Office Communications – Lync/Skype for Business
Lync/Skype should be an option in your MS Office 2013 folder, if not either download it from the MS Office website (if you
have Office 2013) or contact IM&T for them to load it on your PC (helpdesk – 1-4357). Once you have Lync and have
activated the program, it will start automatically when you start your PC or Mac. Your Skype access panel will look like the
screenshot below.
File: Sign out, change status, close, exit
Meet Now: starts an immediate meeting
Tools: Recording Manager, device settings, Options
Help: Help tool, give feedback to Microsoft
NOTE: this menu may disappear, in this case click on the gear icon on the
right and you will have the same options.
Available drop down: change your status
Set your location drop down: enables/disables your location
Person icon: shows available groups/contacts
Text box icon: shows conversations
Calendar icon: shows scheduled meetings and meeting links
Gear icon: Main menu items
Groups: shows groups that have been created
Status: shows status of your contacts
Relationships: splits contacts into groups by relationship
New: People who have added you as a contact show up here
Person + icon: add a contact, add a group
Monitor icon lower left: select primary device
To set personal Options for contacts, meetings, alerts, IM, audio/video devices, recording, etc. click on:
Tools, Options OR click on the Gear icon, Tools, Options.
Click through and determine the settings that you want.
You will also use this area to set up where you want meeting recordings to be saved (File Saving).
To start an IM with a contact:
Double click on their name in your contact list. You will see the IM chat box open. (IM can only be used with UNC contacts)
You have several options here; simple IM chat (the first icon, bottom left), Lync phone call (phone icon), video chat (camera
icon), desktop share (monitor icon), add participants (people icon, at the top under your contact name). You may also; add
an attachment, add emoticons, make the chat high priority (!), and more options (…).
NOTE: these features will all be covered in detail in the instructions for setting up a meeting. You can right click on a
contacts’ name in the list to see their contact card and for other additional options.
When someone sends an IM, the recipient will hear a ‘ding’ and there will be an extra box that sits behind the Lync program
icon on your taskbar (pin the Lync program to your taskbar). It is advised to turn up the volume on your computer so the
‘ding’ is noticeable and/or check the audio settings in the Option panel.
Schedule Lync/Skype video conference/meeting
Skype meetings are set up using Outlook. Meetings can be set up with contacts inside or outside of UNC, just use email
addresses. In Outlook, in the Home Tab, click on:
New Items, Lync/Skype Meeting. An Outlook meeting organizer email will open with the Skype Meeting link automatically
set up in the message area.
Add the participants in the ‘To’ section, add a subject line, add a short message to direct participants to click on the link to
join the meeting at the appropriate day/time.
Set up Meeting Options (in the Meeting Tab), to enable/disable participant features.
The meeting will automatically be added to your calendar. You will join the meeting by clicking on the link in your calendar
OR you can click on the Calendar icon in the Lync/Skype Contact window and then click on the meeting link from there.
NOTE: participants do not have to have Lync/Skype in order to join a meeting.
For Participants outside UNC to join the meeting
Click on the Lync/Skype link in the email that was sent to schedule the meeting. You may see this window:
Click on ‘Join Using Skype for Business Web App Intead’.
In the next window click on ‘Skype for Business Web App Plug-in’. Once you do this, the next time you will be able to click
on ‘Join the Meeting’.
Click on ‘Launch Application’
The meeting will now launch. Type in your name and click on Join the meeting. You may see a couple of additional dialog
boxes asking you to allow access to the program. Click on Allow or Allow Access.
Once the participant is in the meeting, the originator needs to right click on the participants name to give him/her
permission to present, unless this has been set up in the meeting options previously.
When you open or create a meeting this window will open to
set up audio options. Most of the time the ‘Use Skype option
will be used. If there are video or audio issues you can use the
‘Call me at’ option to use an office phone. You can also find
audio options in Tools, Options, Audio Device.
The meeting window will be visible at this point, with all of the meeting (and IM) features. You will see a list of your
participants and presenters here, as well as being able to invite more people by clicking on that button, selecting the
contact or typing in an email address or name. Next to each persons’ name are icons that indicate whether or not they are a
part of IM, talking, video, and presenting. Depending on how many participants are in the meeting, you will see video
thumbnails for each person on the right side of the window. As each person speaks, the view will toggle to the video image
of the person speaking, if you have allowed video for each person.
NOTE: if there are a lot of participants, you may want to limit video participation to only those who are presenters. You may
also want to mute audio capabilities. You do this by using Meeting Options when setting up the meeting or click on the ‘…’
in the lower right corner of the meeting window (More Options), Lync Meeting Options.
You may have to open the IM chat for participants and presenters on the left side, near the bottom with the options of:
attaching a file, smiley face for emoticons, and ‘!’ for an urgent IM.
Right click on a participants name to see their contact card. The contact card gives you additional ways to contact the
participant, mute their microphone, and see their contact information.
Record the meeting by clicking on ‘…’ in the lower right corner. This icon will also give you options to;
Manage recording, change text size, Meeting entry (shows the link to join the meeting), Meeting options, and End the
meeting.
Once you start recording the meeting, there will be Record, Pause, and Stop icons in the lower left corner of the window.
When you stop recording, the recording is automatically saved to an indeterminate location. To set a specific file location:
Click on the gear icon in the main Skype window, choose Tools, Options, File Saving.
To find the location of your saved recordings click on the ‘…’ icon in the meeting window, Manage Recordings. This window
will show all your recordings, where they are stored, the option to browse, rename, and publish the recordings as mp4’s to
share with viewers.
The icons at the bottom of the window enable
several meeting features:
Enable/disable IM chat
Phone; mute, dial, volume
Video; Enable/disable
Presentation Modes
Participant settings
AND
Speaker View
Microsoft feedback
Meeting Options
The first three icons on the left are settings for IM Chat, video, and audio. Time will be spent here reviewing the
presentation modes icon (the 4th icon). The first choice, Present Desktop opens icons for the Presentation window and deal
with the monitor settings. This becomes important when there are more than one monitor. When presenting or recording
there will be a yellow border around the screen that is being recorded or presented. This becomes tricky when presenting
PowerPoint, you may need to change the presenting monitor in order to view the correct slideshow screen while using
PowerPoint. NOTE: be sure to test this in advance to see which monitor setting needs to be used.
The next choice in the Presentation window is for Presenting Programs (monitor).
Open the program that you will be using.
Click on the Present Programs choice
Choose the program you want to present. NOTE: you will see choices of all programs you have open on your system.
Click on Present. A yellow border will appear around the program you are presenting regardless of what monitor you are
using. NOTE: if you are recording, the program will be the only item that is being recorded.
Click on Stop Presenting in the meeting window to end the program presentation.
To present a PowerPoint click on the Presentation icon
Click Program OR PowerPoint. (If you use the program option, have the PowerPoint presentation already open, the
slideshow will operate in a monitor.
If using the PowerPoint option, the file manager box will open for you to browse for the slideshow. Choose the slideshow,
click open and wait for the slideshow to load into the meeting presentation window. NOTE: the slideshow will operate in
the meeting window, not in a separate monitor.
The advance arrows are under the slideshow. You can change the view of the slideshow as well (Thumbnails, Notes).
To hide the video in the bottom corner, click in the upper right corner of the video to pop it out of the window and either
minimize it or click and drag to move it to the side.
In the upper right corner of the slideshow is a pencil icon. Click on this to add annotation options to the slideshow. If you
have allowed it in the settings, participants can also use this feature.
To stop presenting the PowerPoint, click on Stop Presenting at the top of the screen.
To use the Whiteboard, click on the Presentation icon
Click on More, click on Whiteboard
Use the pencil icon in the upper right corner to write, draw, insert pictures, save to OneNote, etc.
To select an image or item that is on the whiteboard, click on the dotted box behind the ‘A’ icon.
When done using this feature, click Stop Presenting.
At any time you can allow someone else to take over, have them click on Take over as Presenter.
You can do this during any type of presentation. When finished, you can take over again or Stop Presentation.
Take a Poll: you can take a Poll at any time during any type of presentation. Click on the Presentation icon.
Click on More, click on Poll, the Create a Poll window will open. Create a Poll name, a Poll question, and the answer choices.
Click Create.
The poll will pop into the meeting window. At the bottom of the poll is a poll actions drop down menu, be sure to click on
‘results are shown to everyone’ for all participants to be able to view the poll results. You will also close the poll and save
the poll in that drop down menu. As participants answer the question, the results will appear.
To edit the Poll click on the Poll Actions drop down menu and click on Edit Poll Question, edit as necessary, then click OK.
To go back to your presentation, click on the Presentation icon, click on Manage Presentable Content, scroll down and click
on the item/program that you were discussing, click Present Now.
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Q & A: the IM chat can be used for Q & A quite effectively, however, there may be a need for a different method of Q & A.
To use the Q & A feature, click on the Presentation icon, click on More, click on Q & A.
The IM chat will be disabled and the Q & A window will open. You will see two tabs at the bottom of the window so you can
toggle back and forth between your presentation and the Q & A. Participants will be able to type in their questions during
the Q & A session.
You can stop the Q & A anytime by clicking on Stop Q & A, click on Turn on Meeting IM to activate the IM chat. You can
open the same Q & A again by clicking on the Presentation icon, Manage Presentable Content, scroll down and select your
Q & A session, click Present Now. When you reopen the Q & A the IM chat will remain available.
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To add a viewable attachment, click on the Presentation icon
Click on Add Attachment
Click on Add Attachment, browse for the file, click Open
Click on Open (in the Attachments window).
Each participant will be able to open and save the document on their computer.
To open a previous piece of your presentation: as mentioned previously, click on the Presentation icon, click on Manage
Presentable Content, scroll down to the desired content, and click on Present Now.
You can also start/stop presenting the content, remove the content, give permissions, and more.
The Hide Stage choice is also viewable in the Presentation icon. If you hide the stage, you can reactivate the stage by
opening an item in the Presentation icon window.
When the meeting is over be sure to stop the recording, stop presenting, and then exit the call by clicking on the red
telephone icon in the bottom of the meeting window. The call can be continued if there are still participants logged in, even
if the presenter ‘hangs up’.