Skype: Microsoft Quick Start Guides

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Audio Setup and Making Calls

Click here to download the Microsoft Quick Start PDF.

 

Set up your audio device

First things first: set up your audio device and check the quality. You can use your computer’s mic and speakers, plug in a headset.

  1. Click Select Your Primary Device in the lower-left corner of the main Skype for Business window.
  2. Click Audio Device Settings.
  3. Pick your device from the Audio Device menu, and adjust the speaker and mic volume.

 

Start a call

  1. Hover on a contact’s pic until the quick menu appears.
  2. Click the Phone

 

Start a conference call

  1. In your Contacts list, select multiple contacts by holding the Ctrl key, and clicking the names.
  2. Right-click any of the selected names, then click Start a Conference Call.
  3. Click Skype Call.

 

Forward your phone calls

Want your calls to go to your Voice Mail or to your cell phone or a hotel room phone?

  1. In the lower-left of the main Skype for Business window, click the Call Forwarding button.
  2. Select Forward Calls To.
  3. Select New Number or Contact. Choose a contact, or type a number in the Forward Calls field.

 

Answer a call

When someone calls you, an alert pops up in the lower-right of your screen.

  • To answer the call, click anywhere on the photo area.
  • To reject the call, click Ignore.
  • To start an instant messaging (IM) conversation with the caller instead of an audio call, click Options, and then Reply by IM.
  • To reject the call and other calls, until you change your status click Options, and then Set to Do not Disturb.

 

Invite more people to a call

  1. In the Meeting pane, click  or, in the Participants pane, click
  2. Select or multi-select (Ctrl-click) from your contacts, or type someone’s name or phone number in the Search field, then select them from the results. Click OK.

Your new invitees receive a request to join your call.

 

Add audio to an IM conversation

In the conversation window, click the Phone button.

 

Use audio call controls

During a call, point to the buttons to do the following:

  • To put the call on hold, click the Hold
  • To mute your audio, click the Mic button in the conversation window.
  • If call transferring is available for your account, click the Transfer button, and select the number you want.

To hang up, click the Phone button in the conversation window.

 

Click here to download the Microsoft Quick Start PDF.

 

Using dial-in conferencing

Click here to download the Microsoft Quick Start PDF.

Get started with dial-in conferencing

Using dial-in conferencing for Skype for Business couldn’t be easier.  Instead of having to visit several sites to schedule the meeting, audio bridge, or other elements, you simply:

  1. Open your calendar in Outlook.
  2. Click New Skype Meeting.

That’s it!  Your meeting is scheduled and your audio bridge is ready to go.

 

Configure dial-in conferencing Options

From either your Outlook calendar, or within the meeting, you can open your meeting options menu.  From that menu, you can:

  1. Enable and disable entry and exit announcements.
  2. Lock and unlock the meeting, managing the type of user that is:
  • Granted entry directly into the meeting.
  • Placed in the lobby (these users will need to be admitted by an organizer).

 

Add a phone user to your conference

  1. From within the conference/meeting, select Invite More People.
  2. Enter the person’s phone number and select OK.
  3. The meeting will then call out the person and add them to the meeting.

IMPORTANT!  Remember to dial the full phone number of the person that you want to reach — including the country code and the ‘+’ symbol (e.g. +1 425 555-1234).

 

Dial into a Skype Meeting using a phone

  1. From your mobile device, simply dial the phone number in the invitation.
  2. When prompted, enter the Conference ID from the invitation.

 

 Start a meeting using your telephone

Depending on how your organization has configured your service, you might need your Organizer dial-in conferencing PIN.  This PIN was sent via email when you were enabled for the dial-in conferencing service.

If you are unable to remember your PIN, please contact your tenant admin.

Click here to download the Microsoft Quick Start PDF.

 

Video

Click here to download the Microsoft Quick Start PDF.

Set up your video device

You need a camera to share video of yourself, but you don’t need one to see someone else’s video.

  • From the main screen, click Tools then Video Device Settings.
  • If you see you, you’re set! If not, make adjustments. Click Camera Settings.

 

 Start a video call

  1. Tap a contact’s picture.
  2. Tap the Video button.

A message pops up on  the other person’s screen asking if they want to accept your call. (To stop showing video of you at any point, just click the Video button again.)

TIP During an IM or Skype for Business audio call, click the Video button to make it a video call.

 

 Choose your view

  1. In the conversation window, click the Pop out video gallery arrow.
  1. Click the Pick a layout button and choose a view:
  • Gallery View to show all the participants’ video streams.
  • Speaker View to show only the presenter’s.
  • Content View to show only the meeting content.
  • Compact View to show pics of the participants in a compact window.
  1. Click Full Screen View for a large view of the video streams.
  1. Click Pop in  the video gallery to show the gallery in the conversation window again.

 

Start a video meeting

You can start an ad-hoc video meeting any time. If people are available you can bring them into a meeting now instead of scheduling one for later.

  1. In your Contacts list, select multiple contacts by holding the Ctrl key and clicking their pics.
  2. Right-click one of the selected names, and click Start a Video Call. When you start a video call, you automatically use Skype for Business computer audio.

 

Manage meeting participants

Meeting getting unruly? If you’re the presenter, you are in control.

  1. Click the Participants button to open the Participants pane so you can see a list of everyone in the meeting.
  2. Click the Participant Actions button.
  3. Click one or multiple buttons to apply these settings to all attendees.

 

Answer a video call

When someone calls you, you’ll get an alert in the lower right of your desktop. Make sure you aren’t wearing pajamas and that you don’t have lettuce in your teeth!

  • To answer, click their pic.
  • To ignore, click Ignore.
  • To start an instant messaging (IM) conversation with the caller instead of an audio call, click Options, and then Reply by IM. To reject the call and other calls, until you change your status, click Options, and then Set to Do not Disturb.

 

Add video to an IM conversation

  1. In the conversation window, click the camera icon. It shows you preview.
  2. Adjust your camera (or yourself), and click Start My Video.
  3. To stop sharing your video, click Stop My Video again.

TIP  Click End Video to stop sharing your video with others AND to end their video feeds to you.

 

Need to invite more people?

Click Invite More People

Click here to download the Microsoft Quick Start PDF.

 

Contacts, presence, and IM

Click here to download the Microsoft Quick Start PDF.

 

Find someone

Connect with people in your organization, or with friends who have a Skype account.

  1. Type a name in the Search box. As soon as you do, the tabs below the Search field change.
  2. If the person is in your organization, stay on the MY CONTACTS tab. If not, click on the SKYPE DIRECTORY tab. It will narrow your search if you know their full name or Skype user name.

 

 Add a contact

Once you find a person, add them to your Contacts list for quick access.

  1. Right-click the name in the search results.
  2. Click Add to Contact List.
  3. Pick a group to add your new contact to.

 

View a contact card

  1. Tap a contact picture.
  2. Tap the Contact Card button to open Contact Card.

 

Want to shut your virtual office door?

Presence is automatically set based on your Outlook calendar but you can change it temporarily if you want to. Presence status is a quick way for other people see whether or not you’re free to chat.

Here are the presence settings you can change:

 

  If your presence is: It means you are:
Available * Online and available
Be Right Back ** Away from your computer briefly
Away *, ** Logged on, but have been away from computer for a period of time.
Off Work ** Not working or not available
Busy *, ** Hard at work and shouldn’t be interrupted
In a call * In a Skype for Business call (two-party call)
In a meeting * In a meeting (using Skype for Business or Outlook)
In a conference call * In a Skype for Business conference call (Skype meeting with audio)
Do Not Disturb ** Do not want to be disturbed. You will see IMs, but only if you’re both in the same Workgroup.
Presenting * Giving a presentation
Out of the office Set to OOF in your Outlook calendar
Offline * Not signed in
Unknown Presence can’t be detected

* Set automatically for you based on your keyboard activity or Outlook calendar.

** You can set your presence to this anytime you want.

 

Create a group

Set up a group for each team you work with so you quickly see who’s available, or communicate with the entire team at once.

  1. Click the Add a Contact button.
  2. Select Create a New Group.
  3. Begin typing your new group name.

 

Send an instant message

Use instant messaging (IM) to touch base with your contacts right away.

  1. In your Contacts list, point to the contact you want to IM. If you want to IM with more than one contact, hold down the Ctrl key and click each contact name.
  1. Click the IM button.
  2. Type your message and press the Enter key on your keyboard.

 

Need to add someone to the IM?

From the main Skype for Business window, drag a contact pic onto the IM window.

 

Add audio, video and share files in an IM conversation 

Switch between conversations

If you have several conversations or meetings going on at the same time, Skype for Business displays them all in one place, so you can toggle between them.
Click a tab on the left to view an IM conversation.

 

Find a previous IM conversation

If you use Outlook and Exchange, Skype for Business automatically saves your IM conversation history. To view or continue a previous IM conversation or see an IM request you missed:

  1. Click the Conversations tab.
  2. Click the All or Missed tab. If you don’t see the conversation you’re looking for, click View More in Outlook at the bottom of the list.
  3. Double-click the conversation that you want to open.

 

Click here to download the Microsoft Quick Start PDF.

 

Meeting

Click here to download the Microsoft Quick Start PDF.

 

Schedule a Skype for Business meeting

(This is an Outlook task.)

  1. Open your Outlook Calendar, click the Home tab, and click New Skype Meeting. (If you are in Skype for Business (Lync) mode, this button still says New Skype meeting.)
  2. Complete the meeting request just like you normally would.

 

Set meeting options

You can set some meeting options in Outlook before you even send the meeting request—like who will be able to get into the meeting directly and who has to wait in the virtual lobby.

 

Choose your view

  1. In the conversation window, click the Pop out video gallery arrow.
  1. Click the Pick a layout button and choose a view:
  • Gallery View shows everyone’s video streams
  • Speaker View shows only the presenter’s.
  • Content View shows only the meeting content.
  • Compact View shows pics of the participants in a compact window.
  1. Click Full Screen View for a large view of the video streams.
  1. Click Pop in  the video gallery to show the gallery in the conversation window again.

Join a Skype Meeting—There are so many ways!

 

Share your desktop or a program

Need to show everyone what you’re talking about?

  1. In the meeting window, click the Present button.
  2. Click Present Desktop to show the entire contents of your desktop, or click Present Programs and double-click the program you want to share.

 

Share a PowerPoint presentation

  1. In the meeting window, click the Present
  2. Click Present PowerPoint Files.
  3. Browse to the file you want to present and click OK.

 

Done presenting?

Click Stop Presenting

 

Record and play back a meeting

It’s easy to capture audio, video, IM, and what’s being presented.

  1. In the meeting window, click the More Options button.
  2. Click Start Recording.
  3. After the meeting, go to Manage Recordings to publish, play, rename, or delete the recording.

 

Manage meeting participants

Meeting getting unruly? If you’re the presenter, you are in control.

  1. Click the Participants button to open the Participants pane so you can see a list of everyone in the meeting.
  2. Click the Participant Actions button.
  3. Click one or multiple buttons to apply these settings to all attendees.

 

Need to invite more people?

Click Invite More People

Click here to download the Microsoft Quick Start PDF.

 

PDF Files for Easy Reference

   How to use Skype Text instructions   How to use Skype with Picture instructions
  Skype for Business Keyboard Shortcuts Skype Basic Layout
  Brochure for an Easy Start   Skype Microsoft Office Quick Start