Meeting controls
01. How to set up Skype for Business Meeting in Outlook with Enterprise Voice?
Open your Outlook calendar
Click the ‘Home ’ tab
Click the ‘New Skype Meeting’ button.
Add the invitees’ as you normally would and the Subject of the Meeting. You’ll see that the Skype “Join” information and links have already been added.
Add an agenda or meeting information
Choose the time and date
Click ‘Send’
02. What can I do with Meeting options?
When you are scheduling a Skype for Business meeting, you can choose various options to allow people to instantly join the meeting or wait in the lobby until you’re ready to let them in. By default, Skype for Business is set to be used for small groups of people. However, if you want to have a large meeting with more than 15 people, or a meeting that may include sensitive information or be confidential, we’d recommend changing the settings.
To do this, click the ‘Meeting Options’ button in your Outlook calendar which is next to ‘Join Skype Meeting’.
The ‘Skype Meetings Options’ window will pop up.
You can change the options to choose who must wait in the lobby until you admit them into the meeting.
You can also choose who will be a presenter during the meeting. You can do this within the meeting by clicking the ‘People’ icon in the meeting window and then use the options in the ‘Participants Actions’ tab.
These people don’t have to wait in the lobby:
Who gets in directly? |
What happens |
Recommended settings to use when… |
|---|---|---|
Only me, the meeting organizer |
You are the only one who gets into the meeting directly. Everyone else must wait until you admit them to the meeting. |
You have a high security meeting and confidential information. |
People I invite from my company |
Only people who were invited to the meeting join the meeting directly. Everyone else must wait until you admit them to the meeting. |
You’re discussing confidential information and want to allow only specific people to join. |
Anyone from my organisation |
Anyone from your organisation can get into the meeting directly, even if not invited. |
You don’t have external participants and you are not discussing confidential information. |
Anyone (no restrictions) |
Anyone who has access to the meeting link gets into the meeting directly. |
You’re inviting outside participants, and you’re not discussing confidential information. |
Please note: If your business allows you to create meeting requests that include call-in details (Enterprise Video), don’t forget to set options for people to call in. Select:
- the ‘Enable PSTN dial-in conferencing’ check box.
- You can also enable name announcements when people enter or leave the meeting. It is recommended this is disabled for large meetings.
03. Who is a presenter?
This is where you can choose who will be presenting in the meeting. Anyone with ‘Presenter’ permissions will have full control within the meeting, meaning they can share content, change the meeting options, record, mute, etc.
Who’s a presenter? |
What happens |
Recommended when... |
|---|---|---|
Only me, the meeting organiser |
Only you as the meeting organiser have presenter permissions. |
Use when the participants don’t have to interact with the meeting content. You can designate additional presenters during the meeting if you decide you want to. |
Anyone from my organisation |
Anyone from your organisation can be a presenter. |
Suitable for informal meetings with your teammates, where all participants can share and modify content. |
Anyone (no restrictions) |
Everyone you invite can be a presenter. |
Use when you have external participants and want them to present. |
People I choose |
You and the people you choose can be a presenter. |
Use when you want specific people to be presenters. Note: When you select ‘People I choose’, click ‘Choose Presenters’, and then move the participants from the ‘Attendee’ to ‘Presenter’ side. External invitees and distribution lists can’t be added as presenters, but you can give presenter permission to individuals when you’re in the meeting. |
How do I make my participants a presenter?
Choose who will be a presenter during the meeting. You can also do this within the meeting by clicking the ‘People’ icon in the meeting window and then use the options in the ‘Participants Actions’ tab.
In a Meeting
04. Do you want to manage meeting participants?
If you want to hold a large online meeting or want to reduce interruption during the meeting, you can change various settings. You can disable Instant Messaging, mute all attendees and stop attendees from using their webcams. These settings will be enabled for attendees who join your meeting.
Click the ‘Participants’ button to open the ‘Participants’ pane so you can see a list of everyone in the meeting.
Click the ‘Participant Actions’ button.
Click one or multiple buttons to apply these settings to all attendees.
05. Phone: Where will people call in from?
People can dial in from a phone instead of having to join using the computer for audio.
The invitation can also include a local number to help avoid long distance charges.
In the meeting options, click the ‘Phone’ tab, and, under ‘Where will most people call in from?’, select the country you want to use. The local number then shows up on the invitation.
06. I’ve forgotten my Dial-in PIN, how can I find it?
Most of the time, you don’t need a PIN when you call into the meeting with a phone. You get connected directly, and your number shows up in the participant list. But, if you want to call in as the leader or an authenticated caller, you’ll be prompted for your PIN and / or work number or extension.
Please note: Dialling in as authenticated caller simply means that the meeting is secured, and you need to be identified before joining the meeting. After you’re identified, your name, instead of your number, shows up in the participant list.
If you don’t remember your PIN, in the meeting request, click ‘Get your PIN now’, and follow the instructions on the page to set it up or reset the PIN.
07. Sharing, recording and managing participants in a meeting
Share your desktop or a program and show everyone what you’re talking about.
In the meeting window, click the ‘Present’ button
Click ‘Present Desktop’ to show the entire contents of your desktop
or
Click ‘Present Programs’ and double-click the program you want to share
Or
Click ‘Present PowerPoint files’ to share a presentation
If you share a program, it will have a yellow border and a ‘Now Presenting’ tab on your desktop.
To stop sharing, click ‘Stop Presenting’ on the bar at the top of your screen, or at the top of the meeting window
Share a file or a picture
If this is a two-person impromptu meeting, the simplest way is to drag and drop—either to the IM area or to a participant’s name.
If you’re in a scheduled meeting, click the ‘Present’ button and select ‘Add Attachment’
Search for the file you want to share and click ‘Open’
Your file will upload to Skype for Business
Meeting participants can download the file from the presentation menu on the ‘Manage Attachments > More’ option.
Share notes with OneNote
OneNote is fully integrated with Skype for Business. You, or anyone you’ve given permissions to before the meeting, can have access to the OneNote file and take notes.
If you’re in a scheduled meeting, click the ‘Present’ button and select ‘Add Attachment’
Search for the file you want to share and click ‘Open’
Your file will upload to Skype for Business
Meeting participants can download the file from the presentation menu on the ‘Manage Attachments > More’ option.
Participants who joined the meeting using Skype for Business are automatically added to an attendee list in the OneNote.
Give control to others
Allow others to flip through slides, contribute information, and make changes to a whiteboard or OneNote, PowerPoint, or other kind of file, or demonstrate a program with just a couple of clicks.
Click ‘Give Control’
Pick a person or click ‘Give Control Automatically’ to automatically give access to anyone who asks for control of your desktop
Share a whiteboard
Need to show what you’re talking about? Draw it using the Whiteboard! It’s also great for brainstorming.
In the meeting window, click the Present button, click More, click ‘Whiteboard’
Check out the toolset on the right side of the whiteboard. It’s even got a laser pointer.
08. Record and play back a meeting
It’s easy to capture audio, video, IM, and what’s being presented.
In the meeting window, click the ‘More Options’ button 
Click ‘Start Recording’
After the meeting, go to ‘Manage Recordings’ to publish, play, rename, or delete the recording.
09. How do I use the video controls in Skype for Business?
In the meeting window, choose a view by clicking ‘Pick a Layout’ option at the top right of the screen and then clicking any of the following:
- ‘Gallery View’ - to show all the participants’ videos (if you have more than two people)
- ‘Speaker View’ - to show the presenter’s video or photo at the lower-right corner of the meeting window, plus meeting content
- ‘Content View’ - to show only the meeting content
- ‘Compact View’ - to show the tiles of the participants’ photos in a compact window.
The options you’ll see are dependent on the people and content in your meeting.
To control call participants, in the meeting window, right-click someone’s video or photo, and then click any of the following:
- ‘Mute’ – to mute
- ‘Unmute’ – to unmute
- ‘Remove’ – to remove that person from the call
- ‘Lock the Video Spotlight’ to turn off video / photo of everyone other than the person who is talking.
To see videos or photos in a separate window, click ‘Pop out the video gallery’, and then click either:
- ‘Full Screen View’ - for a large view of the videos or photos
- ‘Pop in people region’ - to go back to normal view.
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