USING SKYPE FOR BUSINESS Howard Payne University

Transcription

1 USING SKYPE FOR BUSINESS 2015 Howard Payne University 1

2 Table of Contents Signing in to Skype for Business... 3 Changing your presence... 4 Finding and adding a contact... 5 Creating groups within your contact list... 6 Sending an IM (instant message)... 7 Storing and Finding conversation history... 8 Checking your audio device Checking your video device Setting up your voic Checking your voic Making and answering a call Forwarding calls Transferring calls Direct Transfer Consult than transfer Skype Meetings Setting up a Skype meeting Joining a Skype meeting Sharing desktop and programs in a meeting Recording a Skype meeting Managing participants in a meeting Lync Web App for students

3 Signing in to Skype for Business Signing in to Skype for Business using Windows 7: 1. Click the start icon. 2. Click All Programs located on the bottom of the start menu. 3. Click Microsoft Office Select Skype for Business Use the same user ID and password you use to sign in to the computer. Signing in to Skype for Business using Windows 8: 1. Click the start icon. 2. Select Skype for Business 2015 tile. 3. Use the same user ID and password you use to sign in to the computer. Note: You should be automatically signed in when you log in to your computer. 3

4 Changing your presence Presence is located under your name in the Skype for Business window. This signifies to others whether you are available, busy, off work, etc. Presence should be tied to your Outlook calendar and change accordingly, such as updating to Busy when you are in a meeting. Changing your Presence manually: 1. Click the arrow next to Available. 2. Select your Presence. The gear icon gives you a list of setting options Note: If you notice that your Presence is not updating with your outlook calendar, try selecting Reset Status from the Presence drop-down menu. Changing your Presence settings: 1. Click the gear icon on the top right of the Skype for Business window. Note: Make sure to click the gear icon and not the arrow beside it. 2. Click Status located on the left. 3. Select when you want the computer to show you as Inactive. 4. Select when you want your Inactive status to switch to Away status. 5. Click OK on the bottom when you are finished adjusting your Status settings. 4

5 Finding and adding a contact Finding and adding a contact: 1. Type the person s name you want to add into the search box. 2. Right-click the person s name. 3. Click Add to Contact List. 4. Click the group you would like to add the contact to. Note: Your groups may be different from those shown. On the next page are instructions on how to create new groups. Changing a contact s group option one: 1. Right-click the contact s image. 2. Click Move Contact To. 3. Select group to move contact to. Changing a contact s group option two: 1. Click contact s image. 2. Drag contact to the new group and release. 5

6 Creating groups within your contact list 1. Click the Add a Contact icon located towards the top right. 2. Click Create a New Group. 3. Type the name of your new group in the space that appears at the bottom of the Skype for Business window. 4. Click and drag group name to rearrange the order. 6

7 Sending an IM (instant message) 1. Hover the mouse over the contact s image. A list of options appear. 2. Click the IM icon. 3. Type message and hit enter. 7

8 Storing and Finding conversation history Storing conversation history: 1. Click the gear icon on the top right of the Skype for Business window. Note: Make sure to click the gear icon and not the arrow beside it. 2. Click Personal on the left. 3. Make sure the box is checked for Save IM conversations in my Conversation History folder. 4. Make sure the box is checked for Save call logs in my Conversation History folder. 8

9 Finding Conversation History option one: 1. Click the message icon. 2. Double-click the conversation you want to view. Note: If it is an older conversation you are trying to view, try Finding Conversation History option two. Finding Conversation History option two: 1. Open your Microsoft Outlook Click Conversation History on the left. Both your IM conversation history and your call log will be stored here. 3. Double-click to view conversation. 9

10 Checking your audio device 1. Click the gear icon on the top right of the Skype for Business window. Note: Make sure to click the gear icon and not the arrow beside it. 2. Click Audio Device located on the left. 3. Click Check Call Quality. 4. Record a test message. 5. Adjust your audio as needed. 10

11 Checking your video device 1. Click the gear icon the top right of the Skype for Business window. Note: Make sure to click the gear icon and not the arrow beside it. 2. Click Video Device located on the left. 3. Check the sample display given. 4. Adjust video display as needed. 11

12 Setting up your voic Setting up voic option one: 1. Dial (325) OR press #1 on your phone for 10 seconds. 2. Follow the prompts to set up or change your voic . Note: You will need your voic pin number. Setting up voic option two: 1. Click the phone icon on the top of the Skype for Business window. 2. Click the settings icon on the bottom of the window. 3. Select Change Greetings to change your greeting. 4. Select Set Up Voice Mail to change voic settings. 12

13 Checking your voic When you have a missed call, a number will appear beside the phone icon on the top of the Skype for Business window. You will also receive an in your Microsoft Outlook account. Checking your voic option one: 1. Click the phone icon located near the top of the Lync window. 2. Hover the mouse over the voice message and click play icon. 3. Click the More Options icon to delete the message or call the contact back. Checking your voic option two: 1. Dial (325) Follow the prompts. Note: You can check your voice mail off campus by following Checking your voic option two. 13

14 Making and answering a call Calling a contact: 1. Hover the mouse over the contact s image. 2. Click the phone icon. Note: For more calling options, click the arrow next to the phone icon. Calling a number: 1. Click the phone icon located on the top of the Skype for Business window. 2. Dial the number. Adding a new number to your list of contacts: 1. Right-click the number on the bottom of the window. 2. Select Add to Contact List. Answering a Call: 1. Click the contact s image that pops up on your screen. 2. Select Ignore on the bottom of the image if you do not wish to answer at that time. 3. Select Options on the bottom of the image if you wish to reply by IM or set your Presence to Do Not Disturb. 14

15 Forwarding calls Forwarding calls to a delegate: 1. Click the gear icon on the top right of the Skype for Business window. Note: Make sure to click the gear icon and not the arrow beside it. 2. Click Call Forwarding located on the left. 3. Select Edit my delegate members located on the bottom of the window. 4. Click Add. 5. Select the contact you want to make your delegate and click OK. 6. Select when you want Skype for Business to ring your delegates. 7. Click OK when you finished. 15

16 Forwarding calls to another device option one: 1. Click the gear icon on the top right of the Skype for Business window. 2. Click Call Forwarding located on the left. 3. Select Forwarding my calls to. 4. Enter the phone number you want your calls forwarded to. Note: This is also where you can turn off call forwarding. Just select Turn off call forwarding. Forwarding calls to another device option two: 1. Click the phone icon at the bottom of the Skype for Business window. Next to this icon it tells you if your call forwarding is on or off. 2. Select from the drop down options. 16

17 Direct Transfer Transferring calls 1. Click the call control icon and then Transfer. 2. Click Transfer Call. 3. Type the name or number of the contact and select it. 17

18 Consult than transfer 1. Put caller on Hold. 2. Open up the Skype for Business window and place a call to the second person. 18

19 3. Consult with second person. 4. Select the window of the first person and click Transfer. Select second person and click Transfer. 19

20 Skype Meetings Skype Meetings are a virtual meeting space where you can converse as well as present content. Setting up a Skype meeting 1. Open your Microsoft Outlook account. 2. Open your Calendar. 3. Click New Skype Meeting located on the top left. 4. Type who you want to notify of this meeting in the To box. 5. Adjust the day and time of the meeting as needed. 6. Click Meeting Options to adjust the meeting room settings. 7. Select A new meeting space (I control permissions) to have more control over who enters the room. 8. Adjust These people don t have to wait in the lobby as needed. 9. Adjust Who s a presenter? as needed. 10. Adjust Do you want to limit participation? as needed. 11. Click Ok when finished. 20

21 Joining a Skype meeting Join a Skype meeting via Skype for Business window: 1. Click the calendar icon on the Skype for Business window. 2. Right-click the meeting and select join. Join a Skype meeting via 1. Open the meeting request Click the Join Skype Meeting link. 3. Follow prompt. Note: Conference ID number is located towards the bottom of the . Join a Skype meeting via phone: 1. Call Enter Conference ID when prompted. 3. Follow the rest of the prompt. Note: Contact IT Services at for assistance using Microsoft Skype or any other campus resources. 21

22 Sharing desktop and programs in a meeting Sharing a desktop and programs: 1. Click the Manage Presentable Content icon on the bottom of the meeting window. 2. Select from the given options. Sharing a PowerPoint presentation: 1. Click the PowerPoint icon on the options pop up window. 2. Browse for the PowerPoint file you want to share and share it. 3. Click the arrows on the bottom of the window to navigate the presentation. 4. Click the edit icon on the top right corner of the window to make edits or annotations to the presentation. Note: Participants can request to take over as a presenter by selecting the option on the top of the window. 22

23 Sharing Whiteboard: 1. Select the Whiteboard icon on the options pop up window. 2. Click the three dots located on the right of the screen to save notes made at the end of the Whiteboard presentation. 3. Click Save As located near the bottom of the pop up window and select the name and location of the file. Sharing an attachment: 1. Click Attachments on the options pop up window. 2. Select Add Attachments and select your file. Sharing a poll: 1. Select the Poll icon from the options pop up window. 2. Enter the poll name, the question, and the choices. 3. Click Create. Note: The poll be shown in the meeting window and the responses will be displayed when received. The poll presenter has additional options located on the bottom of the window, such as closing the poll. 23

24 Recording a Skype meeting 1. Click the three dots located on the bottom of the Skype meeting window. 2. Select Start Recording. 3. Click the stop icon when you are finished recording. Note: To manage your recordings, you can click the three dots and select Manage Recordings. Your Skype videos will be saved in your PC videos. Too see which folder or to change the designated folder, go to your Skype for Business Options and click Recordings. 24

25 Managing participants in a meeting Switching presenters: When a program is presented, participants have the option to request control of the screen by clicking Take Over as Presenter. The presenter will approve or deny the request. If approved, the screen will be in the control of the participant until the presenter selects Take Back Control. Managing participants in a meeting: The presenter has the option of managing participants through several options. 1. Click the people icon located on the bottom of the meeting window. 2. Select from the given options. 25

26 Adding more participants when in session: 1. Click the three dots on the bottom of the meeting window. 2. Select Meeting Entry Info. The meeting link is located in the middle of the pop up window. 3. Share the meeting link. 26

27 Lync Web App for students Students will use the free Web App for Lync 2013 to join Lync sessions. The Web App is fully featured, and is compatible with Mac and Windows computers. Joining a Lync meeting: 1. Click the link in the Lync meeting you received. 2. Enter as a guest through the Lync Web App. 3. Enter your name and select Join the meeting. Note: If this is your first time using the Lync Web, you will be prompted to install the free plug-in. Follow the instructions to download and install it. Checking your audio device: 1. Click the gear icon on the top of the window. 2. Select Audio device. 3. Adjust settings as needed. Note: If you don t have an audio device, you may call into the meeting via phone. Dial Follow the prompt. Checking your video device: 1. Click the gear icon on the top of the window. 2. Select Video device. 3. Adjust settings as needed. 27

28 Muting the microphone: 1. Click the phone icon on the lower left of the window. 2. Click again to restore sound. Showing the Webcam: 1. Click the video icon on the lower left of the window. 2. Click again to restore video. Using the Chat feature: 1. Click the message icon on the lower left of the window. 2. Type your message and press Enter to send the message. Sharing information: You can share content such as desktops, PowerPoint presentations, whiteboard, polls, and other programs with the other participants. 1. Click the monitor icon located on the lower left of the window. 2. Select from the given options. 3. Select Attachments if you want to share a file. Note: Contact IT Services at for assistance using Microsoft Lync or any other campus resources. 28