1. installation of skype for business - nou.edu.np · 4) login to your skype for business account...

Microsoft Office 365- Skype for Business user guide

Prepared By: Sachin Jung Karki (Laba Pvt. Ltd.) for Nepal Open University 1

1. Installation of Skype for Business

1.1 System Requirements

Operating System: PC running Windows 7 or later

Mac running OS X version 10.5.8 or later

Processor: 1 gigahertz (GHz) or faster

Memory: Minimum 2GB

Free disk space available: At least 3 GB

1.2 Download and install Skype for Business

Note: Skype for Business 2015 must not be installed on shared PC for security reason.

1.2.1 For PC with Office 2013 or 2016 installed from DVD media

1) Users should check whether Skype for Business has already been installed on your PC. If yes, you can

directly login to your Skype for Business account from either Skype for Business or Lync client that come with

your Microsoft Office installation (see section 1.2.4).

2) If Skype for Business or Lync is not installed on your PC and you don’t need recording function:

a. download Skype for Business from Microsoft website:

https://www.microsoft.com/en-us/download/details.aspx?id=49440

b. select the desired language and click the download button.

c. download either the 32 bit version (with ‘x86’ in the file name) or the 64-bit version (with ‘x64’ in the

file name) [Whether 32-bit or 64-bit should be used depends on your current Microsoft Office

installation. If you don’t know your Office version, you may install the 32-bit version first and if you are

unable to install it, then install the 64-bit version.]

d. Execute the downloaded file.

e. Follow the on-screen instructions to install Skype for Business. Reboot your computer after the

installation.

f. Run Windows update and install all important patches available to your PC. Reboot your PC after the

update.

3) If Skype for Business or Lync is not installed on your PC and recording function is needed, please install

Skype for Business from the Office installation DVD.

a. Insert Office installation DVD into the DVD drive of your PC

b. Select ‘Add or Remove Features” and click “Continue”

c. Look for ‘Skype for Business’ (Office 2016) or ‘Lync 2013’ (Office 2013). Right click on it and select

‘Run on this computer’. Click Continue.

https://www.microsoft.com/en-us/download/details.aspx?id=49440



d. After installation, please run Windows update and install all important patches available to your PC.

Reboot your PC after the update. You may be required to run Windows update multiple times until all

important patches are installed.

4) Login to your Skype for Business account with Skype for Business 2016 (see section 1.2.4).

1.2.2 PC without Microsoft Office

Download and installation of Office 365 Pro Plus (with Skype for Business 2016) on your PC.

a. Go to https://login.office.com.

b. Enter your NOU UID ([email protected]) and you will be redirected to another designated login

page, Microsoft Office 365 for Staff.

https://login.office.com/

mailto:[email protected]



c. Enter your "Password" in the password field and click "Sign in".

d. (i) After successful login, click "Install now" to download the installation package of 32-bit Microsoft

Office (recommended version).

Note: Like other versions of Office, Office 365 ProPlus is available in a 32-bit and a 64-bit version.

Microsoft recommends to deploy the 32-bit version, even on computers using 64-bit operating systems.

If you think you need the 64-bit version, carefully review the information about 64-bit editions of Office

2016 before you deploy.

https://support.office.com/en-us/article/Choose-the-32-bit-or-64-bit-version-of-Office-2dee7807-8f95-4d0c-b5fe-6c6f49b8d261

https://support.office.com/en-us/article/Choose-the-32-bit-or-64-bit-version-of-Office-2dee7807-8f95-4d0c-b5fe-6c6f49b8d261



(ii) If you wish to install in another language or install the 64-bit version, select "Change language".

(iii) Select your prefer language and/or version. Click "Install" to download the installation package.



e. After download is completed, double click the .exe file to kick off the installation.

f. After installation is completed, run “Skype for Business 2016” and login with your Portal UID and

Portal PIN.

1.2.3 Mac with/without Microsoft Office

Download and installation of "Lync for Mac" from Microsoft Office 365 portal on your Mac.

a. Go to https://login.office.com.

https://login.office.com/



b. Enter your NOU UID ([email protected]) and you will be redirected to another designated login

page, Microsoft Office 365 for Staff.

c. Enter your "password" in the password field and click "Sign in".

d. Press the gear button on top right corner and choose "Office 365 settings".



e. Select "Software".

f. Under Software, choose "Skype for Business"-

i. Click "Install" button to download the Lync for Mac 2011.

Click the file "Lync_Mac_2011_ALL.dmg" to kick off the installation.



Press "Control" on keyboard and click the "green arrow" icon.

Click "Open".



Choose "Open".



Click "Continue" and follow the on-screen instructions to complete the installation.

During the installation, you will be asked to input your MAC login credentials to authorize the installation.

After entering your username and password, the installation will proceed.



When you see the following screen, click "Close" to complete the installation.

ii. Click the link "Lync for Mac 2011 update" to install the updates.



You will be redirected to the Microsoft download center. Click “Download”.

Click "lync_14.1.1_150716.dmg" to kick of the installation of update patch.

Press "Control" on keyboard and click the "green arrow" icon.

Click "Continue" and follow the on-screen instructions to complete the installation.



You will be asked for your MAC login credentials during the installation. The installation will continue

after entering your username and password. Message "The installation was successful," will be shown when

installation is completed.

1.2.4 Sign in to Skype for Business

a. Enter your sign-in address in the format of "[email protected]" and click “Sign in”.



b. Enter your Portal PIN in the “Password” field and click “Sign in”.



c. You will be asked if you want to save your sign-in info. Click “Yes” if you would like to save it.

d. You will see the contact list after login. See section 2 on how to manage contacts.

http://www.its.hku.hk/documentation/guide/communication/im/skype-for-business#manage



2. Manage Contacts

2.1 Add a contact to your contact list

Note: The contact list saved under Microsoft Office Communicator cannot be copied to Skype for Business due

to different hosting platforms. New users of Skype for Business have to set up their contact list again.

2.1.1 Add a contact by search

a. In the Skype for Business main window, type the person's name or email address in the Find

someone search box.



b. Right click the contact in the result list, and click Add to Contacts List; and then select the target

contact group.

c. If you want to view or change the privacy relationship, right click the contact’s listing, and then click

Change Privacy Relationship.

Notes: There are three types of contact-

Contacts within NOU



Contacts can be searched by their NOU email address (The Skype for Business ID is the same as the NOU

email address).

External Skype for Business contacts

External contacts can be added using a Skype for Business ID. The contacts of the tertiary institutions in Hong

Kong and the University of Aberdeen are federated and University members can communicate with members in

these institutions using their @NOU.edu.np (for staff).

2.1.2 Add a contact via instant message window

a. In the instant message window, click the contact's name.

b. In the pop up window, click the arrow button.

c. Click … and choose Add to Instant Messaging Contacts.



d. Select the target group for the contact.

e. The contact is added to your contact list.

2.2 Create a new group

a. Click the Add a contact icon , and then click Create a New Group.



b. Type over the phrase New Group to give your group a descriptive name.

2.3 Delete, rename or change order of a group

a. To delete a group, right click the group header, and then click Delete Group on the drop-down list.

(You can also rename a group, or change the display order of the group from the same drop-down list.)



2.4 Move or copy a contact

To move a contact, drag and drop the contact from one group to another. You can also select multiple

contacts by holding the CTRL key.

To copy a contact, right click the contact, and select Copy Contact To and the target group.

3. Communication with public Skype user



You can communicate with public Skype users using your Skype for Business client as if they are internal NOU

users. To do so, you must add them into your contact list and you must be added to the contact list of the public

Skype user you want to communicate.

3.1 Limitation of communication with public Skype user

Communication with public Skype users is limited to the following functions:

Available with public Skype users Not Available with public Skype users

Presence IM or audio/video conversations with

three or more people

Person-to-person instant messaging Desktop and program sharing

Person-to-person audio/video calls

Find and add Skype for Business contacts in

Skype

If you would like to conference with multiple Skype/Skype for Business users and/or share your desktop, please

use “Skype Meeting”. Refer to Chapter 10 for details.

3.2 Add public Skype user to your contact list

When you add a public Skype user to your contact list, a contact request will be sent to the public Skype user

and he/she must accept the request before any communication can be made.

1) To search for a person in public Skype, enter his/her name, Skype ID or Microsoft account in the search box

“Find someone”, then click on the “Skype Directory” tab. A list of matching public Skype users will be shown.



2) Right click on the contact you want to add and select “Add to contacts list”.

3.3 Accepting Skype for Business contact request by public Skype user

1) After sending your contact request in 3.1, your public Skype partner will receive a contact request. Accept

the contact request by clicking the button “Accept”.

3.4 Add NOU Skype for Business user by public Skype



1) To add a contact in NOU from public Skype, type the full user email address in the search box and click

“Search Skype”. Right click on the contact and select “Add to Contacts”.

3.5 Accepting contact request from public Skype in Skype for Business



1)Click the ‘New’ tab in your contact list. A list of pending requests will be shown. Right click on the desired

pending request and select “Add to Contacts List”

3.6 Expected behavior when adding public Skype contacts

After adding a public Skype contacts, you may find additional contact groups and contacts being added to your

contact list in Skype for Business. They are proxies to the added public Skype contacts and are legitimate.

Examples are shown below.



Additional Contact groups

Additional Contacts



From time to time, you may also receive warning dialog box about unable to create new contact group as shown

below:

Please accept by clicking the ‘OK’ button.

4. Presence Information

4.1 Presence status of a contact

The presence status of a contact is displayed at the lower right corner of the photo; or shown after the contact's

name in your contact list.

The following table describes the status icons that you can select, or that are displayed in your contact list.

Status Presence Status Description

Available The contact is online and available.

Busy The contact is busy and do not want to be interrupted.

In a call The contact is in a Skype for Business call (a two-way audio

call) and do not want to be disturbed.

In a meeting The contact is in a meeting and do not want to be disturbed.

Do Not Disturb

The contact do not want to be disturbed and will see

conversation notifications only if sent by someone in his/her

Workgroup.

Be Right Back The contact is stepping away from the computer for a few

moments.

Off Work The contact is not working and not available to be contacted.



Status Presence Status Description

Appear Away

Skype for Business sets a contact’s status to “inactive” when the

computer has been idle for five minutes, and to “away” when the

status has been inactive for five minutes.

(To change these default values, click the Options button,

click Status, and then click the arrows next to Show me as

Inactive when my computer has been idle for this many

minutes and Change my status from Inactive to Away after

this many minutes.)

Offline The contact is not signed in. You will appear as Offline to people

whom you have blocked from seeing your presence.

Presence

unknown Skype for Business cannot determine the status of the contact.

Blocked Appears next to a contact you have blocked.

4.2 Change your presence status

You can set your presence status by clicking the status menu below your name in the Skype for Business main

window.

5. Send and Receive an Instant Message (IM)

5.1 Send an IM to a single contact

a. Double click the contact to open the conversation window.



b. Type your message in the message box, and press Enter on your keyboard to send a message.

5.2 Send an IM conversation with a group

To send an IM to a group, right click the group name, and click Send an IM. The conversation window is

opened and you can start to send instant messages.



5.3 Send an IM to multiple contacts

To send an IM to multiple contacts, hold the CTRL key to select the contacts; right click and choose Send an

IM. The conversation window is opened and you can start to send instant messages.



5.4 Invite more people to join a conversation

a. In the conversation window, click Invite button.

b. Select the contact(s) to join the conversation. Or you can drag and drop the contact(s) from your contact

list into the conversation window.



c. You can now start to send instant messages to the group of participants.

5.5 Format instant messages



You can change the format of the instant messages, which includes the font type, font size, color and format text

with additional attributes such as bold, italic or underline.

5.5.1 Format text for a current conversation

a. In the conversation window, click the More Options button at the bottom right corner, and

choose Change Font.

c. Select the text color, font type, size and style from the formatting window.

5.5.2 Format text for all instant messages



a. In Skype for Business main window, click the Options button.

b. Select IM from the left pane, and then click the Change Font button.

c. In the formatting window, select text color, font type, size and style, and click OK.

d. Click OK in the Options window to apply the change.

6. Transfer a file



6.1 Send a file

6.1.1 Send a file to a contact

a. In the conversation window, click Send a file button, and locate the file that you want to send, and

then click Send. Or you can drag the file into the conversation window.

b. When sending a file, you will see the following screen-

d. When the file is sent, you will see the following screen-



e. If the file transfer is rejected by the recipient, the status ‘Transfer failed” will be shown as below:

6.1.2 Send a file to multiple participants

a. In the conference conversation window, click the Send a file button, and locate the file that you want

to send; and then click Send.

b. The file will be shown under Attachments. It can be downloaded or opened by participants of the

conference.



6.2 Receive a file

a. When a contact wants to send you a file, a request will appear at the bottom right corner of the screen.

b. Click the Paper Clip button to view the file, or click Ignore to reject.



c. When the conversation window is opened, click the icon to download the file.

6.3 Change the folder that stores received files

a. In Skype for Business main window, click the Options button.

b. Select File Sharing from the left pane, and click Browse to change the destination folder.



c. Select the target folder from the list, and click OK.

d. Click OK in the Options window to apply the change.



7. Place and Receive a Voice Call

Note: Voice call can only be made among Skype for Business users (including users in federated domains).

7.1 Place a voice call

a. Move the mouse cursor over the photo of a contact.

b. You will see five buttons.

c. Click the Call button to place a voice call.

7.2 Answer a voice call

a. When you receive a voice call, a call alert appears at the bottom right corner of your computer screen.

Click the Call button to accept the call.



7.3 Use of call controls

The Call conversation window offers a variety of call controls that you can use to transfer a call, put a call on

hold, or adjust your speaker volume.

The following table describes the function of each Call Control button:

Call Control Function

To end a call.

To add video to a Skype for Business call.



Call Control Function

To allow presentation for sharing of your desktop, programs,

PowerPoints, or send an attachment.

To add instant messaging to a Skype for Business call.

To perform the following call controls:

Hold.

Transfer to another number or person.

Devices to switch to a different device.

Dial pad to interact with an automated phone system,

such as entering a code, when you call your

voicemail, or make a selection when you call an office

reception desk.

Speaker volume to adjust the sound. Slide the pointer

up and down for volume, or select the speaker icon at

the top of the volume control to mute your speaker.

To show the participant list.

To invite people to participate in the conversation.

To show time elapsed of the call.

8. Place and Receive a Video Call

8.1 Place a video call

a. Move the mouse cursor over the photo of a contact.

b. You will see five buttons.

c. Click the Video Call button to place a video call.



8.2 Receive a video call

a. When you receive a video call, a call alert appears at the bottom right corner of your computer screen.

b. Click the Video Call button to accept the call.

c. When you accept a video call invitation, the conversation window opens and shows the caller's video

stream.

9. View and Present content

In Skype for Business, user can share his/her desktop, programs or PowerPoint files with other contacts.



9.1 Share your desktop or a program

Note: While you are presenting, your Skype for Business status is automatically changed to Busy, all instant

messages and calls are therefore blocked.

a. At the bottom of the conversation window, point to the presentation (monitor) icon.

b. On the Present tab, do one of the following:

i. To share the content on your desktop, click Present Desktop...

Select the desktop to share, and click Present.



ii. To share one or more programs or files, click Present Programs...

Select the specific program(s) or file(s) to share, and click Present.



c. On the sharing toolbar at top of the screen, you can:

Click Stop Presenting when you want to stop presenting your screen.

Click Give Control to share control of your desktop or program with the participants.

Click the pin to hide the toolbar and have more space. To un-hide the toolbar, move your mouse to the

top of the screen. When the sharing toolbar appears, use any of the controls you need, or click the pin

again to keep the toolbar visible.



9.2 Give and take control of a sharing session

If you want another meeting participant to edit or present a file during the sharing session, you can grant control

to that person. After that, you and the person with control granted will have control over the sharing session

and you can take back the control anytime.

a. On the sharing toolbar, click Give Control.

b. Select the name of the person you want to give control to.

Skype for Business sends a notification to that person to let he/ she know you are sharing control.

c. To take control back, click Give Control again, and then click Take Back Control.

9.3 Present PowerPoint slides

a. At the bottom of the conversation window, point to the presentation (monitor) icon.

b. Click Present PowerPoint Files....



c. Choose the PowerPoint file, and click the Open button.

d. Presentation conversation window will show the slides for presentation. Click Stop Presenting when

finish.



9.4 Accept an invitation to a content sharing session

To accept an invitation on contact sharing, click the presentation (monitor) icon when you see an

alert appear at the bottom right corner of your computer screen.



10. Skype Meeting

Skype Meeting allows multiple users, including external users, to meet at a specific time. The meeting must be

first scheduled from Outlook with Skype for Business Add-ons (installed together with Skype for Business). A

meeting request with a meeting URL will be sent to the participants. Participants can use the URL link in the

meeting request to access the meeting either via Skype for Business (NOU users) or Skype Meeting App.

10.1 Schedule a meeting using Outlook

a. In Outlook -> Calendar, select ‘New Skype Meeting’.

b. Enter the detail meeting schedule.

Enter the email address of the participants in the ‘To’ field.

Enter the meeting subject, meeting start time and end time. You may modify the meeting permission (if

necessary) by clicking ‘Meeting Options’ in the ribbon.

Click ‘Send’ to schedule the meeting and send meeting invitations to all participants.



10.2 Schedule a meeting using a browser



a. Access the Skype for Business Web Scheduler at ‘https://sched.lync.com’ and login using your

[email protected] and Password.

b. Click “New Meeting” and enter the necessary meeting information. Click ‘Save’.

(If this is your first meeting, you will be redirected to the meeting page automatically without clicking

“New Meeting”.)

c. After clicking ‘Save’, the meeting URL will be shown as follow. Copy the URL and send it to the

meeting attendees. (No email or meeting invitation will be sent automatically. You must create your

own meeting request and send it to the attendees.)

https://sched.lync.com/

mailto:[email protected]



d. You may check the details of your scheduled meetings and the meeting URLs from the Skype for

Business Web Scheduler.

10.3 Joining a meeting

Users can join a meeting at the scheduled time by clicking the URL link in the received meeting invitation. For

NOU users, Skype for Business can be used. For external users, Skype for Business Web App can be used.

a. Click the URL link ‘Join Skype Meeting’ in the invitation email.

b. If you have Skype for Business installed, the meeting will automatically open in Skype for Business.

c. For external users without Skype for Business, a browser window will open and presenting you the

option to join the meeting as shown.

d. Select ‘Join Using Skype for Business Web App instead’. The following page will be shown. Follow the

instruction to download and install Skype Meeting App, then, click ‘Join the meeting’. If you have

already installed Skype Meeting App on your computer, you can click ‘Join the meeting’ directly and

skip the app installation.



e. Enter your name in the ‘Guest, type your name below’ box and click ‘Join the Meeting’.

f. The meeting window after successfully joining the meeting.

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