what is skype for business? business€¦ · • to start up once y ou log on to your desktop ......

Introduction to Skype for Business What is Skype for Business?

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Skype for Business is the secure collaboration tool that enables you to send instant messages to colleagues using NHSmail both inside and outside of your organisation

The tool also provides you with information on the availability of your contacts

Using Skype for Business you will be able to communicate with colleagues across health and social care more easily and in real-time. For example, if you needed to ask a colleague a question and need a quick response

Introduction to Skype for Business

Signing in and signing out of Skype for Business

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Signing in to Skype for Business

Signing in to Skype for Business will mean that other users of the Service w ill be able to see your presence and send you an instant message

Your local IT Team may have installed Skype for Business in a number of different ways on your desktop:

• To start up once y ou log on to your desktop• To appear as a shortcut on your desktop to launch the application, or • To appear in your programmes from the Start button

You should r efer to your local IT Team for guidance on accessing the Skype for Business application

If you already have Skype for Business set up on your computer, to sign in:

1 Enter your email address in the Sign-in address box

Your email address is your Skype for Business username, for example, [email protected]

2 Click Sign In at the bottom left of the window

mailto:[email protected]


Signing in and signing out of Skype for Business

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The first time you sign in to Skype for Business, you will be asked to enter your password

3 Enter your password in the Password box that appears on screen and click Sign In again

You will then be taken to the Skype for Business contacts page

Signing out of Skype for Business

Signing out of Skype f or Business means that your status will appear as offline and other users of the Service will not be able to send you an instant message

To sign out of Skype for Business:

1 Click the downward arrow at the top right of the screen, next to the settings icon, select File from the drop down list and then click Sign Out

When you are signing out of or closing Skype for Business, there are a number of different ways to do this:

• If you select Exit from the drop down list, then you will be logged off and the Skype for Business application will be closed. This will change your status to Offline

• If you select Close from the drop down list or click the cross at the top r ight of the window, the application will continue running in the background, meaning people can still message you

If you have any c onversations open, a window will appear on screen notifying you that all conversations will be ended. You will not be able to go back to a conversation unless you have saved it. For more information on saving conversations, refer to the Skype for Business preferences section of this module

Once you have signed out, you will then be taken to the Skype for Business sign in screen

Introduction to Skype for Business Overview of Skype for Business

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From the Skype f or Business home screen y ou can a ccess application features such as Contacts, Conversations and Meetings

Viewing and searching contacts

In the Contacts page, you can see contacts that you have added to your contacts list and you can choose how to view these. You can also search n ames that you have n ot added t o your list of contacts

To view and search contacts:

1 Click the contacts icon at the top left of the screen

2 Type a name or email address of someone in the Directory in the Find someone search bar at the top of the window and the list of names will become refined

For more information on searching and adding contacts, refer to the Contact management module in the Skype for Business Learning Series

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Overview of Skype for Business Introduction to Skype for Business

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Skype for Business features Using Skype for Business you can:

Set your presence to provide other users with information on

your availability

View your conversations by Provide information

history in the on your whereabouts, Conversations tab. for example, if you are

Any stored in the office or conversations will be working from home

stored here

View any upcoming View your contacts by meetings or Groups, for example, a appointments you group could be have in your calendar created for your team in the Meetings tab

View your contacts by View your contacts by New, which will Status, for example, all display contacts that of your contacts that have recently added

are available you to their Skype for Business contacts

View your contacts by Relationship, for

example, by colleagues or external contacts

Further detail on the above can be found throughout the Skype for Business Learning Series

Introduction to Skype for Business Skype for Business preferences

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You can change your personal settings in Skype for Business, in order to view and use the application in a way that is preferable to you

To edit your settings:

1 Click the settings icon at the top right of the window

2 In the window that appears you can change your preferences, for example, to change your contact viewing settings

General settings

To change general settings:

1 Click General at the left of the settings window

2 Select the Reopen m y conversations when I sign in box if you would like conversationwindow to be saved when you sign out of the application

Your conversations will still be lost when you sign out, but the conversation window will re-open

3 Select the Show call controls when Skype for Business is in the background box if youwould like call options to appear on screen when the it is running in the background

This is only applicable if you have video conferencing enabled


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Personal settings

To change personal settings:

1 Click Personal at the left of the settings window

2 Select the Automatically start the app when I log on to Windows box if you would like the application to automatically start when you start up your computer

3 Select the Start the app in the foreground box if you would like Skype for Business to appear on screen when you start up your computer

4 Under Personal information manager, you can select and deselect various boxes to choose what information you would like contacts to see

5 Select the Save IM c onversations in my email Conversation History folder box if you would like to save conversations after you have signed out of the application

This means your conversation will not be lost

You can also choose to save call logs if you have video conferencing enabled


6 Under Location, you can c

hoose to share your location information with otherprogrammes you are using

7 Under Show pic tures, you can choose whether or not you would like to see your contacts’

display pictures

Skype for Business preferences

If you have given permission for colleagues to view your mailbox, they will be able to see the Instant Messages (IMs) you have sent within the Conversation Folder (the default setting is for a copy of your IMs to be automatically copied into the Conversation History folder in your mailbox). If you are sharing sensitive or patient data within your IMs and your colleagues with permission to access your mailbox should not see the messages, you should carry out one of the following options to safeguard the information:

• Manually delete the messages from your Conversation History folder and your Deleted Items folder. The messages will still be retrievable as part of a Forensic Investigation as per the Data Retention and Information Management Policy.

• Right click the Conversation History folder and change the permissions for who has access to the folder.

• Create a rule (section called Inbox Rules to manage email) to automatically delete all email going into your Conversation History folder. You will also need a rule to delete the messages from your Deleted Items folder.

• Remove delegated access (Removing permissions to your mailbox).

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https://s3-eu-west-1.amazonaws.com/comms-mat/Comms-Archive/NHS+Digital+Policy+Docs/NHSmail+Data+Retention+and+Information+Management+Policy.pdf

https://s3-eu-west-1.amazonaws.com/comms-mat/Training-Materials/Accessible-User-Guide/OWAUserGuide.pdf#Page=53

https://s3-eu-west-1.amazonaws.com/comms-mat/Training-Materials/Accessible-User-Guide/OWAUserGuide.pdf#Page=65


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Contacts list settings

To change contacts list settings:

1 Click Contacts List at the left of the settings window

2 Select and deselect various boxes to set your personal contact preferences

For more information, refer to the Viewing and sorting contacts section of the Skype for Business Learning Series


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Status settings

To change status settings:

1 Click Status at the left of the settings window

2 Type a number in the text box to the right of the window if you would like to change your status timings settings

3 Select and deselect boxes to choose who you would like to be able to view your presence

4 Select and deselect boxes to set your Do Not Disturb status preferences


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Picture settings

To change your picture settings:

1 Click My Picture at the left of the settings window

2 Choose to either show or hide your picture by selecting the appropriate option


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Alerts settings

To change alert settings:

1 Click Alerts at the left of the settings window

2 Select the Tell me when so meone adds me to his or her contact list box if you would like to receive these notifications and choose where you would like alerts to appear on screen

3 Select an option under When my status is Do Not Disturb to decide how you would like to be alerted when your status is set as Do Not Disturb

4 Select an option under Contacts not using Skype for Business to decide how you would like those not using the application to be able to contact you


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Instant message settings

To change instant message settings:

1 Click IM at the left of the settings window

2 Select and deselect boxes to set your preferences for spell checking, pictures, copyingmessages, emoticons and tabbed conversations

Please note: Ringtones and Sounds, Audio Device, Video Device, File Saving, Recording and Skype Meetings will not be settings that require your attention if your organisation only subscribes to Instant Messaging and Presence. These are settings for Audio and Video Conferencing only.

what is skype for business? business€¦ · • to start up once y ou log on to your desktop ......

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