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Using Skype for Business Table of Contents About Skype for Business..................................................................................................................... 1

Finding and saving staff names to make a call ...................................................................................... 1

Making a call........................................................................................................................................ 3

Receiving a call .................................................................................................................................... 4

Sharing your desktop ........................................................................................................................... 5

Inviting other staff to the Skype Call .................................................................................................... 6

Using IM messaging during or instead of a call .................................................................................... 6

Ending a Skype for Business call ........................................................................................................... 7

If you have missed a Skype for Business call ........................................................................................ 7

Video Calls ........................................................................................................................................... 8

Previous Skype for Business calls ......................................................................................................... 8

ABOUT SKYPE FOR BUSINESS

Skype for Business (formerly known as Microsoft Lync Server), has been installed on all TAFE Illawarra computers 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 TAFE Illawarra staff. You can also share your computer screen during your meeting, which makes Skype Business a great way to collaborate on a project.

FINDING AND SAVING STAFF NAMES TO MAKE A CALL

Click on the Skype icon in the task bar at the bottom of your computer screen.

You will then see the Skype window with your name in the top left corner.

In the Find someone field, type the name of the staff member you want to meet with (it is best to type the surname first followed by a comma and then the first name).

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Find the person’s name from the displayed list.

If the person is logged into their computer and available, you will see a green tick to the

right 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 to

be disturbed.

These settings are based on options selected from the Available drop 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 for them next time you make a call). One way is to Right Mouse click on the staff member’s name and choose Add to Favourites.

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The second method is to take your mouse pointer over the More Options button and choose Add to Favourites.

MAKING A CALL

There 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 IM Call Start a video call See contact card More options

Click on the Call button and wait for your call to be answered.

2. Right mouse click on the contact name and view the shortcut menu (right). This list offers more options than those from the toolbar.

From the list, choose Call button

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3. Double click on the staff members name. The window (below) will display, then select the Call button.

This window has the option of typing a IM text message.

Once you have selected the Call button, you will see a Call window (below) displayed when the call is connected.

NB – This Window states that there are 2 participants on the call. This would be yourself and the receiver of the call only.

Please see details further in this guide if you want to invite more than one staff member to the Skype call.

RECEIVING A CALL

If someone is calling you, you will see a small window popup in the bottom right of your screen. You will also hear a ringing sound from your computer’s speakers (depending on volume).

Make sure your headset is connected and click anywhere on the window to Accept the call.

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Selecting the Ignore button will cancel the incoming call. The staff member making the call will see the screen below if their call has been ignored.

SHARING YOUR DESKTOP

If you want to share your desktop during a call, click on the blue monitor icon button that displays at the bottom of the call window.

Once you click on the monitor icon button, the menu list (right) will display - choose Present Desktop. This will enable recipients of your call to have a “view only” of your desktop (they cannot modify anything on your desktop).

If you have more than one monitor, you will be asked which Desktop (monitor) you wish to share.

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Click OK to the FYI message (right) that reminds you people will be able to see everything on the monitor you chose to share.

When you have completed sharing your desktop, you can select the Stop Presenting button (which will appear above the photo of the staff member). This will cease the recipient’s view of your desktop, however the call will still continue.

INVITING OTHER STAFF TO THE SKYPE CALL

If 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 the staff on your Favourites list or to type the staff member’s name you would like to join the call.

You will see a list of participants in the Skype call to the left of your screen.

At the bottom of this list you will see an alternative button, to invite more staff members to the Skype call. This is limited to 50 people.

USING IM MESSAGING DURING OR INSTEAD OF A CALL

In addition to the audio Skype call, you can IM (instant message) members in the call or as an alternative to a call. To initiate an IM message, click on the menu button (right) Send an IM

OR 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 the screen.

You will then be able to type your messages in the Text box at the bottom of the Call window. You can also format the colour and font style of your text. NB The message will be sent as soon as you press Enter.

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You are able to use text messaging during your call, in addition to the audio communication. A copy of 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. Each message will be displayed along with the name of the person who typed the message and the time the message was sent.

Text messaging can be useful if you want to take minutes during your meeting or if you can’t hear the other person speaking and need to let them know.

ENDING A SKYPE FOR BUSINESS CALL

To end your call, simply click on the Red phone symbol in the bottom right corner of the Call window.

IF YOU HAVE MISSED A SKYPE FOR BUSINESS CALL

You will receive an Outlook message in your Inbox, to let you know if you have missed an incoming conference call from a fellow staff member.

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If you hold your mouse pointer over the caller’s name in the email message, you will see their details displayed with the following menu option.

VIDEO CALLS

You can add a personal touch to your Skype Business calls by choosing 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 option offered from your Favourite/Contacts list.

PREVIOUS SKYPE FOR BUSINESS CALLS

To view a log of your previous Skype for Business Calls, go to the Conversations tab in your Skype window.

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This will show a list-style log of your previous Skype for Business calls. You can also click on the View more in Outlook hyperlink at the bottom of the list.

Alternatively, from your Favourites/Contact list, you can right mouse click and choose Find Previous Conversations.

This will open a new window in Outlook, which will list the previous calls.