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 HERDT-Verlag für Bildungsmedien GmbH Am Kümmerling 21-25 55294 Bodenheim Germany Internet: www.herdt.com E-mail: [email protected] © HERDT-Verlag für Bildungsmedien GmbH, Bodenheim All rights reserved. No part of this publication may be reproduced, nor electronically processed, copied or dissemi- nated in any form (printout, photocopy, microfilm or other method) without the prior written permission of the publishing company. Although this book has been prepared and checked with great care, the possibility of errors cannot entirely be ruled out. Neither the publisher nor the authors may be held liable or legally responsible for any incorrect information or for the consequences of such information. Unless explicitly mentioned elsewhere in the document, HERDT Verlag owns the copyright to all screenshots. If, however, despite intensive research it has not been possible to find all copyright holders of the sources and pictures used, please send a brief message to our Editorial Team. All persons, organizations, addresses, phone numbers, e-mail addresses, bank details etc. contained in this book and in the downloadable files are fictitious. Any similarities to real persons or organizations are unintentional and purely coincidental. HERDT Verlag training materials contain links to websites of third parties. Liability for these websites lies with their respective operators. We have no influence on the design or content of these websites. During the preparation of this book, we have checked the third-party content for any possible infringements of rights. No such infringements were apparent at this time. If we become aware of any such infringements, the relevant Internet addresses will be removed from the book without delay. The Internet addresses, screenshots, names, descriptions and functions given in the HERDT-Verlag training materials were current and valid at the time of preparation of the materials. If the Web pages can no longer be found at the addresses given, they may have been removed completely from the Internet or transferred to a different address. If the screenshots, names, descriptions and functions no longer correspond to the described software, the manufac- turer has made changes or has modified or removed the relevant software after the time of going to press. 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 © HERDT-Verlag 3 Before you get started … 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 teleph- ony features of Skype for Business. Depending on how your system is set up, some of the func- tionalities described here may not be available or may be available in a different form. 4 © HERDT-Verlag 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 © HERDT-Verlag 5 1 What Skype for Business can do 1 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. 6 © HERDT-Verlag 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. © HERDT-Verlag 7 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.