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User Guide on Skype for Business

Table of contents

1. Installation of Skype for Business

1.1 System Requirements
1.2 Download and install Skype for Business

1.2.1 PC with Microsoft Office 2010 or 2013 via a CD/DVD media
1.2.2 PC without Microsoft Office
1.2.3 Mac with/without Microsoft Office
1.2.4 Sign in to Skype for Business

1.3 Install Skype for Business on mobile devices

2. Manage Contacts

2.1 Add a contact to your contact list
       2.1.1 Add a contact by search
       2.1.2 Add a contact via instant message window​

2.2 Create a new group
2.3 Delete, rename or change order of a group
2.4 Move or copy a contact

3. Communication with public Skype user

3.1 Limitation of communication with public Skype user
3.2 Add public Skype user to your contact list
3.3 Accepting Skype for Business contact request by public Skype user
3.4 Add HKU Skype for Business user by public Skype
3.5 Accepting contact request from public Skype in Skype for Business
3.6 Expected behavior when adding public Skype contacts

4. Presence Information

4.1 Presence status of a contact 
4.2 Change your presence status

5. Send and Receive an Instant Message (IM)

5.1 Send an IM to a single contact
5.2 Start an IM conversation with a group
5.3 Send an IM to multiple contacts
5.4 Invite more people to join a conversation
5.5 Format instant messages 
      5.5.1 Format text for a current conversation
      5.5.2 Format text for all instant messages

6. Transfer a file

6.1 Send a file
       6.1.1 Send a file to a contact
       6.1.2 Send a file to multiple participants

6.2 Receive a file
6.3 Change the folder that stores received files

7. Place and Receive a Voice Call

7.1 Place a voice call
7.2 Answer a voice call
7.3 Use of call controls

8. Place and Receive a Video Call

8.1 Place a video call
8.2 Receive a video call

9. View and Present content

9.1 Share your desktop or a program
9.2 Give and take control of a sharing session
9.3 Present PowerPoint slides
9.4 Accept an invitation to a content sharing session

10. Skype Meeting

10.1 Schedule a meeting using Outlook
10.2 Schedule a meeting using a browser
10.3 Joining a meeting

11. Resource


1. Installation of Skype for Business

1.1 System Requirements

Operating System: PC running Windows 7 or later
Mac running OS X version 10.5.8 or later
Processor: 1 gigahertz (GHz) or faster
Memory: Minimum 2GB
Free disk space available: At least 3 GB

1.2 Download and install Skype for Business

Note: Skype for Business 2015 must not be installed on shared PC for security reason.

1.2.1 For PC with Office  2013 or 2016 installed from DVD media

1) Users should check whether Skype for Business has already been installed on your PC. If yes, you can directly login to your Skype for Business account from either Skype for Business or Lync client that come with your Microsoft Office installation (see section 1.2.4).

2) If Skype for Business or Lync is not installed on your PC and you don’t need recording function:

  1. download Skype for Business from Microsoft website:
    https://www.microsoft.com/en-us/download/details.aspx?id=49440
     

  2. select the desired language and click the download button.

  3. download either the 32 bit version (with ‘x86’ in the file name) or the 64-bit version (with ‘x64’ in the file name) [Whether 32-bit or 64-bit should be used depends on your current Microsoft Office installation. If you don’t know your Office version, you may install the 32-bit version first and if you are unable to install it, then install the 64-bit version.]

  4. Execute the downloaded file.

  5. Follow the on-screen instructions to install Skype for Business. Reboot your computer after the installation.

  6. Run Windows update and install all important patches available to your PC. Reboot your PC after the update.

3) If Skype for Business or Lync is not installed on your PC and recording function is needed, please install Skype for Business from the Office installation DVD.

  1. Insert Office installation DVD into the DVD drive of your PC
     
  2. Select ‘Add or Remove Features” and click “Continue”
     
  3. Look for ‘Skype for Business’ (Office 2016) or ‘Lync 2013’ (Office 2013). Right click on it and select ‘Run on this computer’. Click Continue.
     
  4. After installation, please run Windows update and install all important patches available to your PC. Reboot your PC after the update. You may be required to run Windows update multiple times until all important patches are installed.

4) Login to your Skype for Business account with Skype for Business 2016 (see section 1.2.4).

1.2.2 PC without Microsoft Office

Download and installation of Office 365 Pro Plus (with Skype for Business 2015) on your PC.

  1. Go to https://login.microsoftonline.com.

login microsoft online

  1. Enter your HKU Portal UID (UID@hku.hk) and you will be redirected to another designated login page, Microsoft Office 365 for Staff.

enter HKU Portal UID

  1. Enter your "HKU Portal PIN" in the password field and click "Sign in".

enter HKU Portal PIN

  1. (i) After successful login, click "Install now" to download the installation package of 32-bit Microsoft Office (recommended version).

    Note: Like other versions of Office, Office 365 ProPlus is available in a 32-bit and a 64-bit version. Microsoft recommends to deploy the 32-bit version, even on computers using 64-bit operating systems. If you think you need the 64-bit version, carefully review the information about 64-bit editions of Office 2016 before you deploy.

install now

(ii) If you wish to install in another language or install the 64-bit version, select "Change language".

change language

(iii) Select your prefer language and/or version.  Click "Install" to download the installation package.

Click install

  1. After download is completed, double click the .exe file to kick off the installation.

.exe file

  1. After installation is completed, run “Skype for Business 2016” and login with your Portal UID and Portal PIN.

1.2.3 Mac with/without Microsoft Office

Download and installation of "Lync for Mac" from from Microsoft Office 365 portal on your Mac.

  1. Go to https://login.microsoftonline.com.

login microsoft online

  1. Enter your HKU Portal UID (UID@hku.hk) and you will be redirected to another designated login page, Microsoft Office 365 for Staff.

enter HKU Portal UID

  1. Enter your "HKU Portal PIN" in the password field and click "Sign in".

enter HKU Portal PIN

  1. Press the gear button on top right corner and choose "Office 365 settings".

    office 365 settings

  2. Select "Software". 

    select software

  3. Under Software, choose "Skype for Business"-
    1. Click "Install" button to download the Lync for Mac 2011.

      install Skype for business

      • Click the file "Lync_Mac_2011_ALL.dmg" to kick off the installation.
      • Press "Control" on keyboard and click the "green arrow" icon.

        open

      • Click "Open".

        open

      • Choose "Open".

        open

      • Click "Continue" and follow the on-screen instructions to complete the installation.

        click continue

      • During the installation, you will be asked to input your MAC login credentials to authorize the installation.

        enter username and password

      • After entering your username and password, the installation will proceed.

        installation proceed

      • When you see the following screen, click "Close" to complete the installation.

        installation completed

    2. Click the link "Lync for Mac 2011 update" to install the updates.

      lync for mac 2011 update

      • You will be redirected to the Microsoft download center. Click “Download”.

        click download

      • Click "lync_14.1.1_150716.dmg" to kick of the installation of update patch.
      • Press "Control" on keyboard and click the "green arrow" icon.
      • Click "Continue" and follow the on-screen instructions to complete the installation.

        click continue

      • You will be asked for your MAC login credentials during the installation. The installation will continue after entering your username and password. Message "The installation was successful, " will be shown when installation is completed.

1.2.4 Sign in to Skype for Business

  1. Enter your sign-in address in the format of "PortalUID@hku.hk" and click “Sign in”.

    sign-in address

  2. Enter your Portal PIN in the “Password” field and click “Sign in”.

    enter password

  3. You will be asked if you want to save your sign-in info. Click “Yes” if you would like to save it.

    click yes to save sign-in info

  4. You will see the contact list after login. See section 2 on how to manage contacts.

    contact list

1.3 Install Lync 2013 on mobile devices

Please refer to the user guide below to install Skype for Business on your mobile device-

Installation and Setup Procedures for Skype for Business for Android

Installation and Setup Procedures for Skype for Business on iPhone/iPad

2. Manage Contacts 

2.1 Add a contact to your contact list

Note: The contact list saved under Microsoft Office Communicator cannot be copied to Skype for Business due to different hosting platforms. New users of Skype for Business have to set up their contact list again.

2.1.1 Add a contact by search

  1. In the Skype for Business main window, type the person's name or email address in the Find someone search box.

find someone

  1. Right click the contact in the result list, and click Add to Contacts List; and then select the target contact group.

Add to a contacts list

  1. If you want to view or change the privacy relationship, right click the contact’s listing, and then click Change Privacy Relationship.

change privacy relationship

Notes: There are three types of contact-

  • Contacts within HKU

Contacts can be searched by their HKU email address (The Skype for Business ID is the same as the HKU email address).

  • External Skype for Business contacts

External contacts can be added using a Skype for Business ID.   The contacts of the tertiary institutions in Hong Kong and the University of Aberdeen are federated and University members can communicate with members in these institutions using their @hku.hk (for staff).

2.1.2 Add a contact via instant message window

  1. In the instant message window, click the contact's name.

right click on contact's name

  1. In the pop up window, click the arrow button.

arrow

  1. Click and choose Add to Instant Messaging Contacts.

click ...

add to instant messaging contacts

  1. Select the target group for the contact.

group

  1. The contact is added to your contact list.

2.2 Create a new group

  1. Click the Add a contact icon Add a contact, and then click Create a New Group

add a contact icon

create a new group

  1. Type over the phrase New Group to give your group a descriptive name.

new group

2.3 Delete, rename or change order of a group

  1. To delete a group, right click the group header, and then click Delete Group on the drop-down list. (You can also rename a group, or change the display order of the group from the same drop-down list.)

delete group

2.4 Move or copy a contact

  • To move a contact, drag and drop the contact from one group to another. You can also select multiple contacts by holding the CTRL key.
  • To copy a contact, right click the contact, and select Copy Contact To and the target group.

copy contact to

3. Communication with public Skype user

You can communicate with public Skype users using your Skype for Business client as if they are internal HKU users. To do so, you must add them into your contact list and you must be added to the contact list of the public Skype user you want to communicate.

3.1 Limitation of communication with public Skype user

Communication with public Skype users is limited to the following functions:

Available with public Skype users

Not Available with public Skype users

Presence

IM or audio/video conversations with three or more people

Person-to-person instant messaging

Desktop and program sharing

Person-to-person audio/video calls

 

Find and add Skype for Business contacts in Skype

 

If you would like to conference with multiple Skype/Skype for Business users and/or share your desktop, please use “Skype Meeting”. Refer to Chapter 10 for details.

3.2 Add public Skype user to your contact list

When you add a public Skype user to your contact list, a contact request will be sent to the public Skype user and he/she must accept the request before any communication can be made.

1) To search for a person in public Skype, enter his/her name, Skype ID or Microsoft account in the search box “Find someone”, then click on the “Skype Directory” tab. A list of matching public Skype users will be shown.
Search public Skype user

2) Right click on the contact you want to add and select “Add to contacts list”.
Add to contact list

3.3 Accepting Skype for Business contact request by public Skype user

1) After sending your contact request in 3.1, your public Skype partner will receive a contact request. Accept the contact request by clicking the button “Accept”.
Accept contact request

3.4 Add HKU Skype for Business user by public Skype

1) To add a contact in HKU from public Skype, type the full user email address in the search box and click “Search Skype”. Right click on the contact and select “Add to Contacts”.
Add a contact in HKU from public Skype

3.5 Accepting contact request from public Skype in Skype for Business

1)Click the ‘New’ tab in your contact list. A list of pending requests will be shown. Right click on the desired pending request and select “Add to Contacts List”
Accepting request from public Skype

3.6 Expected behavior when adding public Skype contacts

After adding a public Skype contacts, you may find additional contact groups and contacts being added to your contact list in Skype for Business. They are proxies to the added public Skype contacts and are legitimate. Examples are shown below.

Additional Contact groups
Additional contact groups

Additional Contacts
Additional contacts

From time to time, you may also receive warning dialog box about unable to create new contact group as shown below:
Contact warning

Please accept by clicking the ‘OK’ button.

4. Presence Information

4.1 Presence status of a contact

The presence status of a contact is displayed at the lower right corner of the photo; or shown after the contact's name in your contact list.

contact status

The following table describes the status icons that you can select, or that are displayed in your contact list.

Status Presence Status Description
available Available The contact is online and available.
busy Busy The contact is busy and do not want to be interrupted.
in a call In a call The contact is in a Skype for Business call (a two-way audio call) and do not want to be disturbed.
in a meeting In a meeting The contact is in a meeting and do not want to be disturbed.
do not disturb Do Not Disturb The contact do not want to be disturbed and will see conversation notifications only if sent by someone in his/her Workgroup.
be right back Be Right Back The contact is stepping away from the computer for a few moments.
off work Off Work The contact is not working and not available to be contacted.
appear away Appear Away

Skype for Business sets a contact’s status to “inactive” when the computer has  been idle for five minutes, and to “away” when the status has been inactive for five minutes.

(To change these default values, click the Options options button, click Status, and then click the arrows next to Show me as Inactive when my computer has been idle for this many minutes and Change my status from Inactive to Away after this many minutes.)

offline Offline The contact is not signed in. You will appear as Offline to people whom you have blocked from seeing your presence.
presence unknown Presence unknown Skype for Business cannot determine the status of the contact.
blocked Blocked Appears next to a contact you have blocked.

4.2 Change your presence status

You can set your presence status by clicking the status menu below your name in the Skype for Business main window.

change status

5. Send and Receive an Instant Message (IM)

5.1 Send an IM to a single contact

  1. Double click the contact to open the conversation window.

double click

  1. Type your message in the message box, and press Enter on your keyboard to send a message.

conversation window

5.2 Send an IM conversation with a group

To send an IM to a group, right click the group name, and click Send an IM. The conversation window is opened and you can start to send instant messages.

send an im

conversation window

5.3 Send an IM to multiple contacts

To send an IM to multiple contacts, hold the CTRL key to select the contacts; right click and choose Send an IM. The conversation window is opened and you can start to send instant messages.

send an im

5.4 Invite more people to join a conversation

  1. In the conversation window, click Invite invite button button. 

invite

  1. Select the contact(s) to join the conversation. Or you can drag and drop the contact(s) from your contact list into the conversation window.

choose a contact

  1. You can now start to send instant messages to the group of participants.

group conversation

5.5 Format instant messages

You can change the format of the instant messages, which includes the font type, font size, color and format text with additional attributes such as bold, italic or underline.

5.5.1 Format text for a current conversation

  1. In the conversation window, click the More Options more options button at the bottom right corner, and choose Change Font
Change font
  1. Select the text color, font type, size and style from the formatting window.

formatting

5.5.2 Format text for all instant messages

  1. In Skype for Business main window, click the Optionsoptions button.
     
  2. Select IM from the left pane, and then click the Change Font button.

options window

  1. In the formatting window, select text color, font type, size and style, and click OK.

formatting window

  1. Click OK in the Options window to apply the change.

6. Transfer a file

6.1 Send a file

6.1.1 Send a file to a contact

  1. In the conversation window, click Send a file Send a file  button, and locate the file that you want to send, and then click Send. Or you can drag the file into the conversation window.
  2. When sending a file, you will see the following screen-

sending a file

  1. When the file is sent, you will see the following screen-

sent

  1. If the file transfer is rejected by the recipient, the status ‘Transfer failed” will be shown as below:

rejected

 

6.1.2 Send a file to multiple participants

  1. In the conference conversation window, click the Send a file Send a file button, and locate the file that you want to send; and then click Send.
     
  2. The file will be shown under Attachments. It can be downloaded or opened by participants of the conference.

attachments

6.2 Receive a file

  1. When a contact wants to send you a file, a request will appear at the bottom right corner of the screen.

incoming files

  1. Click the Paper Clip paper clip button button to view the file, or click Ignore to reject.

receive file

  1. When the conversation window is opened, click the icon to download the file.

download

6.3 Change the folder that stores received files

  1. In Skype for Business main window, click the Optionsoptions button.
     
  2. Select File Sharing from the left pane, and click Browse to change the destination folder.

file saving

  1. Select the target folder from the list, and click OK.

folder list

  1. Click OK in the Options window to apply the change.

7. Place and Receive a Voice Call

Note: Voice call can only be made among Skype for Business users (including users in federated domains).

7.1 Place a voice call

  1. Move the mouse cursor over the photo of a contact.

profile photo

  1. You will see five buttons.

buttons

  1. Click the Call call button button to place a voice call.

call button

7.2 Answer a voice call

  1. When you receive a voice call, a call alert appears at the bottom right corner of your computer screen. 

alert

  1. Click the Call call button button to accept the call.

accept a call

7.3 Use of call controls

The Call conversation window offers a variety of call controls that you can use to transfer a call, put a call on hold, or adjust your speaker volume. 

call conversation window

The following table describes the function of each Call Control button:

Call Control Function
end call To end a call.
video To add video to a Skype for Business call.
present To allow presentation for sharing of your desktop, programs, PowerPoints, or send an attachment.
IM To add instant messaging to a Skype for Business call.
call controls

To perform the following call controls:

  • Hold.
  • Transfer to another number or person.
  • Devices to switch to a different device.
  • Dial pad to interact with an automated phone system, such as entering a code, when you call your voicemail, or make a selection when you call an office reception desk.
  • Speaker volume to adjust the sound. Slide the pointer up and down for volume, or select the speaker icon at the top of the volume control to mute your speaker.
participation list To show the participant list.
invite To invite people to participate in the conversation.
time elapsed To show time elapsed of the call.

8. Place and Receive a Video Call

8.1 Place a video call

  1. Move the mouse cursor over the photo of a contact.

profile photo

  1. You will see five buttons.

buttons

  1. Click the Video Call video call button button to place a video call.

video call button

 

8.2 Receive a video call

  1. When you receive a video call, a call alert appears at the bottom right corner of your computer screen. 

alert

  1. Click the Video Call video call button button to accept the call.

accept a video call

  1. When you accept a video call invitation, the conversation window opens and shows the caller's video stream.
     

9. View and Present content 

In Skype for Business, user can share his/her desktop, programs or PowerPoint files with other contacts.

9.1 Share your desktop or a program

Note: While you are presenting, your Skype for Business status is automatically changed to Busy, all instant messages and calls are therefore blocked.

  1. At the bottom of the conversation window, point to the presentation (monitor) present buttonicon.
     
  2. On the Present tab, do one of the following:
  1. To share the content on your desktop, click Present Desktop... 

present desktop

Select the desktop to share, and click Present.

present desktop

  1. To share one or more programs or files, click Present Programs...

present programs

Sel​ect the specific program(s) or file(s) to share, and click Present.

present programs

  1. On the sharing toolbar at top of the screen, you can:
  • Click Stop Presenting when you want to stop presenting your screen.

stop sharing

  • Click Give Control to share control of your desktop or program with the participants.

give control

  • 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.

click pin

9.2 Give and take control of a sharing session

If you want another meeting participant to edit or present a file during the sharing session, you can grant control to that person.  After that, you and the person with control granted will have control over the sharing session and you can take back the control anytime.

  1. On the sharing toolbar, click Give Control.

give control

  1. Select the name of the person you want to give control to.

select name of the person

Skype for Business sends a notification to that person to let he/she know you are sharing control.

  1. To take control back, click Give Control again, and then click Take Back Control.

take back control

9.3 Present PowerPoint slides

  1. At the bottom of the conversation window, point to the presentation (monitor) present buttonicon.
     
  2. Click Present PowerPoint Files....

present powerpoint files

  1. Choose the PowerPoint file, and click the Open button.

choose file

  1. Presentation conversation window will show the slides for presentation. Click Stop Presenting when finish.

presentation conversation window

9.4 Accept an invitation to a content sharing session

To accept an invitation on contact sharing, click the presentation (monitor) present button icon when you see an alert appear at the bottom right corner of your computer screen.

accept content sharing
 

10. Skype Meeting

Skype Meeting allows multiple users, including external users, to meet at a specific time. The meeting must be first scheduled from Outlook with Skype for Business Add-ons (installed together with Skype for Business). A meeting request with a meeting URL will be sent to the participants. Participants can use the URL link in the meeting request to access the meeting either via Skype for Business (HKU users) or Skype Meeting App.

10.1 Schedule a meeting using Outlook

  1. In Outlook -> Calendar, select ‘New Skype Meeting’.
    New Skype Meeting
     
  2. Enter the detail meeting schedule.
    Enter the email address of the participants in the ‘To’ field.
    Enter the meeting subject, meeting start time and end time. You may modify the meeting permission (if necessary) by clicking ‘Meeting Options’ in the ribbon.
    Click ‘Send’ to schedule the meeting and send meeting invitations to all participants.
    Setup new meeting
    Meeting Options

10.2 Schedule a meeting using a browser

  1. Access the Skype for Business Web Scheduler at ‘https://sched.lync.com’ and login using your PortalUID@hku.hk and PortalPIN.
     
  2. Click “New Meeting” and enter the necessary meeting information. Click ‘Save’.
    (If this is your first meeting, you will be redirected to the create meeting page automatically without clicking “New Meeting”.)
    New Meeting
     
  3. After clicking ‘Save’, the meeting URL will be shown as follow. Copy the URL and send it to the meeting attendees. (No email or meeting invitation will be sent automatically. You must create your own meeting request and send it to the attendees.)
    Meeting URL
     
  4. You may check the details of your scheduled meetings and the meeting URLs from the Skype for Business Web Scheduler. 
    My meetings

10.3 Joining a meeting

Users can join a meeting at the scheduled time by clicking the URL link in the received meeting invitation. For HKU users, Skype for Business can be used. For external users, Skype for Business Web App can be used.

  1. Click the URL link ‘Join Skype Meeting’ in the invitation email.
     
  2. If you have Skype for Business installed, the meeting will automatically open in Skype for Business.
     
  3. For external users without Skype for Business, a browser window will open and presenting you the option to join the meeting as shown.
    Option to join meeting
     
  4. Select ‘Join Using Skype for Business Web App instead’. The following page will be shown. Follow the instruction to download and install Skype Meeting App, then, click ‘Join the meeting’. If you have already installed Skype Meeting App on your computer, you can click ‘Join the meeting’ directly and skip the app installation.
    Join the meeting
     
  5. Enter your name in the ‘Guest, type your name below’ box and click ‘Join the Meeting’.
    Enter your name
     
  6. The meeting window after successfully joining the meeting.
    Successfully joining the meeting

11. Resource

FAQ
https://support.office.com/en-US/article/FAQ-about-Skype-for-Business-Lync-a0b87a3e-016a-410e-bb0c-77d4b5654041

Online Tutorial (Flash)
https://support.office.com/en-US/article/Start-using-Skype-for-Business-Lync-for-IM-and-online-meetings-36d2a337-e835-4ae6-b821-44cb6907b17f?CorrelationId=d627a98c-fe80-4267-aee0-7549b7d5766c