Skype for Business Webinar Meeting - PowerPoint Presentation

1. Skype for BusinessWebinar MeetingAllegion Collaboration Services

2. 1. Introduction to Skype for BusinessIntroductionThis PowerPoint deck provides guidance and procedural steps to Allegion users on how to initiate Webinar using Skype for Business and use the functions provided.PurposeThe purpose of this PowerPoint deck is to encourage Allegion users to use Skype for Business as a solution to host Webinar with internal and external users.What is Skype for BusinessSkype for Business is Allegion’s approved collaboration solution which lets you connect to co-worker across Allegion or around the world. Start conversations with IM, voice, or video calls. See when your contacts are available online, in a meeting, or presenting. External contacts can still join even if they don’t have Skype for Business.

3. Standard Meeting Schedule with Co-WorkerOpen Outlook and navigate to the CalendarSelect the Home tab and click New Skype MeetingSet up the online meeting just as you would a regular meeting  Include attendees in the To: fieldTitle the meeting within the subject lineSelect a start time and end timeType an agenda in the meeting area NOTE: Do not change the Skype Meeting information that is already in the agenda areaSend the meeting invitation

4. Customizing Meeting Schedule with Co-WorkerBy default, everyone in Allegion 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 Calendar2. Select New Skype Meeting from the toolbar3. Click on the Meeting Options button4. Adjust any meeting options necessary (Note: participants can be elevated to presenters at any time to gain full access of a meeting) – See slide number 75. Once you have finished making changes to the meeting options, select Ok6. Within the meeting invitation, inform participants of the meeting settings and guidelines like in the example below:*See next slide

5. Example of Meeting Settings and GuidelinesMeetingSettingsMeeting Guidelines

6. Customized Meeting Schedule – External ParticipantsCreate a Modified Skype for Business Meeting to be Accessible to Non-Allegion (External) Users via Outlook:Open Outlook and navigate to the CalendarSelect the Home tab and click New Skype MeetingSet up the online meeting just as you would a regular meeting  Include attendees in the To: field (using their external email address)Title the meeting within the subject lineSelect a start time and end timeType an agenda in the meeting area NOTE: Do not change the Skype Meeting information that is already in the agenda areaIn the new meeting window, click on Meeting Options*See next slide

7. Skype Meeting Options CustomizationUnder the Permissions tab, select options from the following headlines:  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' videoSend the meeting invitation

8. Understanding ‘These people don’t have to wait in the lobby’ Function

9. Understanding ‘Who’s a presenter’ Function

10. Join a Skype for Business Meeting via Desktop Client (Windows)In Skype for Business there are 3 options for joining a meeting with your Windows Desktop Client:Meeting RequestOutlook ReminderMeetings ViewJoin via Meeting Request:Select the meeting within your Outlook calendarOpen the meeting requestClick 'Join Skype Meeting'

11. Join a Skype for Business Meeting via Desktop Client (Windows)Join via Outlook Reminder:Navigate to the Outlook reminder popup window,Select the intended meetingClick 'Join Online'

12. Join a Skype for Business Meeting via Desktop Client (Windows)Join via Meetings View:Select the Meetings tab within your SfB client windowRight click on the intended meetingSelect 'Join'

13. Conduct meetings with users outside of our organization or without a Skype for Business account using the browser-based Skype for Business Web Application.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).Open the email that contains the invitation to the meeting that you're attempting to joinWithin the email meeting invitation, click the 'Join Skype for Business Meeting' link The Skype for Business Web App will open automatically if... On the Skype for Business Web App sign-in page, enter your name, and select Join the meeting

14. Instructions for External UsersHere are the basic steps to join a Skype for Business meeting with Skype for Business Web App.Open the meeting request in your email or calendar, and select Join Skype Meeting. On the Skype for Business Web App sign-in page, enter your name, and select Join the meeting.Follow your browser's instructions for installing the Skype for Business Web App plug-in, which is required for audio, video, and screen sharing. Depending on the meeting options set by the organizer, you'll either join the meeting immediately, or be directed to the virtual lobby. If you're in the lobby, the meeting organizer and other presenters are immediately notified that you're waiting.Join a meeting using Skype for Business Web App

15. 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:Using your telephone, dial the conference number listed in the meeting request.Using the telephone's dial pad, enter the Conference ID listed in the meeting request followed by the # sign.Follow the instructions when prompted...

16. Learn about Skype for Business Meeting Window

17. Share and Collaborate During a Skype for Business MeetingSkype 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:The next slides explains the various aspect on how you can Share and Collaborate during a Skype for Business Meeting..

18. Share your Desktop or a Program in a Skype MeetingKeep in mind that you need to be a presenter in a Skype for Business meeting to share your screen. If the option is greyed out, ask one of the presenters to give you presenter access. Present Desktop when you need to switch between multiple programs, or work on files from different programs. Present Programs when you need to present specific programs or files and don’t want people to see anything else on your computer. Share your screen or programAt the bottom of the conversation window, click the Present (monitor) button.Choose one of the following:To share the content on your desktop, click Present Desktop. Important:  When sharing your desktop, everyone in the meeting can see your programs, files, and notifications. If you have confidential information or files that you don’t want people to see, close them or use Present Programs instead.To share one or more programs or files, click Present Programs, and then select the specific program or file.On the sharing toolbar, on top of the screen, use any of these options:Click Stop Presenting when you are done sharing your screen.Click Give Control to share control of your desktop or program with the participants.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.

19. Share PowerPoint Slides in a Skype for Business MeetingUpload your PowerPoint presentationIt’s a good idea to upload your presentation in advance and practice with the presentation tools so you’re comfortable using them during the meeting.In the Skype for Business meeting window, click Share Content> Share PowerPoint Files.Find your presentation and double-click it to upload it to the meeting. You will automatically begin presenting the slides.

20. Share PowerPoint Slides in a Skype for Business MeetingMove the slidesTo move the slides, use the arrows at the bottom of the meeting window, or the arrow keys on your keyboard. You can also use the Thumbnails.Any animations in the slides play just like they do outside the Skype for Business meeting.Press F5 on your keyboard to go to full-screen view, and Esc to go back to normal view.See your notesClick Notes to see your presenter notes (visible only to you).