Using Skype for Business

Make a Skype for Business call

  1. In the *Skype for Business main window, either find a contact in your Contacts list or type a person’s name in the search box.
  2. Point to the person’s contact listing, and click the phone icon to make a call.
  3. When the call is accepted, use the audio controls to mute, unmute, and so on. For details, see the next section, “Audio call controls.”

Use audio call controls

Point to the phone/mic icon at the bottom of the conversation window to access the controls, and then do any of the following:

  • To put the call on hold, click Hold Call.
  • To mute your audio, click Mute.
  • To interact with the phone system—for example, to enter a code such as your voice mailbox code, on the Dial Pad tab, and then use the dial pad.
  • To change your audio device, click the Devices tab, and then select the device you want to use.

Answer a call

When someone calls you, an alert pops up on your screen. Do one of the following:

  • To answer the call, click anywhere on the photo area.
  • To reject the call, click Ignore.
  • To reply with an instant message instead of with audio or video or set your status to Do Not Disturb so that you can avoid other calls, click Options, and then select your choice.

Start a video call

  1. Open Skype for Business (Lync), and either find a contact in your Contacts list or type a name in the search box to find the person you’re looking for.
  2. Point to the contact’s picture, and click the Video icon.

An alert pops up on your contact’s screen, which they can use to accept or decline the request.

  1. If the video call is accepted, the conversation window expands to display the video. Use the views and controls, such as mute, unmute, hold, and so on, as needed. For details about controls and views, see the following section.
  2. At any time, you can do any of the following:
    • To end the call, close the window, or click the end call button.
    • To end all video, point to the camera icon, and click Stop My Video. The audio will continue.
    • To stop showing your video, point to the camera icon, and click End Video. The audio will continue.

You can also add video to an existing instant messaging (IM) conversation. Simply click the camera icon in the window to start your video.

Use video controls and views

In the conversation window, choose a view by clicking Pick a Layout and then clicking any of the following:

  • Gallery View to show all of the participants’ videos (if you have more than two people). (Not available with Lync Basic 2013.)
  • Speaker View to show the presenter’s video or photo at the lower-right corner of the meeting window, plus meeting content.
  • Content View to show only the meeting content.
  • Compact view to show the tiles of the participants’ photos in a compact window.

To control call participants, in the conversation window, right-click someone’s video or photo, and then click any of the following:

  • Mute, Unmute, or Remove to mute, unmute, or remove that person from the call.
  • Lock the Video Spotlight to turn off video/photo of everyone other than the person in the spotlight.

To see videos or photos in a separate window, click Pop out the video gallery, and then click either:

  • Full Screen View, for a large view of the videos or photos.
  • Pop in people region to go back to normal view.

Answer a video call

When someone calls you, an alert pops up on your screen. Do one of the following:

  • To answer the call, click anywhere on the picture area.
  • To reject the call, click Ignore.
  • Click Options, and then select the appropriate selection to do any of the following:
    • Reply with an instant message instead of with audio or video
    • Answer the call with audio only
    • Set your status to Do not Disturb to reject the call and avoid other calls

Schedule a Skype Meeting using Outlook

To schedule a Skype meeting, you need a sign-in address and password from an organization that uses Skype for Business Server.

  1. Open Outlook, and go to your calendar.
  2. On the Home tab ribbon, in the Skype Meeting section, click New Skype Meeting.
  3. Set up the meeting as you typically would:
    • In the To box, type the email address of each person you’re inviting, separated by semicolons.
    • In the Subject box, type a name for the meeting.
    • If you’ll have in-person attendees, either click Room Finder, in the Options section of the Meeting tab, and then find a room or, in the Location box, type a meeting location, such as a conference room.
    • Select a start time and end time.NOTES:  To look for a time that works for everyone, click Scheduling Assistant, in the Show section of the Meeting tab ribbon.
  4. In the meeting area, type an agenda. Be careful not to change any of the Skype meeting information.IMPORTANT:  Scheduling a meeting with the default options, like we just did, is suitable for small, internal meetings, such as casual meetings with a few coworkers. If you have a meeting with people outside your company, or you’re scheduling a large event, change the meeting options before sending the invites to better fit your meeting requirements. In the meeting request, on the Skype Meeting section of the Meeting ribbon, click Meeting Options, and then select the appropriate options.
  5. (Optional) In the Show section of the Meeting ribbon, click Scheduling Assistant to make sure you have the best time for the meeting.
  6. You’re almost done. Just double-check the information and click Send.

Set up an online meeting using Outlook Web App

To create a Skype for Business Meeting request in Outlook Web App, you have to:

  1. In the Office 365 portal, click the app launcher, then click Calendar to open the Calendar app.
  2. Click the plus sign or New just below the app launcher, and fill in the meeting information as usual.
  3. In the middle of the meeting window, above the message area, click Online meeting.Call-in details, like a Join online meeting link appear in the message area. If your account is configured for dial-in conferencing, you’ll also see a Find a local number link.NOTES: If you don’t see the Online Meeting link, it could be for one of the following reasons:
    • You’re not using a browser that supports the full version of Outlook Web App.
    • Your Office 365 subscription does not include Skype for Business.
    • You’re logged in as a user who hasn’t been granted a license for Skype for Business.
  4. If you’ll have in-person attendees, in Location, type a location for the meeting, such as a conference room, or click Add Room for help finding a conference room.TIP:  To look for a time that works for everyone, click Scheduling Assistant, at the top of the meeting window.TIPS:  To view settings for who has access to the online meeting, who has to wait for you to admit them into the meeting, and who can present during the meeting, click Online meeting settings (just above the message area).
  5. (Optional) In the meeting area, you can type an agenda or other information about the meeting. Be careful not to change any of the online meeting information.
  6. (Optional) To add a picture or attachment with the agenda, at the top of the meeting window, click the More actions icon (…), click Insert, and then click Attachments or OneDrive files or Pictures inline.
  7. At the top of the meeting window, click Send.

 

*Skype for Business (Formerly known as Lync).

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