Run more effective meetings with Skype for Business. Training Deck Microsoft Corporation

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1 Run more effective meetings with Skype for Business Training Deck Microsoft Corporation

2 Find and add people to your contact list Check presence status and send an IM Start an ad hoc Skype for Business meeting Schedule a Skype for Business meeting Join a Skype for Business meeting Join a Skype meeting from your mobile device Share your screen Upload and share a PowerPoint presentation Use video in your meeting Use OneNote to create and share meeting notes Record your meeting Manage meeting participants Additional resources

3 You can add anyone from your company and two types of external contacts: Skype for Business users at other companies or organizations - Admins in both your company and the other person s company must allow external communications. Skype users You must be signed in to Skype with a Microsoft account, like or

4 Add a contact in your organization Video: Add a contact to Skype for Business

5 Add a contact outside your organization

6 Less formal than and faster than a phone call, Skype for Business IM is tough to beat for speed and ease of use.

7 Video: Presence & IM in Skype for Business

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9 Quickly meet to discuss a subject without having to schedule a meeting in Outlook.

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12 Meet and collaborate with your colleagues, no matter where they are. You can set up Skype for Business meetings in Outlook or Outlook Web App, similar to how you schedule regular meetings.

13 Video: Schedule a Skype for Business meeting

14 1. 2.

15 Who gets in directly? What happens Recommended when Only me, the meeting organizer People I invite from my company You are the only one who gets into the meeting directly. Everyone else has to wait until admitted. Only people who were invited join the meeting directly. Everyone else has to wait until admitted. You have a high-security meeting and confidential information. You re discussing confidential information, and want to allow only specific people to join. Other options Callers get in using a phone People who call in with a phone get connected directly. Announce when people enter or leave People can hear or see the names as people come and go. Anyone from my organization Anyone (no restrictions) Anyone from your company can get in to the meeting directly, even if not invited. Anyone who has access to the meeting link gets in to the meeting directly. You don t have external participants and you are not discussing confidential information. You re inviting outside participants and you re not discussing confidential information.

16 Who s a presenter? What happens Recommended when... Only me, the meeting organizer People I choose Anyone from my organization Anyone (no restrictions) Only you, as the meeting organizer, will have presenter permissions. You and people you choose. Anyone from your company can be a presenter. Everyone you invite can be a presenter. Use when participants don t have to interact with the meeting content. You can designate additional presenters during the meeting if you change your mind. Pick this option when you want specific people to be presenters. Suitable for casual meetings with your teammates, where all participants can share and modify content. Use when you have external participants and want them to present. Choose presenters When you select People I choose, select Choose Presenters and move them from Attendees to the Presenters side. External invitees and distribution lists can t be added as presenters with this option, but you can give presenter permissions to individuals when you are in the meeting. You can add or remove a participant as a presenter once they are in the meeting. Limit participation If you are setting up a large event or want to eliminate interruption, you can mute all attendees or prevent them from using their webcam. These settings apply only to attendees. Presenters can always share audio and video in the meeting.

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18 You can join a Skype for Business meeting from anywhere as long as you can access the Internet. The best option is to use the Skype for Business client if you have it installed. Otherwise, you can use the Skype for Business Web App or just call into the meeting from a phone.

19 Set up and test Skype for Business audio

20 Video: Join a meeting using Skype for Business

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22 If you re on the go, use the Skype for Business app to join a meeting from your phone or tablet, such as an Android phone or an Apple ipad.

23 Lync 2013 for iphone here

24 Lync 2013 for ipad here

25 Lync app here

26 Lync 2013 app here

27 If you are a presenter, you can show your entire desktop or just selected programs to everyone in a Skype for Business meeting.

28 Video: Share your desktop or a program

29 During a meeting, you can open your presentation on your computer and share your screen. But if you upload your presentation in the Skype for Business meeting, you can annotate slides, see presenter notes, switch presenters, let others view the slides privately, or have someone else take over as a presenter to help you during the meeting. You can even make the slides available for downloading to all attendees so they can review them after the meeting.

30 1. Choose Presentation (monitor), and then choose PowerPoint and upload the file that you want. 2. To advance to the next slide, use the arrows at the bottom of the meeting, or the arrow keys on your keyboard. 3. Choose Notes to see your presenter notes (only visible to you). 4. If a slide contains a video, video controls appear. The audio plays for participants automatically. 5. Use the annotation tools to draw, stamp, highlight, and so on.

31 Modify permissions for the participants to annotate, view privately or download. 1. Choose More Options ( ) > Skype Meeting Options. 2. Choose the permissions on annotations and view options: Who can annotate PowerPoint presentations Who can look at content on their own 3. Choose Presentation (monitor), and then choose Manage Presentable Content. Choose an option from the Permissions menu. Choose More to take another action, such as Rename, Send to OneNote, or Save.

32 Here s one great feature of Skype for Business: letting your audience see you.

33 1. Choose the camera icon to see a preview of what people will see. When you are ready, choose Start My Video button. 2. To see the video window outside of the meeting, choose Pop out people region. 3. To end video, click the camera icon again. You might see these options: Stop Sharing My Video ends your video, but you can still see other participant s videos. Leave video ends all the videos for you, but you ll still have audio. See the next slide to learn about the video controls.

34 Choose the Pick a Layout icon and then choose an option, such as Gallery View, Speaker View, or Presentation View. To manage the participants, right-click on their video or photo to Mute, Unmute, or Remove from the meeting. You can also pin or unpin attendees videos. This turns off video/photo of everyone except for the person in the spotlight. Pin to Gallery keeps a participant visible in Gallery View until unpinned.

35 Skype for Business lets you take private notes or add shared notes that you can co-edit with participants in OneNote. When given permission, everyone can access and modify the notes in the shared location. See Create a notebook on OneDrive to set up and share a notebook.

36 Point to the presentation icon or Shared Notes. and choose either My Notes Choose My notes to take your private notes on your computer. Choose Shared Notes and then choose a section in the note picker, which shows notebooks previously opened on your computer. Choosing a section instead of a page lets you create a blank page in that section. You can also search for a page in the available Search box. For Shared Notes, the page you choose docks on your desktop and participants receive a notification in the meeting about the notebook. Participants can then open the notes on their local computer and contribute information if they have permission on the notebook.

37 Skype for Business recording captures audio, video, instant messaging (IM), application sharing, PowerPoint, and whiteboard activities.

38 1. Choose More options ( ) > Start Recording. 2. Use the controls at the bottom of the meeting to pause, resume or stop the recording. 3. Skype for Business automatically saves the recording in a format that plays in Windows Media Player. 4. Choose Manage Recordings on the More Options menu to play, rename, or delete a recording. 5. You can also choose Browse to go to the location of a recording and make a copy of the file to post on a shared location for others to view. Sara Nyberg Processing 9:35 AM 2/26...

39 You can use the meeting tools to manage and collaborate with your participants.

40 Manage meeting participants Choose People to open the Participants pane if it s not open by default. Then choose the Participant Actions button. Choose the Actions menu, and then choose an option: Mute Audience to eliminate background noise. No Meeting IM to block chat. No Attendee Video to block video (Presenters still can use it). Hide Names to hide the names on the pictures. Everyone an Attendee if you have too many presenters. Invite by to send invitations to additional people. In the Participants pane, right-click a person s name and use the options to mute, unmute, make presenter/attendee, or remove them from the meeting.

41 Visit the Skype for Business page Download Quick Start Guides. Several 4-page, full-color, how-to Skype for Business guides that can be viewed (in PDF and PowerPoint) and printed. Contact Office 365 for business support Try or buy Skype for Business

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