Learn all about Skype for Business Meetings in the sections below including:

  • Creating
  • Modifying Meeting Options
  • Testing
  • Joining
  • Sharing and Collaboration
  • Delegating 
  • Recording and Sharing 

For additional questions regarding Skype for Business Meetings please refer to the Microsoft Office Support pages here.

Skype for Business (Lync) Meetings can be scheduled using Outlook or the Outlook Web Application.

Create a Skype for Business Meeting via Outlook:

  1. Open Outlook and navigate to the Calendar
  2. Select the Home tab and click New Skype Meeting
  3. Set up the online meeting just as you would a regular meeting 
    • Include attendees in the To: field
    • Title the meeting within the subject line
    • Select a start time and end time
    • Type an agenda in the meeting area
      • NOTE: Do not change the Skype Meeting information that is already in the agenda area
  4. Send the meeting invitation

Modify a Skype for Business Meeting with Meeting Options:

By default, everyone from the University that is invited to a Skype meeting is considered a “presenter” and has full control over the meeting.  Default settings as such may not be appropriate for all meetings. To provide a better experience for participants, consider modifying your meeting options using the steps below.

  1. Open Outlook and navigate to the Calendar
  2. Select New Skype Meeting from the toolbar
  3. Click on the Meeting Options button
  4. Adjust any meeting options necessary (Note: participants can be elevated to presenters at any time to gain full access of a meeting)
  5. Once you have finished making changes to the meeting options, select Ok
  6. Within the meeting invitation, inform participants of the meeting settings and guidelines like in the example below:

Create a Modified Skype for Business Meeting to be Accessible to Non-University Users via Outlook:

  1. Open Outlook and navigate to the Calendar
  2. Select the Home tab and click New Skype Meeting
  3. Set up the online meeting just as you would a regular meeting 
    • Include attendees in the To: field
    • Title the meeting within the subject line
    • Select a start time and end time
    • Type an agenda in the meeting area
      • NOTE: Do not change the Skype Meeting information that is already in the agenda area
  4. In the new meeting window, click on Meeting Options
  5. Under the Permissions tab, select options from the following headlines: 
    • Where do you want to meet online?
      • Choose 'A new meeting space (I control permissions)'
    • These people don't have to wait in the lobby:
      • Anyone (no restrictions)
    • Who's a presenter?
      • (e.g. Choose presenters)
    • Do you want to limit participation?
      • Disable IM, Mute all attendees, and/or Block attendees' video
  6. Send the meeting invitation

Skype for Business Test Meetings are used to ensure participants meet the requirements necessary to join an online meeting.

Click on the following link to navigate to the meeting test: Skype for Business Meeting Test

In Skype for Business there are 3 options for joining a meeting with your Windows Desktop Client:

  • Meeting Request
  • Outlook Reminder
  • Meetings View

Join via Meeting Request:

  1. Select the meeting within your Outlook calendar
  2. Open the meeting request
  3. Click 'Join Skype Meeting'

Join via Outlook Reminder:

  1. Navigate to the Outlook reminder popup window,
  2. Select the intended meeting
  3. Click 'Join Online'

Join via Meetings View:

  1. Select the Meetings tab within your SfB client window
  2. Right click on the intended meeting
  3. Select 'Join'

Skype for Business on Mac lets you check your upcoming meetings for the day from the main window of the client, if the meeting was set up by an organizer inside your company.

Join with Skype for Business on Mac:

  1. In the Skype for Business on Mac main window, find and double-click the meeting you want to attend, or click the Join button
  2. To view meeting participants, to add others, and to mute participants if you're a presenter, click the participants button
  3. Use the Invite more people box to add more people to your meeting
  4. To send an IM to meeting participants, click the IM button
  5. Type a message, and then press Enter or click the Send button to send the message
  6. When you first join a meeting, your microphone is automatically muted, and people in the meeting can't hear you. To unmute your microphone, click the unmute button
  7. When you first join a meeting, the video camera is inactive. To start your video camera, click the video button

Disconnect from the meeting:

  1. To exit the meeting, click the  End the call button button
  2. At the Need to leave? prompt, confirm you want to leave the meeting by clicking the Leave Meeting button

Conduct meetings with users outside of our organization or without a Skype for Business account using the browser-based Skype for Business Web Application.

Note: If you have the Skype for Business or Lync 2013 Client downloaded on your device, there is no need to utilize the Skype for Business Web App. All meetings will operate through the client that is installed on your device.

Use the Skype for Business Web App:

Note: The Skype for Business Web App can only be used to join and participate in meetings once given a link by the meeting creator (usually via email).

  1. Open the email that contains the invitation to the meeting that you're attempting to join
  2. Within the email meeting invitation, click the 'Join Skype for Business Meeting' link 
  3. The Skype for Business Web App will open automatically if...
    • the computer you're using does not already have Skype for Business installed
    • your internet browser is compatible with the Skype for Business Web App plug-in
  4. On the Skype for Business Web App sign-in page, enter your name, and select Join the meeting

Currently, the Web App that is available is not able to utilize all of the same features that the downloaded client embodies (IM, contacts, calendar, presence, and phone calls). See more detailed information on Microsoft Skype for Business Web App and Desktop client comparisons.

Joining a Skype for Business meeting with audio only is used by attendees that do not have a computer or for those that prefer to use a phone for audio.

Note: If the Meeting request (usually via email) includes a dial-in phone number and conference ID, then the attendee will be able to call into the meeting.

Dial into a Skype for Business Meeting:

  1. Using your telephone, dial the conference number listed in the meeting request.
  2. Using the telephone's dial pad, enter the Conference ID listed in the meeting request followed by the # sign.
  3. Follow the instructions when prompted...
    • A PIN number associated with your HawkID may be required if you're the meeting organizer and dialing in from a phone that isn't connected to your account or the meeting is secured. 

Get your Dial-in PIN:

  1. Open the online meeting in Outlook
  2. Click on the 'Forgot your dial-in PIN' link
  3. Sign in with your domain\HawkID and HawkID Password
  4. Click on 'Reset your PIN'
  5. Enter a new PIN and Confirm new PIN
  6. Click OK
  7. You will see: 'Your PIN was successfully changed', so you can now use your PIN to join the meeting as the organizer via your phone.

Note: Press *1 on your phone to get a list of options you can use when in the meeting.

Skype for Business provides sharing and collaboration tools to participants during an online meeting. For more information on the various collaboration and sharing tools, please follow the links below:

Share your Desktop or a Program in a Skype Meeting

You can show your entire desktop, or just one or many programs to everyone in a Skype Meeting.

Share PowerPoint Slides in a Skype Meeting

Presenting PowerPoint slides is an effective way to get your ideas across.  Use the meeting controls such as annotation tools, presenter notes, and switching presenters, to help you during your presentation.

Use a Whiteboard in a Skype Meeting

A Whiteboard is a blank page that you can use to work together with other meeting participants by being able to type notes, draw, or import images.  When your meeting is over, you can save the Whiteboard with the data from the participants’ collaboration.

Use Polling in a Skype Meeting

Polling is a great way to get people involved, interacting in your meeting, and find out what they think about the ideas you’re sharing.

Use Q&A Manager in a Skype Meeting

Skype for Business Q&A Manager (question and answer) provides a structured environment for answering questions during a meeting. This feature is especially helpful in large meetings where a presenter can answer questions, while someone else is presenting meeting content.  When the Q&A session is shared by a presenter, all the meeting attendees can view and ask questions.

Use Shared and Private Notes in a Skype Meeting

You usually need to take notes for a meeting, whether it’s about tracking attendees, remembering what was discussed, or listing action items. If you use OneNote, Skype for Business lets you take private notes or add shared notes that you can co-edit with participants.

Transfer a File in a Skype Meeting

If you need to share a file with meeting participants, such as a handout, you can attach it to the meeting and let your audience download to their computers.

To create a Skype for Business meeting on behalf of someone else, the calendar owner must add the other person as a delegate in both Outlook AND Skype for Business for it to work.

Add a Delegate:

Directions for the Account Owner (person who wants to give delegate permissions)

  1. Set-up Delegate Access from Account Settings in Outlook 2013
    • You will need to contact the ITS Help Desk @ 384-HELP and request that they enable your account for 'Exchange Delegate list syncing'
      • (If you already added the Delegate in your Outlook client, you can skip this step)
  2. In Skype for Business (Lync) make sure the Delegate is in your Contact List.  
    • If not, search on the user, right click and choose ‘Add to Contact list’
  3. Set-up Delegate Access in Skype for Business 2013
    • From the Skype for Business Client window, select Tools > Call Forwarding Settings
    • Select 'Edit my delegate members' > Add...
    • Under ‘Choose a contact to answer your calls’ type the last name, first name of the intended Delegate
    • Select the Delegate > OK
    • Deselect ‘Receive Calls’ > OK

Directions for the Delegate

  1. Exit Skype for Business and Outlook
  2. Launch Skype for Business
    • Within the client window the Delegate will see a highlighted message ‘You were added as a delegate for XXXX account’
  3. Within Skype for Business, make sure the Account Owner giving you Delegate rights is in your Contact List.  
    • If not, search for the user, right click and choose ‘Add to Contact list’
  4. Launch Outlook 2013
  5. Open the Account Owner’s Calendar:
    • Select File > Open & Export > Other User's Folder
    • Search and Enter Account Owner's name > Highlight name > OK 
  6. From the Home tab of the newly opened calendar, select the ‘New Skype Meeting’ button to begin creating an online meeting on behalf of the Account Owner

Note: The From address field will look like it is coming from the Delegate, however those receiving the invite will see the Account Owner's name in the From field.

A Skype for Business meeting can be recorded by any meeting presenter to capture audio, video, instant messaging, screen sharing, PowerPoint slides, whiteboard activity, and polling.

Record a Skype for Business Meeting:

  1. While in a Skype for Business meeting, click the More Options button from the meeting window
  2. Select Start Recording
    • To see who else is recording, point to the red recording button
  3. Use the controls at the bottom of the meeting window to pause, resume, or stop the recording
  4. When you’re done, click Stop Recording
    • Skype for Business automatically saves the recording in MP4 format that plays in Windows Media Player
    • You can exit the meeting while the recording is being processed

Play and Share a Recorded Skype for Business Meeting:

  1. From the Skype for Business main window, select Tools > Recording Manager
  2. Click your recording to highlight it, then click Play on the right side of the window
  3. You can also rename or delete your recording here
  4. To share your recording with others, click Browse to locate it, then copy the file to post on a shared location, such as OneDrive or an internal SharePoint site
Article number: 
2783
Last updated: 
August 2, 2017