Book an SLT video conferencing room for a Skype for Business meeting

Transcription

1 CREATE A NEW SKYPE MEETING 1. Open Microsoft Outlook 2. Click Calendar at the bottom of the left pane. 3. FOR WINDOWS USERS Click New Skype Meeting to open a new Outlook calendar invitation. Details on how to join the online meeting are automatically added to the body. FOR MAC USERS Click Meeting to open a new Outlook calendar invitation. Click Online Meeting then Add Online Meeting. Details on how to join the online meeting will automatically be added to the body. You can change a non-video conferencing meeting into a Skype meeting. Open the meeting from your Outlook calendar and click Skype Meeting at the top. Make sure to click Send Update to let all attendees know of the change. 4. Fill out the To field with meeting attendees. Search for Massey contacts in the address book by clicking To or by typing in names or individual addresses. Do not use Sympa mailing lists (i.e. listname@lists.massey.ac.nz) for Skype for Business meetings requiring the use of an SLT VC room as this does not go through the SLT VC room calendar. Page 1 of 9

2 Consider setting up an Outlook Contact Group if you need to send a recurring meeting invite to a group of people without having to add each name for every invite. Click the People icon at the bottom left pane of your Outlook and click New Contact Group. Add a Subject. Select Start and End Times. List your agenda items before the Skype meeting details. BOOK A VIDEO CONFERENCING ROOM Video conference rooms provide a physical space for invitees to gather in person to join an online meeting. SLT video conferencing rooms have been refreshed to provide simple, one touch experience in joining Skype for Business meetings. 5. FOR WINDOWS USERS Click Rooms next to the Location box. FOR MAC USERS Click the Address Book icon next to the Location box. A directory of rooms will pop up. The SLT VC rooms appear in the directory as: SLT Albany QA2.63 SLT Turitea Uni House (Do not select the old name ISC 1.01) SLT Wellington 5H29 CoCA Long Box Page 2 of 9

3 6. FOR WINDOWS USERS You can look for a room either by typing it in the search box or by browsing through the list. Double click the name or select it and click Rooms ->. You can book multiple rooms for any kind of meeting, whether Skype for Business, Zoom, or non-video conferencing. However, SLT room bookings will need approval of booking agents. Once the meeting invite is sent, the agents will receive an approval request to confirm your booking. Click OK. A prompt will appear, asking if you want to update the location to the SLT rooms. Click Yes. The rooms will be added in the To field along with other invitees. FOR MAC USERS Look for a video conferencing room using the search box. Select the preferred room from the results and click Add to Meeting. A prompt will appear, asking if you want to update the location to the SLT rooms. Click Yes. The rooms will be added in the To field along with other invitees. Page 3 of 9

4 CHECK ROOM AVAILABILITY 7. Click Scheduling Assistant to view availability of rooms and invitees. A calendar will appear. Next to each attendee and room name is their corresponding schedule, with shaded bars showing unavailability. 8. To adjust the start and end time, drag the edges of the light-blue shaded region or change the start and end time below the calendar. CUSTOMISE MEETING OPTIONS The default online meeting options let participants or anyone who has the meeting link enter the meeting and become a presenter. These are best for small conference calls made up of less than 10 participants and meetings with people within Massey. If you want to increase the privacy of your meeting, change the Meeting Options to make participants wait in a virtual lobby before being admitted to the meeting and choose who gets presenter privileges. 9. FOR WINDOWS USERS Click Meeting Options. Click Permissions (if not already selected) and under Where Do You Want to Meet Online?, select A New Meeting Space (I Control Permissions) to enable customisation. Page 4 of 9

5 THESE PEOPLE DON T HAVE TO WAIT IN THE LOBBY The lobby is a virtual place where attendees wait to be admitted to the meeting. Recommended: Anyone (No Restrictions) Make it private: People I Invite from My Company. This will restrict people outside Massey from entering the meeting automatically. WHO S A PRESENTER? This controls which participants are automatically given presenter privileges. Recommended: Anyone (No Restrictions) Make it private: Only Me, The Meeting Organizer or People I Choose. If you select People I Choose, click Choose Presenters to pick from the list of attendees, select Add, then OK. FOR MAC USERS Click Online Meeting then Set Access Permissions. Tick the box for Customize Access Levels, Presenter Options, and Phone Settings to enable customisation. ACCESS The lobby is a virtual place where attendees wait to be admitted to the meeting. Recommended: Everyone Make it private: Invitees Page 5 of 9

6 PRESENTERS This controls which participants are automatically given presenter privileges. Recommended: Everyone (No Restrictions) Make it private: Only Me or People I Choose. SEND MEETING INVITE 10. Go back to Appointment to review the details of your invite. 11. Click Send. 12. Wait for the confirmation if your meeting room bookings are accepted. Requests go through to the booking agents administering the rooms. If you are an executive or a staff administering an SLT VC room (i.e. executive assistants), you may apply for auto-approval rights for your meeting bookings. To request for this, please log a job through AskUs (askus.massey.ac.nz) requesting to add auto-approval of executive meeting room bookings onto your account. If auto-approval is enabled for you and there is no booking schedule conflict with any of your requested room, the confirmation will be received instantly. Page 6 of 9

7 Please do not copy and paste a prior room booking in your Calendar. Each Skype for Business meeting needs a unique original booking ID. If the booking is declined, you will need to make a new invite and select a time when all the required rooms are free. TRACK RESPONSES Only the meeting organiser can see if attendees have accepted or declined the invite. 13. Click Calendar at the bottom left pane of your Outlook Find the meeting and double-click to open it. 15. Click Tracking. This will load your meeting attendees and their responses. Page 7 of 9

8 CHANGE MEETING DETAILS Once a meeting is booked, any change in detail will need to be sent as an update. This reverts the meeting status back to tentative, and the room booking must be confirmed again by the booking agent. Last-minute changes to meetings are discouraged as approval may not be given in time for the meeting. When necessary, it is best to get in touch with the booking agent to secure approval. 16. Click Calendar at the bottom left pane of your Outlook Find the meeting and double-click to open it. 18. Make changes to the meeting details. Let participants know of the changes by adding a note to the body. 19. Click Send Update. Page 8 of 9

9 CANCEL A MEETING A meeting organiser may cancel a meeting if the room is required for another purpose or the meeting is no longer required. You can only cancel meetings that you organised. Do not delete a booked meeting. This only removes the entry in the Calendar and does not let attendees know that the meeting is cancelled. 20. Click Calendar at the bottom left pane of your Outlook Find the meeting and double-click to open it. 22. Click Cancel Meeting. The meeting form will change into a meeting cancellation form. Type a message to let the attendees know the meeting is cancelled. 23. Click Send Cancellation. Page 9 of 9