Skype

Overview

Skype for Business is a Microsoft product that allows people in different physical locations to communicate with each other.  Among it’s uses are instant messaging (chatting) and holding remote (online) meetings with other people.

Introduction

This guide is intended for State of Maine personnel who are new to or have little experience with Skype for Business.  It provides a high-level overview of some of the commonly used functions.  Links to additional resources are included at the end of this guide, for those who wish to learn more about Skype for Business.

Microsoft is planning to replace Skype for Business with Microsoft Teams.  They are similar products, so you do not need both.  If you are currently using Skype for Business, you may continue to use it.  There is no requirement to upgrade to Microsoft Teams at this time. 

If you have neither product, but need one installed, please request a Microsoft Teams installation.  This will spare you from an upgrade at a later date.

If you have any questions, please contact OIT Customer Support by email (OIT.Customer-Support@Maine.gov) or by phone (207-624-7700).

The information below is based on largely on content provided by Microsoft.

Start Skype for Business

Skype for Business may be setup to start automatically, when you log on to your computer.  If that is the case, you will see the Skype for Business symbol on the taskbar on the bottom of your screen.  It will be the icon with the letter S inside.  To open it, you simply click on the icon.

If Skype for Business does not start automatically, you can start it by clicking on the window icon at the bottom left of your screen.  This will bring up a list of all the applications you can start.  You then would scroll down the alphabetical list until you find Skype for Business and then click on it. As a shortcut, after the alphabetical list appears, you could start typing the word Skype, until the Skype for Business selection appears, then click on it.  

Start an Instant Message conversation (chat) with one other person

Locate the person you want to send an instant message to by finding them in search or in your Contacts list. You can also find them in your conversation history.

1. Find the search box on your Skype for Business contacts page, just below the Contacts tab.
2. 
3. Click in the search box and type the group name you want to search.
4. Hover over their picture in the Contacts list and click the button on the quick launch bar.
5. Type your message at bottom of the conversation window.
6. Press Enter on your keyboard to send the message. You'll see next to each instant message a picture of the person who sent it. This works for both one-to-one conversations and conferences.
7. (Optional) Add others to the conversation by dragging their contact listing from your Contacts list into the conversation window.

Note: If you have a long message, Skype for Business breaks it into sections and gives you recipients the option to read more or less of the text. This is called a story. You can even give it a title if you want. For more information, go to Use stories in Skype for Business.

Send an Instant Message to several people at once

To start an Instant Message conversation (chat) with multiple contacts, do the following

• If the people you want to send the instant message to appear as adjacent contacts in your Contacts list, press and hold the Shift key while you click each person. Then, click the button next to the last contact you select, type your message at the bottom of the conversation window, and press Enter.
• If the people you want to send the instant message to appear in the list as contacts who aren’t adjacent, press and hold the Ctrl key while you click each contact. Then, click the button next to the last contact you select, type your message at the bottom of the conversation window, and press Enter.

Send an Instant Message (IM) to a group:

There are several ways to send an IM to a group. You can search the company directory for distribution lists or Office 365 Groups and send the IM to everyone in those groups. You can also send an IM to a group of contacts in your contacts list.

Search for a group and send the Instant Message

Find the search box on your Skype for Business contacts page, just below the Contacts tab.

Click in the search box and type the group name you want to search.

Hover over the group picture in the Contacts list and click the button on the quick launch bar.

Type your message at bottom of the conversation window.

Press Enter on your keyboard to send the message.

Send an Instant Message (IM) to one of your contact list groups

Right-click the group name in your Contacts list

Click Send an IM.

Type your message at the bottom of the conversation window.

Press Enter on your keyboard to send the message.

Respond to an incoming message alert

When someone starts a new IM conversation with you, an alert pops up on your screen. Do one of the following:

• To see the message, click anywhere on the photo area. To write back, type in the text input area, and then press Enter on your keyboard.
• To reject the message, click Ignore. If you use Outlook, the message goes to your Outlook inbox.

Start an Instant Message (IM) conversation

1. Send an instant message from anywhere in where you see a contact.
   • From the Chats list, click on the person you want to start a conversation with.
   • 
2. 
   
   • Or, from the Contacts list, click on the person you want to start a conversation with, and then click the IM button .
   • 
3. Type your message at bottom of the conversation window.
4. 
5. Press Enter on your keyboard (or press ) to send the message.

Schedule a Skype for Business online meeting using Outlook

This process is very similar to scheduling a meeting on Outlook.  The main difference is that you are selecting the Skype Meeting button to make it an online meeting.
 

1. Open Outlook and go to your calendar.
2. On the Home tab, select New Meeting .
3. 
4. Add online meeting information by selecting Skype Meeting.
5. 
6. Fill in the meeting information as needed, including meeting attendees.

Tips: 

• To find a time that works for everyone, select Scheduling Assistant on the Meeting
• If you're setting up a Skype meeting, you can use Meeting Options to customize the meeting settings.
   

5. Select Send.

Join a Skype for Business meeting

1. In your meeting request, click Join Skype Meeting.
2. 

Tips: 

• The Meetings view lets you quickly check your upcoming meetings for the day, without having to go to your calendar. You can even join a Skype Meeting right from the Meetings tab, if the meeting was set up by an organizer inside your company.
• In the Skype for Business main window, click the Meetings tab, and then right click a Skype meeting to join.
• 

2. Your mic is automatically muted. To unmute your mic, find the mic button , and click it. When it looks like this , people in the meeting can hear you.

Note: Make sure you unmute your speakers too!

Additional Resources
 

Microsoft Resources
 

Send an Instant Message in Skype for Business - https://support.office.com/en-us/article/send-an-im-in-skype-for-business-b3aefb9b-dec8-4be8-a1ee-1eab12144d05

Setup a Skype for Business online meeting in Outlook - https://support.office.com/en-us/article/set-up-an-online-meeting-in-outlook-b8305620-d16e-4667-989d-4a977aad6556

Join a Skype for Business meeting - https://support.office.com/en-us/article/join-a-skype-for-business-meeting-3862be6d-758a-4064-a016-67c0febf3cd5

State of Maine Resources

 The following location contains a wide variety of Skype for Business resources.  It is located on the State Intranet, so you need to be connected to the state network in order to access them.

http://inet.state.me.us/oit/customer-service/office365/services/skype/index.html