Skype for Business User Guide
Contents
1. Click the Present button to send a sharing The Sharing toolbar for sharing control with other fl SAGA LKO SE SOS ES participants appears at the top The yellow border around the desktop indicates the extent of what other participants can see What the participant sees An invite to share alert appears Once accepted the participant will see this sharing stage where either on the desktop or if they can click buttons to request control or other options such as open in the message window inviting more participants or sharing their own content unimailtestl unimailtestl unimailtesti 2 Participants Presenting 2 Participants Request Control Actual Size Currently presenting Give Control X Stop Presenting I HOME INSEKE DESIGN PAGELAYUU HEFEKENCLES MAILINGS KEVIEW VEW DEVELUPEK I Iraning omput ik Cambeia Headings r mile ja tte eet Ag at y BI U aex x f o ES B SS a Paste 5 Styles itani V A Z A a Es lt S Clipboard m Font Paragraph gt Styles fx Let s look at the report Recycling Water for Drinking Purposes intraduction ntroduction amp Abstract The reported droughts and widespread water shortages that have been hnked t mate change have generated increasing interest in using recycled water to augment water supplies for irrigation industrial and drinking uses This has raised the question of health risks which are clearly of concern to local authorities and2. gt Deleted Items 61 Junk Ernail 13 Outbox RSS Subscriptions b Search Folders University of St Andrews 7 IT Training 15 24 Can we meet to discuss Office 365 training Sonny Evans 15 26 Yes I ll pop over later What time suits IT Training 15 26 3 is fine Bring the report we started CAPOD IT Training Holding an IM conversation with more than one person If you have already started an IM conversation you can add others to it by dragging their picture from your contacts list into the conversation window or if they are not in your list click the Invite More People button at the top of the conversation window to bring up the directory If you want to start a new IM conversation with a group that you have already set up right click the group name in your contacts list and click Send an Instant Message to start the conversation Your message will go to all group members To start a new IM conversation with contacts that aren t in a group go to your contacts list and hold the Ctrl key while you click each contact When you have selected all the required contacts right click and select Send an IM to start a multi way conversation Sending a file or image using IM To send a file or image from an IM conversation either e Drag and drop a saved file into the text input area e Use the attachment option paper clip icon in the message window or e Copy and paste a saved file or image from an Office program i
3. down in the main Skype fB window or by right clicking the small icon in the system tray at the end of the taskbar Once you have signed out in this way others cannot see your status or interact with you Skype fB icons on your taskbar appear with crosses S Exit FE Exit closes your Skype fB session and stops Skype fB running on your computer Both icons will disappear from the taskbar at the bottom of your screen After exiting use the Windows start menu if you want to restart Skype fB pin it to the task bar for easy access University of St Andrews 12 CAPOD IT Training
4. gt Applications gt Microsoft Lync e Inthe Lync window enter the same data in both the Email address and User ID field in the format username st andrews ac uk enter the password that you use to log in to a university networked computer then click the Sign In button University of St Andrews 2 CAPOD IT Training Subsequent access to Skype for Business Once you have installed Skype fB on your desktop and signed into it for the first time it will automatically log you in and open the main Skype fB window every time you start up your computer If you disable this preference see Options below you can start it manually when required To open Skype fB manually find it in the main Office program list Start gt Programs gt Microsoft Office 2013 or pin it to the taskbar for easy access When Skype fB is running you will see a large Skype fB icon on the Windows taskbar and a small Skype fB icon in the system tray at the end of the task bar My Status gt Closing the Skype fB window does not close the application but mi merely minimises the window which can then be opened by clicking the Sign in Logs large taskbar icon The small system tray icon only provides access to a Open 1 Exit few select commands and doesn t open the Skype fB window but you 7 pard can right click it to quickly update your status and exit Skype fB Changing Skype for Business startup behaviour You can change your default Skype f
5. 335 Contact in My Organization x i 1 Add a Contact Not in My Organization gt Add a Contact icon 2 then choose aa Create a New Group Display Options Alternatively right click any group name in your contacts list e g Other Contacts and then click Create New Group A New Group box will appear Rename it by overwriting the text so that the new name is meaningful to you Your group has been created and you can start adding contacts to it Finding and adding contacts From the University Directory From the Skype Directory Display Options 0 o In the main Skype fB window start typing jida i A list of matching people from your MY CONTACTS SKYPE DIRECTORY Contacts will appear Sonny Evans Offline Right click on the required name and select TT Trainer CAPOD CAPOD Add to Contacts List which then gives options of adding to a specific group You can also add contacts from the Add a Contact icon sy then choose Add a Contact in My SETE Organisation gt Other Contacts 1 1 GROUPS STATUS RELATIONSHIPS NEW You can also add contacts worldwide from Skype Type either the person s name or if you know it their Skype name in the search field but this time selecting the Skype Directory tab A list of Skype users will appear Add them to your Contacts as in the method for local contacts Controlling Privacy Relationships This setting controls the connectivity and the type of information that can be vie
6. Notes When you share a program file or desktop the window will have a yellow border and a Now Presenting tab will display on your desktop Your presence status will also automatically change to Presentation and will thus restrict other Skype fB alerts appearing Your participants will receive an alert to notify them that you are sharing content Once they ckick accept the shared content will appear in a window on their screen Initially only the person who started presenting can control the content You can however allow any participant to share control You can take back full control at any time See the later section on allowing participants to control content for more details University of St Andrews 10 CAPOD IT Training What the presenter sees Initiating the content share With sharing established Currently presenting Give Control X Stop Presentin p g Present Desktop Cambria Headings 26 B I U abe x X Paste 2 na Styles Editing v v A nge A Aar A A 2 a Clipboard amp Font 5 Paragraph Styles amp Recycling Water for Drinking Purposes PAGE LARCUT FSETRENCES AMRINGS BID VEN OSLO IT Tuning A a sni bing intraducticnIntroduction amp Abstract The reported droughts and widespread water shortages that have been linked to climate change have generated increasing interest in using recycled water to augment water supplies for irrigation industrial and drinking uses This
7. by default on the University s standard desktops as part of the Office 2013 suite Skype for Business e Click the Windows start button at the bottom left of your Sign in screen Sign in address it training st andrews ac uk y Select All Programs gt Microsoft Office 2013 gt a TE SA Skype for Business 2015 yes 2015 iiis Sign in as e When the Skype fB window appears enter your aE Sign in address in the format username st andrews ac uk then click the Sign In button It will then request your password Enter your university network password Mac OS To use Skype for Business Lync for Mac 2011 you need to download and install the client program and then manually configure the settings The download and all the instructions can be found in the Office 365 web portal on the Software page as follows e Log in to the Office 365 portal https portal office com and go to Settings cog icon gt Office 365 settings gt Software gt Skype for Business e Click the Install button save the dmg file open it if your security settings won t allow it to be launched by clicking hold down the CTRL button and click the file select Open from the Finder menu and follow the installation instructions a e Follow steps 2 amp 3 on the Software page to apply the update 7 i AIA 2011 and configure the server settings Lync mac To start after installation TE i training st andrews ac e From the Finder menu bar select Go
8. has raised the question of health risks which are clearly of concern to local authorities and manymembers ef the public The industry manages the public health risks associated with providing safe drinking water by the Recycling Water for Drinking Purposes intradection ntrodection amp Abstract amp Medical Research Council IHMC guidelines for safe drinking water This risk management approach should also be applied to the risks associated with recycled water The Alpheius Global Enterprises Research Centre for Water Quality and Treatment has the experience and skills to assist the IHMRC in developing a similar framework for managing and monitoring the risks associated with delivering recycled water that is safe for the purpose for which Rocycding Alternativns it is intended Recycled water can be used in a number of ways as discussed below Recycling for Drinking Water Recycling Alternatives Recycling for Drinking Water The most significant short term risk is from potentially pathogenic micro organisms Waste water particularly sewage is likely to have higher numbers of micro organisms and a greater proportion of those organisms will be infective to humans than is the case in natural water sources Some chemicals will also be present in waste water Of most concern are low concentrations of endocrine disrupters such as hormones pharmaceuticals and other manmade chemicals was D ENGLISH AUSTRALIA
9. rranyraembersofthe public Ok Last message received on 22 05 2015 at 09 16 The industry manages the public health risks associated with providing safe drinking water by the application of the Sofe Drinking Water Quality Management Framework in the internotional Heelth amp Medical Research Council HMRC guidelines for safe drinking water This risk management approach should also be applied to the risks associated with recycled water The Alpheius Global Enterprises Research Centre for Water Quality and Treatment has the experience and skills to assist the IHMRC in developing a similar framework for managing and monitoring the risks associated with delivering recycled water that is safe for the purpose for which it is intended Recycled water can be used in a number of ways as discussed below Recycling Alternatives Accept Meeting Content Click Accept or on the picture OE ENGUSN AUSTRALIA y EZ To stop sharing the content close the stage window area in the desktop alert University of St Andrews 11 CAPOD IT Training Allowing participants to control content On the sharing toolbar at the top of the presenter s screen use any of these options Currently presenting Give Control x Stop Presenting Give Control Automatically A a Attendees IT Training Click Give Control to share control of your desktop or programs with the specific participants Control Automatically gives access to anyone au
10. 00 x Covering the use of One Drive and Skype for Business gt Join Skype Meeting With the meeting request created you then have access to the Meeting Options button on the ribbon where you can set preferences and permissions T D EE Address Book gt Recurrence iH me s CoO j a Yv v I QIE R R a Bus i SE 55 Check Names Time Zones iling Join Skyp Meeting Meeting Cancel None ant Meeting Options Notes Invitation Response Options Categorize st Room Finder Skype lv Meeting Notes Attendees Options Tags t Skype Meeting Options lt feos These people don t have to wait in the lobby Why do I use this ou Anyone no restrictions 7 Who s a presenter Anyone from my organization v Choose presenters Presenters can share content and let people into the meeting Do you want to limit participation Disable IM Mute all attendees Block attendees video Presenters can share audio and video University of St Andrews 9 CAPOD IT Training Starting an unscheduled meeting For spontaneous meetings the Meet Now feature in Skype fB allows you to hold impromptu meetings without the need to schedule in Outlook m E i e Inthe Skype fB window go to the Options menu cog icon and File select Meet Now e A meeting conversation window will open and you will be able to ee Tools invite participants using the Invite button Im Help H Sharing
11. B startup options using the Options menu cog icon on the main screen then choosing Tools gt Options Once the Options window opens select Personal from the left hand panel then make the required changes such as listed in the Options menu below Skype for Business basics The main Skype fB window When you open Skype fB the main Skype fB window will appear Your status information B Skype for Business If you have uploaded a profile What s happening today icture it will appear here with mme i i P nna it training st andrews ac uk eens _ the coloured icon inicating C Close sign out or exit from Lync your availability Enter text in set Your Location Change settings for the box above it to let others Login know what you re up to i Contact display change your availability using Your status the drop down menu or add Showing hiding your picture your location Find someone Audio and video devices GROUPS STATUS RELATIONSHIPS NEW FAVORITES OTHER CONTACTS 0 0 Tools and communication Contacts To add contacts drag from another group or add from search Conversations Meetings Main viewing and interaction area changes depending on the tool you are using Here Contacts options are showing University of St Andrews 3 CAPOD IT Training Adding a profile picture If you have previously uploaded a profile picture to Office 365 through the main portal it will automatically
12. Skype for Business User Guide Contents Accessing Skype Tor BUSING SS eee ee ene eee R EER E ERENER Starting Skype for Business on your desktop s ssssssssssssssssisssssissssrsssssriessrrsnsssreessrrn Subsequent access to Skype fOr BUSINGSS ccccessessesessesseseesesesessecscseesecsesesseeneseeseenes Changing Skype for Business startup D NAVIOUL cccecescesceseseseeseeesteseeeeteseenen Skype for Business O16 CS asl apecsscynteesscgneccrscrneecsteymencscinteatmuain pen mencn mene SERENE SENEESE EEES The MAIN Skype fB window ccccesseccecsssessesteseccessessssessesecsecsesssssessaccasscseceesnesecessneseceeane Adding a profile picture cece ects cece cect ens ceccecacenturett onic cee dctcesedstecenctuceseds User Availability Presence care sre turperiarcntiesuencueyceavantn act cuvateentstpunaetedtoalsnleoundenvoutasedn 66 0 at eee E ee eee ene eee ee ee eee eee BERELE e meen meters E T EE EEEE ESKE E rtm Finding and adding CONTACTS eecccessesesseseeseseeseseesesessesessesessesesseseeseseeseseessseeneseeneseenesens Communicating with your Contacts sates acerca ctacosyscssctansacnsescence hansen toaesccnsecastan eensoctshsciasee ma TMS SSAC GLI A ER ar RENEE Making AN audio OF video Call vce cceccsessessesestssescstesessesessesessesessssesssseessseenssesseseeseseeneseens Skype for Business Meetings cnicrceaienernasassadsnoinsrnauionctansaenitialenansnsloucumstow Ste get Fate Be Rae are ct tect ec ate ces E Starting an
13. all conversations to an email folder in Outlook To save IM conversations e Inthe main Skype fB window click on Settings cog icon gt Tools gt Options e In the Options window list on the left select Personal e Tick to enable the option Save IM conversations in my email Conversation History folder Skype for Business Options My account Start the app in the foreground Personal information manager Signin address sm72 st andrews ac uk Advanced Automatically start the app when I log on to Windows Microsoft Exchange or Microsoft Outlook Ringtones and Sounds Audio Device Update my presence based on my calendar information Video Devi ha alee Show meeting subject and location to contacts in my Workgroup privacy relationship Recording Show my Out of Office info to contacts in my Friends and Family Workgroup and Colleagues Skype Meetings synes Location E Share my location info with other programs I use Show pictures V Show pictures of contacts Note Clearing the box turns off all pictures in the app including yours ee Search Conversation History 2 Current Folder Conversation with Sonny Evans 4 jt training st andrews ac uk E Sonny Evans MI Training gerne All Unread By Date Newest b Inbox IT Training Conversation History Jha ent Wed 13 05 2015 15 29 Drafts IT Training FS Wes CC FE eines Conversation with Sonny Evans 15 279
14. carry through to Skype fB To upload or edit your picture from within Skype tB e Click Options cog icon on the Skype fB main window e Choose Tools gt Options e Inthe Skype fB Options window select My Picture from the left hand panel e Click the Edit or Remove Picture button to upload an image Office 365 will open e Browse to select your picture file then click Save at the bottom right of the screen e You will be returned to the Skype fB Options window Ensure that the Show my picture radio button is selected e Click OK User Availability Presence David Longmuir Available Set Your Location GROUPS RELATION NEW s FAVORITES 4 MARKETING 5 8 Anne Wallace Ava tis a mobile world Fabrice Canel Mow me the money Ho ecooe Janet Schorr Offlin skype for Business is awesome A user s availability is indicated by the coloured icon beside their profile picture This availability status is known as your presence and will indicate a status such as Available Busy Away Do Not Disturb etc Your presence indicator will effect which communication options are available Presence is only indicated for those with the Skype fB client running otherwise it will show as Offline uncoloured Indicators are based on your Outlook calendar information but update according to both your calendar and your activity For instance if you are available at your desk but don t use your
15. mouse or keypad for a period of time the default is five minutes but this can be changed Skype fB automatically changes your presence indicator from green to an inactive yellow icon Using your keyboard or mouse returns your status to available You can also manually change your availability by Using the drop down status menu in the Skype fB window it training amp st andre GROUPS Q Appear 4 pavon Reset Status gt 4 OTHER C Sign Out Hovering over the large icon Right clicking the small icon on taskbar E Gx D gt Sign Out on the task bar Sign in Logs Open Exit Manual status settings override all automatic changes To return to automatic settings select Reset Status from the status drop down menu University of St Andrews 4 CAPOD IT Training As Skype fB is integrated with Outlook you will automatically see the availability of colleagues when you communicate with them by email When you append a name to the address field in a new email you From smi 2 st andrews acuk will also see their presence status displayed beside the ha name Subject Office 365 training Contacts When you first start using Skype fB it is worth investing some time setting up contacts and groups so that you can easily communicate with people that you frequently interact with Creating a group p i GROUPS STATUS RELATIONSHIPS NEW e In the main Skype fB window click the TRR O
16. nto the text input area Responding to an IM alert Q When someone starts a new IM conversation with you an alert pops up on your screen To see the message click anywhere on the photo area to accept it The IM TODD Andy i i Hello conversation window will open to display the message Options v Ignore To reject the message click Ignore The message goes to your Outlook Inbox If you do not want to receive new IM alerts set your presence status to Do Not Disturb You can do this using the Options menu on the alert box or by returning to the main Skype fB window and changing your status there Making an audio or video call If you have a microphone a headset or speakers and a webcam attached to your computer you can use Skype fB to make and receive audio and video calls Skype fB automatically detects your audio and video devices but before making an audio or video call you should check that they are set up correctly To do this click the Options menu cog icon in the main Skype fB window then choose Tools gt Audio or Video Device Settings To make a call locate your contact in Skype fB then click the audio or video icon S Contacts who have a webcam set up and so can accept video calls have Video Capable on their o Sonny Evans Available Video Capable contact details When you call a contact an alert pops up on their screen which they can accept by clicking anywhere in the photo area o
17. r choose to reject the call University of St Andrews 8 CAPOD IT Training Once in progress you can control the call by putting it on hold muting your audio switching between audio devices and a h changing the way the video appears on screen To end the call close the window or click the End call button Skype for Business meetings The meeting feature gives you the capability to collaborate by making presentations online and sharing desktops programs files and a whiteboard between meeting participants Scheduling a meeting If you use the Outlook desktop client or Outlook 365 online you can use Skype fB Meeting to schedule a single or recurring online meeting similar to the way you use Outlook to schedule regular meetings To initiate an online meeting request in the desktop client start as you would normally by going to your Outlook calendar Click the New Skype Meeting button on the ribbon and in the meeting request window enter the attendee and date time data as for a standard meeting A link is automatically added to your meeting request that invitees can click to join the conversation FILE HOMIE SEND RECEIVE FOLI You haven t sent this meeting invitation yet an reS b p To IT Training ms New New New New Skype Subject Office 365 training Appointment Meeting Items 7 Meeting send Location Skype Meeting New Skype Meeting Start time Thu 14 05 2015 Es 10 00 l End time Thu 14 05 2015 Fr 11
18. tomatically who requests control of your desktop recommended only for small meetings To revoke control rights select Take Back Control Alternatively hit the Ctrl Alt Space 2 Click Stop Presenting when you are done sharing your screen Click the pin to hide the toolbar and have more space To unhide the toolbar move the mouse to the top of the screen Exiting Skype for Business When you have finished using Skype fB you can either Is Skype tB Can others see i i Option running your status 1 close the Skype fB window 2 sign out of your session or Hees Yes Yes 3 exit from the program The differences are summarised Sign out Yes No here Exit No No Closing the Skype for Business window You can close the Skype fB window by clicking the X in its What s happening today upper right corner Although the window closes your session En IT Training continues to run so others can still see your availability status vende and you still receive alerts m 2 E o The Skype fB icons on your taskbar will appear as they do when you have the Skype fB window open indicating your presence status Re open the Skype fB window at ys time by clicking the large icon in the program section of the taskbar 19 13 13 05 2015 Sign out Sign out closes your Skype fB session but continues to run Skype fB in the background making it easier to sign in again when you re ready The Sign out option is available from your status drop
19. unscheduled meeting a en cat cvs ces dona en canes suneccectarucencreacinctteceseatuncareet Sharing your desktop and other CONTEN cc cseesccesesesessecessesessesessecessesesseeesseeeesee SI SI Vet MUNN cc cece ects ec cer A A ESEN EEA Allowing participants to control CONTENK ee eccesessssesseseseeseseesesesseseeseseeseseeseaeeneaeens Exiting Skype for BUSINESS csc aroeccectseres soa cevngecarevey setter eerrt re erne stenet ere renere renere ae oun os Closing the Skype for Business WINKOW ccccsesesseesesteseesesceseesesteseesesteseeseateseeseateseenen A U EE A A T A E sen ESTERE REESE University of St Andrews May 2015 University of St Andrews CAPOD IT Training What is Skype for Business Skype fB This guide is for people who are new to Skype fB and provides information on how to begin using it to communicate with your colleagues Skype fB was formerly known as Lync but was re branded under the current release name after Microsoft acquired Skype It is a communications platform that allows you to interact with your contacts using instant messaging IM audio and video conversations and Skype fB Meetings It runs on Windows and Mac operating systems and on mobile devices For a full range of feature and training videos see Microsoft s Discover Skype for Business site Accessing Skype for Business Starting Skype for Business on your desktop Windows Skype for Business The Skype fB Windows client is installed
20. wed by your contacts If you want to view or change the privacy relationship with a contact right click the contact s listing and then click Change Privacy Relationship You may also use this setting to block a contact University of St Andrews s CAPOD IT Training Communicating with your contacts To communicate with a contact use one of the following methods to access the communication tools then select the option you want to use e g instant message video call etc Hover your mouse over their Double click anywhere Right click their contact listing picture in the contacts list on their contact listing G Sonny Evans O xX id Sonny Evans Offline Sonny Eva ns Send an IM IT TRAINER Offline 2 Participants MY CONTACTS SKYPE DIRECTORY oy ee Send an Email Message amp v e Schedule a Meeting Copy Find Previous Conversations gt OTHER CONTACTS 0 0 Call e Sonny Evans x Copy Contact To Remove from Favorites Remove from Contacts List Tag for Status Change Alerts Eq Change Privacy Relationship gt G 7 ojojo Instant messaging IM Instant messaging IM allows you to communicate with people in real time and on a moment s notice It is less formal than email and faster than a phone call You can have an IM conversation with one or many people send pictures and files or add audio or video Starting an IM conversation with one person e Locate the person
21. you want to send an instant message to e Display the communication options for that person using one of the above methods choose the instant messaging icon A conversation window will appear e Type your message at bottom of the conversation window and press the return key or click the send icon gt Your conversation appears at the top of the conversation window You can also click options to add an attachment emoticons or mark the message as important SD IT Training 0 Xx e IT Training s Invite more people Available Video Capable 2 Participants Are you free to discuss Office 365 training Yes I ll pop over this afternoon What time Last message received on 13 05 2015 at 15 08 About 3 is fine Bring the report we started 7 Notification tools OOOO invorance Importance Emoticon Send University of St Andrews 6 CAPOD IT Training e If a person s status is set to Do Not Disturb your IT Training message will not be sent Get a notification when e IT Training someone s status returns to Available by tagging the Denar dik 2 contact Right click on their contact name and select Sen Tag for Status Change Alerts Conversation History Can you discuss Office 365 training TT Training can t receive IMs right now Status is Do not Disturb IM conversations are not saved by default However this feature can be enabled so that you may save
22. your desktop and other content You can share content with colleagues either from the messaging conversation window or during a meeting This presentable content can include your computer desktop a single program file or a PowerPoint slideshow You can also share a virtual whiteboard conduct polls and hold a Q amp A session NOTE When you share your desktop everyone participating can see your entire desktop including notifications If you have confidential information or documents that you don t want people to see close them or use program sharing instead Start sharing Start sharing by first establishing a connection to your contacts by starting an IM conversation audio video call or a meeting To share your screen click the Present Icon from within a conversation or meeting window m From the content options menu e Click Present Desktop to show the entire contents of Unimail project test one Available your desktop If you have a dual monitor setup you can z pinin S 9 IT Traini se raining choose to select all monitors the primary monitor only or i TE 2 Participants the secondary monitor za 4 FAVORI OF a Let s look at resent Programs t PowerPoint Files e Click Present Programs and double click the program m Add attachments Shared Notes My Notes window you want to share the program for sharing must already be open sm g Manage Presentable Content Manage
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