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© 2016 NH Learning Solutions Corp. www.nhls.comOffice of Information Technology Helpdesk: 207-624-7700

Skype for Business

Getting Started with Skype for BusinessSkype for Business is an Instant Messaging (IM) and meeting application that helps users collaborate with others within the organization. Formerly known as Lync, Skype for Business also offers video conferencing, desktop sharing, and a Whiteboard.

Sending an Instant Message (IM)1. Double-click a contact, or click a contact’s profile picture and select

Send an IM to.2. Type the desired message and press Enter, or click Send.3. Close the window to end the conversation.

Starting a Skype Call1. Double-click a contact and

select Call, or hover over a contact and select Call from the Quick Skype bar.

2. The call will begin when the other user accepts the call.

3. To end the call, click End Call.

A headset or microphone and speakers are required to make a Skype Call.

ContentsGetting Started with Skype for Business 1Working with a User’s Presence Status 2Working with Contacts and Contact Groups 3

Working with Instant Messages 3Working with Outlook 4Participating in Meetings 4

Sharing Content 5Using OneNote to Collaborate 7

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2Skype for Business

Using the Quick Skype BarHovering over a profile picture opens the Quick Skype bar, giving the user multiple ways to interact with their contacts, such as send an Instant Message (IM), place a call, start a video call, or view the Contact card. Additional options are available by clicking on More Options (...).

Making a Video CallParticipants with webcams, both high definition and standard definition, can be seen in real-time during the meeting. Skype will display a profile picture for users without a webcam.

1. Double-click a contact and select Video Call at the bottom, or hover over a contact and select Video from the Quick Skype bar.

2. The call will begin when the other user(s) accepts the call.3. The video displayed will change depending on who is speaking.4. Click Pick a Layout and choose one of the layouts listed in the table

below.5. To end the call, click End Call.

Layout Description

Gallery View Shows all of the participants’ videos if there are more than two people present.

Speaker View Shows the presenter's video or photo in the lower-right as well as meeting content.

Content View Shows only the meeting content.

Compact View Shows the participants’ photos in a compact window.

To stop only the video, click End Video. The audio will still continue.

Working with a User’s Presence StatusChanging a Presence Status

A user’s presence is tied to his or her Outlook calendar and Skype activities. For example, if the Outlook calendar shows the user in a meeting, then Skype will display the user as in a meeting. If the user is on a Skype call, it will display as on a call.

1. To change the status, click the arrow to the right of the current status.

2. Select the desired status.3. Click Reset Status to have Skype

automatically update the status based on the current activity.

4. To add a location, click Set a Location, type the desired location, and press Enter.Note: Users can add a message to their status by typing in the What’s Happening field.

Status Description How Is It Detected?

Available User is online and available. When a user is actually using his or her computer.

Busy User is busy. When a user has an appointment on his or her Outlook Calendar.

In a Call User is in a Skype for Business call.

When a user is in a Skype for Business call.

In a Meeting User is in a meeting. When a user has a meeting on his or her Outlook Calendar.

In a Conference Call

User is in a Skype for Business conference call (meeting).

When a user is on a Skype for Business conference call (meeting).

Presenting User is giving a presentation and cannot be disturbed.

When a user is either sharing the screen or projecting.

Working with Relationship Statuses• Privacy relationships control how much of your presence information

others see. • There are five privacy relationships: Friends and Family, Workgroup,

Colleagues (the default), External Contacts, and Blocked Contacts.• Friends and Family can see the most information, while external

contacts see the least. For example, External contacts cannot see phone numbers while Friends and Family can.

Changing Relationship Status1. Right-click a

contact and select Change Privacy Relationship.

2. Select the desired option.


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Working with Contacts and Contact GroupsSearching for a Contact

1. Click in the Find someone search box.2. Type a name. Skype will begin to suggest results based on the user’s

contacts as they type.3. Click My Contacts to show only results from the user’s contacts, or

click Skype Directory to search the entire Skype directory.4. Right-click the desired user and select an action, such as Send an IM,

Add to Favorites, or Start a Video Call.5. Click the "X" in the search box to close the search results.

To add a contact to favorites, right-click their name and select Add to Favorites.

Adding a Contact to Favorites1. Search for the contact, if necessary, and right-click the desired

contact.2. Select Add to Favorites.3. The contact will be appear under Favorites, which is at the top of the

Groups list.Creating a Group

1. Click the Add a contact icon (person with a plus), which is located under the magnifying glass on the right-side of the main Skype window.

2. Select Create New Group.3. Type the desired group name and press Enter.4. Click the Groups tab under the search pane to view all groups.

Groups are a great way to organize and manage contacts.

Adding a Contact to a Group1. Search for the contact, if necessary, and right-click the desired

contact.2. Select Copy Contact To, and then select the desired group.

Working with Instant MessagesAdding an Attachment to an IM

1. Click the paper clip icon in the lower-right of the IM window.2. Navigate and select the desired file.3. Click Open.

Viewing Missed IMs and Calls1. Click Conversations (clock icon) on the main Skype window.2. Click Missed. All missed conversations (IMs) and calls will appear in

the list.

To view all received files, click the Gear icon from the main Skype window, and then click File → View Received Files.

Changing the Font for a Single Instance IM1. From the IM window, click More Options (three dots).2. Click Change Font.3. Select the desired font settings, such as size and color.4. Click back into the IM chat window and begin typing.

Note: To enlarge or reduce the incoming message size, select IM Text Display Size and select the desired option.

Changing the Default Font for all IMs1. Select the Gear icon from the main Skype window.2. Click Tools → Options.3. Click IM on the left, and then click Change font.4. Select the desired font settings, such as size and color.5. Click OK twice.

Scheduling Skype MeetingsSkype meetings provide an efficient and economical way for teams and organizations to share ideas and content. Users can schedule Skype meetings for a future time or choose to begin a meeting immediately.

Creating an Instant Skype Meeting1. To initiate a meeting that begins

immediately, click the arrow to the right of the Options button on the main Skype window and select Meet Now.

2. Click the Invite More People button in the upper-right and select the desired participants.

Scheduling a Skype Meeting1. Select a contact. To select multiple

contacts, hold the Ctrl key while making selections.2. Right-click and select Schedule a Meeting. An Outlook meeting

invitation opens.Note: A user can also create the new meeting directly from Outlook.

3. In the Outlook invitation, Click Home → Skype Meeting → Skype Meeting. The Skype meeting details and link will be added to the invitation.

4. Type a subject, select the desired date and time, and click Send.


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Creating a Meeting from an Instant MessageSkype makes it easy to turn an IM conversation into a meeting or call.

• To add another participant to a conversation, click Invite More People.

• To make a call while in an IM conversation, click the Voice Call button at the bottom of the window.

• To answer a call while in an IM conversation, click Answer the Call, or click Ignore to ignore the call.

When a user has multiple IM conversations occurring at the same time, the IMs will appear in tabs on the left-hand side.

Working with OutlookCreating a Skype Meeting from Outlook

1. From Outlook, access the Calendar view by clicking the word or icon in the lower-left of the window.

2. Click Home → Skype Meeting → New Skype Meeting. The Skype meeting details and link will be added to the invitation.

3. Enter the desired recipients and subject, select the desired date and time, and click Send.Note: Skype Meeting details can be added to any Outlook invitation by clicking Meeting → Skype Meeting → Skype Meeting from the meeting window.

While in a meeting, use the keyboard shortcut Windows key + F4 to mute or unmute.

Customizing Skype Meeting Options in OutlookDefault meeting options can be customized in Outlook to control both access and allowable actions during the Skype meeting. Access meeting options by clicking Meeting → Skype Meeting → Meeting Options from the Outlook meeting invitation.

Note: Meeting Options can also be modified in the Skype meeting window by clicking More Options (...), and then selecting Skype Meeting Options.

Desired Result Skype Meeting Option

Limit access to the meeting Select the drop-down arrow in the “These people don’t have to wait in the lobby” section and select desired option.

Control who may be a presenter during the meeting

Select the drop-down arrow in the “Who’s a presenter?” section and select the desired option. Additionally, click Choose presenters to choose specific attendees to present.

Limit actions by attendees, such as speaking or sharing Instant Messages

Click to place a check mark next to the desired option in the “Do you want to limit participation?” settings.

Participating in MeetingsJoining a Scheduled Meeting

1. Navigate to Outlook and open the meeting invitation.

2. Click the Join Skype Meeting prompt in the meeting invitation. Alternately, if users receive a meeting reminder, they can click Join Online.

3. The Skype meeting window will open upon joining. Users can utilize the tools in the meeting window to communicate, add content, or switch layouts.Note: To join an instant Skype meeting, click Accept on the Skype call alert.

Participating in a Meeting• A user will be muted by default when joining a meeting. Click

Unmute, if desired.• Click the IM icon in the lower-left to chat with participants during a

meeting.• Click Video Call to add video to the meeting.• Click Hang Up to end a meeting. The meeting will still continue if

there are other participants present.


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Adding Additional Participants to a Meeting1. From the upper-right corner of the Skype meeting

window, click the Invite More People button.2. Select the desired contacts and click OK. To select

multiple contacts, press the Ctrl key while making selections.

Recording a Meeting1. From the Skype meeting

window, click More Options (...) in the lower-right and select Start Recording.

2. To pause, resume, or stop recording, use the controls in the lower-right.

3. Click Stop Recording when done. Skype will display a message when the recording is ready to be played.Note: To access all recordings, click the arrow to the right of the Options button in the main Skype window, then select Tools → Recording Manager.

Sharing ContentBeing able to present the desktop or other programs can be a great way to collaborate with other users within the organization, especially when working with remote colleagues.

Sharing the Desktop1. Begin an IM conversation, call, or

meeting.2. Click Present at the bottom of the

window.3. Select Present Desktop to share all

on-screen content, select Present Powerpoint Files to present a presentation, or select Present Programs and select the desired program to present an individual program.

4. To end the sharing session, click Stop Presenting at the top of the screen.

Working Within a Sharing SessionWhen users elect to share their desktops, programs, or files, other participants must accept the content in order to view them.

• To accept a sharing request, click accept Meeting Content, or click Ignore to reject.

• To take control of the sharing session, click the Request Control button at the top of the window.

• To end the sharing session, click Stop Presenting at the top of the screen.

Presenting with the Whiteboard1. From the Skype meeting

window, click the Present button.

2. Choose More, and then select Whiteboard.

3. From the right side of the Whiteboard window, select the desired Whiteboard tool, such as the Laser Pointer, Pen, or Select and Type tool.

4. Click Stop Presenting to end the Whiteboard session.

Attaching Files During a Meeting1. From the Skype meeting window, click the Present

button.2. Select Add Attachments.3. In the Send a File to All Participants dialog box, select

the file to be added and click Open.4. In the Attachments window, click the Permissions button to choose

who can download the file, or click the More button for additional options.

5. Click Close.Note: To add an attachment to an IM, click the paper clip icon in the lower-right of the IM window, select the desired file, and click Open.


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Sharing the Desktop or an Application1. Click the Present button at the bottom of the Skype meeting

window.2. Select Present Desktop to share all on-screen content, or select

Present Programs to share a specific application.Presenting PowerPoint Files

Using the Present PowerPoint Files feature provides additional presentation options, such as annotation tools and presenter notes. Users can easily switch presenters and make slides available for downloading to all attendees.

Upload the presentation in advance and practice using presentation tools.

1. Click the Present button at the bottom of the Skype meeting window.

2. Select Present PowerPoint Files.3. In the Navigation dialog box, select the PowerPoint file to be

presented and click Open.4. Use the on-screen controls to advance slides, view thumbnails, add

notes, or add annotations. Users can also advance slides by using the arrow keys on the keyboard.Note: To end the presentation, click Stop Presenting at the top of the screen.

On-screen PowerPoint Presentation Tools

Location and Description

Navigation arrows Click to move slides forward or back. Located below the current slide.

Thumbnails Click to view slide thumbnails for the presentation. Can be used to navigate to specific slides. Located to the right of the navigation arrows.

Notes Click to view presenter notes. Notes are only visible to the presenter. Located to the right of the Thumbnails button.

Annotations Click to show annotation tools. Located in the upper-right corner of the current slide.

If a slide contains a video, pause on the slide to show the video controls.

Adding a Poll1. Click the Present button at the bottom of the Skype meeting

window.2. Click More, and then select Poll.3. Fill in the poll name, question, and answer choices.4. Click Create. The Poll window will open, and attendees will be able to

vote. By default, results are hidden from attendees.5. Select Poll Actions in the lower-left corner to close the poll, edit the

poll, or share poll results with participants.6. To delete a poll page, click the Presentation button, select Manage

Presentable Content, and click Remove.

Adding Q & AThe Q & A feature provides presenters a setting to answer questions in an organized fashion. With the Q & A feature, attendees can ask questions, but only designated presenters can answer. While the Q & A feature is active, users are not allowed to send Instant Messages.

1. Click the Present button at the bottom of the Skype meeting window.

2. Click More, and then select Q & A. The Q & A manager is displayed for all participants. If additional content is being presented, the Q & A manager is displayed as a new tab at the bottom of the meeting window.

3. Meeting attendees can submit questions by typing in the Ask a question field in the lower-left corner. Once submitted, presenters can click Answer in the upper-right and type a reply.Note: If the presenter is showing other content when a question is submitted, a notification about the new question will appear in the Skype meeting window. Presenters can click the Q & A tab to answer the question.

4. To save the Q & A session, click Save As.5. To end the Q & A session, click Stop Q & A. Select to enable Instant

Messaging (IM), if desired.Note: Click Unanswered in the upper-left of the Q & A Manager to filter for questions that have not yet been addressed.

Use Q & A in large meetings to help control the flow of questions.


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Managing ContentPresenters can access the Manage Presentable Content window to switch between shared content.

1. From the Skype meeting window, click the Present button.2. Select Manage Presentable Content. The Presentable Content

window will open with a list of available content.

Presentable Content Option

Description

Stop Presenting/Present Now

Click Present Now to show the desired content to meeting participants.

Permissions Determines who can download content. To prevent attendees from downloading content, choose Organizer or Presenters.

More Allows the presenter or meeting organizer to perform additional actions, such as saving content with annotations, sending content to OneNote, or renaming the file.

Remove Removes the content.

Using OneNote to CollaborateOrganizations can use OneNote in conjunction with Skype to collaborate and share information.

Adding OneNote Notes to a Skype for Business Meeting1. In Outlook, click Home → Skype Meeting → New Skype Meeting.

Note: Users can also initiate scheduling the meeting from Skype.

2. Click Meeting → Meeting Notes → Meeting Notes.3. Select Share notes with the meeting to add the shared notes to the

meeting request, or select Take notes on your own to add private notes that will not be visible to the other participants.

4. Select the desired notebook and section, and then click OK.

Adding Notebook SectionsUsers can have multiple sections in a notebook to keep it organized.

1. Click the plus (+) button at the top, or right-click the Section tab and click New Section.

2. Type a name for the section.

Right-click a Section tab to Rename, Delete, or Merge.

Adding and Deleting PagesPages go within sections, like in a notebook.

1. On the right side of the window, click Add Page.2. When created, type a name for the page.3. To delete a page, right-click the name in the pane on the right and

click Delete.

Adding Text1. Click anywhere on a page.2. Begin typing to add text at that location, or copy text from another

source and press Ctrl + V to paste onto the page. If the text comes from a web page, OneNote will include the URL.

3. A container appears that can be moved or resized.

Applying Formatting to Text1. Select the desired text.2. Go to Home → Basic Text.3. Select the desired formatting.


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©2016 NH Learning Solutions Corp. All rights reserved. Reproduction or transmission of any kind is prohibited without written permission. NH Learning Solutions Corp. assumes no responsibility for errors or omissions or for any damages that result from the use of this card. Microsoft and Skype for Business are registered trademarks of Microsoft Corporation in the US and other countries. v05.11.17CW

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Applying Styles to Text1. Go to Home → Styles.2. Click the drop-down arrow and select

the desired style.

Applying a Tag1. Place the cursor at the beginning of the

line of text to be tagged.2. Go to Home → Tags and select the

desired tag from the list. 3. Use the arrows to scroll or click the

More button to show all tags.Inserting a Table

• Click Insert → Tables → Table and select the desired number of rows and columns from the drop-down menu.

• Or select Insert Table and enter the desired number of columns and rows.

• To hide table borders, click in any cell in the table and then click Table Tools → Layout → Format → Hide Borders.

Sharing a Notebook in OneNoteOneNote notebooks that are stored on OneDrive, SharePoint, or a network location can be accessed by others.

1. In OneNote, click File → Share.2. Under Share with People, type the desired email addresses of the

users who will be accessing the notebook.3. Select Can edit or Can view from the drop-down on the right.4. Add a note, if desired.5. Click Share. The users will receive an email invitation to open the

notebook.Note: Click Get a Sharing Link on the left to retrieve a link to the notebook which can then be forwarded to others.

Exporting a Notebook1. Click File → Export.2. From the Export Current section, select whether to export a Page,

Section, or Notebook.3. Select the desired format to export to, such as a PDF.4. Click Export.5. Select the desired location and click Save.

Sending a Notebook Page1. Click File → Send. This will send the current page.2. Click the desired option. Email Page, Send as Attachment, and Send

as PDF will all open an email from Outlook. Send to Word will copy the page to Word, while Send to Blog requires a registered blog account.

Click Home → Email → Email page to email the current page to a recipient.

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