Skype for Business User Guide Dublin Institute of Technology Authored By: Barry Byrne (March 2018) Nexus Open Systems Ltd +44 1392 205095 Vale House Pynes Hill Rydon Lane Exeter Devon EX2 5AZ
Contents User Guide... 3 1.1. What is Skype for Business?... 3 1.2. How Do I Access Skype for Business?... 3 1.3. Skype for Business Presence Basics... 4 1.4. Skype for Business Adding & Managing Contacts... 5 1.5. Skype for Business - Communicating With Contacts... 6 1.6. Skype for Business Telephony Basics... 7 1.7. Skype for Business Server Meetings... 11 1.8. Skype for Business Server Content Sharing... 11 1.9. Your Handset... 13 1.10. Need Some Help?... 16 Nexus Open Systems Ltd Skype for Business User Guide Page 2
User Guide 1.1. What is Skype for Business? Microsoft Skype for Business is a Unified Communications platform that acts as the Dublin Institute of Technologies (DIT) new collaboration and telephony platform. In summary, Microsoft Skype for Business is a software based communications platform that allows you to interact with your contacts using instant messaging (IM), audio and video conversations, data sharing and meetings in a similar fashion to products such as WebEX and GoToMeeting. In addition, Skype for Business will provide you with telephony services through a software-based client available on Windows, Mac and smartphone devices along with traditional telephone handsets. The software allows you to be called, instant messages or video conference on any device you are signed into Skype for Business on, providing a flexible approach to telephony and collaboration services in line with the DIT s aspiration for a more flexible communications platform. 1.2. How Do I Access Skype for Business? The Skype for Business software application is installed by default on your desktop. In order to open Skype for Business, please perform the following: Click Start Select All Programs Skype for Business 2015 On clicking the Skype for Business Server 2015 icon, the application will load and automatically sign you in. If you have permission to access the Skype for Business mobile, download the application from the mobile devices application store and upon opening the app specify the following information as your sign in address. When you re prompted for a password by the mobile application, enter the same password you use to sign into your desktop. Nexus Open Systems Ltd Skype for Business User Guide Page 3
1.3. Skype for Business Presence Basics When you open the Skype for Business application in your desktop, you ll be presented with the default contacts and presence view. From here you can control your presence or get in touch with people you you ve added to your contacts list. Presence is indicated by the coloured icon beside their profile picture. This availability status is known as your presence and will indicate a status such as Available, Busy, Away, Do Not Disturb, etc. Your presence indicator will effect which communication options are available. Presence is only indicated for those with the Skype for Business client running, otherwise it will show as Offline (uncoloured). Indicators are based on your Outlook calendar information, but update according to both your calendar and your activity. For instance, if you are available at your desk but don t use your mouse or keyboard for a period of time, Skype for Business automatically changes your presence indicator from available green to an inactive yellow icon. Using your keyboard or mouse again returns your status to available automatically. You can manually change your presence by clicking your existing status and selecting from the drop down menu, as displayed below: In addition to manually changing your presence, this is automatically controlled too. If you ve booked an appointment in your Outlook calendaer, when that appointment arrives, your presence will be automaitically changed to show you as busy with a status of In a meeting. The following table provides a breakdown of each presence state. Nexus Open Systems Ltd Skype for Business User Guide Page 4
In addition to the drop down menu illustrated on the previous page, you can also change your presence status by using the following additional method. If you hover over the Skype for Business icon located on your task bar, this will expand and provides the four core presence states as icons you can click to change your presence. This provides a quick and easy way to change your presence without maximising the application itself. 1.4. Skype for Business Adding & Managing Contacts When you first start using Skype for Business, it is worth investing some time setting up contacts and groups so that you can easily communicate with people that you frequently interact with. A common way of managing your contacts is creating new groups with department names such as Marketing and adding all users that are a part of that department into this group.» In the main Skype for Business window, click the Add a Contact button.» Choose Create a New Group.» In the New Group box, overwrite the text to show your group name.» You can now start adding contacts to this group. To add a contact to your created group, you must first locate them in the Skype for Business Address Book. You can do this by simply searching for a user by their name through typing this in the contact search field from the main Skype for Business window as shown below. Once you have located the desired contact you can add them to your created group by using the following process.» Right click the required user s name.» Select the Add to Contact List option.» Select the group you wish to add the user into.» Expand your created group to see the added user. Nexus Open Systems Ltd Skype for Business User Guide Page 5
1.5. Skype for Business - Communicating With Contacts To communicate with a contact, use one of the following methods to access the communication tools, then select the option you want to use such as an instant message, voice or video call.» Hover your mouse over the contacts photograph.» Double click the contact name in your contacts list.» Right click the contact and select a communication option. Instant messaging (IM) allows you to communicate with people in real time and at a moment s notice. It is less formal than email, and faster than a phone call. You can have an IM conversation with one or many people, send pictures and files or add audio or video. Here s how you start and manage an IM conversation with a contact.» Locate the person you want to send an instant message to.» Display the communication options for that person.» Choose the instant messaging icon.» A conversation window will appear.» Type your message at bottom of the conversation window.» Press the return key or click the send icon (>). Invite more participants Conversation Area Attach A File / Mark As Important / Emoticons / Send IM Nexus Open Systems Ltd Skype for Business User Guide Page 6
When someone starts a new IM conversation with you, an alert pops up on your screen as shown below.» To see the message, click anywhere on the photo area to accept it.» To reject the message, click Ignore. The message goes to your Outlook Inbox.» If you do not want to receive new IM s, set your presence status to Do Not Disturb. If you have already started an IM conversation, you can add others to it by:» Dragging their picture from your contacts list into the conversation window or, if they are not in your list» Clicking the Invite More People button at the top of the conversation window to display the directory If you want to start a new IM conversation with a group that you have already set up:» Right-click the group name in your contacts list.» Click Send an Instant Message to start the conversation. To start a new IM conversation with contacts that aren t in a group:» Go to your Contacts list.» Hold the Ctrl key while you click each contact.» Right-click and select Send an IM to start a multi-way conversation. 1.6. Skype for Business Telephony Basics To start a call with a contact in your list of when searching for someone in the address book, you can simply hover of their contact photograph and select the call button as shown below. 1 2 To make a call to an external number you can either dial this on a physical handset or dial the number directly from the contact search field in the Skype for Business client, as shown below. When you ve entered the number simply double click the entry on screen with the telephone icon in order to call it. Nexus Open Systems Ltd Skype for Business User Guide Page 7
When you ve placed a call to an external telephone number, you will be presented with the active call window that provides you with several call handling options. Please note that these options are only applicable when making a call from the Skype for Business client in conjunction with your Jabra Evolve headset or Polycom conference device. The active call window is shown below: As you can from the image above, the active call window provides key call management options within it. A breakdown of these options is detailed below:» Clicking the hold button will place the caller on hold and play hold music to the caller on the other end.» Clicking the transfer button allows you to blind transfer the call to another user in the organisation.» Clicking the mute button, stops your headsets microphone from transmitting any sound.» Clicking the hang-up button, will disconnect and end the call. The dial pad presented in the centre of the screen can be used to send any key presses required during your call. When placing a call to an internal user, a modified window is displayed. Should you need to transfer or hold an internal call, simply click the telephone options button in order to present the call handling options. Nexus Open Systems Ltd Skype for Business User Guide Page 8
Receiving a telephone call is very straight forward, when someone within the DIT calls you a popup or toast that displays the users photograph. All you need to do in order to answer the call is click the users photo, if you wish to send the call to your voicemail instead, just click the ignore button in the bottom right hand corner. If you receive an external call, the inbound toast notification will not contain a photograph and will instead show the full inbound telephone number that is calling you. An example of how this will appear is featured below, please note that any calls showing as Anonymous have been placed from a withheld number. In order to forward your calls should you not be at your desk, there are several options available in the client. In order to configure these, access the call forwarding options in the bottom left hand corner in the main Skype for Business client window. When clicking the call forwarding button you are then presented with several options. You can choose to forward calls immediately to voicemail, whereby your client or phone will not ring, or you can configure any inbound calls to ring an external number or an internal colleague. This can be configured by performing the below: 1 2 3 Once a call forward is configured, this will be displayed in a yellow banner at the top of the Skype for Business client. This acts a reminder that you have a call forward configured and provides a convenient way to turn the forward off. (425) 555-1212 Nexus Open Systems Ltd Skype for Business User Guide Page 9
Irrespective of a call forward being configured, if you do not answer your phone an inbound call from either internal or external callers will be forwarded to voicemail. The default time for this to occur is if the inbound call rings for twenty seconds. To access and configure your voicemail, this can be performed from the Enterprise Voice tab of the Skype for Business client. Once you enter this tab you are presented with the soft phone options in the client, which is essentially another location you can dial telephone numbers. In addition to this, the bottom half of the window contains your voicemail options. From this area of the window you can perform several actions. The first is calling the voicemail service to configure you voicemail greeting, this can be performing by clicking the voicemail configuration icon and select change greeting or if this is the first time you have used Skype for Business the click Set Up Voice Mail. In order to listen to your voicemail messages, you have several different options to retrieve these. The first is clicking the Call Voice Mail button detailed in the above illustration. The second method is using Visual Voice Mail, to use this hover over a voice mail in the client and click play as shown below. Finally, you will also be e-mailed a copy of the voice mail which can be played directly via Outlook, also as shown below. Playing Via Visual Voice Mail Playing Via Outlook Nexus Open Systems Ltd Skype for Business User Guide Page 10
1.7. Skype for Business Server Meetings The meeting feature gives you the capability to collaborate by making presentations online and sharing desktops, programs, files and a whiteboard between meeting participants. You can utilise Microsoft Outlook in order to schedule a Skype for Business Meeting, the following details how to perform this.» Start as you would normally by going to your Outlook calendar.» Click the New Skype Meeting button on the ribbon and in the meeting request window.» Enter the attendee and date/time data as for a standard meeting.» A link is automatically added to your meeting request that invitees can click to join the conversation. For spontaneous meetings, the Meet Now feature in Skype for Business allows you to hold impromptu meetings without the need to schedule them in Microsoft Outlook.» In the Skype for Business window, go to the Options menu (cog icon) select Meet Now» A meeting conversation window will open and you will be able to invite participants using the Invite button 1.8. Skype for Business Server Content Sharing You can share content with colleagues either from the messaging conversation window or during a meeting. This presentable content can include your computer desktop, a single program file or a PowerPoint slideshow. You can also share a virtual whiteboard, conduct polls and hold a Q&A session.» Start sharing by first establishing a connection to your contacts by starting an IM conversation, audio/video call or a meeting.» To share your screen, click the Present icon from within a conversation or meeting window. Nexus Open Systems Ltd Skype for Business User Guide Page 11
» Click Present Desktop to show the entire contents of your desktop (if, for instance you are working with multiple programs). If you have a dual-monitor setup, you can choose to select all monitors, the primary monitor only, or the secondary monitor.» Click Present Programs and double-click the program window you want to share (the program for sharing must already be open)» Click More to access other presentable content items such as Whiteboard and Polling. When you share a program file or desktop, the window will have a yellow border and a Now Presenting tab will display on your desktop. Your presence status will also automatically change to Presentation, and will thus restrict other Skype for Business alerts appearing. Your participants will receive an alert to notify them that you are sharing content. Once they click Accept, the shared content will appear in a window on their screen. Initially, only the person who started presenting can control the content. You can however allow any participant to share control. You can take back full control at any time. Nexus Open Systems Ltd Skype for Business User Guide Page 12
On the Sharing toolbar at the top of the presenter s screen, use any of these options:» Click Give Control to share control of your desktop or programs with the specific participants. (Control Automatically gives access to anyone automatically who requests control of your desktop; recommended only for small meetings).» To revoke control rights, select Take Back Control. Alternatively, hit the Ctrl + Alt + Space)» Click Stop Presenting when you are done sharing your screen.» Click the pin to hide the toolbar and have more space.» To unhide the toolbar, move the mouse to the top of the screen. 1.9. Your Handset In order for you to make and receive calls, in addition to performing these actions via the Skype for Business client you can utilise your Polycom VVX 411 handset. The following diagram and sections of this document provide an overview and associated instructions on how to utilise your handset. Answering Telephone Calls When you receive an incoming call on a VVX business media phone, you can choose to answer the call in various ways, including answering calls automatically, in the Incoming Calls screen, in the Calls screen, and during a call. When you receive an incoming call, the phone rings and an Incoming Call screen is displayed, as shown in the image detailed on the following page of this document. On the Incoming Call screen, you can choose to answer or reject the incoming call. Nexus Open Systems Ltd Skype for Business User Guide Page 13
In order to answer the call, please choose one of the following options. After you answer the incoming call using one of the below methods, the call becomes active. Pick up the handset as you normally would. Press or select Answer by using one of the on-screen buttons to activate the speaker phone. Press to answer if you have a compatible headset connected to your Polycom handset Click the inbound Skype for Business call notification toast on screen. Placing Telephone Calls You can place calls on you Polycom VVX handset in numerous ways, including local and international calls, calls from Recent Calls or directories, calls to contacts or favourites and directly from the Skype for Business client. The dialler enables you to enter a number to place a call and displays a list of previously placed calls. As you enter numbers, the dialler displays a list of similar numbers in your directory. In order to dial a number you can perform the following. Transferring Calls Lift the telephone receiver Dial the internal extension or internal number you require Press the New Call button or wait for the number to automatically dial. If required press to take the call on a header or press to take the call using speaker phone. You can transfer active or held calls to another person using the following transfer types: Blind transfer Transfers the call directly to another line without speaking with the other party first. Consultative transfer Enables you to speak with the other party before completing the transfer. You can choose a default transfer type to use for all calls. When you choose a default transfer type, the phone uses the selected transfer type for all calls. Consultative is the default transfer type, if this is your required transfer option you do not need to perform the following procedure, this is only required if you wish your default transfer option to be a blind transfer. Navigate to Settings > Basic > Preferences. Select Default Transfer Type and choose a transfer type required. Nexus Open Systems Ltd Skype for Business User Guide Page 14
You can transfer a call to another contact and choose the transfer type you want to use for the call. The following procedure details how to complete this process. 1. During a call, press Transfer to use the default transfer type of consultative. 2. Dial a number or choose a contact from the Recent Calls or a directory. 3. If the transfer type is Consultative, select Transfer after speaking with your contact. 4. If a contact does not answer the transfer or you want to remain speaking with the contact on your line, you can cancel the transfer before it is complete simply by pressing Cancel on screen to return to the original caller. Holding and Resuming Calls When you are in a call, you can place an active audio call on hold and resume the call. To perform this, please use the following procedure. 1. During an active call, select Hold by pressing the hold button on your phone or select this on screen. A hold icon is displayed on the line of the held call and a red LED light flashes on the line key. 2. To Resume the call, select Resume or press the hold button on your phone. Access Skype for Business Voicemail Messages You can view individual voicemail messages for Skype for Business calls on the phone, you ll be notified of a new voicemail message via the Message Waiting Indicator illuminating in the top right-hand corner of the phone. For each voicemail message, you can view the contact who left the message, the contact's presence status, and the status of the voicemail message. You can access your voicemail by performing the following procedure. 1. Press the Messages (envelope) button on your phone and select Voicemail. A list of voicemail messages with status of each message displays. 2. Select a message and select Play. Redirecting Incoming Calls You can redirect incoming calls by forwarding an incoming call to a contact, forwarding all incoming calls to a contact, or diverting calls from a specific contact to another contact. You can set up a phone to forward all your calls to one of your Skype for Business contacts using the following procedure. 1. Select Forward > Forward to a Contact. 2. Enter a contact's number. A scrolling message showing that you have forwarded all incoming calls to your contact is displayed on your phone. You additionally have the option to forward calls directly to your voicemail, this can be achieved by performing the following process. 1. Select Forward > Forward to Voicemail. Nexus Open Systems Ltd Skype for Business User Guide Page 15
1.10. Need Some Help? If you need any further assistance outside of this user guide you can find additional information at the following links. Skype for Business Learning The Basics Skype for Business Step by Step Skype for Business How To Playlist Nexus Open Systems Ltd Skype for Business User Guide Page 16
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