Using Skype for Business (Lync) with a Windows PC

Using Skype for Business (Lync) with a Windows PC Before you start Microsoft renamed Lync to Skype for Business in 2015, but some menus and windows still carry the name Lync. Please read our instructions on how to set up your Skype for Business and your audio and video devices. Starting Skype for Business When Skype for Business software is installed, you will find the Skype icon in your Programs menu or start bar. Select this icon to open the Lync main window. The three key tabs in the main window are Contacts Conversations and Meetings. Most frequently-used tools are under the Contacts tab. Updating your online presence Your online presence lets others know your availability. It is visible in Skype/Lync, Outlook and SharePoint. If you use your Outlook calendar, your online presence in Skype/Lync will automatically be updated to show that you are: In a call In a meeting In a conference call Presenting Offline Away If you do not use your Outlook calendar and want to avoid interruptions, or if you want to temporarily change your availability, you can change your online presence manually. The main statuses you can set yourself are: Available Busy Do not disturb Be right back Off work In a Skype 2 party call via Skype or shown in Outlook Via Skype Presenting, sharing whiteboards or items on screen Not signed in Logged on but has not used computer for a specified period Online, available to contact Occupied- do not interrupt You won t see requests on screen except IM messages from your own workgroup members Briefly away from computer Not working, not available 1. Look in the Lync main window. Your status (or presence) is shown under your name. 2. Click the arrow next to your status and select from list Making impromptu calls It is not currently possible to initiate an impromptu Skype call with a student, rather you should use Outlook to schedule an online meeting with the student. Initiating an impromptu call with a member of staff The quickest way to find someone is to start typing their name in the Search box in the Lync main window Pause over their picture/icon to view the options for communicating with them. Click an icon to open a new conversation window to communicate with that person: Starts an instant messaging (IM) conversation. Starts an audio conversation. Starts a video conversation. Shows the contact details for that person. Shows other options including schedule a meeting. Click on this icon if your icons differ from those shown above. Using Skype tools during an impromptu call Once in a conversation, you can switch to another type of conversation within a session. For example, if you are having an IM conversation you can click the camera icon in the IM window to start using video. You can use other tools and invite other people to join you: Invite others to join your conversation Start a presentation share a whiteboard or share all, or part of your screen September 2018 last updated by Faye Brockwell 1

Impromptu video conversations Initiating a call Find your contact and click the camera icon next to their picture to start a video conversation Answering a call As with audio you can accept or ignore video calls that you are invited to. See the section on Answering a call in the Audio Conversations section above. During a call 1. Pause on the camera icon to see video options. Choose: Stop My Video if you want to stop people seeing you but want to carry on seeing them End Video if you want to close all video windows and just use audio 2. Hover over the video window and then click on the Pop out video icon to see your videos in a separate window. This allows you to position the video directly under your camera, to give the illusion that you are looking straight at the other participants, which is more engaging. Impromptu audio conversations Initiating a call Find your contact and click the phone icon next to their picture/icon to start an audio conversation Answering a call 1. When someone calls you, an alert with their picture/icon pops up on your screen. 2. To answer the call, click anywhere on their picture/icon 3. If you can t take the call: a. Click Ignore; to tell them that you did not answer. b. Or, click Options to: Reply by Instant Messaging Or Set Do not Disturb to reject the call and change your status During a call Pause over the phone/mic icon to access audio controls. Always click Mute if you are in a meeting/training session and don t need to talk. Don t use Hold Call for this as all participants will hear a loud beep and message. Ending an audio or video session Always use the hangup button to finish a call. If you select Stop / End My Video your audio will still be running! Initiating an unscheduled meeting Hold down the CTRL key on your keyboard and click to select more than one person from your contact list. Click the appropriate icon (eg camera) to start a conversation with all the people you have selected Using Instant Messaging (IM) Initiating an IM conversation 1. Double click on the contact to open an instant messaging window 2. Type your text in the message area at the bottom of the IM window and hit enter Responding to an IM request 1. When someone IMs you, an alert with their picture/icon pops up on your screen. 2. To answer the request, click anywhere on their picture/icon to open the IM window 3. Type your text in the message area at the bottom of the IM window and hit enter Seeing your conversation history Skype saves your IM conversations. To see your conversation history, including conversations you have missed: click the conversations icon in the Lync main window OR click on the Conversation History folder in your Outlook inbox (Outlook 2013 and later only). Your contact list A contact list makes it easier to keep in touch with people you work closely with. You can see their presence and contact information at a glance. How to add someone to your contact list Right-click on a person s listing to Add to Favourites, or any contact groups you have created (see below). How to create a group from an existing list If the group you want to create already exists as an email group on our Exchange server, you can add the whole group like this: 1. Type the name of the mail group in the Lync Search box, eg as is information and training 2. Right-click on the group when it appears and choose Add to contacts list 3. To hide or display the group members click the arrow to the left of the group name in your contact list 4. To start a conversation with the whole group right-click on the group name You can also select individuals 2

How to create a new contacts group 1. In the Lync main window, select the Contacts icon 2. Click the Add a Contact icon on the far right 3. In the drop-down menu, click Create a New Group 4. Overtype the phrase New Group to rename your new group. How to add contacts to your group 1. Using the Search box, find the person you want to add - see Initiating an impromptu call with a member of staff above. 2. Right-click on the person s details in the search results 3. Click Add to Contact List 4. Choose a group to add your new contact to. Work groups being accessible to your team Contacts you add to your work group will be able to reach you by IM even when you set your status to Do not disturb. You don t have to answer their IM messages, but you will know they are trying to reach you. You can add someone to your workgroup, by clicking on the Relationships tab in the Lync main window. Planning online meetings Initiating a call with a student To connect with a University of Brighton student, you should schedule an online meeting using Outlook and invite the student to that Outlook meeting (see above) Participant management Within Skype for Business you have full control over your attendees rights and permissions. 1. Click over the Participants icon 2. A window will appear listing all the participants. 3. Right-click on a person s name to see options, including the option to: make that person a presenter mute or unmute that person remove that person from the call 4. The icons to the right of a person s name indicate which tools they are using, eg whether they are using their video. 5. Hover over the Participants icon 6. Click on the ACTIONS tab for other commands: Scheduling an online meeting using Outlook 1. In the Outlook calendar, on the Home tab click on the Skype Meeting icon 2. Create the Outlook meeting invitation as normal. 3. A link to join the meeting will appear in the meeting details, Attendees can click this link to join the conference call. *If you can t find the New Skype Meeting or New Lync Meeting icon on your Home tab, contact Service Desk as an Outlook add-in may be missing from your machine. Joining an online meeting from Outlook Open the meeting appointment in your calendar. Click on the Join Skype meeting link to join the call. These include: Mute Audience this mutes the entire group in one click, which is useful for large calls where participants have not muted their microphones. No attendee video this is useful if anyone on the call has a weak network signal Everyone an attendee this limits desktop sharing and presentation tools to only designated presenters. You can designate someone as a presenter by right-clicking on their name on the Participants tab. 3

Presentation tools Only presenters can use these tools. The meeting organizer is automatically a presenter and they can make anyone else a presenter. Share a program on your desktop with others This is the recommended way to share content, such as presentations, with others in an online meeting 1. From within an IM, audio or video conversation window, pause on the present icon. 2. On the Present tab click Desktop or on one of the monitor icons to show the content of your desktop. A sharing toolbar appears at the top of the screen and you'll be notified that you re sharing. 3. To end the sharing session, click Stop Presenting on the toolbar. Can everyone on a call see what I ve shared? No. Android users will not be able to see any shared content. See the matrix at the end of this document for more information. Share a PowerPoint presentation 1. From within an IM, audio or video conversation window, pause on the present icon. 2. On the Present tab, click PowerPoint. 3. Navigate to the PowerPoint file you want. 4. Use the arrows at the bottom of the window.to move slides. 5. To see your presenter notes, click Notes. 6. Click the Annotations button on the upper-right side of the slide to open the toolbar, and use highlights, stamps, laser pointer, and so on. Can I share a PowerPoint with everyone on a call? No. The Share PowerPoint option is not recommended if anyone has joined your call using a wireless connection. Send a file to someone Instead of sending a file via online meeting, or email, you should consider making it available on SharePoint and send a link. If this options isn t available, you can send a file this way: 1. Within an IM conversation, drag the file from Windows Explorer onto the IM conversation window. 2. OR within an audio or video conversation window, pause on the present icon, click on the ATTACHMENTS tab and click Add Attachment. Can I send a file to anyone? No. People using a mobile device cannot receive files in this way. See the matrix on the next page for more information. Conduct an online poll 1. From within an IM, audio or video conversation window, pause on the present icon. 2. On the Present tab, click Poll 3. Fill in the details of your poll and click Create. 4. Click on Poll Actions to change the settings for the poll. 5. You will see the poll results on screen. Can everyone on the call join my poll? No. Mac users using the Lync 2011 desktop client, along with people using ios or Android mobile devices will not be able to see or vote in polls. See the matrix below for more information. Sharing a whiteboard 1. From within an IM, audio or video conversation window, pause on the present icon. 2. On the Present tab, click the Whiteboard icon. 3. Use the annotation toolset on the right side of the whiteboard. This includes tools such as highlight, laser pointer, writing, and drawing. Can I share whiteboards with everyone on a call? No. Mac users using the Lync 2011 desktop client, along with people using ios or Android mobile devices will not be able to see shared whiteboard content. See the matrix below for more information 4

Matrix of which presentation tools are supported on different platforms When in a call presenting to others it helps to know what platform they are using and therefore what tools and features are available to them. The matrix below can be used as a guide to who can do what in an online meeting Your audience is using Windows Skype for Business app Mac Lync 2011 Client Web App (Windows) Web App (Mac) ios Mobile Android Mobile Windows Mobile Skype for Business tool you are using to present Share Desktop Share Program Share Powerpoint Share Poll Share Whiteboard Send File 5

Desktop sharing tools Share your entire desktop with others This tool is useful when supporting others remotely, as it enables you to give control to someone else. Sharing the desktop is not recommended when presenting as you risk showing content on your desktop that you do not want to share. 1. From within an IM, audio or video conversation window, pause on the 2. On the Present tab click Desktop or on one of the monitor icons to show the content of your desktop. A sharing toolbar appears at the top of the screen and you'll be notified that you re sharing. present icon. 3. To end the sharing session, click Stop Presenting on the toolbar. Can everyone on a call see what I ve shared? No. Android users will not be able to see any shared content. See the matrix below for more information. Give control of your sharing session to other people 1. On the sharing bar at the top of the screen, click Give Control. 2. Click the name of a person under Attendees to give them access 3. Or click Give Control Automatically, to automatically give access to anyone who requests control of your desktop. Can everyone take control of my desktop? No. Mobile device users will not be able to take control of your desktop if you share it. See the matrix below for more information. Take back control of a sharing session 1. To take back control of your desktop or program, click Give Control again. 2. If Give Control Automatically is selected, click it to clear. To take back control from a person, click Take Back Control. Matrix of Lync desktop sharing tools on different platforms If you re using Lync 2013 for Windows, this is what other people on your Lync call will be able to do, based on what version of Lync they are using: Other people on your Lync call are using Windows Skype for Business App Mac Lync 2011 Client Web App (PC) Web App (Mac) ios Mobile Android Mobile Windows Mobile Share desktop with others View someone else s shared desktop Give control of desktop to someone else Take control of a desktop someone else has shared 6

Keyboard shortcuts Keyboard shortcuts can save you time when using Lync: https://support.office.com/en-us/article/keyboard- shortcuts-for-skype-for-business-lync-74eda765-5631- 4fc1-8aad-cc870115347a Teaching recommendations When presenting online, we recommend using the Skype for Business App on Windows, as this offers the greatest functionality. You should have some experience of using it before attempting to use it in a presenting or teaching scenario. All pre-planned meetings/webinars should be scheduled using Outlook. This generates a URL that all users can use to join, it also integrates into Outlook/O365 calendars. Sharing Content We recommend using the SHARE PROGRAM feature. This allows easier multitasking (if you do not have two monitors), and avoids sharing unnecessary/inappropriate material accidently. Participant Management With the Skype for Business App you have full control over your attendees rights and permissions. Muting the Audience is recommended during webinars attendees can request to be unmuted using the chat function. Disabling Attendee Video can also improve the quality and stability of the Lync call. See Participant Management for more information. Private Messaging Once in a meeting/webinar, it is possible to still send direct, private messages to other users (whether they are in the online meeting or not). This allows staff to deal with private questions from students, or for teaching teams to coordinate whilst teaching a webinar. Using the Skype for Business client, you can send a private IM to anyone in your address book, whilst continuing in your Lync meeting. Note: You cannot start a new call with another user whilst in an online meeting. Shared programs are also available to all viewers (except Android mobile users). This also allows presenters to give others access to their program, for example to collaborate on a word document. Note: The PowerPoint feature is useful for presenting Microsoft PowerPoint files, but can cause loading issues for other users. PowerPoint presentations can also be presented using the share program feature (above) Interactive Content Interactive tools (such as Whiteboards and Polls), are powerful tools for checking learning & engaging students. Presenters must be aware not all viewers will see these tools (see matrix). Presenters could consider utilising web based tools to incorporate interactive content, for example: Padlet (online pin board) Poll Everywhere (for pushing web based polls) Socrative (web based quizzes) Online white boards For more details on these, please talk to your Learning Technologies Adviser. Recording your session The Skype for Business App offers an in built recording feature, which produces an MP4 file within your videos library. Making this video available after a session could prove a valuable resource to students We recommend that once the video has been produced, staff upload this to the Mediastream Library (https://mediastream.brighton.ac.uk ). This can then be embedded wherever required (e.g. studentcentral). For more details on this, please talk to your Learning Technologies Adviser. 7

Presenting Matrix Please see the page 6 for a complete matrix when presenting with the Skype for Business Windows App. Attendees can join an online meeting from a range of devices, and it is worth asking learners this information so you fully understand who will be able to access certain content. Note: All students at the University of Brighton can download the Windows & Mac PC clients Apps as part of Office 365. They can also download the ios/android/windows apps (free). For more information see: https://staff.brighton.ac.uk/is/media/pages/lync/student.a spx 8