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Nexus365: Skype for Business - How do I?

Accessing Nexus365 Skype for Business

Skype for Business can be accessed via your desktop (eg. Connect users have a download available in the Oxford Applications Installer), or via the OWA (web) version. On self-managed computers you can also download it yourself directly from Microsoft.

NOTE: On the web version (OWA), Skype for Business is not found in the waffle (Nexus365 launcher). It can be found by clicking on the Skype icon in the top right-hand corner of the screen on the banner for Outlook on the web. 

Scenarios

Skype for Business can be a useful tool for different scenarios:

  • conduct interviews
  • a large scale research collaboration
  • take a poll
  • deliver a lecture
  • one-to-one tutorial
  • conduct a student viva voce examination

Signing in (via the desktop app)

  1. First ente​r your SSO username followed by @OX.AC.UK (please note the uppercase) => i.e. abcd1234@OX.AC.UK 

Skype sign in screen

  1. You will then be prompted to ente​r again your SSO username followed by @OX.AC.UK (please note the uppercase) => i.e. abcd1234@OX.AC.UK followed by your SSO password.

 Skype sign in

  1. The main screen looks like this:

Skype main screen

Contact icon  Contacts icon; it allows you to see all your contacts

Conversations icon   Conversations icon; it allows you to see a history if all your past conversations

Meetings icon   Meetings icon; it allows you to see all your scheduled Skype meetings

Settings icon     Options icon giving you access to the settings

 

Useful Quick Guides:

Skype for Business: Contacts, presence and IM

Skype for Business: Sharing and Collaboration

Skype for Business: Meetings

Set your Status 

Your status (whether you’re available, away, busy, out of the office etc.) is automatically connected to your Outlook calendar. For example, if your calendar lists you as in a meeting, your Skype for Business status will show as Red: Busy.

To manually adjust your status, click the dropdown and select your status.

NB: if your status is Red, Amber or Green, you will be contactable by other users. If you don’t want to be contacted, for example if you are in an important meeting, you must select Do Not Disturb.

 

Status screen

Set your Location 

To set your location, click on Set Your Location, and type in your location. Once you’ve added a location once, it’ll be automatically picked up from your network address (IP address). You can also select a location from your previously-added locations by clicking the dropdown.

Location screen

Add Contacts 

There are two ways to add contacts:

  1. Click on the  button; from here you can also create a group by clicking on Create a New Group (this will work as a sub category of your Contacts)

Contacts screen

  1. You can also type their name or part of their name into the ‘Find Someone’ box.

Find screen

Choose the person you want, then right click on their name and click Add to Contacts List. If you want to add the person to a group, click the name of the group (in the example below Colleagues or Service Desk).

Contacts pop up

The person you add will see a notification that you have added them as a contact.

Start a Meeting / Conference call 

To start an instant voice or video meeting, simply find someone in your contacts list (or search for them using the Find Someone box).

To start a voice or video call with a group, right-click on the name of the group, and click Start a Conference Call or Start a Video Call.

Video call screen     

Once you have added a few people to your conference call, you will see something like this:

Conference call screen

Use the control buttons at the bottom of the screen as required during the meeting:

Video button    Click the video button to toggle your video on and off. When the button has a line through, the video is off.

Microphone icon  Click to microphone button to toggle your audio on and off (mute). When the button has a line through, you’re on mute.

Screen icon  Click the screen button to carry out activity like sharing your desktop or a program, sending an attachment, or collaborating on a whiteboard.

Telephone button icon  Click the red telephone button to leave the meeting.

Inviting participants to an ongoing conference call 

If you need to add more people to your conference call, you can drag their names into the meeting from your Contacts list. Or add them by using the people menu:

- In the conversation window, in the Participants pane, click Invite More People.

- Select someone from the list, and then click OK. Skype for Business calls the person for you and adds them to the meeting.

Schedule a Meeting (via Skype for Business app or Outlook)

Via the Skype for Business app, you can schedule a meeting by right-clicking a contact or group from your list of contacts

Schedule a meeting pop up

Or, use your Outlook calendar to set up one-off or a series of Skype for Business meetings. Open Outlook and navigate to your calendar. Click New Skype Meeting.

New Skype meeting button

 

Skype meeting screen

Set up your meeting as usual including the date, time, attendees, etc. A 'Join Skype Meeting' link will automatically be embedded in the meeting for you. Then send it. The invitees can accept the meeting in the usual way and it will go into their calendar. At the time of the meeting, attendees simply need to click the 'Join Skype Meeting' link to join the meeting.

For specific details on arranging interviews via Skype for Business, see Skype Interviewing via an Interviewer's SSO Account.

Control access to a Skype for Business meeting 

When you create a new Skype for Business meeting, you decide who gets into the meeting directly, and who waits until you let them in. We recommend that you change these options for large meetings, or when you have confidential or sensitive info. You can set the following options in a new Skype for Business meeting by clicking Meeting Options on the Meeting tab. You can also set parameters for your meeting, such as who is allowed to present, who should wait in the lobby, speak or control the meeting.

Who gets in directly?

What happens

Recommended when...

Only me, the meeting organiser

You are the only one who gets into the meeting directly. Everyone else has to wait until admitted.

In an interview or exam setting.

People I invite from my institution

Only people who were invited can join the meeting directly. Everyone else has to wait until admitted.

In an interview or exam setting; you want to only allow specific people to join.

Anyone form my institution

Anyone from your institution can get in to the meeting directly, even if not invited.

In a restricted lecture setting.

Anyone (no restrictions)

Anyone who has access to the meeting link gets in to the meeting directly.

In a public lecture setting.

Find more details about meeting settings at: 

Set options for online meetings and conference calls

Sharing documents and media

Skype Interviewing via an Interviewer's SSO Account

Note: The following guidance is for Outlook users but, can also be followed for web (OWA) users via .

Initiate Interview

1. In your Outlook calendar click the Home tab, and click New Skype Meeting.

 Skype meeting icon

Skype meeting screen

 

 

 

 

 

  1. Add interviewee’s email address in the To… section (A).

  2. Complete Subject, Location, Start/End time (B).

  3. Add any notes/interview instructions as required (C).

  4. When invite is ready Send.

Interview time

  • At the appointed time click the Join Skype meeting (D) in the Outlook meeting.  The interviewee will click the Join Skype meeting in the email they received.

  • If the interviewee does not have an Office 365 account already they will be prompted to install the Skype Web app (browser plugin) – this will show them in the meeting with Guest status.  

  • During the interview the interviewer can give the interviewee the right to present if there is need to share a document.

  • At the end of the interview click the red Hang up button to close the call.

Recording Audio and Video conversations 

When you record a Skype for Business meeting, you capture audio, video, instant messaging (IM), screen sharing, PowerPoint slides, whiteboard activity, and polling. It is important to consider GDPR guidelines if you do this.

Please find more details about recording on the Microsoft help pages.

Hints & Tips

  • Remember, you can invite anyone to a Skype for Business meeting. They don’t need to have Skype for Business installed or any special software - they just need a device with an internet connection so they can join the meeting, and a webcam if they want to join the video call.
  • Unfortunately it is not possible to dial into a Skype for Business meeting as teleconferencing is not part of the O365 Education license that we have as part of our Microsoft Campus agreement. There is already an offering from IT service through the Chorus service for teleconferencing, further information is available here - https://help.it.ox.ac.uk/chorus/teleconferencing.
  • An online meeting can only be as good as the internet connection its attendees have. Try to use a cabled connection if you can, or if not, ensure you have a good WiFi connection.
  • Use a headset to ensure the best possible audio experience.
  • Once the introductions have been made and the meeting has started, if there are lots of people attending the meeting, ask people to mute their microphone when not speaking. Open microphones can create a lot of unwanted background noise which can be very distracting.
  • Using OneNote with Skype for Business allows your meeting notes to be taken live in a digital format – this speeds up the whole process of agreeing actions and follow up. You don’t have to wait for someone to type up the notes and email them around with actions attached.

 

 

 

Written by IT Services. Latest revision 23 January 2019