GlobalMeet Audio for Skype for Business. Quick Start Guide

Transcription

1 GlobalMeet Audio for Skype for Business Quick Start Guide Revised: October 2017

2 Contents Introduction... 3 System Requirements... 3 What s New in This Guide... 3 Tips for Using GlobalMeet Audio Conferencing... 4 Set Meeting Audio Options... 4 Music on Hold Feature... 6 The Mute Audience Command... 7 End a Meeting and Disconnect All Participants... 9 Known Issues Incomplete Caller ID Long Meetings Seem to Time Out GlobalMeet Audio for Skype for Business Quick Start Guide 2

3 Introduction Your Skype for Business account includes GlobalMeet Audio integrated audio conferencing, which allows guests to join your online meetings and conferences from any desk or mobile phone. In Skype, you can host a conference call immediately a Meet Now conference or use the Meeting Add-in for Microsoft Outlook to schedule a meeting or conference call. This document provides some tips for using GlobalMeet Audio conferencing. System Requirements GlobalMeet Audio integrated audio conferencing is available for organizations running the full-featured version of Microsoft Skype for Business, either as the standalone service called Skype for Business Online Plan 2 from Microsoft Office 365 or as part of the Office 365 for Enterprises suite. What s New in This Guide This version updates the previous version of the guide released in February It includes the following changes. A new section, Known Issues, explains issues you might encounter: > Incomplete caller ID information for dial-in guests. > Meetings longer than four hours seem to time out. GlobalMeet Audio for Skype for Business Quick Start Guide 3

4 Use these tips to get the most out of your GlobalMeet Audio conferencing. Set Meeting Audio Options There are three ways to join the audio portion of a Skype Meeting. You can connect over Skype by using your computer mic and speakers or a headset; have Skype call you at a number you specify; or call into the meeting from a phone of your choice. By default, Skype displays the Join Meeting Audio screen and prompts you to select your audio option each time you join a meeting. This section explains how to set your audio option for all Skype Meetings you attend. Use computer audio. Select one of your saved phone numbers or enter a new one. Go to the meeting and dial in later. GlobalMeet Audio for Skype for Business Quick Start Guide 4

5 To set your default meeting audio: 1. On the Skype for Business main menu, click the gear icon, then select Tools > Options. 2. On the Skype for Business Options screen, select Phones (in the menu at left of the screen). If you have phone numbers defined in your Outlook profile, Skype fills them in. 3. Confirm or enter new phone numbers where you would like the meeting to call you. Manage your saved phone numbers. Skype Meetings. Set audio connection defaults. 4. In the left menu, select Skype Meetings. GlobalMeet Audio for Skype for Business Quick Start Guide 5

6 5. Under Joining conference calls, in the Join meeting audio from drop-down menu, select: > Skype for Business to use your computer mic and speakers for meeting audio. > A phone number to have the meeting call you at a saved number. > Do not join audio if you will dial in to meeting audio. Clear this box to always join audio this way. 6. To use the option you just selected for all Skype Meetings, clear the Before I join meetings, ask me which audio device I want to use check box. When you join any Skype Meeting, Skype will automatically skip the Join Meeting Audio step, and automatically connect meeting audio using your choice. Music on Hold Feature If your company has enabled music on hold, you and your guests should dial in to your audio conference bridge, instead of using the Skype client to attend. (When using the Skype client to attend, music on hold is turned off as soon as the first participant completes the Join Meeting Audio step.) In addition, as the meeting host, you should dial in and provide your moderator passcode. This way, your guests hear music and cannot talk to one another until you join. NOTE: If you are not sure of your moderator passcode, contact your Skype administrator. GlobalMeet Audio for Skype for Business Quick Start Guide 6

7 The Mute Audience Command To mute all participants in the meeting, open the Participants panel and then click Participant Actions. Select Mute Audience. All attendees lines in the meeting are muted. NOTE: Any phone attendee can press 6 to mute or unmute his or her own line. Unmute the Audience When you select Participant Actions Unmute Audience, all phone attendees are automatically unmuted; attendees using computer audio are shown a message that a presenter unmuted the call. Those attendees can unmute themselves using their own participant controls. GlobalMeet Audio for Skype for Business Quick Start Guide 7

8 No Participant Actions button If you do not see a Participant Actions button, your Skype meeting is set up to allow all people to join equally. Set yourself as a Presenter. Go to Microsoft Outlook and open Skype Meeting Options. In the left menu, click Permissions, and then under Who s a presenter? set a restriction. To find Meeting Options, create a meeting. On the Meeting tab, click Skype Meeting to format the invitation for Skype and reveal other Skype options, including Meeting Options. GlobalMeet Audio for Skype for Business Quick Start Guide 8

9 End a Meeting and Disconnect All Participants The disconnect button ends your audio connection to the meeting, but it leaves your meeting guests connected to the audio conference. To end the meeting and disconnect all participants, click the More Options ( ) button, and then select End Meeting. NOTE: To ensure that no lines remain connected after your meeting is over potentially resulting in a large bill - be sure to select End Meeting. End Meeting. Disconnect all participants from your audio conference. Hang Up. Disconnect your own audio. GlobalMeet Audio for Skype for Business Quick Start Guide 9

10 Known Issues This section covers issues you might encounter when using your GlobalMeet Audio conferencing. Incomplete Caller ID The Participants panel shows the telephone number of participants who dial in to your meeting. Sometimes, the full telephone number is not displayed. This is not a bug. The caller ID you see depends on your attendee s carrier. If the carrier does not provide the full number, then the guest s information might be incomplete. Incomplete caller ID. This is the caller ID information provided by the guest s carrier. GlobalMeet Audio for Skype for Business Quick Start Guide 10

11 Known Issues Long Meetings Seem to Time Out GlobalMeet Audio has standard checks in place to help prevent hung conferences that is, calls where one or two lines remain open even though everyone has left the meeting potentially resulting in a large bill. This safeguard might also cause your meeting audio to disconnect during meetings longer than four hours. GlobalMeet Audio will not disconnect you without a warning. Starting at five hours into your call, the conference plays an audible prompt, telling participants to Press 1 to continue the call. Any participant can press 1 to continue the call. If you are on a long call, listen for these prompts and be sure to press 1 within five minutes. The first prompt is at approximately 5 hours into a call, if the conference finds two or fewer participants. The next prompt is at 6 hours. Past 6 hours, the prompt is played at 15 minutes past the top of the hour until the conference has ended (that is, at 7 hours 15 minutes into the call, at 8:15, 9:15, etc.). GlobalMeet Audio for Skype for Business Quick Start Guide 11