Skype for Business

Set up a Skype for Business meeting in Outlook

You can use Outlook or Outlook Web App to schedule a Skype for Business meeting—the same way you schedule meetings normally but with one or two extra clicks. If your account is configured for dial-in conferencing, the Skype for Business meeting request will automatically include call-in information (phone number and conference ID).

Skype for Business Online users: If you don’t use an Outlook program or Outlook Web App in a browser that supports the full version of Outlook Web App, you can set up new meetings by using the Skype for Business Web Scheduler.

Schedule a Skype for Business meeting using Outlook

  1. Open Outlook, and go to your calendar.
  2. On the Home tab, in the Skype Meeting section, select New Skype Meeting. If you don't see the Skype Meeting section, then you need to install Skype for Business.Outlook, the New Skype Meeting button
  3. Set up the meeting as you typically would:
    • 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 select Room Finder, in the Options section on the Meetingtab, and then find a room, or in the Location box, type a meeting location, such as a conference room.Outlook, the Room Finder button
    • Select a start time and end time.

      Notes:

      • To look for a time that works for everyone, select Scheduling Assistant, in the Show section on the Meeting tab.
      • Outlook, the Scheduling Assistant button
  4. In the meeting area, type an agenda. Be careful not to change any of the Skype for Business meeting information.

    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 section on the Meeting tab, select Meeting Options, and then select the appropriate options.
    • Outlook, the Meeting Options button
  5. (Optional) Preload your meeting attachments. That way, when participants join the meeting, everything is ready to go. See Preload attachments for a Skype for Business meeting.
  6. (Optional) In the Show section of the Meeting ribbon, select Scheduling Assistant to make sure you have the best time for the meeting.
  7. You're almost done. Just double-check the information and select Send.

Set up an online meeting using Outlook Web App

To create a Skype for Business meeting request in Outlook Web App, you have to:

  1. In the Office 365 portal, select Outlook to open the Calendar app.The Office 365 home page with the Outlook app highlighted
  2. On the calendar page, select New > Calendar event.Create a new online meeting
  3. On the Set up an appointment page, select Add Skype meeting.Add Skype meeting to your email
  4. Fill in the meeting title, location (if you'll have in-person attendees), and the start and end times.Set up an appointment page
  5. Choose the people to attend, add the agenda or other meeting information, and then select Send.

You can show your entire desktop or just a program to everyone in a Skype for Business meeting, call, or instant messaging (IM) conversation.

Note: In the video, the Present Desktop preview shows what you would see if you use multiple monitors. If you use a single monitor, you will not see this preview.

Keep in mind that you need to be a presenter in a Skype for Business meeting to share your screen. If the option is grayed out, ask one of the presenters to give you presenter access.

  • Present Desktop when you need to switch between multiple programs, or work on files from different programs.
  • Present Programs when you need to present specific programs or files and don’t want people to see anything else on your computer.

Share your screen or program

  1. At the bottom of the conversation window, click the Present (monitor) button.
  2. Choose one of the following:To share the content on your desktop, click Present Desktop.

    Important:  When sharing your desktop, everyone in the meeting can see your programs, files, and notifications. If you have confidential information or files that you don’t want people to see, close them or use Present Programs instead.

    To share one or more programs or files, click Present Programs, and then select the specific program or file.

  3. On the sharing toolbar, on top of the screen, use any of these options:Click Stop Presenting when you are done sharing 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.

Note:  While you are presenting, your Skype for Business status changes to Presenting ( Presenting status indicator ), and you won’t receive instant messages or calls. You can change this setting in the Status options window.

If you want a meeting attendee to share their screen, give them presenter access, so they can use the controls. If they don’t use Skype for Business, they can still use Skype for Business Web App to present.

Share primary, secondary or all monitors

If you have more than one monitor, they all display on the Present Desktop tab, and you can choose which one to share. When you share All Monitors, the sharing toolbar opens on your primary monitor. If you use only one monitor, you will not see the Present Desktop tab.

Presenting a PowerPoint slide show in a multiple monitors scenario

You can present a PowerPoint slide show like a pro when you take advantage of multiple monitors.

If you are in a conference room, and you want to display the slide show using a projector or large screen device, then present to the secondary monitor. Your PowerPoint slide show will appear on the big screen for the people in the room and on the presentation stage for the people on Skype for Business. And on your laptop, you'll see the presenter view that shows the current slide, your presenter notes, and a preview of the next slide--visible to only you.

If you are presenting a PowerPoint slide show from your office, and you have multiple monitors, you can present to your secondary monitor and still see your presenter notes view on your primary monitor.

Present a PowerPoint slideshow to the projector or large screen in a conference room by presenting to the secondary monitor. You'll see your presenter view on your laptop, but the attendees in the room or in the Lync meeting will only see the slide show.

Presenting a PowerPoint slide show using Lync from your office

Either way, the instructions are the same:

  1. Outside of Skype for Business, open your PowerPoint deck on your primary monitor (or laptop if you are in a conference room).
  2. Choose the Slideshow tab, then click From Beginning. The attendee view of your deck will appear on your secondary monitor (or on the projector if you are in a conference room). Your presenter view will appear on your primary monitor
  3. From Skype for Business, click the Present icon, then choose Present Desktop.
  4. In the Present Desktop dialog, click the secondary monitor—or whichever monitor is displaying the attendee view of your PowerPoint deck.

Give and take control of a sharing session

If you want another meeting participant to change a file, help you present, or demonstrate something, you can grant control to that person. You will both be in control of the sharing, and you can take back control anytime.

  1. On the sharing toolbar, click Give Control.
  2. Select the name of the person you want to give control to.Skype for Business sends a notification to that person to let them know you’re sharing control.
  3. To take control back, click Give Control again, and then click Take Back Control.

Tip:  You can allow people to automatically take control of your sharing session at any time, by clicking Give Control Automatically on the sharing toolbar. We recommend you choose this option only in small and casual meetings. To take back automatic permission, click Give Control, and clear the Give Control Automatically check box.

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