Information Services – IT Services

 

Skype for Business

Microsoft Skype for Business is an instant messaging, voice/video call and web conferencing service for Staff and Research Postgraduates.

You can use it to connect to any of your Kent colleagues, and external contacts (through Skype for Business, Skype, or their email).

Features - what Skype for Business offers

  • connect with:
    • Kent colleagues
    • external contacts
    • multiple people at once
  • see if someone is available, busy or in a meeting
  • send instant messages
  • make voice and video calls
  • set up virtual meetings using Outlook
  • send files
  • present work live on screen
  • collaborate on an interactive whiteboard
  • join in topic based chat rooms
  • use it on a PC, Mac, phone or tablet

Skype

Skype is available on Staff PCs too. To find it click Start, then search for and select Install a program on the network. Skype should be available for you to install.

To record a Skype conversation (for example, an interview), you'll need to install an extra program.

 

Get Skype for Business

On your University-owned PC/laptop/Mac

Staff Managed Desktop* PCs

From Monday 20 June 2016, Skype for Business will automatically start when you log into your PC.

To open Skype for Business and enable daily auto-startup, do one of the following:

  • click the icon on your Desktop
  • click the Start button, search for 'Skype for Business', and click to open it

* Is your PC a managed desktop? To check, press the CTRL + ALT + Delete keys together to lock the PC, and see if it says Staff Managed Desktop.

Other University-owned PCs/laptops

  • Windows: copy/paste this address into Internet Explorer, then run the setup file: \\ad.kent.ac.uk\dfs\Install\Microsoft\Lync 2013\Lync 2013
  • Mac: smb://fileserver2.kent.ac.uk/install - Microsoft > Lync 2013 > Lync Mac 2011

 

On your own computer, Mac, tablet or mobile

PC/laptop/Mac

Mobiles and tablets

  1. Go to your App Store
  2. Search for Skype for Business
  3. Ensure you select Skype for Business, by Microsoft Corporation
  4. Download and install Skype for Business
  5. Open the app and accept the conditions
  6. Sign in address: enter your full Kent email address
  7. Password: enter your Kent password but don't sign in yet
  8. Tap Advanced options
  9. Type ukc\abc1 (your own Kent username)
  10. Auto detect server: on
  11. Tap Sign In

 

On Outlook Web Access (OWA)

From Monday 20 June 2016, when you sign into your Kent email on a web browser with OWA, you'll automatically sign into Skype for Business too.

To sign out or change your availability, click your profile picture in the corner of the screen. If you change your availability, it will stay the way you set it next time you sign into OWA.

In Outlook Web Access, to change your presence/availability status or sign out of Skype for Business, click your profile picture in the top right corner, then click the status you want, or "Sign out of IM".


Get started

Sign in

  • Sign in with your full Kent email address
  • Click Advanced Options (or similar) - it might appear if a login attempt fails
  • User name: your Kent username with ukc\ in front: as in ukc\abc1

Online help

Start up options

To start Skype for Business, click its Desktop icon. If you can't see it on your Desktop, click Start and search for Skype for Business.

You can change how it opens by clicking the Options icon:

On your Skype for Business home screen, click the Options icon

For example, you can:

  • Choose whether it starts automatically when you log into your PC:
    In the Skype for Business Options screen, in the Personal tab, tick or untick the box for "Automatically start the app when I log on to Windows"

  • Start it in the background when you log in:
    In the Skype for Business Options screen, in the Personal tab, tick or untick the box for "Start the app in the foreground"

  • Hide it when it's minimised:
    In the Skype for Business Options screen, in the General tab, tick or untick the box for "Minimize to the notification area instead of the task bar"

Online help

Your availability (presence)

  • if your Outlook calendar has a meeting, your status shows as Busy.
  • if you haven't used your PC for 5 minutes your status changes to Away.
  • all Kent staff can see your status, not just your contacts list.
  • you don't have to reply when 'available': you may be away, on the phone or too busy to notice. You'll get a 'missed conversation' email.

To change your availability: click your status (eg, Available). If you choose Appear offline nobody can message you until you change it back. It shows duration (eg Offline for 59 days).

Online help

 

Contacts

Skype users outside Kent (Skype federation)

You can use Skype for Business to connect with anyone who has a personal Skype account, as long as:

Add a Skype user to your contacts

  1. In Skype for Business, click the Add a contact icon
  2. Click Add a Contact Not in my Organisation > Skype

  3. Search for the person you want to add
  4. When you've found them, double click on them
  5. Click Add
  6. They will get a notification that you've added them. When they approve it and add you, then you can contact each other on Skype for Business.

 

Skype for Business users outside Kent (Skype for Business federation)

You can communicate directly with Skype for Business users outside Kent, as long as we have set up a federation with their organisation.

Who are we federated with?

We are federated with these domains:

To suggest another, email helpdesk@kent.ac.uk

 

Add a contact from a federated institution

  1. In Skype for Business, click the Add a contact icon
  2. Click Add a Contact Not in my Organisation > Skype for Business

  3. Add the contact's email address, choose a contact group to add them to, choose a privacy setting, and click OK
  4. They will get a notification that you've added them. When they approve it and add you, then you can contact each other on Skype for Business.

 

Instant messaging

Instant messaging is an efficient way to connect with other Kent staff and research students. You can chat in real time at a moment's notice, and it's less formal than email and less pressured than a phone call.

Start a conversation

  1. Open Skype for Business
  2. Click in the search box and type the name of the person you want to message
  3. When you've found them, double click on their details


  4. A conversation window will pop up. Start typing your message and press Enter on your keyboard to send.


  5. If the other person replies, their message will appear in the conversation window. If they ignore your message or don't see it, Skype for Business will send it to them as an email.
  6. You can click the icons at the bottom of the conversation window to turn it into a video or audio call.

Online help

Respond to a conversation request

When someone starts a new conversation with you, an alert pops up on your screen.

Do one of the following:

  • To see the message, click anywhere on their photo. 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.

Online help

Saved conversations

Skype for Business automatically saves all your instant messaging conversations in your 'Conversation History' folder in Outlook. You can turn this off for yourself but can't stop others from saving conversations you took part in.

Use Skype for Business in the professional way you use email. Message content can be requested under the Freedom of Information Act and/or the Data Protection Act.

To view your saved conversations:

  1. In Skype for Business, click the drop-down Options menu
  2. Choose File > View Conversation History
  3. Your Conversation History folder will open in Outlook.


 

Voice and video calls

You can make voice calls (like a traditional phone call) and video calls in Skype for Business - both for unscheduled conversations, and scheduled meetings.

What you need

For voice calls you'll need a headset with built-in microphone (or speakers and a microphone).

For video you'll also need a webcam. For Staff Managed Desktops we recommend the Logitech C920 as you don't need to install extra software.

Ask your school or department for help sourcing equipment.

Test your audio/video settings

Skype for Business automatically detects your audio and video devices, but before making an audio or video call you should check that they are set up correctly.

  1. Open Skype for Business and click the Options icon:
  2. Choose the Audio Device or Video Device tab
  3. Choose the device you want to test from the drop-down menu.
    • For audio: adjust the volume of your speakers and microphone, and make a test recording to check the call quality
    • For video: preview what you'll look like on your webcam

Online help

Make a call

  1. Open Skype for Business
  2. Click in the search box and type the name of the person you want to message


  3. When you've found the person you want, hover over their photo and icons will appear


  4. Click the phone icon to make a voice call, or the video camera icon to make a video call
  5. If the person answers your call, a conversation window will pop up
  6. During the call you can click the icons at the bottom of the window to mute/unmute your microphone and turn your video off/on.

Online help

Answer a call

When someone calls you, an alert pops up on your screen. Do one of the following:

  • To answer the call, click anywhere on the photo area.
  • To reply with an instant message instead of audio, click Options, and then click Reply by IM.
  • To reject the call, click Ignore.
  • To reject the call and avoid other calls, click Options, and then click Set to Do Not Disturb.

During the call you can click the icons at the bottom of the window to mute/unmute your microphone and turn your video off/on.

Online help

Record a voice/video meeting

When you record a Skype for Business meeting, you capture audio, video, instant messaging and anything else that is shared (eg PowerPoint slides). Skype for Business will automatically record everyone in the conversation.

You can only record if your audio device (and webcam if you're using one) is connected.

  1. In the conversation window, click More Options > Start Recording.



  2. Use the controls at the bottom of the conversation window to pause, resume or stop the recording.



  3. To finish, click Stop Recording.
  4. 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.



  5. To play the recording back immediately, open Recording Manager. Click the pop-up alert, or go to the Options drop-down menu > Tools > Recording Manager. Highlight the recording and click Play. You can also Rename and Delete recordings here, or click Browse... or Publish... to manage where they are saved.

Online help

Save, share and play recordings

When you have made a recording, Skype for Business will automatically save it in the Videos/Lync Recordings folder on your computer. To change this:

  1. In the main Skype for Business window, click Options
  2. Click Recording in the left hand menu
  3. Click Browse...
  4. Choose the folder where to want to save recordings, and click OK

In the Recording Manager window:

  1. Click your recording to highlight it
  2. Click Play on the right side of the window
  3. You can rename or delete your recording here
  4. To move your file (eg to a shared drive), click Browse to locate it, then copy the file to the new destination

Online help

 

Meetings

You can use Skype for Business to schedule a virtual meeting just as you would arrange a meeting in Microsoft Outlook. The people in the meeting can use video, audio and/or instant messaging.

Arrange a Skype for Business meeting

  1. Open Outlook and go into your Calendar
  2. In the Home tab, click New Skype Meeting

    Can't see this?

    Go to File > Options > Add-Ins. In the Manage menu select COM Add-ins, then click Go... Tick the box for Skype Meeting Add-in for Microsoft Office 2013, then click OK.

    If you still can't see New Skype Meeting in the Home tab, contact the IT helpdesk.

  3. In the invitation that pops up, enter:
    • the person or people you're inviting
    • subject
    • start and end times for the meeting
    • your message, above the link text saying "Join Skype Meeting"
  4. Click Send
  5. The meeting will be saved into your Outlook Calendar. As with other Outlook events, your can set a reminder and update details. You will get a notification when someone responds to the invitation.

Online help

Meetings with external contacts

Use these options if you're having a Skype for Business meeting with someone outside the University (eg an interview).

  1. In your Outlook Calendar, open the meeting invitation. In the Home tab, click Meeting Options.
  2. Select "A new meeting space (I control permissions)"
  3. In the drop-down menus select "Anyone (no restrictions)" and "Only me, the meeting organizer"

  4. Click OK

Join a meeting

To join a meeting that you've arranged or accepted:

  1. When it's time for your meeting, open the invitation in your Outlook calendar
  2. Click Join Skype Meeting in the Home tab or in the invitation message


  3. For an audio/video meeting, choose "Use Lync (full audio and video experience)". For instant messaging only, choose "Don't join audio". Then click OK.

Online help

 

Presentations, files and desktop sharing

 

 

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Last Updated: 18/10/2017