Skype for Business Conferences and Meetings

Available To: Faculty, Staff, Students

 

Learn about conferences and meetings at NAU

NAU will be no longer be utilizing Meet Me Conference and 1-800 options. These platforms are transitioning to the conference tool Skype for Business. 

• Participating in a Meeting

Joining a Meeting
  1. Joining a Meeting
  2. If you are on a computer or device with Skype for Business, the link in your email invite that reads "Join Skype Meeting" will directly open the meeting and you can proceed from there. (You can also join from the "Meetings" tab in Skype for Business, or from the Calendar Event in Outlook.)

    When you enter the meeting, you will also have to pick your preferred audio settings. You will either join the meeting automatically or have to wait in the virtual lobby. If you are in the Lobby, do not leave the meeting or navigate away from your device. You will enter the meeting when the administrator gives you access.

  3. Joining a Meeting through Phone
  4. If you would like to call into the meeting over phone, you will start by opening the email for the meeting. Under where it says, “Join by phone”, you can dial the designated number. You will then need to input the Conference ID, which is also located in the email, followed by ‘#’. Then, you will successfully be in the Skype meeting. If you are the leader, select "*". If you are not, then wait for the next instructions. State your name and select "#". You will be admitted into the meeting at this point. (There are amounts of time in which the phone may go silent as you are admitted, but you should stay on the line as this is normal).

  5. Muting and Unmuting your Audio
  6. To mute your audio entirely within a meeting, select the microphone icon in the meeting window. This will mute your audio. If you select the microphone again, you will be unmuted. 

Joining as Guest or External User

    If you are not on a computer or device with Skype for Business, the "Join the meeting" link located in your meeting invitation will open a new window. You will have to select “Join Using Skype for Business Web App Instead”. Then, install the plugin they provide, “Skype for Business Web App”. When this opens, you can select “Sign in as a guest to the meeting”. (If you can sign in, you may). As a guest, you type your name into the text field and select “Join the Meeting”

    You will either join the meeting automatically or have to wait in the virtual lobby. If you are in the Lobby, do not leave the meeting or navigate away from your device. You will enter the meeting when the administrator gives you access.

Video and Audio Meetings
  1. Starting the Video within a Meeting
  2. Upon opening the Skype for Business meeting, a window will pop up that will ask about your call preference. Select "Use Skype for Business (full audio and video experience)". The video call will open when you select "OK".Then, select the camera icon, and select "Start my video".

  3. Switch to an Audio-only Call
  4. To switch to an audio-only meeting, you may start a regular call and then select the options icon that looks like "..." in the bottom-right corner. Then, select "Switch to Audio-Only"(Note: If you would like to return to Video and Audio, select the camera icon in the center and select "Start my Video".)

  5. Muting and Unmuting your Audio
  6. To mute your audio entirely within a meeting, select the microphone icon in the meeting window. This will mute your audio. If you select the microphone again, you will be unmuted. 

• Running a Meeting

Setting up a Meeting
  1. Making a Meeting 
  2. To create a Skype for Business meeting, begin by opening the Outlook Application and entering into the calendar. In the Quick Access Toolbar, select the icon “New Skype Meeting”. From here, you can add attendees, add the subject, and adjust the start and end times for the meeting. You can type your agenda above the Invitation line. 

    If you want to change the structure of the meeting, such as permissions and participation, select the “Meeting Options” icon in the Skype Meeting tab while you are creating the meeting. This will open a window that allows you to alter Permissions and Phone settings. In the Permissions tab, there are options for creating a custom meeting space.

    Select “Send” to send it to the intended people.

Note:If you are using Skype for Business for an Interview, you should be using a unique link for each interview meeting. You should be requiring everyone to wait in the Lobby until the presenter grants access.

  1. Starting a Meeting 
  2. To start the meeting as the Admin, you begin by joining the meeting. You can join through the meeting reminder or through the calendar event in Outlook. When you join, you will also have to pick your preferred audio settings. If you have left the permission settings at default, the meeting will simply begin.

    If you have altered the permission settings, then the meeting will open with only those you gave permission to join. As those without permission enter, their names will be shown in the virtual lobby. From here, you can either Admit or Deny them access to the meeting.

  3. Testing your Meetings 
  4. Setting up a test meeting is an important pre-meeting step. Begin by following the instructions above, but with yourself as the only invitee. This will allow you to enter the meeting, with the correct settings, and in the correct location, and test that it is running properly before you have your official meeting. 

    You may also check your Audio Setting by by selecting "Select Primary Device" icon on the lower-left side of the main Skype for Business window, and then selecting "Audio Device Settings". In this popup window, select "Check Call Quality". You can also select "Video Settings" which will allow you to view the camera angle and setup. 

Note: In the meeting options, it is possible for anyone to be able to present or manage the lobby during a meeting. 
Meeting Options

When you open a New Skype Meeting, select "Meeting Options" on the top menu bar. This will open a browser with the following options:

Where do you want to meet online?

  • A new meeting space: This gives you control over permissions. This makes the meeting unique and customizable. 
  • My dedicated meeting space: This sets all meeting in the same place with the same entry information and settings. Presenters and Participants enter the meeting at the same time. 

These people don't have to wait in the lobby:

  • Only me, the meeting organizer: You are the only one who gets into the meeting directly. Everyone else has to wait until admitted. This is recommended for meetings that require high security and will have confidential information. 
  • People I invite from my company: Only people who were invited can join the meeting directly. Any others will have to wait to be admitted. This is recommended when you are discussing confidential information and want to restrict the people who can join. 
    • If you select this option, the "Callers get in directly" check box below the drop down will become available. (Note: otherwise it will be grayed out and cannot be changed). If this check box is checked, people who call in with a phone will get connected directly. 
  • Anyone from my organization: Anyone from the company or organization can get into the meeting directly, even if they were not invited. This is recommended if there are no external participants and no confidential information being discussed. 
    • If you select this option, the "Callers get in directly" check box below the drop down will become available. (Note: otherwise it will be grayed out and cannot be changed). If this check box is checked, people who call in with a phone will get connected directly. 
  • Anyone (no restrictions): Anyone who has access to the meeting link gets in directly. 

Announce when people enter or leave (check box): This will announce the names of people as they enter and leave the meeting (Note: this is not recommended for large meetings).

Who's a Presenter?

  • Only me, the meeting organizer: You are the only one who can present in the meeting. 
  • People I choose: Only people chosen by you can present. 
  • Anyone from my organization: Anyone from the company or organization can present.
  • Anyone (no restrictions): Anyone who has access to the meeting can present. 
You can select "Choose Presenters" to pick presenters. It will allow you to select from the invitees, by selecting their name, and then selecting "Add >>".

Do you want to limit participation?

  • Disable IM: No one can instant message during the meeting. 
  • Mute all attendees: All attendees will not be able to share audio during the meeting. 
  • Block attendee's videos: All attendees will not be able to share videos during the meeting.
When you have entered the Skype for Business meeting, you can adjust further settings by selecting "..." and then selecting "Skype Meeting Options". You will see several options listed above as well as two more options. 

Who can annotate PowerPoint presentations?

  • Presenters only: Only people you have set as presenters can annotate presentations.
  • Everyone: Everyone in the meeting can annotate presentations.
  • No one: You will be the only one who can annotate presentations

Who can look at content on their own?

  • Presenters only: Only people you have set as presenters can look at content on their own. 
  • Everyone: Everyone in the meeting can look at content on their own.
  • No one: You will be the only one who can view the content
Skype Recordings

    While you are in a video call, select the options icon that looks like "..." in the bottom-right corner. Then, select "Start Recording". Inform the other members of the meeting that you mean to record them, and make sure to get permission from them prior to recording. You can select the options icon again to pause your recording, to stop your recording, or to manage your recordings.

    Start Recording: This option will start a recording the current conversation and save it to your computer. 

    Manage Recordings: This option will pull up a window displaying all recorded conversations. From here you will be able to Play, Publish, Rename, or Delete recordings. 

Conference Rooms

It is important to understand that people run meetings, not rooms. The meeting organizer must be the presenter and the conference rooms joins the meeting as participants. 

    To schedule a Conference Room, enter a created meeting, and select "Rooms" to the right of Location. If you want to invite a specific room, type in the name of the room you would like the meeting to take place in, and then select "Go". You may also browse rooms by selecting the "Name only" bubble next to Search. Double-click the name of the room you would like to use. Then, select "OK". It will ask if you would like to update the location, select "Yes".

Calendar Integration
    To check the availability of the meeting participants, add the invitees to the meeting invitation. Then, select "Scheduling Assistant" on the top menu. The Scheduling Assistant should allow you to select a time frame in which your invitee is available. When you select a desirable time and day, you may select the drop down next the "Show as" and select how this time slot will show to others. You can select Free, Working Elsewhere, Tentative, Busy, or Out of Office depending on your preference or situation. You may also select "Time Zones" if this is applicable to your meeting. You can adjust the reminder for the meeting as well. 

• Presenting

Presenting
  1. Presenting Desktop
  2. Within the Skype Call, select the monitor icon. Then, select "Present Desktop". This will show you a preview of your screen, and allow you to hide anything that you do not want shown to the other members of the meeting. Select "Present" when you are ready to Screen Share. This will activate Screen Share and the other members of the meeting can now see your screen.

    In Screen Sharing, you can adjust the controls on the Sharing Bar. Select the drop down on the bar where it says "Give Control" and you can select a name from someone in the meeting. This allows the other members to make changes. When they finish, select the drop down again, and then select "Take Back Control". The members of the group can also request control, to which the presenter can Accept or Deny. When you are finished presenting, select "Stop Presenting". This will take you back to the video meeting.

  3. Presenting Programs
  4. Within the Skype Call, select the monitor icon. Then, select "Present Programs". This will show the programs that you currently have open. This means that prior to the meeting you should prepare the programs you wish to share. You will be able to navigate within the program once it is shared, allowing you to show any elements you need to. 

    You can adjust control on the Sharing Bar. Select the drop down on the bar where it says "Give Control" and you can select a name from someone in the meeting. This allows the other members to make changes. When they finish, select the drop down again, and then select "Take Back Control". The members of the group can also request control, to which the presenter can Accept or Deny. When you are finished presenting, select "Stop Presenting". This will take you back to the video meeting. 
     
  5. Presenting PowerPoints
  6. Within the Skype Call, select the monitor icon. Then, select "PowerPoint Files". This will open the browse window, and you may select the PowerPoint you wish to share. The files you select will open in the video screen, allowing you to navigate the slides while the other members of the meeting observe. 

  7. Adding Attachments
  8. Within the Skype Call, select the monitor icon. Then, select "Add Attachments". This will open the browse window, and you may select the files you wish to share. The files you select will become available in the left "Conversation" section. 

Screen Sharing

    Within the Skype Call, select the monitor icon. Then, select "Present Desktop". This will show you a preview of your screen, and allow you to hide anything that you do not want shown to the other members of the meeting. Select "Present" when you are ready to Screen Share. This will activate Screen Share and the other members of the meeting can now see your screen.

    In Screen Sharing, you can adjust control on the Sharing Bar. Select the drop down on the bar where it says "Give Control" and you can select a name from someone in the meeting. This allows the other members to make changes. When they finish, select the drop down again, and then select "Take Back Control". The members of the group can also request control, to which the presenter can Accept or Deny. When you are finished presenting, select "Stop Presenting". This will take you back to the video meeting. 

• Resources

Skype Federation

Skype Federation allows you to communicate with others outside of the NAU organization using the normal Skype for Business and Lync 2011 client.

  1. Adding Another University or Business
  2. From the Skype for Business home screen, insert the user’s school or business email into the “Find someone”.  Once the user's account comes up, right-click on the contact.  Go to "Add to Contacts List" in the drop down menu.  Pick an appropriate group to add the contact to. (Note: The contact will be shown as offline until they have accepted your friend request or add you back on their end.)

  3. Adding a Microsoft Account
  4. From the Skype for Business home screen, select the "Add a Contact" button. Go to "Add a Contact Not in My Organization" in the drop down menu. Then, select "Skype". In the "IM Address:" field, insert the Microsoft account email of the user you wish to add. Pick an appropriate contact group and privacy relationship for the contact. Then, select "OK".

    Once you have added the user to your contacts, they will show up in whichever group you placed them in. The contact will be shown as offline until they have accepted your friend request or add you back on their end. Once the user has accepted your friend request or they add you back, you will be able to see their presence and begin contact.

    (Note: To add a user who is using a Microsoft account, you will need to know the email for the Microsoft account.  The user must have their email linked with a Microsoft Account to participate in Skype Federation.) 
Trainings

For more information on Skype for Business, please refer to our Quick Start Guide for Online Meetings and Conference Calls, our Skype for Business Online Meeting documentation, our Skype for Business documentation, or our Skype Federation documentation.