Skype for Business Features Overview

Transcription

1 Introduction Skype for Business is a newly available communications tool for Illinois State University Faculty, Staff, and Students. It contains many features for Instant Messaging, Voice, and Video Chat, as well as conducting meetings remotely and presenting your screen. This guide will instruct users on its many features and possible uses. For information on how to download, install, sign in, and set up Skype for business, please read the guide How to Set up Skype for Business. For more information on what Skype for Business is, please view the Microsoft video: What is Skype for Business Skype for Business has the potential to be used both in a web browser at Office.com, as a desktop application client, and has integrated functionality with Microsoft Outlook. This guide will be organized by task and sub-divided into how to perform each task in its relevant form of Skype for Business. To get the most out of Skype for Business, it is recommended that you upgrade your current version of Microsoft Outlook to Outlook 2013 if you have an older version of Outlook. Table of Contents: 1. Signing in 2. Adding Contacts in the Desktop Application Client 3. Adding Contacts in a Web Browser 4. Instant Messaging a. Instant Messaging in a Web Browser b. Instant Messaging in Desktop Application Client c. Sending Attachments in the Desktop Application Client d. Adding More Contacts to a Conversation in the Desktop Application Client 5. Audio Calling 6. Video Calling 7. Presenting a. Granting Control 8. Scheduling a Meeting a. Scheduling in the Outlook Desktop Application b. Starting Impromptu Meetings in the Desktop Application Client 9. AT Training Team Contact Information

2 2 Signing in to Skype for Business For information on how to sign in to Skype for Business, please refer to the guide How to Set up Skype for Business. Adding Contacts in the Desktop Application Client 1. Once you are properly signed in, the contacts screen will appear. To add contacts in the desktop application client, first enter the desired individual s name or ULID in the Find someone search bar. 2. Once the desired individual s name appears, right-click the contact. The right-click menu will appear. Navigate and hover over Add to Contacts List. In the sub-menu that appears, choose to add the individual to either Other Contacts or Web Contacts. Click one of the options to make your selection. 2

3 3 Adding Contacts in a Web Browser 1. To create a contact for Skype for Business in a web browser, first click on the Skype icon located in the upper right corner of any Outlook screen. 2. Click the Search Skype icon located on the far right side bar. The icon is shaped like a magnifying glass. 3. The search bar appears. In the search bar, type in the name or ULID of the contact you wish to add. Their contact info should appear below as you type it in. 3

4 4 4. Double click on their contact information. The Skype side panel will prompt you to add the contact to your contacts list. Click the blue, Add To Contacts button. You can type a message to this individual without adding them to your contacts list. 5. To close the conversation, right-click on the individual s profile picture located on the far right sidebar. The right-click menu appears. Select Close conversation from the menu. Your list of contacts will reappear. 4

5 5 Instant Messaging in Skype for Business Instant Messaging in Skype for Business in a Web Browser 1. Sign in to Office 365 in a web browser. To instant message a contact, first click on the Skype icon in the upper right corner of any Outlook screen. 2. In the Skype sidebar, locate a contact in your list of contacts. Double-click on the contact. 5

6 6 3. Click in the Type a message here field. Type your message and press the enter key to send. If the contact you message is not online, they will receive the instant message in the form of an as a missed message. Otherwise, they will be able to respond to you if they are using either the web browser version of Skype for Business or the desktop application client. Instant Messaging in Skype for Business Desktop Application Client 1. Open the Skype for Business desktop application. A window will appear asking for your Sign-In address. Enter your ILSTU address into this field. Click the Sign in button. A Password field will appear. Enter your password into this field. Click the Sign in button once more. You will now be signed in and able to use Skype for Business. 6

7 7 2. To send an instant message a contact, double-click on the contact s name on the Contact screen. A separate window will open and a new conversation will start with your chosen contact. To message this contact, click inside the blank text field located at the bottom of this conversation window, enter a message, and press the enter key to send. Sending Attachments 1. To send an attachment, click the paperclip icon in the conversation window. 7

8 8 2. A file browser window will appear. Choose your selected file and click the Open button. Your file will be sent. Adding More Contacts to the Conversation 1. In the conversation window, click the Invite More People button located at the top right of the window. 8

9 9 2. In the new Send an IM window, type the person s name into the search field, highlight their name once they appear, and click the OK button. 3. The person will now be added into the conversation. 4. To close the conversation, click the X button in the upper right corner of the conversation window. 9

10 10 Audio Calling in Skype for Business Audio and Video calling is a feature of the desktop application client. You will not be able to perform these functions using Skype for Business inside a web browser or in the Outlook desktop application. For information on how to set up your audio and video settings, please watch the Microsoft video: Set Up Audio and Video in Skype for Business Audio Calling Contacts 1. Locate the desired contact in your contacts list and right-click their name. In the menu that appears, navigate to and hover over Call. A sub-menu will appear. Click Skype Call. 2. The audio call will begin. 10

11 11 3. You can also start an audio call by double-clicking on the contact s name on the contacts screen. 4. In the new conversation window that appears, click the Call button at the bottom center of this new window. The button is shaped like a phone. This will start the audio call. Video Calling in Skype for Business Audio and Video calling is a feature of the desktop application client. You will not be able to perform these functions using Skype for Business inside a web browser or in the Outlook desktop application. For more information on how to set up your audio and video settings, please watch the Microsoft video: Set Up Audio and Video in Skype for Business 11

12 12 Video Calling Contacts 1. Locate your desired contact in the contact list. Right-click their name. The right-click menu will appear. Click Start a Video Call. 2. The video call will start. 3. You can also start an audio call by double-clicking on the contact s name on the contacts screen. 12

13 13 4. In the new conversation window that appears, click the Video Call button located at the bottom left side of the new video. The button is shaped like a video camera. The video call will begin. Presenting in Skype for Business Presenting is a feature in Skype for Business which allows you to share your computer s screen with those who are in a conversation with you. This is a great function for meetings. Presenting can only be utilized in the Skype for Business desktop application client. Presenting 1. Locate a contact on your list and double click on their name. 13

14 14 2. To present in the new conversation window that opens, click on the Present button at the bottom of the conversation window, located to the right of the call button. The button is shaped like a computer monitor. 3. A dropdown menu will appear and prompt you to select a presentation option. a. To present everything that is visible on your screen, click the option Present Desktop. If you use multiple monitors, Skype will prompt you to choose which one or both to present. b. If you want to present one or more programs, then select the option Present Programs. If you choose this option, Skype will prompt you to select from all of your active programs to present. c. If you wish to present a PowerPoint presentation, then select the option Present PowerPoint Files. If you select this option, a file browser window will open to allow you to search your computer for the PowerPoint file you wish to present. 14

15 15 4. Once you begin presenting, a yellow border will fit to your screen. The yellow border represents what other individuals in your conversation can see. Make sure that content you want to be seen is visible within this border during this time. If there is anything you do not want seen, make sure it is not visible. Granting Control 1. Once you begin presenting, you have the option to grant control of your computer to those viewing your presentation. Click Give Control at the top of the screen to offer control to someone who is currently viewing your presentation. You must select someone who is currently viewing your presentation to give control over. Click Take Back Control to revoke your control from the individual who currently has control. Only those who are actively presenting can offer to give control over to another user. If you wish to take control of another s screen, you must first have them present their screen, offer control to you, and accept their offer. Scheduling Meetings in Skype for Business You can schedule meetings with Skype for Business and utilize Instant Messaging, Audio and Video calls, as well as Presenting in a group setting. Scheduling meetings has integration with the Outlook desktop application and the Skype for Business desktop application client. For more information on how to schedule a meeting in Skype for Business, please view this Microsoft video: Set Up an Online Meeting with Skype for Business Scheduling Meetings in the Outlook Desktop Application 1. First, open the Outlook desktop application and make sure you are logged in to the same account you plan on using with the Skype for Business desktop application client. 2. Click on the Calendar tab located at the bottom left side of the screen 15

16 16 3. Click the New Skype Meeting button, located on the top left side of the ribbon. If the button is not present, make sure Skype for Business is properly installed, and refer to the document What to do if Skype for Business does not show up in Microsoft Outlook. 4. In the new meeting window that appears, fill out the To field with the contact information of those you wish to attend the meeting. 5. Fill out the Subject field with an appropriate subject line. 16

17 17 6. Select a date and time with the Start time and End time fields. You can also use the Scheduling Assistant to set the date and time of the meeting. 7. Fill out the body of the meeting with any relevant information you would like your invitees to be aware of in regards to the Skype meeting. Do not edit the information contained within the Join Skype Meeting link that is pre-populated within the meeting s body. 8. You can also attach a document to your meeting. To do this, click the Insert tab near the top left of the meeting screen. Click the Attach File button. A file browser window will appear. Select the file from your computer and click the Insert button to attach the file. 17

18 18 9. You also have the ability to change the meeting options. To do this, click the Meeting tab at the top left of the meeting screen. Click the Meeting Options button. In the Skype Meeting Options window that appears, you will be able to change the options for who will have to wait in a lobby, who s allowed to present, and limit participation. Click the OK button when you are satisfied. 10. Once all the appropriate information is filled out, click the Send button to send the invitation out to your invitees. They will be sent an and will be prompted whether or not to accept your meeting invite. Starting Impromptu Meetings in the Desktop Application Client 1. Once you are signed in to the desktop client, click the Meetings tab near the top center of the application window. 18

19 19 2. In the Meetings screen that appears, the bottom portion of the screen will show if you have any planned meetings scheduled for today. To start an immediate meeting, click the Meet Now button near the top left of the screen. 3. A new conversation will start and a Join Meeting Audio window will appear. From the Join Meeting Audio window, you can select to hold a meeting with full Skype for Business features, be called at a specific phone number, or to not join an audio call. Chose an option and click the OK button. 19

20 20 4. When the meeting begins, you can add more participants by clicking the Invite More People button near the top right of the conversation window. A list of your contacts will appear. Choose from your contacts or enter in contact information in the search bar to search for individuals not on your contacts list. 5. To instant message a meeting invitation, click the IM button located near the bottom left of the conversation window. The icon is shaped like a word balloon. This widens the window and opens up the Instant Message functionality of the meeting. 20

21 21 6. You have the option to change the meeting to a video call by pressing the Video Call button near the bottom left of the conversation window. The button looks like a video camera. 7. You have the option to mute your microphone by click the Mute my mic button located near the bottom center of the conversation window. The button looks like a microphone. 8. You have the option to present your screen by clicking the Present button located near the bottom center of the conversation window. The button looks like a computer monitor. See the presenting section of this guide for more information. 21

22 22 9. You may leave the meeting by clicking the Hang Up button located near the bottom right of the conversation window. The icon is red and is shaped like a phone. 10. To manage the Skype meeting options while in a meeting, click the More Options button. The button looks like an ellipsis. A dropdown menu will appear. Select Skype Meeting Options. This brings up the Skype Meeting Options menu. 22

23 To end the meeting, click the More Options button. Select End Meeting. A window will appear and ask for confirmation. Click the OK button. The meeting will now be ended. 23

24 24 Need Help? Contact the AT Training team at To view more instructional documents and training videos, or to sign up for an in-person training session: Visit at AT.IllinoisState.edu/Training 24