Learning Objectives:

Transcription

1 Learning Objectives: Installing Skype for Business Navigating the App App Settings IM, Skype Calls, and Video Calls Skype for Business Meetings Meeting Features

2 Contents Getting to Know Skype for Business... 2 Setting up Skype for Business... 2 Installing Skype for Business... 2 Sign into Skype for Business... 3 Navigating the App... 3 App Interface... 3 Contacts... 4 Privacy Relationships... 4 Skype for Business Settings... 5 Audio Device Settings... 5 Video Device Settings... 6 Communicating with Contacts... 6 Use IM... 6 The Conversation Window... 7 Make Phone and Video Calls... 7 The Call Window... 8 Skype for Business Meetings... 8 Impromptu Meetings... 9 Scheduled Meetings... 9 Meeting Controls Present Desktop and Programs Use the Whiteboard Use a Poll Using Q and A

3 Getting to Know Skype for Business Skype for Business is not the same as Skype. With Skype for Business, you can host online meetings for up to 250 people with audio, HD video, and web conferencing over the internet. You can chat with individuals or groups via IM (Instant Messaging), Skype Call, or Video Call. Skype for Business makes it possible for your team to work and collaborate together from anywhere. Setting up Skype for Business Installing Skype for Business If you haven t installed Office 2016, do so now: 1. Sign into the AU Portal and access the Download Software link located in the Technology section of the Personalized Links. 2. Scroll down and click either the Office 2016 for Windows or the Office 2016 for Mac OS X, depending on whether you are on a PC or a Mac. 3. Once you begin installing Office 2016, ensure that you have selected to install Skype for Business. If you have already installed Office 2016 but can t locate Skype for Business, do the following for Windows computers: 1. Press the windows key and type Change or Remove a Program. Select the option that appears. 2. Scroll down the list of applications and select Microsoft Office Professional Plus If you do not see that option, follow the instructions above to install the correct and latest version of Office. 3. Once selected, click the Change button above the application listings. A new window will open. 4. Select the Add or Remove Features option and click Continue. If you see this icon, installed., next to Skype for Business, you do not have Skype for Business 5. Click the dropdown arrow next to Skype for Business, and select Run from My Computer. Then click Continue. Skype for Business will install on your computer. 2

4 1. Open Skype for Business Sign into Skype for Business 2. Enter your AU address into the Sign-in address field and click Sign in. If you have not signed into any other Office 2016 app, you may be prompted to enter your password. If so, enter your AU password and continue the sign-in process. Navigating the App App Interface Change your status or set your location. You can enter a message that will appear to your contacts. Access your contacts, conversation history, and schedule. Add contacts from AU or even outside of AU. You can view your contacts by groups, their status, relationships to you or new contacts. Quickly access your audio device settings. 3

5 Contacts Your contacts are the online identities of other Skype users you want to communicate with. Your contacts can be within or outside your organization. You can add users by name or by instant messaging address so they ll be easier to reach. To add a contact: 1. In the Find Someone search box, type in the name of the person you will add to your contacts list. 2. Right click on the name you want to add and select the group to add them to. You can also add Favorites which will keep contacts you communicate with the most at the top of your contacts list. Privacy Relationships The Privacy Relationship controls the details that others can see about your contact information. This includes your presence status, address, phone numbers, schedule, meeting locations, and personal notes. Each of your contacts has one of five privacy relationships with you, and each relationship gives access to a different amount of information. 4

6 To adjust the privacy relationship for your contacts: 1. Right click on the contact you need to make changes to. 2. Select Change Privacy Relationship, then select the appropriate relationship setting. Skype for Business Settings Before you begin using Skype for Business, it s a good idea to ensure that your settings are configured appropriately. Audio Device Settings 1. To access your audio controls, click the drop down arrow next to the settings icon ( ). 2. Select Tools, and then Audio Device Settings. 3. In the window that appears, you can select the device you want to use for audio calls and customize that device by adjust the levels of the speaker, your microphone, and ringer. 4. Click OK to save any changes and close the window. 5

7 Video Device Settings 1. To access your video settings, click the drop down arrow next to the settings icon ( ). 2. Select Tools, then Video Device Settings. 3. In the window that appears, you can select the webcam to use for video calls and adjust any camera properties. You also have the option to Crop and center my video in meetings. 4. Click OK to save any changes and close the window. Communicating with Contacts There are a number of ways to communicate with your contacts. You can use Instant Messaging (IM), an audio call, or a video call. We ll go through all the options available to you with Skype for Business. Use IM Instant Messaging (IM) is a common method of communicating in the business world. Because of the immediate response it provides, instant messaging can be an effective tool. IM is less formal than and faster than a phone call. You can send an instant message from anywhere in Skype for Business where you see a contact. Skype for Business integrates with the Microsoft Office suite and allows users to connect to contacts through Office apps, such as Outlook. 6

8 THE CONVERSATION WINDOW Trainer 01 Who You re IMing With Trainer 01 Add Contact to Conversation Their Side of Conversation Your Side of Conversation Where You Write Your Responses Attach a File, Stress Importance, Add Emoticon Start a Video Call, Audio Call, Present Your Desktop Open Recording Manager, Change Font, Get Help Make Phone and Video Calls Skype for Business allows you to make voice calls and video calls to your contacts using your network connection. You can make group calls with more than two participants. Audio calls will require a microphone and speaker or headset. Video calls will require those devices as well as a camera. To make a call: 1. Right click on the contact you will call. 2. For an audio call, select Call and then click Skype Call. For a video call, select Start a Video Call. 7

9 THE CALL WINDOW The call window is the conversation window, but it has a different layout. From this window, you can access the IM pane and additional contacts to call. You can also turn your camera on or off, mute and unmute your microphone, present your desktop or an application, or hang up. You can access the call controls or record the call. Open/Close Meeting Roster Add Contacts to Call Show/Hide IM Pane Record Call, Get Help, and More Turn On Camera, Mute/Unmute Mic, Present, Hang Up Hold, Transfer Call, Change Device, Volume Control Skype for Business Meetings Meetings in Skype for Business differ from other conversations by the fact that they tend to be planned rather than ad hoc. Meetings have all of the same features as other communications, but there are some differences. Meetings tend to have one or a small group of people who are the organizers of the meeting. These organizers have something to present or discuss with the rest of the group. Meetings also tend to be scheduled in advance, they do not have to be. There are two defined roles while in a meeting, The Presenter and The Attendee. Presenters have full access to the meeting features and options and attendees have a subset of that access. 8

10 Impromptu Meetings To start an impromptu online meeting: 1. Select the drop down arrow next to the settings icon ( ), and click Meet Now. A group conversation window will open with you as the first and only participant. 2. Click the Add Contacts to Call button and select the contacts to invite to the call. 3. Click OK to send invites. Sending a Link to an Online Meeting: 1. Click More Options icon in the meeting window. 2. Select Meeting Entry Info. The meeting entry info will appear. 3. Click Copy All Info to copy the entry info to your clipboard. You can send that information to an to allow anyone with the link to join the meeting as long as they have access to Skype for Business. Joining Impromptu Meetings: When you receive a meeting request, you will need to take action to join the meeting. For impromptu meetings, you will receive an alert from Skype for Business that you need to accept in order to join. If the organizer, opted to send a Meeting Link to join the meeting, you will need to click the link to join. When you join a meeting, you will be given the option to use Skype for Business for audio, be called at a specific phone number, or not join the meeting audio. Scheduled Meetings You can create scheduled online meetings by using the Outlook Client or the Office 365 Web App to send a meeting invitation for a specific date and time. To create a scheduled online meeting: 1. In the Calendar view in the Outlook Client, click New Skype Meeting. A new window will appear with a link to you meeting. 9

11 2. There are a number of options that you can enable when you schedule and Skype Meeting: a. Meeting Options You have the ability to have meeting attendees to wait in a lobby until you initiate the meeting. You can also choose who will be the presenters for this meeting. With regard to participation, you have the option to disable IM, mute all attendees, and black attendee s video. b. Meeting Notes You have the option to share notes with the meeting or takes notes on your own. You will need to select location within OneNote where notes will be taken for the meeting. c. Response Options When you send the invite you can choose to request responses and whether to allow new time proposals. 3. Enter the address of the people you will invite to the meeting, enter invitation subject, and specify the date and time of the meeting. 4. Click Send to send your Skype Meeting invitation. Meeting Controls You can access presentation controls by selecting the Present icon. To access meeting settings options select the More Options icon recording of your meeting.. Within More Options, you will be able to start and stop the 10

12 PRESENT DESKTOP AND PROGRAMS Skype for Business allows you to share your desktop and programs from your computer when you need to show other something specific. There are three present options: Present Desktop, Present Programs, and Present PowerPoint Files. When you present your desktop, you share everything that you see and do on your computer. Be sure that you only show what you want others to see. If you don t want to share your entire desktop, then you can present a single program. When you present a PowerPoint Presentation, you can only play the slide show. If you need to make edits to the PowerPoint slides, you will need to use the Present Programs option. USE THE WHITEBOARD You can use the whiteboard in Skype for Business meeting to collaborate and share ideas. You can add text, draw, use a highlighter, insert images, and add shapes to get your ideas and information onto the whiteboard. You can use the laser pointer tool to call out items as you talk about them. Once you ve captured the text and annotations, you can save the whiteboard as a file for future reference. 11

13 USE A POLL Polling can be used to get people involved and interacting in your meeting, and find out what they think about the ideas you re sharing. You can create a poll with a single question and multiple answers. Participants each select one of the answers and you can view the results. You do have the option to show or hide the poll results from attendees. 12

14 USING Q AND A The Q and A (question and answer) toll provides a structured environment for answering question during a meeting. Participants are able to ask questions through Q and A and a presenter answers them publicly. This feature eliminates messy batches of question submitted through IM. To ensure only the presenters can answer, ensure that in Skype Meeting Options, People scheduled as presenters is selected under the Who s a presenter field. This will ensure that only the presenters can answer questions. 13