenters are able to share their desktop and applications, present files, and manage meeting options including admitting people in to the meeting. You may want to limit this and only allow a few nominated presenters before the meeting. You can also elevate user permissions during the meeting e.g. from Attendee to Presenter. Do you want to limit participation e.g. disable IM, mute all attendees and block video this may be useful if you have a larger meeting like a Glow TV event and don t know all of the people who are attending prior to the event. This will prevent people from interrupting the meeting by using their audio and video during the meeting if it s not required. Alternatively stay with the default settings and click on Send. The meeting invitation will be sent to the addresses you specified. You can also share the link with others should you wish them to join. Summary of options to schedule a Skype for Business Meeting Scheduling a meeting using Outlook online Options overview Basic options when setting up can t specify presenters or decide who can bypass the lobby Users can join the meeting at any time and switch on cameras and microphones You can send meeting invites to users (both in and out with Glow) in the Add People section and keep track of events in your calendar. Considerations Suitable for smaller meetings where you want to collaborate Easy to set up and invite users using meeting requests or links The online meeting is open for people to access prior to the event You don t require any additional clients or downloads to set up an online meeting. Skype for Business Web Scheduler Can specify presenters when setting up the meeting Can lock a meeting to ensure a presenter is online before users can access the meeting You need to copy and send the meeting details as a meeting invite is not automatically generated Meetings are added to the Skype for Business Web Scheduler but not your Outlook calendar Default options suitable for smaller meetings where you want to collaborate Web Scheduler also provides options to tailor permissions to limit participation prior to the meeting. You don t require any additional clients or downloads to set up an online meeting. 7

8 Outlook desktop client integrated with Glow address For this option you need the Outlook desktop client to be installed and the required permissions to be able to sign in with your Glow address. This may not be possible on local authority/corporate devices. Extensive meeting options including: specifying presenters, lobby settings and locking a meeting prior to it starting Outlook desktop client integrated with Glow address Can limit participation by disabling instant messaging, mute all attendees or block attendees video prior to the meeting. Suitable for larger scale meetings or where you want to limit participation before users join the event e.g. a Glow TV event You need the Outlook desktop client to be installed and the required permissions to be able to sign in with your Glow address. This may not be possible on local authority/corporate devices. Using all three options invitations can be sent to people in and outwith Glow. If you have scheduled your meeting with Outlook online or the Skype for Business Web Scheduler default settings users can join a meeting in two ways: Joining as a Guest: Attendee Logging in with their Glow O365 account: Presenter. 8

9 Joining a Skype for Business meeting You can join a Skype for Business meeting in a number of ways. Using a calendar invite If you have set up the meeting yourself or have a calendar invitation you can access it from your Outlook calendar on the date the meeting has been set up for. Click on Join. Using a link (from or elsewhere) When a Skype meeting has been set up you will have a meeting link (the address can be found in the Join online meeting similar to Tip: if you are sending out an invitation and would like to force the meeting to open in the Skype for Business meeting app you can add?sl=1 to the end of the url. This will make sure users as using the web app to open the Skype for Business meeting and have fewer dependencies on any versions of client they have on their device. e.g. 9

10 Options when opening a Skype for Business meeting You can open a Skype for Business meeting in a number of ways. This will depend on your browser, operating system and whether or not you have Skype for Business installed on your computer. Using the Skype Meetings App (web) This option is useful if you don t have Skype for Business installed on your computer. Click on a link or launch a Skype for Business meeting from your calendar or web scheduler. A window will appear and you can choose how to open the meeting. If it is the first time you have launched a Skype for Business meeting it may provide you with the following options. Install and join with the Skype Meetings App (web) or Join with Skype for Business (desktop) Click on Join with the Skype Meeting App (web) when you are prompted (You may have to click Allow to proceed) You can join as a Guest or sign in if you have a Glow Office 365 account. It is recommended that you Join using your Glow Office 365 account. 10

11 To join as a Guest, enter your name and click on Join. (This allows you to invite others out with Glow to your meetings). Click on Sign in if you have an Office 365 account. Select an account to sign in with or type in your Office 365 address e.g. username@glow.sch.uk This will take you to the Glow sign in page. Log in to Glow as usual. The Skype Meetings app will open and allow you to join the meeting. See the following Quick Start Guide for the Skype Meetings App: Meeting 931a-40ac4aafd44e Meeting 11

12 Installing and using the Skype Meetings App (web) Skype Meetings App and Skype for Business Web App are browser-based meeting apps that you use to join Skype for Business meetings without the need to have Skype for Business installed. If you are using a device that doesn t have Skype for Business installed or want to join with the web app instead click on Install and/join with the Skype for Business Meetings App (web) Tip: If this is the first time you have joined a Skype for Business online meeting the Skype for Business Web App plug-in is required for audio, video, and screen sharing during a Skype Meeting. You may have to contact your local authority if you are using one of their devices and don t have sufficient privileges to download the plug-in. Help with the Skype for Business Web App plug-in is here: App-plug-in-958fc5f1-2d6f-42e3-815d-a9516c

13 Managing a Skype for Business meeting If you are going to be hosting or managing a Skype meeting and would like to limit participation or run a larger scale event some of the options can be explored in more detail. Use the Skype for Business Web Scheduler or the Outlook desktop client to restrict options before the meeting takes place. Overview of Skype Meetings Click to view Participants Change from Gallery view to Speaker view if you want to focus on the presenter Change participant options or invite more people Meeting organiser View of participants (with camera on or off) More Options Display instant message window Switch on camera/microphone or share content 13

14 Share PowerPoint Files or a window during the meeting Click to switch on your camera and microphone (if there is a line through it is off/muted) Click to share (desktop, window, PowerPoint etc.) Leave the meeting Participant Options Tips: Users will join a Skype for Business meeting as an Attendee or a Presenter. Presenters: have full control over the meeting. They can share content, record the meeting, change the meeting options, invite people, mute people, and so on. Attendees: can switch on their camera and microphone but can t share content or change the meeting options. If a user joins using the Skype Meetings App (web) they can join as a Guest or using their Glow O365 login. If you haven t changed any of the default settings prior to your meeting to control access: Users who haven t logged on will appear as GUEST and join as Attendees. Users who have joined using their Glow O365 login will join as Presenters. 14

15 Participant Actions To change individual permissions while the meeting is running right click on the Participant name and choose from a range of options such as Make a Presenter/Attendee, Remove or Mute them. To change permissions for the whole meeting click on Participants, then Participant Actions on the bottom left. You can Mute the whole audience and change other settings here. Note: there are fewer Participant Actions when using the Skype for Business Meetings App (web) as opposed to the Skype for Business Desktop app. 15

16 Click on More Options to display other meeting settings: Start Recording: this lets you record your meeting including presentations, chat, audio and video. Meeting Entry Info: provides you with the meeting link if you have to send it to anyone else to join Skype Meeting Options: allows you to set permissions for the meeting including who has to wait in the lobby and who is a presenter as was outlined previously. Tip: Presenters can only record a meeting using the Skype for Business desktop client/app. Microsoft Skype for Business Support Skype Meetings App (web) business-web-app-0db361c8-adcb-419c-931a- 40ac4aafd44e#ID0EAABAAA=Skype_Meetings_App 16

17 Exploring meeting options You can restrict access to your meeting and select who will bypass the lobby or who is a presenter using the Skype for Business Web Scheduler or the Outlook desktop client. An overview of the options is outlined below. Who gets in directly? Only me, the meeting organizer People I invite from my company (Glow) Anyone from my organization (Glow) Anyone (no restrictions) Presenter settings Who s a presenter? Only me, the meeting organizer Anyone from my organization (Glow) Anyone (no restrictions) People I choose What happens You are the only one who gets into the meeting directly. Everyone else has to wait until admitted. Only people who were invited to the meeting join the meeting directly. Everyone else has to wait until admitted. Anyone with a Glow login can get in to the meeting directly, even if not invited. Anyone who has access to the meeting link gets in to the meeting directly. What happens Only you as the meeting organizer have presenter permissions. Anyone with a Glow login can be a presenter. Everyone you invite can be a presenter. You and the people you choose can be a presenter. Recommended when You have a meeting that you want to control access to such as an event with a large attendance or don t want them to access materials until the event starts You only want to allow specific people to join directly. For example other presenters in your meeting. You are hosting an open meeting to allow collaboration and you aren t concerned about who enters the meeting without the presenter. It s an open meeting and you are happy for everyone to join without you being present. Recommended when... Use when the participants don t have to interact with the meeting content. You can designate additional presenters during the meeting if you decide you want to. Suitable for casual meetings with your teammates, where all participants can share and modify content. Use when you have external participants and want them to present. Use when you want specific people to be presenters. Tips: Using the default options is suitable for small, casual meetings where you want everyone to be able to collaborate such as with co-workers. If you have a meeting with pupils or are scheduling a larger event where you want to limit participation you may want to change the meeting options before you send the invites to better fit your meeting requirements. 17