Detailed information on Skype for Business

Detailed information on Skype for Business
Skype for Business: Important Tech Tips
NOTE 1: You don’t have to install Microsoft Outlook or the full desktop version of
Microsoft Skype for Business on your computer; instead, you can use the ‘Web
App’. To get the Web App, when you try to join a meeting, click the option for
“Skype for Business Web App”. If you want to record meetings, you must use a
Windows computer with the full Desktop version of the app.
NOTE 2: Always use your computer's "native" internet browser: Internet Explorer
for PCs and Safari for Macs. If you have technical difficulties, make sure you
have the latest version of the browser installed; otherwise, you may have audio
problems.
NOTE 3: Although Skype for Business offers mobile apps, we do not
recommend using them, as some presented content cannot be viewed on these
devices.
Create Meetings Using the Online Scheduler
1) Open your computer’s native internet browser
2) Go to: https://sched.lync.com/
3) In the first field, type your UNB email address and click “Sign in”
4) The UNB authentication site opens. Provide your UNB ID and password and
click “Log in”
5) The “Microsoft Lync Web Scheduler” now opens in your browser. This
program will let you schedule and manage your Skype for Business meetings.
If you have any questions, please email the tech support staff at UNB’s College
of Extended Learning: virtualclasses@unb.ca
Meeting Options: Recommended Settings
1) By default, the Web Scheduler (https://sched.lync.com/) opens on a page to
schedule a new meeting.
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Updated August 07, 2015
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2) In the “Event” field, you can specify a name for this meeting (for instance
“John’s Meeting” or “ED 6228”).
3) Leave the “Location” field as it is.
4) The “Message” field can be left blank.
5) The “Attendees and Audio” field can be left blank.
6) The fields “Start Time” and “End Time” can be left as is. The meetings
created will be available indefinitely and 24/7. When the meeting is created, you
just have to send one link to your participants and they will always be able to join
this exact meeting.
7) You can adjust the field “Time Zone” to reflect your current time zone (for
instance “UTC-04:00 Atlantic Time (Canada)”).
8) In the field “Who will bypass the lobby?” you can specify the participants
who have to wait for your approval to get into the room when they join. There are
four options:
Access Options
What happens
Recommended when…
Organizer only
(locked)
You’re the only one who gets
into the meeting directly.
Everyone else has to wait
until admitted.
You have a high security
meeting and confidential
information.
People I invite
from my
company
Only people who were
invited join the meeting
directly. Everyone else has
to wait until admitted.
You’re discussing confidential
information, and want to only
allow specific people to join.
People from my
company
Anyone from your
organization can get in to the
meeting directly, even if not
invited.
You don’t have external
participants and you aren’t
discussing confidential
information.
Everyone
including people
outside my
company
Anyone who has access to
the meeting link gets in to
the meeting directly.
You’re inviting outside
participants and you’re not
discussing confidential
information.
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Updated August 07, 2015
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9) In the field “Who is a presenter” you can specify who can share their desktop
and upload PowerPoint presentations to the meeting.
There are four options:
Presenter Options
Who is a presenter
Recommended when...
Organizer only
You will be the only
presenter.
Presentations where the
participants don’t have to
interact with the meeting
content. You can designate
additional presenters during
the meeting.
People from my
company
Anyone from your
organization will be a
presenter.
Suitable for causal meetings
with your teammates, where
all participants can share and
change content.
Everyone including
people outside my
company (there are
no restrictions)
Everyone you invite will
be a presenter.
Use when you have external
participants and want them to
present.
People I choose
You and the people you
choose.
Pick this option when you
want specific people to be
presenters.
It is recommended you choose the option “Organizer only.” This will make you
the moderator for this meeting. At this point, you will be the only one capable of
presenting and moderating the meeting.
NOTE: Once inside the meeting, you can give presenter status to anyone in the
meeting, so they can share a presentation.
10) Click “Save” and a window pops up that gives you the meeting details. To
invite participants to the meeting, just copy the provided link and send out an
email to the intended participants (suggestion below). Click the “X” to close this
window and the “My Meetings” page appears. This is a list containing all your
meetings.
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Updated August 07, 2015
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Managing and joining your meetings
1) By default, the Web Scheduler (https://sched.lync.com/) opens on the page to
schedule a new meeting. To go to the list of already created meetings, click the
“arrow” next to the words “New Meeting.”
2) All meetings you’ve created are listed. (Note that you can only make changes
to meetings you have created in the Web Scheduler, not to meetings you have
created in the Lync or Skype for Business desktop app). You can join, adjust,
and delete meetings here.
3) You can join any meeting from here as a presenter by clicking on the link that
is provided. There’s a difference between PC, MAC and mobile users:
- (Just for PC users) If Microsoft Skype for Business is installed on your PC, the
program will automatically open after clicking the link.
- (MACS and PCs without Lync or Skype for Business installed) If you have
never used Microsoft or Skype for Business in your internet browser before, the
browser will prompt you to use/install a plugin. Please install the plugin first by
following the steps indicated in your browser.
In the browser, please ALWAYS use the option “Join Using or Skype for
Business Web App instead” if this option is available; after clicking this option,
click “Sign in if you are an Office 365 user.” This will prompt you to first specify
your UNB ID and then takes you to the UNB server to log in with your UNB ID
and password. Once you have entered that information, the meeting
automatically starts in your browser.
- Instructors/presenters cannot use a mobile version of Skype for Business, since
these apps don’t have presenting functionality.
Recording your meetings
For now, recordings can only be made via the desktop app for PC. Detailed
instructions can be found here: https://support.office.com/en-NZ/article/Recordand-play-back-a-Skype-for-Business-Lync-Meeting-811e7e25-3e7f-4998-8b935c60493307f1
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Messaging to participants
1) Send an email to your participants, containing the link for your session. The
participants can both be UNB and non-UNB users.
2) Provided next is a standard email message to send out to participants. You
can modify it according to your needs.
Dear students/participants,
Please use the following link to join the online meeting on the dates provided in the syllabus.
[insert link copied from meeting information]
- Always use your computer's "native" internet browser: Safari for Macs and Internet Explorer
for PCs. Also make sure that you have the latest version of the browser installed.
- Although mobile apps are supported, please do not use mobile devices (phones, tablets),
because some presented content cannot be viewed on these.
- (Just for PC users) If Microsof Skype for Business is installed on your PC, the program will
automatically open and join the session after pasting the link in your browser.
- (MACS and PCs without Lync or Skype for Business installed) If you have never used
Microsoft Lync or Skype for Business in your internet browser before, the browser will prompt
you to use/install a plugin. Please install the plugin first by following the steps indicated in
your browser.
- After using the provided link, ALWAYS use the option “Join Using Skype for Business Web
App instead” if this option is available.
- Type your name in the appropriate field.
- Click “Join the meeting”
IMPORTANT TIPS:
- If prompted to ‘allow’, ‘trust’, or ‘run’ at any time, please do so!
- If possible, use headphones instead of speakers, as open speakers can cause audio
feedback or echo effects.
- Make sure the volume of your speakers is turned up.
- When you first join, your mic & video will be muted. Activate them using the icons in the
bottom-left corner.
See you online!
[insert your name]
Prepared by UNB’s College of Extended Learning – Business & Online Development
Updated August 07, 2015
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