SKYPE FOR BUSINESS QUICK START GUIDE - WINDOWS USERS 1

For Windows Users - Meetings Best Practice GuideSKYPE FOR BUSINESS QUICK START GUIDE

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ContentsOn the Skype website, you’ll find Quick Start Guides and FAQs to answer many of your questions about using Skype for Business. This guide will give you more information on making the most of Skype for all your meeting and conference needs.

This guide covers:

Network considerations with Skype for Business

• Network considerations with Skype for Business• How to set up and test your headset• Video settings• Start a meeting

• Using Outlook & meeting options• Defining attendee & presenter roles• Ad-hoc meetings

• Presenting meeting content• Dialling into a meeting

• From your mobile• From a landline• PIN configuration

• Skype user definitions

When joining a conference using the Skype for Business (or Lync) client from your desktop or laptop:

• Where possible, always use a wired connection (Ethernet cable plugged into your computer).

• When roaming between wired and wireless connections please ensure that you sign out of your Skype client and back in again. This will reconnect the client to the correct network and ensure the best meeting experience.

When you can’t use a wired connection, you may be on a public WiFi or a busy corporate or home WiFi. If the network connection isn’t reliable, you may not have a great experience, so we recommend making your conference audio only.

When using the Skype for Business app on your mobile device, it will default to your current network connection, whether that’s 3G, 4G or WiFi.

If you don’t want to use 3G or 4G for your audio calls this can be configured in the voice settings of the Skype Client on your device.

Skype for Business will then call you back from the GSM network using the Phone Number entered in the app, anytime you’re not connected to WiFi.

Please always be aware that the quality of your call is dependent on the quality of your network connection.

1. Click the Select Your Primary Device button in the lower-left corner of the main Skype for Business window.

2. From the drop-down list, Click Audio Device Settings.

3. Pick your device from the Audio Device menu, and adjust the speaker and mic volume.

4. You can use the Check Call Quality feature to test your headset and make sure the volumes are ok.

5. To ensure you can hear your Skype Client ring through your computer speaker even when your headset is plugged in, make sure the Secondary ringer option Also Ring: is ticked and that the default computer speakers are selected in the drop down list.

To request a Merlin-approved headset, see our Headsets guide. You’re ready to get started once you’ve received your headset.

Make sure you’ve connected your headset to a free USB port on your computer.

How to set up and test your headset

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Video settings 1. In the left hand menu of the Skype for Business -

Options dialog box, select Video Device.

2. If you’re using a desktop computer, you probably won’t have a webcam. If you want a Merlin-approved webcam, see our Headsets guide.

3. If you’re using a laptop with a docking station, remember to face the camera!

4. Select the video device you want to use from the drop-down list. In most cases, you’ll only have one option.

5. If your image doesn’t look quite right, you can adjust the camera settings.

Start a video call1. From the Skype client, browse for the contact you

want to video call and hover the mouse pointer over their profile picture.

2. Tap the Video button

Schedule a new Skype meeting1. Open your Outlook Calendar, click the Home

tab, and click New Skype Meeting, or under New Items, select Skype Meeting.

2. If you’ve already started composing your meeting invite, don’t worry, you can still convert this into a Skype Meeting.

3. Complete the meeting request just like you normally would.

4. Before sending your meeting request, decide if you need to change any of the Meeting Options.

A message pops up on the other person’s screen askingif they want to accept your call.

TIP: during an IM or Skype for Business audio call, click the Video button to make it a video call.

1. If you need to take more control over a meeting, open the Meeting Options and select A new meeting space.

2. You can control who gets automatic entry to the meeting and who must wait in the virtual lobby.

3. You can also choose who will be a presenter during the session.

4. Once you’ve started your meeting, you’ll get a notification when attendees are in the lobby. You can choose to admit them or see lobby first.

By default, the online meeting options are set to My dedicated meeting area. This is ideal for most of your day-to-day meetings. It’s a good idea to modify the options if you’re inviting more than 10-15 people (you can have up to 250 participants), or if you’re inviting people from other companies.

Set meeting options

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Attendees: Attendees have no control over a meeting; they can contribute to discussions if allowed but they can also be muted or removed from a meeting by presenters at any time.

Presenters: All presenters have full control over the meeting. They can share content, record the meeting, change the meeting options, mute people, and change attendees to presenters.

Defining attendee & presenter roles

Presenting meeting content1. In the meeting window, click the Present button.

2. Click Present Desktop to show everything on your desktop. If you’ve got more than one screen, you’ll be prompted to choose the monitor you want to share.

3. If you’ve got a specific application you want to present from, click Present Programs and double-click the program you want to share.

4. When you’re presenting, you’ll see a yellow border around the edge of the screen and a small menu at the top.

1. If you have a PowerPoint presentation to share, select the Present PowerPoint Files option from the Present menu.

2. Any presenter on the call can use the integrated buttons to browse the slides, view the thumbnails and any presenter notes.

3. Presenters can also annotate the presentation on-screen for all participants to see.

Microsoft have enhanced the Skype for Business integration with PowerPoint so you can get the best out of your online presentations.

Once you’ve finished your presentation, remember to stop sharing your screen by clicking the Stop Presenting button at the top of the screen:

If you haven’t scheduled a meeting but find you need to get together at short notice you can ctrl + click (to multi-select) each of the names in your contact list, right click and choose Start a Conference Call > Skype Call.

Share a Powerpoint presentation

Done presenting?

Ad-hoc meetings

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Dialling into a meeting1. If you’re a Conference Bridge Enabled user and

have scheduled a Skype meeting that you can’t join via the Skype client, you can dial in using one of the phone numbers provided in the invite.

2. If you use this method, you’ll be prompted to enter your PIN to start the meeting. This is essential because the meeting can’t start without it. Please note: your PIN isn’t the same as the Conference ID.

3. Attendees joining by phone will be prompted to enter the Conference ID provided in the Skype Meeting invite.

4. If you don’t know your conference PIN or want to reset it, you can do so by following the Forgot your dial-in PIN? link in a Skype meeting invite.

5. On the Skype for Business Server page, click Sign In and use your Merlin Attractions account details. If you are connected to the Merlin Network it will authenticate against your logged in account. Set your New PIN and click OK.

If you’re dialled into your conference with no access to the Skype client, the following keypad functions will allow you to have some control of the session.

Conference dial-in keypad functions

Skype user definitions• Unified Comms (UC) Enabled users have full use of audio and video functionality using the

Skype for Business client. This can be used on any Merlin laptop, desktop or iOS mobile device. You can make and receive calls and schedule online meetings using Skype, but cannot make calls to mobile or landline phones.

• Enterprise Voice (EV) Enabled users have their Skype for Business account connected to the public phone network and can make and receive calls from external mobile and landline phones as well as from other Skype users.

• Conference Bridge (CB) Enabled users have extra functionality which lets them create online conferences with dial-in numbers for external attendees. Users who had BT Conference accounts previously will be set up as CB Enabled users in Skype. UC and EV users can have the Conference Bridge functionality enabled.

• Anonymous users: If the meeting participant isn’t a Merlin employee with Skype for Business, they’re classed as Anonymous attendees. Anonymous attendees can join the Skype for Business meeting in the following ways:

• Dialling into the conference using one of the numbers provided.

• Clicking on the meeting link in a supported web browser.

• Connecting via the Skype for Business IOS/Android App.