Skype For Business

  • Skype for Business is replacing WebEx as the University’s official phone conferencing and collaboration platform. Therefore, WebEx will no longer be available as of September 1, 2017. Skype for Business is a versatile Microsoft communication tool that has all the elements we all use currently with WebEx such as phone conferencing and screen sharing. However, because it’s part of Office 365, Skype for Business also incorporates integrated features and productivity tools the University community will be able to use going forward. Skype for Business provides a seamless experience between standard phone usage, screen sharing, instant messaging, video calling, and conferencing.


    Skype for Business should already be installed on your computer under the Start button > All Programs. If you are unable to locate the application, please contact the IT Service Desk


    Accessing Skype for Business

    Note: If you are running Skype for Business for the first time, please close and exit Outlook

    To log in:

    1. Open Skype for Business from the start menu ( click Start > All Programs > Skype for Business)
    2. In the Sign-in Address field: enter your email@jwu.edu
    3. Click Sign In
    4. If prompted to enter a Password, enter your JWU password, and click Sign In again

    Audio & Video Setup

    Audio - Setup your audio device
    First things first: set up your audio device and check the quality. You can use your computer's mic and speakers or plug in a headset.

    1. Click Select Your Primary Device in the lower-left corner of the main Skype for business window
    2. Click Audio Device Settings, You can set your Primary Audio Device by clicking the button on the bottom right of your main Skype window or click the Settings Gear in the upper right of the main Skype window
    3. Pick your device from the Audio Device Menu, and adjust the speaker and mic volume.Options
    4. Change the settings to match your best configuration. Options


    Video - Setup your video device
    You need a camera to share video of yourself, but you don't need one to see someone else's video. Note: All laptops have webcams and microphones built into the machine.

    • From the main screen, click tools then Video Device settings

    If you see yourself, you're set! If not, make adjustments. Click Camera Settings
    Set up an audio device for Skype for Business - Instructional & Video
    Set up a video device for Skype for Business - Instructional & Video


    Meetings

    Create a Skype for Business Meeting/Conference Call Start or restart Outlook if this is the first time using Skype for business. Open your Calendar. Click New Skype Meeting


    Options

    Just as you would for any other meeting enter recipients, time, date, and location. You can type in meeting details above the dotted line.


    Options

    By default all Skype for Business meetings are open to anyone who knows the location (URL) of the meeting. If your meeting has sensitive material and you want to restrict who is allowed to enter the meeting you need to set up additional meeting options as follows:

    1. Click Meeting Options
    2. Choose who may enter the meeting by setting the "These people don't have to wait in the lobby" drop down. Options include:
      1. Anyone
      2. People I invite from my company
      3. Anyone from my organization
      4. Only me, the meeting organizer

      Depending on the Option you chose you can also select:

      1. Callers get in directly
      2. Announce people when they enter or leave
    3. You can also set in advance who is a Presenter. This controls who is allowed to "show" content in the meeting. Options include:
      1. Anyone from my organization
      2. People I choose
      3. Only me, the meeting organizer
      4. Anyone (no restrictions)
    4. Lastly you can select meeting options such as
      1. Disable IM to prevent audience "chatting" during the meeting
      2. Mute all attendees to prevent attendee noise during a presentation
      3. Block Attendees' video to stop attendees' cameras.
    5. Click Ok
    Options

    After all details of the meeting have been filled in click Send to deliver this meeting invite to the recipients. All other Outlook meeting management procedures are the same such as making a change to the time of the meeting, changing the text and sending an update, etc. The only difference is that a Skype for Business meeting has the "Join Skype Meeting" clickable URL. Your meeting invitees should click on this link when they are ready to join the meeting.

    Note: If you do not have a Skype Dial-in Conferencing Number and PIN you may requested one by clicking on the “Skype for Business Request Form” graphic at the top of this page. If you were sharing a WebEx conference ID in the past, you will need to request your own Skype Dial-in Conferencing Number and PIN if you plan to host meetings in which attendees can dial-in via phone.

    Inviting Guest Attendees to Meetings (not JWU Staff or Faculty)

    The recipients of a Skype for Business Meeting are not required to have Skype installed. If you invited someone that is not a JWU Staff or Faculty member, they can join the Skype meeting as a “guest” from a browser after they download and install a small browser add-in. Only JWU Staff and Faculty have Skype for Business, therefore JWU students and anyone outside JWU can join meetings as a guest.

    Additional instructions for guests and how guests can join meetings can be found here. Follow the steps for “Skype Meetings App”.

    If guests are joining on a mobile device such as an iPad or smartphone, they can do so after they download the Skype for Business app from the Apple App Store or Google Play Store and click on the meeting invite link from the mobile device.

    Note: Unlike WebEx, all meetings/phone conferences need to be scheduled as each meeting has a unique ID. However, presenters and attendees can re-join the meeting up to 15 days after the meeting was originally scheduled to end.


    Join a Skype for Business Meeting via phone (audio only)

    Note: At least one attendee must join the meeting either through the Skype for Business client or as the "Leader" via the telephone. Via the phone, the leader of the call may be prompted for their PIN depending on the meeting settings.

    • Dial the phone number in the Skype for Business meeting invitation (standard rates apply).
    • Enter the Conference ID in the Skype for Business meeting invitation and press #.
    • If you are a Leader, follow the audio instructions to identify yourself with your PIN (if required).
    • If you are in the Virtual Lobby, please wait for an organizer to admit you to the meeting.

    Skype for Business Web App (audio, video, screen/content sharing)

    • Click the "Join Skype Meeting" button in the invitation that you received
    • Skype will start and you will be presented with choices how to join (see below). It is preferred that you join via telephone for the best audio quality.
    • Options
      • You can join via the phone and have Skype call you. Choose “Call me at” and enter in your phone number. This is the best and easiest method to join a meeting.
      • You can join via the phone by dialing in to the phone conference manually with the provided information from the invite. Then choose “Don’t join audio."
      • Note: If there are participants, who are not JWU Faculty or Staff they can join as a guest. Guests should click "Sign in as a guest to the meeting," enter their name and click "Join the meeting"
    • You have now joined the Skype for Business meeting using the Skype for Business Web App.
    • If you are in the Virtual Lobby, please wait for an organizer to admit you to the meeting

    Presenter Controls

    In Skype for Business meetings, presenters have access to the following meeting controls:

    • Mute or unmute all attendees, or mute individual attendees. Click here for more information.
    • Block attendees from starting video.
    • Hide names on the pictures
    • Change permissions so that all participants are attendees instead of presenters.
    • Send email invitations to additional people
    • Backstage content preview if the user is a presenter.

    Participant Views

    In a Skype for Business meeting, participants can select from the following options depending on how they want to view the meeting content, presenter, or participants:

    • Gallery View shows all the participants’ pictures, or videos, plus meeting content.
    • Speaker View shows the presenter’s picture or video at the lower-right corner of the meeting window, plus meeting content.
    • Presentation View shows only the meeting content.
    • Compact View shows the tiles of the participants’ pictures in a compact window.

    Set up a Skype for Business Meeting on behalf of someone else as a delegate

    Setting up a Skype for Business Meeting on behalf of someone else, for example a manager, is similar to setting up one for yourself. First, the person you’re scheduling the meeting for needs to add you as a delegate in their Outlook calendar. Then, you can set up Skype for Business Meetings, start impromptu Skype for Business Meetings, and start conference calls on behalf of that person.

    Before going forward, confirm the manager has a Skype for Business Dial-In Conference number assigned to them. To obtain a Skype for Business Dial-In Conference number please click on the graphic at the top of this page to download the form.

    NOTE: To be or have a delegate, you must be using Outlook on Windows.

    NOTE: Managers who have existing delegates will need to delete their current delegates first and re-add them per the instructions below.

    In order to send a meeting request on behalf of someone else you first have to have that person give you delegate access.

    Setup a delegate through Outlook (manager steps):

    1. In Outlook, click File > Account Settings > Delegate Access > Add.
    2. Find and add the name of the person who is going to be the delegate. Select "Add" and choose the person to whom the calendar will be delegated from the address book. Select "Add" again and choose "OK."
    3. Accept the default permission settings in the Delegate Permissions dialog box. By default, the delegate can read, create, and modify calendar items.
    4. Click "OK." twice.
    5. Once complete, both the admin & supervisor need to logout and restart Skype for Business.
    6. Within 30 minutes, the admin should be able to setup a Skype meeting on behalf of the manager. You can verify this by going into Skype for Business and seeing the manager in a newly added “Delegates” section in Skype contacts.
    Options

    At this point, the admin can setup a meeting on behalf of the manager.

    Sending a meeting request on behalf of someone else.

    In order to use your access as a delegate to send a meeting request you have to:

    1. Open Outlook on your computer.
    2. Select "Open a Shared Calendar" and open the delegated calendar.
    3. Click "New Skype Meeting” in the New group on the Home tab. Enter the meeting attendees, location, and start and end times as you would do on your own calendar. You should see the Skype for Business meeting information including dial-in number information as part of the meeting invitation.
    4. Select "Send" once the meeting request is completed. You have just sent a calendar entry on another person's behalf.

    For more information, see Allow someone else to manage your mail and calendar.


    Contact, Presence, and IM

    Add a Contact

    1. In the search bar of Skype for Business, type in the name of an Active Directory listed group or individual (e.g. Providence SAFS Downcity or Jane Doe) - the name of the group or individual will appear in the search box results area.
    2. Right-click on the name in the search results and select 'Add to Contact List'.
    3. Select the group you wish to place your newly added contact into (e.g. Other Contacts, Favorites, etc.)

    Presence

    What is Presence?

    Your Presence consists of your social update, availability, and optionally, your location.


    Availability

    By default, Skype for Business will determine your availability based on the calendar associated with your JWU account and your computer activity. If you are in a meeting on your calendar, you will appear “In a meeting.” If you are not in a meeting on your calendar, you will appear as “Available.” However, if you walk away from your computer for more than 5 minutes, you will appear “Away” or “Inactive.”

    To override this default and specify your own availability:

    • In the Skype for Business interface, click the availability menu under your name, and then select a different status, such as Do Not Disturb.
    • Options

    When you manually override the default, your status will remain what you’ve manually set until you either change it to another status or return to the default settings.

    To reset or return to having your availability determined by your calendar:

    • In the Skype for Business interface, click the availability menu under your name, then click Reset Status.

    Instant Messaging

    Send an instant message to one person

    1. Locate the person you want to send an instant message to by finding their contact in Search or your Contacts list. Do one of the following:
      • Hover over their presence icon (square with color) in the Contacts list or search results and click the IM button in the shortcut menu.Options
      • Double-click anywhere on their contact listing.
      • Right-click their listing and select Send an IM
    2. Type your message at bottom of the conversation window.
    3. Press Enter or Return on your keyboard or select the Send button to send the message.
    4. Options

    Answer an Instant Message

    1. Click anywhere on the blue area of the IM request pane.
    2. Options
    3. Type a response in the bottom of the conversation window.
    4. Press Enter or Return on your keyboard or select the Send button to send the message.
    5. Options

    Share a file or image using instant message

    To send a file or image, do one of the following:

    • Drag-and-drop a saved file into the text input area of an instant message. Then, hit Enter or Return on the keyboard or select the Send button to send it.
    • Copy and paste a saved file or any image from an Office program into the text input area.
    • Press the PrtScn button on your keyboard to capture an image directly from your screen, and then paste it into the text input area.

    TIP: If you are in a group IM conversation, share the image by saving it, then clicking the Presentation Icon > Attachments tab > Insert Files (the file will be sent an icon that the recipient transfers to their computer to view), or by pasting it to an interactive Whiteboard.


    Send an instant message to many people

    You can send an instant message to multiple contacts using two methods:

    • If they are in the same group. Right-click on the gray bar with the name of the group and select Send and IM.
    • Hold down the Ctrl key and select multiple contacts or hold down the Shift key and select a series of contacts. Right-click and select Send and IM.

    Invite another contact to a conversation

    Add others to the conversation by dragging their contact listing from your Contacts list into the conversation window or:

    1. Select the Invite more people button
    2. Select contacts from your contact list or using the search option.
    3. Select the contact from your contacts list or search for the contact by last name.

    Send separate instant messages to different people

    You can have separate instant message conversations with different people at the same time. For example, you might be sending instant messages to your manager in one conversation, while checking with another person or group in another conversation.

    1. Start an instant message conversation using the steps above.
    2. Without closing the existing conversation, repeat the steps above to start a completely new conversation with another contact, number, or group.

    Add voice to a conversation

    You can quickly add audio to your IM conversation by selecting the Telephone Button. You can continue using Instant Message while you talk.


    Add video to a conversation

    You can quickly add video to your IM conversation by selecting the Camera Icon. You can continue using Instant Message while you talk.


    Sharing and Collaboration

    Skype for Business has many options for collaboration during conversations and scheduled meetings. You can show your entire desktop or just selected programs. In addition, you can give over control to others, which will enable them to control what’s being shared on your computer. You can conduct polls, share interactive whiteboards, and hold Q & A sessions. Keep in mind that you need to be a presenter to share presentable content. By default, all meeting invitees and conversation participants will be designated as presenters. If the sharing option is grayed out, ask one of the presenters to give you presenter access. Note: Meeting attendees who join using the mobile app will not be able to see collaborative content.

    Options

    You will find all of the presentation options by clicking on the present icon.

    • Present Desktop when you have to switch between programs, or work on documents from different programs. If you are using multiple monitors, you can choose to share one or both monitors.
    • Present Programs when you want to present specific programs or documents, and you don’t want people to see anything else on your computer.
    • Present PowerPoint files when you to give a more formal presentation using PowerPoint slides. Presenters will be able to cycle through the slides independently and share annotations.
    • Click More... to
      • Present a whiteboard when you want to collaborate on something visual or brainstorm. You can also copy and paste meeting notes into a whiteboard and participants will be able to add to them. When you’re done, you can save the whiteboard as a PNG.
      • Create and conduct a poll to gather quantifiable feedback from all online meeting participants. Polls are anonymous, and you can choose to hide results from attendees.
      • Add Q & A (question and answer) to provide a structured environment for answering questions during the meeting. This can be especially helpful in large meetings with multiple presenters. Attendees can ask questions, which appear for presenters to answer.

    Presenting content

    NOTE:While you are sharing, your Skype for Business status changes to Presenting, and you won’t receive instant messages or calls.

    1. In a meeting or conversation, select the present icon at the bottom of the window.
    2. Choose the option that you'd like or select More... to see more options.
    3. You should now see the presenter’s toolbar at the top of the window if you are sharing your desktop or program.
    4. On the sharing toolbar, at the top of the screen, use any of these options:
      • Click Give Control to share control of your desktop or programs with the participants. For details, see Give and take control of a sharing session.
      • Select the blue pushpin to hide the toolbar and have more space. To un-hide the toolbar, move the mouse to the top of the screen. When the sharing toolbar appears, use any of the controls or click the pin again to keep the toolbar visible.
    5. Choose Stop Presenting in the presenter’s toolbar to stop sharing.

    If you want a meeting attendee to share their screen, give them presenter access, so they can use the controls. If they don’t use Skype for Business, they can still log in and use the web interface to present.Share primary, secondary or all monitors: If you have more than one monitor, you can select the present icon and choose Present desktop... You will see a preview of your monitors, and you can choose which one or both to share. When you share All Monitors, the sharing toolbar opens on your primary monitor.


    Share a program

    How to share a program:

    1. Launch the program you’d like to share.
    2. Select the present icon and select Present program...
    3. Skype for Business will display all of the programs you currently have open. Select the program you’d like to share.
    4. You will now be presenting the program. The window with the program will appear to have a yellow outline, and you’ll see the presenter’s toolbar at the top. You can use the options on the presenter’s toolbar to give control to others and end the presentation.

    Give and take control of a sharing session

    If you want another meeting participant to change a document, help you present, or demonstrate something, you can grant control to that person. You’ll both be in control of the sharing and you can take back control at any time.

    1. On the sharing toolbar, click Give Control.
    2. Select the name of the person you want to give control to.

    Skype for Business sends a notification to that person to let them know you’re sharing control

    1. To take back control, click Give Control on the sharing toolbar again, and then click Take Back Control.

    TIP: You can enable people to automatically take control of your sharing session at any time, by clicking Give Control Automatically on the sharing toolbar. We recommend that you select this option only in small and casual meetings. To take back automatic permission, click Give Control on the sharing toolbar, and clear Give Control Automatically.

    Share A PowerPoint

    Giving a PowerPoint presentation is an effective way to get your ideas across. It lets you present your ideas visually and organize them in highlights to make them more memorable.

    Use the meeting controls such as annotation tools, presenter notes, and switching presenters, to help you during your presentation. You can even make the slides available for downloading to all attendees to review after the meeting.

    To upload your PowerPoint presentation:

    It’s a good idea to upload your presentation in advance and practice with the presentation tools so you’re comfortable using them in the meeting.

    1. Select the present icon and choose Present PowerPoint.
    2. Find your presentation, and double-click it to upload in the meeting.
    3. To move the slides, use the arrows at the bottom of the meeting, or the arrow keys on your keyboard. You can also use the Thumbnails
    4. Click Notes to see your presenter notes (visible only to you).
    5. If a slide contains a video, pause on the slide to unhide the video controls, such as Play, Pause or Stop. The audio plays for participants who used computer audio when joining
    6. Any animations in the slides play just like they do outside the Skype for Business Meeting.
    7. Press F5 on your keyboard to go to full-screen view, and Esc to go back to normal view.
    8. Click the Annotations button on the right side of the slide to unhide the tools and draw, stamp, highlight, and so on. See later in this article for more information.

    To view slides privately:

    If someone else has uploaded and started sharing a PowerPoint presentation, you can move ahead or back to view the slides privately, or take control of the presentation. Please note that you must be designated as a presenter to do this.

    1. Tap or click the slide, then use the arrows at the bottom of the meeting to move through the slides.

    This won’t interrupt the meeting, and you’ll be able to return to the slide that the presenter is currently showing at any time. Just select Return to Presenter’s View.

    Create a whiteboard

    A Whiteboard is a blank page that you can use to work together with other meeting participants by being able to type notes, draw, or import images. When your meeting is over, you can save the Whiteboard with the data from the participants’ collaboration. For more on interactive whiteboards, see Microsoft’s website.

    Create and conduct a poll

    Conducting a poll is a great way to get measurable feedback on a question. Polls are anonymous, and you can choose whether to hide or show results to attendees. You can export the results as a PNG.

    1. Select the present icon.
    2. Choose more and select Poll.
    3. Give your poll a name.
    4. Type a question to ask with the poll
    5. Provide choices.
    6. Select Create to distribute to everyone in the session.

    TIP: You can join your meeting and create a poll before your meeting starts.

    Enable Q&A

    Enable Q&A(question and answer) provides a structured way for collaboration during the meeting. Any presenter can initiate the Q&A session. Attendees and presenters can ask questions, but only presenters can answer.

    Note: When you initiate a Q&A session, meeting instant messaging will be turned off until the Q&A is over.

    1. Hover over the monitor icon and choose Q&A. If there are no other content presented, the content stage opens and displays the Q&A manager for all participants. If other content is active, the Q&A tab displays as a new tab next to the Presentation tab.
    2. When a question is submitted, any of the presenters can click Answer and type a reply. Then press Enter on the keyboard to post the answer.
    3. If you’re presenting content when a question is submitted, you’ll see a notification about the new question. You can click the Q&A tab at any time to answer the question, and then go back to Presentation tab to continue your presentation.
    4. If you start typing an answer and change your mind, click Cancel to answer later, or for another presenter to pick up the question.
    5. Click the Unanswered tab to filter for the questions that haven’t been answered yet.
    6. At the end of the session, click Stop Q&A. When Skype for Business asks if you want to enable IM, click Allow All Meeting IM, or click X on the notification if you want to keep the IM off.
    7. If you want a record of the Q&A session, click Save As, type a name and save the file on your computer. Q&A is saved in Notepad and contains the questions, answers, time stamps and the names of attendees and presenters who participated.

    How to send and receive files:

    1. Pause over the monitor icon and select the Attachments tab.
    2. Select Add Attachment.
    3. Browse your computer, select the file, and select Open.

    Skype for Business on Mobile Devices

    Microsoft offers a free mobile app for Skype for Business for both Apple and Google devices. With the Microsoft Skype for Business mobile app, JWU faculty, and staff can:

    • Join a meeting and participate just as you would at your desktop.
    • Change availability and social update
    • Instant message

    The default options for both iOS and Android is to require WiFi (to be connected to a WiFi network) for video or meeting content viewing, app sharing and video calling. You can go into the settings and turn this off if required (this will use your mobile data plan).

    Options

    Important note: Skype for Business works best when you are only signed in to one device at a time. This is because by default Skype for Business will send your communications to one endpoint or device—whichever it thinks that you are currently using. Remember to sign out of your smartphone or tablet when using Skype for Business on your computer.


    Training

    In-Person Training

    JWU is offering in-person training & information sessions in Providence as part of the Skype for Business implementation throughout August and September 2017. To see available sessions and sign up for one, please click the link Here. For Staff & Faculty at the any campus, On-Demand video training is available (see below).

    On Demand Videos:

    JWU Personalized Training – Click Here.

    Introducing Skype for Business Video - Click Here
    (Please note that the recording feature is disabled at this time)

    Skype for Business: Step-by-step guide for new users Video - Click Here

    Quick Start Guides:

    Skype for Business Cheat Sheet

    Skype for Business Quick Start Guide - Audio Setup and Making Calls

    Skype for Business Quick Start Guide - Contacts Presence and Instant Messaging

    Skype for Business Quick Start Guide - Dial-in Conferencing

    Skype for Business Quick Start Guide - Meetings

    Skype for Business Quick Start Guide - Sharing Your Desktop and Collaboration

    Skype for Business Quick Start Guide - Video

    Skype for Business Quick Start Guide - Mobile


    Skype for Business FAQ:

    Q: How many people can attend a meeting?

    A: Up to 250 People can participate in a Skype for business meeting at one time.


    Q: I don't have a webcam?

    A: Although you don't have a webcam, you can still view other participants' video feeds.


    How do I prevent Skype for Business from starting automatically?

    (Note: If you perform this action others will not be able to Instant Message you or see your presence of free/busy)

    1. In Skype for Business, choose the tools icon and Tools > Options.Options
    2. Choose Personal, then uncheck Automatically start the app when I log on to Windows and Start the app in the foreground. Then choose OK.Options
    3. Choose File Options

    Skype for Business is still on your computer, but it will no longer auto-start after each time you restart Windows.

    How do I change my audio or video settings?

    You can set your Primary Audio Device by clicking the button on the bottom right of your main Skype window or click the Settings Gear in the upper right of the main Skype window.Options

    Change the settings to match your best configuration

    Options

    For more information on audio and video settings:


    I used to use Webex but I am now using Skype. Why do I still see Webex on my Skype Window?

    Options

    This is because Webex Productivity Tools is still installed on your computer. If you have admin access then you can go to the Control Panel and uninstall Webex Productivity tools. If you do not have access, call the Service Desk (1-401-598-HELP) to open a ticket.

    I am using a desktop computer and cannot hear the Skype meeting when using my earbuds.

    Unfortunately, the audio ports on the desktop computers do not work well with Skype. In order to use the desktop for audio meetings you would need use a USB headset. You can order one through Procurement.

    You can also select to dial into the Skype audio meeting provided that the meeting presenter has a Dial-in Conference line.

    I received a missed conversation email in Outlook and it had the wrong time on it.

    These emails originate from Microsoft’s Skype servers that are on the west coast of North America so all of their times are in Pacific Standard Time (PST). We are not able to change these settings at this time.

    I am using screen sharing and gave someone else control of my screen. They are not able to click in some of my specialized programs.

    You should have seen the message “Other people can’t control applications that require admin privileges”.

    This is by design to prevent unauthorized access for all remote control applications. You are probably a local admin on your computer so the application opened up without any problems but other people cannot interact with it over remote access. The recommended way is to launch Skype as an Administrator. To do this, exit Skype, locate the Skype for Business application in the start menu, right click and select "Run as administrator".

    Conversation History

    By default, instant messages and voice and video call logs are available in Skype For Business and in an automatically generated folder in Outlook called Conversation History.

    To view your conversation history in Skype For Business:

    1. Click on the messages icon in the interface

    To view your conversation history in Outlook:

    1. Launch Outlook or log in at Wildcatmail.jwu.edu Look for a folder below your inbox called Conversation History .
    2. Options

    To change the settings for saving your conversation history:

    If someone else has review rights for your mailbox, they will be able to see your conversation history. You can change these settings and avoid having your conversation history in Outlook by:

    1. Launch Skype For Business and click on the grey gear Settings button
    2. Select Personal in the left navigation.
    3. Deselecting “Save IM conversations in my email Conversation History folder” and/or “Save call logs in my email Conversation History folder.”
    Options