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Skype for Business Meeting Options

Contents:

1. Introduction (read this first) Pg 1

2. Instructions for Hosts – PC Method Pg 2

3. Instructions for Participants – PC Method Pg 5

4. Instructions for Hosts – Polycom Phone Method Pg 6

5. Instructions for Participants Polycom Phone Method Pg 9

6. Skype Conferencing Basics Pg 10

7. Additional instructions for Polycom RealPresence Trio 8800 Conference Phone at Siegal Center

Introduction:

There are two ways to host a Skype for Business meeting in the JC conference room

The following are brief overviews; Detailed instructions are provided further down in this document.

1. PC Method: Schedule your meeting in Outlook. When ready to start your meeting, use the

JC TV remote to set the input to HDMI 1, then log onto the conference-room PC with your

credentials. Open the Skype app and sign on. Launch your meeting from the calendar or

email invite. Other attendees will join from their PC’s or mobile devices. Adjust the TV

volume as desired. Note: If you are using a phone for audio, be sure to mute the TV volume

and mic.

2. Polycom Phone Method: Schedule your meeting in Outlook. When scheduling your meeting,

be sure to invite jcpolycomphone@seattlecolleges.edu to the meeting. Before starting the

meeting, set the TV Input to HDMI 3. To start the meeting, press the “Meetings” button on

the Polycom phone. Your meeting will appear in the list. Touch the meeting description to

start the meeting. Other attendees will join from their PC’s.

A Note about Dial-in Options: By default, Skype does not provide an option for landlines to dial into a

meeting. If you have attendees who need to call-in from a landline, they can dial the phone number of

the Polycom phone (206 413-8612), or you may dial them directly by pressing the “Dial a Number” or

“Add” button on the Polycom phone and dialing a phone number; multiple participants can be added

this way. Alternately, if you have an audio-conferencing-enabled Skype for Business account, attendees

can join by dialing the Skype phone number provided in the meeting invite. For more information about

audio-enabling a Skype account, contact skypecallingplans@seattlecolleges.edu .

A Note about Microsoft Teams: Microsoft is in the process of re-branding Skype for Business. The new

name will be Microsoft Teams. The basic conferencing procedures are virtually the same in both apps.

We will be updating our instructions when we transition to Microsoft Teams.

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Instructions – PC Method:

Instructions for Meeting Hosts:

1. Be sure your Skype for Business program is running on your PC. Then schedule your meeting

in Outlook by clicking “New Items” on the Outlook “Home” ribbon bar and choosing “Skype

Meeting”. Note: If you do not see this option, contact your IT Helpdesk.

2. Then choose your meeting participants and click Send. Your participants will be sent a

meeting invite which will include the link to join.

3. At the scheduled time of the meeting, ensure the TV Monitor input is set to HDMI1. Then

login to the PC using your credentials. Sign into Office 365 at https://www.office.com/ and

open the Outlook Web version (don’t use desktop version).

4. Open the Outlook calendar and click on your meeting:

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5. Click “Join”

Note: If the meeting host has provided a dial-in number for the meeting, it will appear

on the above screen. You can call the number using the Polycom phone if desired. In this

case you would not be using the audio from the TV, so be sure to mute the tv volume and

microphone.

6. On the next screen, choose the web option. Then, answer OK or yes to whatever it asks. It

may download an app. If so, click the app and choose to install it.

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7. On the next screen, you’ll be prompted to enter your name. Then click “Join”:

8. The meeting window will open. Close the yellow notices by clicking the x’s. Un-mute the

microphone. Click the camera to start video.

9. Adjust the TV volume using the TV remote. (Note: if using the Polycom phone or other

phone for audio keep the mic showing in the picture above muted and use the TV remote to

turn the TV volume all the way down.

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Adding New Attendees to an Existing Meeting:

To add new attendees: Forward original meeting invite to new attendee/s

1. Ensure that the new attendee has access to email.

2. Locate the original invite in your calendar and open it. Then click the “Forward” button

on the ribbon bar and select “Forward”:

3. Address the forwarded invite, add a note if needed, and click Send.

Instructions for Meeting Participants – PC Method:

1. Locate your meeting invite in your calendar and click “Join Skype Meeting” (you will need pc

speakers and mic, or headset to participate.)

Note: If you see a phone number on the above screen you may use that number to connect

to the audio portion of the meeting, instead of using pc speakers and microphone. If you do

so, click “Don’t Join Audio” on the next screen and be sure to mute the speakers and

microphone on the tv or pc to avoid echo.

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2. After clicking the “Join Skype Meeting” link in the invite, you will be presented with the

“Join Meeting Audio” window. Select the appropriate audio preference and click OK.

A note about joining Skype meetings by landline when using the PC: By default, landlines cannot call

into Skype meetings. Attendees join by PC, laptop, smartphone, etc. If you have a meeting attendee who

must join by landline, you can call them by pressing the “Dial a Number” button on the Polycom phone

and dialing the attendee’s phone number. If you need to conference-in additional landline participants,

press the “Add” button and dial another number. Alternately, if you have an audio-conferencing-

enabled Skype for Business account, attendees can join by dialing the Skype phone number provided in

the meeting invite. For more information about audio-enabling a Skype account, contact

skypecallingplans@seattlecolleges.edu .

Instructions - Polycom Phone Method:

Instructions for Meeting Hosts:

1. Choose “Skype Meeting” from the “New Items” dropdown on the Outlook Home

ribbon. Note: If you don’t have this option, contact IThelp@seattlecolleges.edu.

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2. Set Meeting Options

These options will make it easier for participants to share content during your

meeting.

In the “Meeting” tab, click “Meeting Options”

Select “Anyone” from both dropdowns. Then click Remember Settings and

OK:

3. When scheduling the meeting in Outlook, be sure to invite the Polycom phone as an

attendee. The Polycom phone’s address is jcpolycomphone@seattlecolleges.edu.

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4. You can find this resource in the address book by searching for “district, jcp”

5. Be sure to give your meeting a descriptive subject line to make it easy to find:

6. When you have finished inviting your attendees, press “Send”.

7. At the scheduled time of your meeting, be sure to set the JC TV Monitor Input to

HDMI 3

Note to Hosts: Anyone joining the meeting from a pc will be able to share

screen content. However, if you need to share screen content from the JC PC,

you will need to set the TV Monitor input to HDMI 1. Then logon to the PC

with your credentials, open Skype, sign into Skype, and join the meeting.

Then continue with the steps below.

8. On the Polycom phone, press the “Meetings” button:

9. Locate your meeting in the list and touch the Join button to join the meeting.

Important note: Other people’s meetings may appear in the Meeting list:

IMPORTANT: After your meeting has finished, be sure to press the “Hang Up” button.

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Instructions for Meeting Participants – Polycom Phone Method:

1. Locate your meeting invite in your calendar and click “Join Skype Meeting”. If a dial-in

number is provided in the invite you may dial that number if your PC doesn’t have a

microphone and speakers.

2. After clicking the “Join Skype Meeting” link in the invite, you will be presented with the

“Join Meeting Audio” window. Select the appropriate audio preference and click OK.

A note about joining Skype meetings by landline when using the Polycom: By default, landline calling

into Skype meetings is not provided. Attendees must join by PC, laptop, smartphone, etc. If you have a

meeting attendee who must join by landline, you can call them by pressing the “Add” button on the

Polycom phone and dialing the attendee’s phone number. If you need to conference-in another landline

participant, press the “Add” button again and dial another number. Alternately, if you have an audio-

conferencing-enabled Skype for Business account, attendees can join by dialing the Skype phone

number provided in the meeting invite. For more information about audio-enabling a Skype account,

contact skypecallingplans@seattlecolleges.edu .

Additional Instructions for Polycom phone:

Quick Reference:

http://itg.seattlecolleges.edu/sccphoneinstructions/OperatingInstructions/userguides/SCDJCpol

ycom8800QR.pdf

Full User Guide:

http://itg.seattlecolleges.edu/sccphoneinstructions/OperatingInstructions/userguides/SCDJCpol

ycom8800.pdf

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Skype Conferencing Basics - Features and Controls:

Skype Meeting Window – Description of controls

Recording Your Meeting

To record your meeting click the Options button in the Skype meeting window and choose

“Start Recording”. Note: Only meetings hosted from a location with microphone and speakers

can be recorded. Meetings hosted using a telephone cannot.

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Skype Conferencing Basics - Features and Controls (Continued)

How to share your screen (PC Method)

Note: If using the Polycom Phone to host your meeting use the “Make Presenter” button to give

control.

1. Click the “Present” icon in the meeting window and select “Present Desktop”

2. On the next screen click “Present”

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3. You will see a message at the top of your screen. Wait a moment for it to connect. Then it

will say “Currently presenting”.

Note: When you present your screen, the other attendees may see a popup on their

screens asking if they want to allow your screen to appear on their desktop. They will

need to approve before your screen will appear.

4. To give another attendee control of your screen click the “Give Control” button at the top

of your screen.