Applies To: Queens Faculty, Staff, and Students
If you use Outlook or Outlook Web App (mail.queens.edu), you can schedule a recurring or single online meeting similar to the way you use Outlook to schedule regular meetings. The Skype for Business Meeting link is automatically added to your meeting request.
To set up an online meeting by using Outlook Web App
- In the Office 365 portal, do one of the following:
- To set up a meeting by date, click the Calendar tab, and, in the upper-left corner, click New Event.
- To set up a meeting by the people you want to invite, click the People tab, click a contact or group in your Contacts list, and then, under the person or group’s name, click Schedule meeting.
Tip To add a contact or group, on the People tab, in the upper-left corner, click New, and either click Create Contact and type in the requested information, or click Create Group, type a group name, click the Add Members text box, and then type the email address of each person you want to add. As you type, suggestions from your Contacts list will appear under the text box; if you see the contact’s name there, click it.
2. In the middle of the meeting window, above the message area, click Online meeting. Call-in details will appear in the message area, if your account is configured for dial-in conferencing, and you’ll see Online Meeting in Location.
3. Set up the meeting as you typically would, that is, by giving the event a name, adding or removing attendees, choosing a start time and duration, and so on. If you’ll have in-person attendees, in Location, type a location for the meeting, such as a conference room.
Tip To view settings for who has access to the online meeting, who has to wait for you to admit them into the meeting, and who can present during the meeting, click Online Meeting Settings
Tip To look for a time that works for everyone, click Scheduling Assistant, at the top of the meeting window.
4. In the meeting area, type an agenda. Be careful not to change any of the online meeting information.
5. (Optional) To add a picture or attachment with the agenda, at the top of the meeting window, click the More actions icon (…) to the right of Scheduling Assistant, click Insert, and then click Attachment or Picture.
6. At the top of the meeting window, click Send.
To set up a Skype for Business Meeting by using Outlook 2013
- Open Outlook, and go to your calendar.
- On the Home tab, on the Skype Meeting ribbon, click New Skype Meeting.
- Set up the meeting as you typically would, that is:
- In the To box, type the email address of each person you’re inviting, separated by semicolons.
- In the Subject box, type a name for the meeting.
- If you’ll have in-person attendees, either click Room Finder, in the Options ribbon of the Meeting tab, and then find a room or, in the Location box, type a meeting location, such as a conference room.
- Select a start time and end time.
Note To look for a time that works for everyone, click Scheduling Assistant, in the Show ribbon of the Meeting tab.
4. In the meeting area, type an agenda. Be careful not to change any of the Skype meeting information.
5. (Optional) On the Outlook ribbon, click Scheduling Assistant to make sure you have the best time for the meeting.
6. Click Send.
Important Scheduling a meeting with the default options, like we just did, is suitable for small, internal meetings, such as casual meetings with a few coworkers. If you have a meeting with people outside your company, or you’re scheduling a large event, change the meeting options before sending the invites to better fit your meeting requirements. In the meeting request, on the Skype Meeting ribbon of the Meeting tab, click Meeting Options, and then select the appropriate options.
To start an impromptu meeting using Skype for Business
With Skype for Business you can start working with people on a subject that requires immediate attention without having to schedule a meeting in advance. Quickly start an ad hoc meeting by calling, sending an instant message, or sharing your screen, a program, or file with more than one contact.
Start a conference call
Start a Skype for Business conference call to have a quick, impromptu meeting with your co-workers. Make sure your contacts are available by checking their presence status first. Then:
- In your Contacts list, hold down the Ctrl key on your keyboard, and click the names of your contacts to select them.
- Right-click the selection, and click Start a Conference Call.
- Click Skype Call.
Your contacts then receive a notification and can accept or decline your request for the conference call.
Tip To make it a video call, either select Start a Video Call when starting the call or add video during the meeting by clicking the video icon in the meeting window.
Start a group IM conversation
Start a group instant messaging (IM) conversation by selecting multiple contacts or a contact group from your Contacts list.
- In your Contacts list, hold down the Ctrl key on your keyboard, and click each contact that you want to invite.
- Right-click the selection, and then click Send an IM.
- Type your message and then press Enter on your keyboard.
Or, turn an IM conversation that you’re having with one person into a group IM conversation, by pausing on the people icon, at the bottom of the conversation window, and then click Invite more people.
Tip Add audio, video, or both to an IM conversation by using the phone and/or video icon below the text input area.
Quickly start sharing your screen with someone from within a conference call or group IM.
- In the conversation window, point to the present (monitor) button, and, on the Present tab, click one of the following:
- Desktop to show the entire content of your desktop.
- Program, and then double-click the program you want.
A sharing toolbar appears at the top of the screen and you'll be notified that you’re sharing.
2. When you’re done, click Stop Sharing on the toolbar.
Share PowerPoint slides
- In the conversation window, point to the present (monitor) button.
- On the Present tab, click PowerPoint, and upload the file.
- To move the slides, click Thumbnails, and click the slide you want to show, or use the arrows at the bottom of the meeting room.
- Do any of the following:
- To see your presenter notes, click Notes.
- To use annotations, click the Annotations button on the upper-right side of the slide to open the toolbar, and use highlights, stamps, laser pointer, and so on.
Send a file
Use the file transfer option to send files during a Skype conversation.
- Drag the file from your computer, and drop it onto the conversation window. You can also send a file to contacts you’re not currently in conversation with.
- Skype notifies the recipients that a file is being sent, and they can accept or decline. If the transfer is accepted, the file starts downloading on each recipient’s computer.
- In your Contacts list, use the Ctrl key to select the contacts you want to send the file to.
- Drag the file onto the selection.
Skype sends a notification to the recipient to accept or decline the file transfer.