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Organising the meeting

Schedule a Skype for Business meeting‌‌

(This is an Outlook task.)‌

1.Open your Outlook Calendar, click the Home tab, and select "New Skype Meeting". (If you are in Skype for Business (Lync) mode, this button still says New Skype meeting.)
2.Complete the meeting request just like you normally would.
Please note - Participants do not need to be contacts in your contact list for this task - it can be anybody either internal or external to the University.

S4B complete meeting request


Setting the meeting options (optional)

The basic defaults are already set up so if you are unsure what needs to be done here, it can be left at the default settings. 

However, you can set some meeting options in Outlook before you even send the meeting request—like who will be able to get into the meeting directly and who has to wait in the virtual lobby. 

The default is set to the less secure option of having a meeting space which anybody can access.  If you wish to have more control over who can join the meeting (e.g. for interviews) then you can select the "New Meeting Space" along with "Announce when people enter or leave"


S4B meeting options

Testing the equipment

Before the meeting starts, make sure that your audio and video (if required) are working.  To do this,

  • Click on the cog wheel in the main Skype for business window. 
  • Select "Audio Device" from the list on the left and you will see all of the available audio devices that you can use. 
  • Click on the green arrow to test your speakers, if they need to be at a different level then adjust the slider accordingly. 
  • Speak into your microphone and ensure that the blue bar dances across the bar when you speak.  Again adjust the slider accordingly if required.
  • Select "Video Device" from the list on the left and you will see all of the available video devices that you can use.  Ensure that you can be seen clearly in the window.

If you are unable to do any of these tasks, please contact or 01484 473737.

During the meeting

Join a meeting

Once you have checked that everything works, you can join the meeting.  It doesn't matter whether you are the organiser or one of the participants. 

  • Go to your Outlook calendar and open up the meeting invite.  
  • In the body of the invite you will see "Join Skype Meeting", click on this and you are in. 

If you are aksed to "Join Meeting Audio" then please select "Use Skype for Business" and "OK"


Manage meeting participants

‌‌Meeting getting unruly? If you’re the presenter, you are in control.

1.Click the Participants button to open the Participants S4B participants
pane so you can see a list of everyone in the meeting. 
2.Click the Participant Actions button.
3.Click one or multiple buttons to apply these settings to all attendees. 
Need to invite more people?  Click 'Invite More People'. 
S4B manage participants

 Share your desktop or a program

‌Need to show everyone what you’re talking about?

1.In the meeting window, click the Present button.
2.Click Present Desktop to show the entire contents of your desktop, or click Present Programs and double-click the program you want to share.
Done presenting?
Click on 'Stop Presenting'
S4B Share desktop

 Record and playback a meeting

‌It’s easy to capture audio, video, IM, and what’s being presented.

1.In the meeting window, click the More Options button.
2.Click Start Recording.
3.After the meeting, go to Manage Recordings to publish, play, rename, or delete the recording.
S4B record


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