Skype for Business Working Together Online

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Skype for Business Working together online

Reinhold Gaugler

1. edition, July 2015

SKYPE2015ANEE ISBN 978-3-86249-448-4

Legal information

Matchcode: SKYPE2015ANEE

Author: Reinhold Gaugler

Editorial Team: Andrea Weikert

Translation: Desalvo Language Services

Produced in HERDT digital print

1. edition, July 2015

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Content C

Before you get started … 4 7 Online meetings 57 7.1 Online meetings – the basics 57 1 What Skype for Business can do 6 7.2 The most important participant functions at a glance 61 1.1 What is Skype for Business? 6 7.3 Recording meetings 62 1.2 Benefits and functions of 7.4 Sharing and controlling the Skype for Business 7 desktop/programs 63

7.5 Running a PowerPoint presentation 65 2 Getting to grips with Skype for Business 9 7.6 Using a Whiteboard 66 2.1 Starting Skype for Business 9 7.7 Whiteboard and presentation functions at a glance 67 2.2 The Skype for Business program window 10 7.8 Polling 67 2.3 Exit Skype for Business 14 7.9 Planning online meetings in Outlook 69

7.10 Exercises 70 3 Skype for Business quick start guide 15 3.1 Finding contacts and giving 8 Meetings with external participants 72 presence information 15 3.2 Holding conversations 16 8.1 Skype for Business Web App 72 3.3 Phoning with Skype for Business 19 8.2 Signing in with Skype for Business Web App 73 3.4 Incoming messages and calls 20 9 Settings in Skype for Business 74 4 Presence information and contacts 21 9.1 Configuring Skype for Business 74 4.1 Presence status and location information 21 9.2 Audio and video settings 79 4.2 Managing and finding contacts 24 4.3 Exercises 32 Index 82

5 Instant messaging (IM) 33 5.1 Sending chat messages 33 5.2 Sending and receiving files 35 5.3 Exercises 37

6 Phonong with Skype for Business 38 6.1 The basics 38 6.2 Making calls 38 6.3 Accepting calls 41 6.4 Actions during a call 42 6.5 Setting up long-term call forwardings 45 6.6 Team-call groups 47 6.7 Delegates 49 6.8 Voice mail 51 6.9 Call logs and missed calls 55 6.10 Exercises 56

Before you get started …

Learning objectives The aim of this book is to enable readers to use and set up Skype for Business for real-time communication with other Skype for Business users in their organization. They are instructed in the program's terminology, personal settings and day-to-day use of the software.

For maximum success, you should already possess the following skills and competences:

D ability to operate a computer (file system, file manager, mouse, keyboard, standard program installation), D ability to connect a microphone and webcam, or alternatively a headset, D familiarity with Microsoft Outlook (e-mail and calendar functions) and Microsoft PowerPoint (making presentations), D familiarity with a web browser.

Information about software and hardware The descriptions in this book are based on Skype for Business and the Windows 7 (64 Bit) operating system.

Depending on your operating system (e.g. Windows 8.1) and screen resolution, the Skype for

Business window, the operating system task bar and the Microsoft Office program icons may differ from those shown in the book.

For full Microsoft Sype for Business 2015 functionality an audio device (microphone or headset) and a video device (webcam) are required.

Please bear in mind that certain Skype for Business functionalities depend on the configuration of the program in your organization. This is particularly the case with the descriptions of the telephony features of Skype for Business. Depending on how your system is set up, some of the functionalities described here may not be available or may be available in a different form.

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Before you get started …

Structure of the book D At the end of most chapters you will find various exercises on the themes described in the chapter. D At the end of the book you will find an Index with a list of topics and technical terms.

Typographic conventions To ensure that certain elements are easily recognized, they are highlighted in the text by means of special formatting. For example, names of program elements, e.g. tabs, buttons and icons are always in italic script and important terms are emphasized in bold.

Italics are used for all names of buttons, icons, dialog boxes, toolbars, menus, menu items (e.g. Properties), Internet addresses, file/directory names and user-defined names.

Useful tip

Warning

1 What Skype for Business can do

1. What Skype for Business can do

1.1 What is Skype for Business?

Skype for Business represents a complete communication solution for organizations and companies and offers the following functions: D Instant messaging D Presence status indicator D Complete PC-based telephony D Audio/video conferencing (online meetings) D Sharing and presenting applications and desktop D Running PowerPoint presentations and using a Whiteboard

Communication is via a standard, user-friendly interface and is possible from a PC, browser or mobile device.

Instant With instant messaging you can transmit messages and files in real time. messaging Telephony Depending on system setup, the Skype for Business telephony function may be able to completely replace traditional phone systems. Audio/video A conference is when more than two people are involved in a phone call. conferencing Skype for Business also enables video conferencing where you can see the other people as well as hear them. Desktop and Skype for Business offers user-friendly features that enable a wide variety of application content to be shared. You can use a Whiteboard, run a PowerPoint presenta- sharing tion or display your desktop or applications in the same way as if you and the other person (or persons) were sitting together in the same training or conference room. Presence This feature enables users to show their presence status so that everyone else status indicator knows whether they are available, busy, away from the office, in a meeting, etc. In addition, Skype for Business users can display their current location or change it manually if desired. They can also create a personal profile to display to contacts.

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What Skype for Business can do 1

To use Skype for Business, you need a Windows client (Windows 7 or later required) as well as a user account on a Skype for Business server or an Office 365 user account. To use the online conferencing and telephony features, you will also need an audio device (microphone or headset).

1.2 Benefits and functions of Skype for Business

What are the benefits of using Skype for Business?

Integration in existing applications D Multi-application access to instant messaging, presence, telephony and audio/video/web conferencing D Central address book for Microsoft Skype for Business and Microsoft Office applications D Context-related communication in the most common applications, including Microsoft Outlook and Microsoft SharePoint. This means you can send an instant message or e-mail or make a phone call directly from the application. D Mobile access to instant messaging, presence information (is a specific contact person available?) and other functionalities via PC, browser and mobile communication device. Skype for Business’ functions are not only available on desktop or notebook computer, but also on numerous mobile devices.

1 What Skype for Business can do

Networking and working with others D Finding contacts, networking with others and efficient communication thanks to new comprehensive presence functions, including images and current location (office, home office, etc.)

User-friendly, central and reliable conferencing D Arranging and agreeing to attend meetings by clicking in Microsoft Outlook D Efficient collaboration thanks to integrated desktop and application sharing, PowerPoint uploads and comprehensive Whiteboard functions, including copying and pasting of pictures and other content D Virtual lobby for participants for increased security and participation control. This enables participants to be admitted to the conference only after permission has been given by the moderator.

Comprehensive telephony and video conferencing D Depending on system setup, you can benefit from various new functions, a wide selection of IP and USB devices (phones, headsets, Web cams and conference cameras) and the option of working in the office, at home or on the move D Optimal use of existing bandwidths thanks to automatic adjustment of speech quality and user notifications regarding low bandwidth availability. D Full integration capability in the traditional telephony network either by replacement of or integration in the existing phone system. Depending on system setup, you can either phone with Skype for Business or use the conventional workplace phone system. D Support for all standard telephony functions, including call answering and forwarding, hold, toggle (holding the first caller, answering a second call and then alternating between the two callers), call diversion, keypad lock and release. D All functions can also be accessed when out of the office via a secure Internet connection.

Online everywhere With a standard user interface for PC, mobile phone or browser, you can easily communicate online using a variety of devices.

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Getting to grips with Skype for Business 2

2. Getting to grips with Skype for Business

2.1 Starting Skype for Business

Automatic startup In most cases Skype for Business is set up so that when you log in to Windows this also signs you into Skype for Business and the application starts automatically.

Skype for Business normally remains permanently open until you log off the system or shut down the computer.

Starting Skype for Business manually in Windows 7 If Skype for Business does not start automatically: f Click the Windows START button. f In the search box , enter the first letters of the program name (e. g. Skype) and select Skype for Business 2015/2016 from the displayed list. f Enter your sign-in address  and, if necessary, your password in box .  



2 Getting to grips with Skype for Business

Starting Skype for Business manually in Windows 8.1/10 f Press s. f In the search field , enter the first letters of the program name (e. g. Skype) and select Skype for Business 2015/2016 from the displayed list.  f Enter your sign-in address and, if necessary, your password.

2.2 The Skype for Business program window

The Skype for Business user interface On startup, the Skype for Business program window is displayed. The Skype for Business user interface contains the following elements:

User information, presence status

Function bar Options

Find contact

Contacts List

Status bar

Audio settings

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Getting to grips with Skype for Business 2

Main Skype for Business functionalities The function bar gives access to the main Skype for Business functionalities. In the Contacts List pane you can see the views for the individual functions.

Button Function and explanation Contacts: Here you'll find your Contacts List and information about their presence status. This is the default view when Skype for Business starts up.

Conversations: A log of your Skype for Business conversations, e. g. instant messages (see Chapter 5) and phone calls (see Chapter 6), is displayed here.

Phone: Here you'll find a keypad you can use to enter phone numbers and make calls. You can also see received voice mail messages and access your voice mail box (see also Chapter 6). Meetings: Here you'll find a list of your appointments for today.

The conversation window Double-clicking a contact in the Contacts List opens the conversation window, which offers the following options:

 Text input area for chat message (to send message: ENTER key Ü)  Chat message (automatically activated after double-clicking to open conversation window )

 Start video call

 Start Skype for Business phone call

 Share/present content (e. g. screen, program, Whiteboard)

 Include other people in the conversation

2 Getting to grips with Skype for Business





   

Double-clicking a contact … … opens the conversation window

Alternative control options in Skype for Business Skype for Business normally offers several alternative ways of performing particular actions. For example, in addition to double-clicking a contact in the Contacts List to open the conversation window, the following options are also available:

Using the right mouse button to perform actions f Right-click the contact . f From the context menu, select the type of conversation you want to hold .

The conversation window now opens with the relevant type of conversation activated.





Getting to grips with Skype for Business 2

Starting actions by pointing and selecting f Point the mouse at the picture or  picture icon of the contact . 

 The Quick Access toolbar is now displayed . f Click the relevant icon to select the desired type of conversation (chat message, phone call or video call).

The conversation window now opens with the relevant type of conversation activated.

Icons on the Quick Access toolbar

Write message

Make phone call

Make video call

Display contact card

More options (e. g. send e-mail to contact)

2 Getting to grips with Skype for Business

2.3 Exit Skype for Business

Normally Skype for Business remains permanently open from the time you log in to the system until the computer is shut down or you log off from the system. 

If you want to disconnect from Skype for Business while you are working, you can shut Skype for Business down.

f Click the presence status under your name . f Select Exit .  or f Click the arrow on the Options  button. f Select File - Exit .





Once you have exited Skype for Business, you will not receive instant messages or phone calls. Other people will see your status as Offline.

Skype for Business quick start guide 3

3. Skype for Business quick start guide

3.1 Finding contacts and giving presence information

Giving presence status In the top section  you can give information about your presence and location.

Existing appointments in your Outlook  calendar are automatically taken into account when displaying your availability.

Finding a contact  f Enter the first letters of the name in the search box, in the example Ber .  All matching contacts are immediately displayed.

Adding a contact to the Contacts List f Right-click the contact . f Select Add to Favorites or Add to  Contacts List .