Using Skype for Business for Virtual Office Hours

Skype for Business is a communications platform that allows you to interact with your colleagues and students using instant messaging (IM), audio and video conversations, and Skype for Business Meetings. It runs on Windows and Mac operating systems, mobile devices and the web.

The web application has limited setup options that prevent you from restricting access and recording your meetings. It is prudent to restrict access to your virtual room to avoid interruptions if you are discussing an issue with a student, and you do not have to worry about students using the room as a group chat when you are not present. Therefore, you should use the desktop version because the meeting options are more robust and stable, and you have the option to record your office hours.

Scenarios

There are a variety of scenarios for creating a Skype online meeting using the Outlook client (Outlook on your desktop) and Outlook for web and entering the meeting room using the Skype for Business client and the Skype for Business web application.

1. You can create Skype online meetings using both platforms for Outlook (web and desktop) 2. You only have a full set of meeting options when you create an online meeting using the Outlook client. Meeting options are limited if you create a Skype online meeting from the web application. 3. You can generate a link to the online meeting room without saving or adding attendees in both platforms. However, if you want to save the meeting, you must add yourself as an attendee in the client. You can save a Skype online meeting without adding attendees when you create the meeting in the web application. The link is reusable for both platforms. 4. You can make Skype online meetings as a Repeat/Recurrence on both platforms. 5. You can enter the meeting room using both Skype for Business platforms. However, you will not have Skype Meeting Options in your menu if you enter a meeting using the web application.

Scenario Client (Desktop) Web application 1. Create a Skype online ✓ ✓ meeting 2. Set meeting options ✓ with advanced features

Scenario Client (Desktop) Web application

3. Generate a link to the ✓ room w/o saving 3. Save a meeting w/o ✓ attendees 3. Reusable link for all ✓ ✓ meetings 4. Make ✓ ✓ repeat/recurring meetings 5. Enter the meeting ✓ ✓ room using Skype for Business

You can tell there are a variety of options for you to create a meeting, set the options, add attendees, and enter the meeting room. It is highly recommend using the client version for all of your Skype for Business online meetings.

Outlook and Skype for Business client download

All on-campus faculty have both Outlook and Skype for Business clients installed on their DSC workstations, so you should be able to create new, online Skype meetings using the client versions. Just go to the Windows start menu and select Skype for Business. If you do not have either client, please contact the Help Desk and ask them to install the software. If you are using a personal laptop, computer, or Mac, you have access to a free client version for both Outlook and Skype for Business. However, Outlook requires that you install the entire Microsoft Office suite on your device. Fortunately, you can opt to install the Skype for Business client as a standalone program. Recall, the Skype for Business client has Skype Meeting Options that allow you to set the advanced restrictions and record your meetings. Although, the meeting options only apply to that instance of the meeting. Whereas setting the restrictions from Outlook would save these settings going forward. You can download the clients from the same location in your Office 365 Account. 1. Login to Office 365 using your DSC credential. 2. Expand your profile avatar and go to ‘My Account’

3. In your account information, you have an ‘Install status’ tile. If you want to install the entire Microsoft Office suite, choose Install Office.

If you choose to install the entire suite, please be patient because the installation process is time-consuming. 4. If you only want the Skype for Business client, choose ‘Install Options’ button.

You now have the option to Install Skype as a standalone program. The version you require should be detected automatically based on your system’s processor.

After you complete the installation and setup process, you are ready to create a new meeting.

Creating a New Skype Meeting

Outlook desktop

It is simple to create a new, online meeting using your Outlook desktop client, and you can reuse the link throughout the semester. You need to access the calendar within Outlook. You can find the calendar in your navigation options in the bottom left of your folder pane.

1. You should see ‘New Skype Meeting’ on your ribbon. Click on the button to open a new meeting.

2. The Skype for Business meeting link is within the body of the meeting maker.

3. Please revisit the scenarios section and table for your options after you have generated the Skype meeting. You can set your meeting options by opening the Meeting tab.

4. I mentioned the robust options with the client version of Outlook. You have the option to make your students wait in the lobby, which is prudent, and you can automatically mute your attendees. I think this option protects them because they may not be aware their microphone is on and say something embarrassing. So, for their benefit, you could mute them before entering the room.

5. After you set the meeting options, you can select ‘Remember Settings’ and Outlook will apply the same settings to your next Skype Meeting. Now that you have your link and your meeting options are set, it is time to schedule the meeting, and add the link to an Announcement, your syllabus, or wherever you post virtual office hours to your students. 6. Although you do not have to save the meeting for the link to be valid, I recommend that you send the meeting invitation to yourself, and you set it up a recurring meeting. You can set the meeting recurrence to correspond to your virtual office hours. For example, your virtual office hours are every Tuesday from 2PM-4PM. You can set the meeting to recur every Tuesday from 2 PM to 4 PM through the end of the semester. The benefit to you is a reminder on your Outlook calendar and your DSC associates know that you are busy during that time.

Finally, let’s get the link for the Skype meeting room and add it to an Announcement. 7. Right-click the ‘Join Skype Meeting’ link in the body of the meeting maker and select Copy Hyperlink.

8. Go to your course shell and create a new Announcement. 9. Add the link as a URL in the Announcement. I recommend that you test the link to ensure you can access the room and your settings are accurate. I chose to enter the meeting room using Skype for Business desktop because I prefer using the client version for Skype for Business. You can use the desktop application but if you added entry restrictions, make sure you login with your O365 credentials. Otherwise, you will not be recognized as the meeting organizer and you will be waiting in the lobby for your meeting. You can click on the three ellipses option in the bottom right of the meeting window to access the Skype Meeting Options.

Hopefully, you see the same meeting options that you selected when you created the meeting.

You have completed the process using the Outlook client.

Outlook web application

Here are the steps using Outlook on the web in Office 365. 1. Go to o365.daytonastate.edu and login with your DSC credentials. 2. You will see the calendar application within the menu; open the app to access your calendar.

3. Add a ‘New event’ and add yourself as an attendee.

You do not need to add attendees because the event is only for you. However, if you ever update the meeting, you have to add yourself as an attendee. Otherwise, the updates will not apply to the meeting. I recommend scheduling the meeting date to coincide with your initial virtual office hours and then repeat the meeting weekly. It is a similar process with the web meeting as with the Skype meeting in Outlook desktop. If you opt to repeat the meeting, you can choose the day of the week and the end date. I recommend setting the end date as the last day of the semester or as the last date of your virtual office hours. 4. You need to select Skype meeting from the drop-down menu next to ‘Add online meeting’ to generate the link.

5. Save your meeting, go to your calendar, and open the meeting. You will see a ‘Join online meeting’ link in the body of the calendar appointment.

6. Right-click the online meeting link and copy the link address or location depending on the browser you are using.

7. Finally, you can add the link to your course in an Announcement, widget, content topic, syllabus or wherever you post virtual office hours to students. You have created your online meeting room for virtual office hours using the Outlook web application.

Meeting Entry methods

Skype for Business desktop Again, it is highly recommended you use Skype for Business client to enter your meetings. You can control the setup options if they were either not set using ‘Meeting Options’ or the meeting was created in the web version of Outlook. In addition, you can record the meetings using the client. You can enter your meeting from the link you provided to your students or from the link within the body of the calendar meeting. You will have options to enter the meeting room: 1. You can choose to use Skype for Business (desktop, highly recommended) or 2. Skype for Business (application).

Skype for Business (desktop) gives you access to the meeting options through the ellipses button on the interface. You can control the entry options like the waiting room and mute participants. If you choose the web application, you can meet with your students but if you created the meeting in Outlook desktop and set up meeting options, you have to log into your Office 365 account. Otherwise, the application will recognize you as a guest and your meeting options will not follow. As long as you log in with your DSC credentials, the meeting options that you set up in Outlook will follow.