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Skype for Business tutorial – desktop & mobile (meetings) part 2 of 3

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We have covered the main features of Skype for Business in the previous video. We’re introducing Skype Meetings in this one. Skype Meetings look similar to what we have shown in the previous video, but they do give you additional options and you can’t turn a normal chat, audio or video conversation into a Skype meeting. You can set up an ad hoc Skype meeting by clicking on this button and selecting “meet now”. One of the options you get now is the option to record the meeting. We’ll cover that later in this video. Please note that you can’t schedule an ad hoc Skype meeting using the mobile application. The most common way to schedule a Skype meeting is by using Outlook. Just open Outlook and go to your calendar. Now select a timeslot in your calendar and add contacts to the “To” field and update the “subject” field as you normally would do. To make the meeting a Skype meeting, click on the “Skype-meeting” button in the ribbon.

A link will be added automatically to the invitation which allows them to easily connect to it. The location field is also updated. You can add additional information to the meeting if needed or make changes to the location or the message, just don’t forget to leave the Skype information. Forwarding the meeting works as the link is all people need to connect to the meeting.

This means that others can forward a Skype meeting as well. People without a Skype for Business account can connect to the meeting by using a browser plug-in. The Skype meeting is created as soon as you send the invitation. As mentioned in the previous video, the meeting will be accessible via both the desktop and mobile application. You can connect to your meeting in advance, but the content you attach won’t be available the next time you connect.

Please note that you can’t schedule a Skype meeting by using the mobile application. You can only connect to Skype meetings which have been scheduled using Outlook or the Skype for Business desktop application. You can change the meeting options by connecting to the meeting and clicking on the “more options” button followed by the “skype meeting options”. By default, people will automatically connect to the meeting, but you can change this and put people in the lobby first. This means that you or another presenter has to allow them in when the meeting starts. The first option means that everyone will end up in the lobby. Selecting “people I invite” means that only the people you have sent the meeting request to will skip the lobby. The option “anyone from my organization” will force people from other organizations to go to the lobby and the “anyone” option completely disables the lobby feature. Our advice is to send people from other organizations to the lobby and to send colleagues to the lobby when you’re organizing a call for a lot of people.

Enabling the next option will automatically announce names when people enter or leave the meeting. This is quite intrusive for meetings, which is why it’s disabled by default. This option determines who is made a presenter for the meeting. Presenters are people that are allowed to share content, allow people from the lobby to connect to the meeting and presenters can make other attendees presenters as well. Our advice is to make anyone from your organization a presenter for small meetings and select “people scheduled as presenters” for meetings with a lot of attendees. Adding people to the “to” field when scheduling the meeting will make them presenters. Just click on “to” to see the other option. People you add to the “optional” field will be considered attendees.

The next option can be used to allow others to annotate PowerPoint presentations. The last option you have is to allow people to look at content on their own. They can then privately browse a PowerPoint presentation. Please note that you can’t reach these settings for Skype meetings when using the mobile application. You can join meetings scheduled in your Outlook calendar by opening them and clicking on the Skype meeting link. You can also use the desktop application by clicking on this button, selecting the meeting and clicking on “meet now”.

You are now connected to the meeting with the full audio and video experience. Attendees will be muted as soon as they connect and they have to unmute themselves manually. Connect to Skype meetings when using the mobile application by tapping this button in the top right corner. Your meetings should show up here and tapping the “join” button will connect you to the meeting. When scheduling a Skype meeting via Outlook, a link is added to the meeting. You can also create a link for a Skype meeting you have set up ad hoc. Just click on the “more options” button and select “meeting entry info”. Clicking on the “copy all info” button will put the link in your clipboard which you can then share with others.

They will automatically connect to this meeting by clicking on that link. Please note that the meeting entry info feature is not available on the mobile application. Presenters have additional options in Skype meetings. By default, your colleagues will be presenters and people from other organizations will be attendees. You can make someone else a presenter manually during the meeting by clicking on this button. Now right click on a contact’s name and make them a presenter or change someone from presenter to attendee. Please note that this doesn’t work on the mobile application. The whiteboard feature in Skype for Business is meant for people with a Windows tablet. Multiple people with tablets can use the whiteboard at the same time. This is useful for people that need to design something together. To use the whiteboard, click on the “share content” button, followed by “more” and then the “whiteboard” button.

You can save the whiteboard by clicking on this button and then click on “save as”. This allows you to save all the content from the whiteboard as a picture. You can also send the content of the whiteboard to OneNote by using this button. Removing the whiteboard can be done by clicking on the “share content” button, followed by “manage content” and then clicking on the “x” next to the whiteboard. By default, anyone can download the whiteboard content, but this is something you can change if needed by clicking on this button. Please note that the whiteboard feature is not supported in the mobile application. You can share a poll in a Skype meeting with just a few clicks. Start by clicking on the “share content” button, followed by “more” and now select “poll”. Let’s start by giving the poll a name. Now add the question and provide options for people to choose from. You have more options by clicking on this button. You can close and open the poll, you can hide the results from attendees, edit the poll question and options, clear all votes and save the results as a picture.

A poll is a great way for getting structured feedback from attendees during a meeting, but you do need to take into account that polls aren’t supported on the mobile application. Skype for Business has a Q/A feature. This feature is only useful when you have at least two presenters in the meeting. It’s meant to help a presenter by allowing another presenter to take care of answering questions. To use this feature, click on the “share content” button, followed by “more” and then click on “Q/A”. The Q/A is now available to all attendees. Attendees can ask questions and the questions will be visible to all attendees after they have been answered by a presenter.

You can stop the Q/A by clicking on this button and you can save the results in a text file by clicking on the “save as” button. The chat feature will be disabled when you use this feature. You can also simply cover questions by using the normal chat feature. The main difference is that the questions will be visible to everyone and anyone in the meeting can answer them. To remove the Q/A or other content, just click on the “share content” button followed by the “manage content” button. Now click on the “x” button to remove the Q/A. You will get a notification and a button to enable instant messaging again.

Please note that the Q/A feature is not supported on the mobile application, so make sure to ask people to use the desktop application if you are planning to use this feature. A very useful feature is the ability to record Skype meetings. As mentioned at the beginning of the video, you can only use this feature by using Skype meetings. The record feature is useful to record the meeting and make it available to others. You can for example create a private Yammer group for your team and share the recording there for anyone that wasn’t able to connect to the meeting. You can also use it to simply create a recording of your screen and your voice without adding others to the meeting. To record a Skype meeting, simply click on the “more options” button and then click on “start recording”. A notification is shown indicating that the recording has started. You can stop the recording by clicking on this button.

This notification is also shown to others that have connected to the meeting. It is best practice to always mention that you are going to record the session as people might not have seen the notification. Also, don’t forget to mention the audience you are planning to share the recording with. The recording has to be processed first and will be made available via the Skype for Business Recording Manager. This is an application that starts when you record a session, but you can also manually start this application if needed. This application is always installed next to the Skype for Business desktop application and allows you to manage your recordings. Clicking on the “browse” button after selecting the recording will open the folder where the file is stored. This file contains the presented content, but you can make changes to the video if you want. To change what is shown in the recording, first select the recording and then click on the “publish” button.

Now click the “options” button and remove content you don’t want to include in the recording. Now hit publish to create the new recording with the content you have chosen. After starting a recording, you will see a “pause” and “stop’ button in the bottom right corner of the window. Using the “stop” button means that you will create a new file when you start recording again. When you start recording a meeting, a notification is shown on the mobile to indicate this. There is no way to start a recording from the mobile application. It’s very easy to share your desktop or the screen of an application. To initiate this, just click on the “share content” button. Sharing your desktop means that everything you see on your screen will be visible to others. Sharing a specific application will prevent others from seeing notifications from other applications. Switching to another window will result in a black screen for others when you’re sharing an application. Sharing an application makes sense if you know that you only want to share a specific application and don’t want other content or notifications to be seen.

You can’t share applications or the screen of your phone, but you can see what someone is sharing with you. You do need an ad hoc or scheduled Skype meeting for this to work on the mobile application. You can also give someone else control over your mouse and keyboard. This option is available when you share your desktop or a specific application.

There is a toolbar on top of your screen when this is the case. Just move your mouse pointer to the top of your screen if the toolbar isn’t visible to make it appear and click on this button to pin the toolbar if needed. You have the option to give control automatically to any presenter in the call or give someone specific control. Clicking on the “take back control” button will take away control from others. The toolbar also has a button to disable screen sharing with one click. You can present a PowerPoint presentation by clicking on the “present content” button followed by “share PowerPoint files”. Now simply select your presentation to share it with everyone in the call. Only presenters can go through the slides and they will do this privately. They can click on this button to go back to the view of the presenter and they can also take over the presentation by clicking on this button. You also have the option to present a PowerPoint file using your smartphone.

Just tap this button and select “present PowerPoint”. With OneDrive connected to Office 365, you’ll get access to your documents stored in the cloud. Take over the presentation if needed by tapping “actions” followed by tapping “take over as presenter”. This gives you control over the slides of the presentation. You can’t manage the content in a Skype meeting using the mobile application. Files can also be attached to the meeting. To do this, just click on the “present content” button and select “add attachments”. By default, everyone can see and download the attachments. To edit these settings, click on manage content and look for the file that was added. You can open the file by clicking on the this button. Clicking on the “lock” button lets you to select who can download the file. You can select “Everyone”, “presenters”, or “Organizers”.

You can remove attachments by clicking on this button and this one allows you to download or rename the file. You can’t present PowerPoint files that you have uploading using this method. PowerPoint files you want to present have to be uploaded using the previous method. This feature is only used to share files as optional downloads. Please note that the attachments can’t be seen on or downloaded to the mobile application. You can coauthor documents with your colleagues and have the documents stored in OneDrive for Business. To do this just click on the “present content” button and then select “co-author Office doc”. Now select a document stored in OneDrive for Business. You get a small Skype window and the document is shown in a separate window. You can move the Skype window by clicking and dragging this icon. Double-clicking on the icon will open the normal chat window. You can end the co-authoring session by clicking on this button, but keep in mind that this feature does not work on the mobile application.

You can create your own notes or use shared notes while connected to a Skype meeting. Just click on the “present content” button and then select “own notes”. You have to select a notebook to store the notes. The note contains links to the content presented and all the files attached. Right clicking on the files gives you the option to open them and you can add more notes at the bottom of the page. Shared notes exist next to your own notes, so you can use both during the meeting. To create shared notes, click on “present content” followed by “shared notes”. You can select an existing notebook or create a new one. You do need to give others edit permissions on the note if you want to capture the notes together and you can add a personal message if needed. Just click on share to make the note available. Please note that these features don’t work on the mobile application. We have reached the end of this video. The next and final video of this series covers the settings you have in both the desktop and mobile application.