How to Create and Join a Class Using Skype for Business (Faculty)

Please Read:

Preventing Echo During Skype Sessions

All Skype sessions (especially those with a larger number of attendees) are more successful if all attendees are wearing headsets.  As an alternative, earbuds with a built-in microphone should be sufficient.  Finally, if all attendees do not have such equipment, ask attendees to mute their microphone when not speaking. 

Introduction

Skype for Business Audio/Video Conferencing allows users to create conferences that contain both a web and phone dial-in capabilities.  These capabilities allow for almost anybody to be able to join a conference.  SfB conferences utilize Microsoft Outlook to set up the meeting calendar appointment, inserting the information for attendees to be able to join the conference either on the web, using SfB desktop client, or via phone.

Using Skype for Business Conferencing you can set up a meeting to simulate a classroom environment in an online space. Useful features include audio/video communication, screen or program sharing, notes, whiteboard, Q & A, and attachment sharing.

If an attendee does not have a computer or internet connection they can join the meeting using their phone to be able to listen and communicate using audio only.

The steps below will help you:

Special Concepts

Audio/Video Conferencing Device Requirements

To best use Skype for Business conferencing it is recommended that you have a USB connected audio device such as a headset.

If you would like to acquire the recommended devices to be able to fully participate in an audio/video conference, a limited number of devices are available, submit a request using the link below.

Submit a Skype for Business Service Request

Steps

Create a Conference

Using Microsoft Outlook for Windows

  1. Open Microsoft Outlook
  2. Click New Items drop-down button
  3. Click Skype Meeting
  4. Set desired date/time
  5. Enter desired Subject
  6. Enter meeting attendees in the To field
    • The attendees will be the list of students' @sycamores.indstate.edu email addresses
  7. Enter any additional information into the body of the meeting and be sure not to modify anything below the dotted line.  Include the article for students to join the meeting in the body of the message.  You can copy/paste this link:  https://indstate.teamdynamix.com/TDClient/1851/Portal/KB/ArticleDet?ID=100950
  8. Click the Send button.

Once this is complete you will have sent an email to the students with a calendar appointment containing all of the relevant information for them to join the class/meeting.

Using Microsoft Outlook for Mac

  1. Open Microsoft Outlook
  2. Click New Items drop-down button
  3. Click Meeting
  4. Click Online Meeting drop-down button
  5. Click Add Online Meeting
  6. Set desired date/time
  7. Enter desired Subject
  8. Enter meeting attendees in the To field
    • The attendees will be the list of students' @sycamores.indstate.edu email addresses
  9. Enter any additional information into the body of the meeting and be sure not to modify anything below the dotted line.  Include the article for students to join the meeting in the body of the message.  You can copy/paste this link:  https://indstate.teamdynamix.com/TDClient/1851/Portal/KB/ArticleDet?ID=100950
  10. Click the Send button.

Once this is complete you will have sent an email to the students with a calendar appointment containing all of the relevant information for them to join the class/meeting.

Using Microsoft Outlook for Web

  1. Open a web browser
  2. Navigate to and login to https://outlook.office.com
  3. Click the drop-down arrow beside New
  4. Click Calendar event
  5. Click Add Skype meeting
  6. Set desired date/time
  7. Enter desired title
  8. Enter meeting attendees in the People field
    • The attendees will be the list of students' @sycamores.indstate.edu email addresses
  9. Enter an additional information desired into the body of the meeting.  Include the article for students to join the meeting in the body of the message.  You can copy/paste this link:  https://indstate.teamdynamix.com/TDClient/1851/Portal/KB/ArticleDet?ID=100950
  10. Click the Save button.

Once this is complete you will have sent an email to the students with a calendar appointment containing all of the relevant information for them to join the class/meeting.

Note: The formatting may be varied slightly based on which browser is being used, but the general process should be the same.

Join an Audio/Video Conference

  1. Using your desired email interface, open the meeting
  2. Click Join Skype Meeting
  3. Follow system prompts to finish joining the conference

Note: If you are prompted to install the Skype for Business web app, please do so to join the meeting. After joining the conference you can choose to enable your video. To enable your video, select the video camera button at the bottom of the conference window.

Sharing Content During a Meeting

To share content in a Skype for Business meeting you will use the Present button located at the bottom of the meeting Window. This button is dark blue with a computer monitor icon.

To Share Your Screen

  1. Click the Present button
  2. Click Present Desktop...
  3. If prompted select the appropriate screen

Note: Any information available on your screen will be presented to all computer-joined attendees of the meeting.

To Share A Progam

  1. Click the Present button
  2. Click Present Program...
  3. Select the program that you would like to share

To Share A Whiteboard

  1. Click the Present button
  2. Click More...
  3. Click Whiteboard

To Start Q & A

  1. Click the Present button
  2. Click More...
  3. Click Q & A

When you are finished with the Q & A session, click the Stop Q & A button.

Note: Starting a Q & A session will turn off the IM feature, you can turn it back on when the Q & A session is stopped.

Common Controls During a Conference

While you are in the meeting, you may desire to perform functions such as muting all participants, admit participants into the meeting from the lobby, etc. You can do this using the following controls from within the meeting window:

Mute or unmute your microphone

  1. Click the microphone button at the bottom of the conference window

Mute/Unmute Audience

  1. Open participant window if it isn't already open by selecting the participant button in the top-left corner of the conference window
  2. Click Participant Actions
  3. Click (Un)Mute Audience

Mute/Unmute Specific Attendee

  1. Open participant window if it isn't already open by selecting the participant button in the top-left corner of the conference window
  2. Right-Click the Participant
  3. Click (Un)Mute

Make Everyone an Attendee

  1. Open participant window if it isn't already open by selecting the participant button in the top-left corner of the conference window
  2. Click Participant Actions
  3. Click Everyone an Attendee

Make An Attendee A Presenter

  1. Open participant window if it isn't already open by selecting the participant button in the top-left corner of the conference window
  2. Right-Click the Participant
  3. Click Make A Presenter

Invite Another Person to the Current Conference

  1. Click the Invite More People button in the top-right corner of the conference window
  2. Enter the name or number of the person in the search box
  3. Click OK

Conclusion

After following this guide, you should be able to quickly and efficiently set up, join and manage an audio/video conference.

Additional Resources

For more information, contact the TSC through their website:  http://www.indstate.edu/oit

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Details

Article ID: 100944
Created
Thu 3/12/20 12:21 PM
Modified
Mon 8/17/20 11:46 AM