Using Skype For Business - TAFE NSW

Using Skype for BusinessTable of ContentsAbout Skype for Business. 1Finding and saving staff names to make a call . 1Making a call. 3Receiving a call . 4Sharing your desktop . 5Inviting other staff to the Skype Call . 6Using IM messaging during or instead of a call . 6Ending a Skype for Business call . 7If you have missed a Skype for Business call . 7Video Calls . 8Previous Skype for Business calls . 8ABOUT SKYPE FOR BUSINESSSkype for Business (formerly known as Microsoft Lync Server), has been installed on all TAFE Illawarracomputers and is opened automatically each time you turn your computer on.If you connect a headset to your computer, you will be able to use Skype to meet with other TAFEIllawarra staff. You can also share your computer screen during your meeting, which makes SkypeBusiness a great way to collaborate on a project.FINDING AND SAVING STAFF NAMES TO MAKE A CALLClick on the Skypeicon in the task bar atthe bottom of your computer screen.You will then see the Skype window with yourname in the top left corner.In the Find someone field, type the name of thestaff member you want to meet with (it is best totype the surname first followed by a comma andthen the first name).TAFE NSWSkype for Business March 2017Page 1 of 9

Find the person’s name from the displayedlist. If the person is logged into their computer and available, you will see a green tick to theright of their photo. If there is a red spot, this indicates the person is busy and cannot be contacted. If there is a yellow symbol, this indicates the person is not actively using their computer. If there is a white bar through the red spot, this indicates the person does not want tobe disturbed.These settings are based on options selected from the Availabledrop down list, just under the user’s name.There are 2 ways of adding staff members to your favourites list (so you don’t have to search forthem next time you make a call). One way is to Right Mouse click on the staff member’s name andchoose Add to Favourites.TAFE NSWSkype for Business March 2017Page 2 of 9

The second method is to take your mouse pointer over the More Optionschoose Add to Favourites.button andMAKING A CALLThere are 3 ways of making a Skype call.1. Hover over the staff member’s name and you will see a tool bar with the following buttons.Send an IMCallStart a video callSee contact cardMore optionsClick on the Call button and wait for your call to be answered.2. Right mouse click on the contact name and view the shortcutmenu (right).This list offers more options than those from the toolbar.From the list, choose Call buttonTAFE NSWSkype for Business March 2017Page 3 of 9

3. Double click on the staff members name. The window (below) will display, then select the Callbutton.This window has the option of typing a IM text message.Once you have selected the Call button, you will see a Callwindow (below) displayed when the call is connected.NB – This Window states that there are 2participants on the call. This would beyourself and the receiver of the call only.Please see details further in this guide if youwant to invite more than one staff memberto the Skype call.RECEIVING A CALLIf someone is calling you, you will see a smallwindow popup in the bottom right of yourscreen. You will also hear a ringing sound fromyour computer’s speakers (depending onvolume).Make sure your headset is connected and clickanywhere on the window to Accept the call.TAFE NSWSkype for Business March 2017Page 4 of 9

Selecting the Ignore button will cancel the incoming call. The staff membermaking the call will see the screen below if their call has been ignored.SHARING YOUR DESKTOPIf you want to share your desktop during a call, click on the blue monitor icon button that displays atthe bottom of the call window.Once you click on the monitor icon button, the menu list (right) willdisplay - choose Present Desktop. This will enable recipients of your callto have a “view only” of your desktop (they cannot modify anything onyour desktop).If you have more than one monitor, you will be asked which Desktop(monitor) you wish to share.TAFE NSWSkype for Business March 2017Page 5 of 9

Click OK to the FYI message (right) that reminds you people will beable to see everything on the monitor you chose to share.When you have completed sharing your desktop, you can selectthe Stop Presenting button (which will appear above the photo ofthe staff member). This will cease the recipient’s view of yourdesktop, however the call will still continue.INVITING OTHER STAFF TO THE SKYPE CALLIf you require more than 1 participant for your Skype call, you can Invite other staff to that call.In the top right corner of your current Skype call window, you will see the following icon.Select this icon to display thestaff on your Favourites list orto type the staff member’sname you would like to jointhe call.You will see a list ofparticipants in the Skype callto the left of your screen.At the bottom of this list youwill see an alternative button,to invite more staff membersto the Skype call. This islimited to 50 people.USING IM MESSAGING DURING OR INSTEAD OF A CALLIn addition to the audio Skype call, you can IM (instant message) members in the call or as analternative to a call. To initiate an IM message, click on the menu button (right) Send an IMOR double click on the staff member’s name in your Favourites/Contact list and start typing.Alternatively, during a Skype business call, click on the (IM) button in the bottom left corner of thescreen.You will then be able to type your messages in the Text box at the bottom of the Call window. Youcan also format the colour and font style of your text. NB The message will be sent as soon as youpress Enter.TAFE NSWSkype for Business March 2017Page 6 of 9

You are able to use text messaging during your call, in addition to the audio communication. A copyof the text chat will be stored within Skype for Business and also in Microsoft Outlook.You will see the messages listed in chronological order in the Call window above the Text box. Eachmessage will be displayed along with the name of the person who typed the message and the timethe message was sent.Text messaging can be useful if you want to take minutes during your meeting or if you can’t hear theother person speaking and need to let them know.ENDING A SKYPE FOR BUSINESS CALLTo end your call, simply click on the Red phone symbol in thewindow.bottom right corner of the CallIF YOU HAVE MISSED A SKYPE FOR BUSINESS CALLYou will receive an Outlook message in your Inbox, to let you know if you have missed an incomingconference call from a fellow staff member.TAFE NSWSkype for Business March 2017Page 7 of 9

If you hold your mouse pointer overthe caller’s name in the emailmessage, you will see their detailsdisplayed with the following menuoption.VIDEO CALLSYou can add a personal touch to your Skype Business calls bychoosing Video Call.Select the Video Call button while in a Call or in the IM screen.Alternatively, you can start a video call from the menu optionoffered from your Favourite/Contacts list.PREVIOUS SKYPE FOR BUSINESS CALLSTo view a log of your previous Skype for Business Calls, go to the Conversationstab in your Skype window.TAFE NSWSkype for Business March 2017Page 8 of 9

This will show a list-style log of your previous Skype for Businesscalls. You can also click on the View more in Outlook hyperlink atthe bottom of the list.Alternatively, from your Favourites/Contact list, you can rightmouse click and choose Find Previous Conversations.This will open a new window in Outlook, whichwill list the previous calls.TAFE NSWSkype for Business March 2017Page 9 of 9

To view a log of your previous Skype for Business Calls, go to the Conversations tab in your Skype window. TAFE NSW Skype for Business March 2017 Page 9 of 9 This will show a list-style log of your previous Skype for Business calls. Yo