You can use your calendar in Outlook to schedule an in-person meeting, but scheduling an online video or audio meeting in Skype for Business also happens through Outlook. So, this video will explore how to set up meetings in Outlook and how to add a Skype for Business meeting.
- [Instructor] When we talk about meetings in Office 365, it's important to frame the conversation around Skype for Business, of course you can use your calendar in Outlook to schedule an in-person meeting, but scheduling an online video or audio video in Skype for Business also happens through Outlook. So we should take a look at that system altogether. I do want to mention, later in this course we will look at Microsoft Teams, and Teams also has it's own system for online audio and video meetings, but we're not going to see how meetings work in Teams here in this course.
Our main focus here will be on Outlook and Skype for Business, but I highly recommend checking out Teams Essential Training if you want to see how that works. So let's start with Outlook on the web. So from the Office 365 website, I'm going to click on the calendar tile which will take us to the calendar section in Outlook on the web. And we've seen this a little bit before. I want to start by making a new appointment, and I want to set this for next Monday, so I'm going to hit this next button to go to the next week, here on Monday, I want to scroll to 11 o'clock, that's when I want to make the meeting, so I'll click there and I can start filling in the information.
I want to call this meeting Department Head Meeting, I can click on this menu here to make sure I'm saving it in the right calendar, then I can adjust the time if I need to. Those are the essentials, but if you want to fill in other information, like a description or a reminder, or some of the important tools that we're going to look at here in this movie, we're going to need to hit this button that says more details. That's going to take us to a larger screen where we've got a lot more information we can fill in for this meeting.
Now so far what I've got here is just an appointment for me on my calendar, and I could hit save and I would save that appointment here, but I want to turn this appointment into a meeting, and to turn it into a meeting all I really need to do is invite other people. I can do that using this tool over here on the right side, this people tool, so I can invite people from my company's Office 365 organization, all I need to do is click on this search field, start typing in the name of somebody I want to add, it searches through the other users in my company's Office 365 deployment, it found the person I wanted so I can click on her name, and she's added to that appointment.
Let's also add Stewart, so I can start searching for his name, click on him and he's been added here. But I can also add somebody who is not part of my Office 365 organization and in that case I just need to type in their full email address. So I can start typing in the email address here, and I can see I've already used this recently so it remembers it so I don't have to type in the whole thing, I can just click on that there. So now that person has been added to this list, but you see how it says no information under that person? That person is considered a guest, and because they're not in my Office 365 system, there's some important information about them that I'm not going to be able to see.
We'll see that in just a moment. So now I've set this up, but I chose the time for this meeting before I chose the people. What if there's a scheduling conflict? What if one of these people is not available at that time? That's what the scheduling assistant is for, that's up here right above the search field in the people section. So if I click on that, I can get this little graph where I can see when the people are occupied, I can see slots on their calendar when they are busy. I can't see what appointment they have, I can just see that they're not available.
So I can see that information for Lea and for Stewart because they're part of my organization. But this person who is not in my Office 365 system, I don't see their information, so I don't know if they're available or not, so I'm just going to have to work with the information I have. Now there's a very light box going across my calendar here for 11 o'clock when I set up this meeting, but I can see that Lea is busy at that time. I could move it to one o'clock, but I see that Stewart is busy at that time, so let's move it to three o'clock, so all I need to do is grab this box, drag it down to three o'clock, drop it there, it's really light so it's hard to see, but now if I look at the times over here it's been moved to three o'clock, and it might even be easier to just use these menus to switch the time.
So now I've moved my meeting time to a time when everybody is free, so I feel better about that, I'll hit okay here on the scheduling assistant, and now we're back to where we're filling in the information for this appointment. So this is no longer an appointment, it's now a meeting. So this button in the top left corner, it no longer says save, now it says send. See, what I've got here is sort of a combination between a calendar appointment and an email message. These people who I've chosen will be the recipients of the message, and if I scroll down the description for this appointment will become the body of the email message, so I could type in some information here.
But when I hit send, it will save this appointment, and it will send an invitation to those people. There's another step here, I have an appointment, I've invited some people, now I want to think about the location. Now there is a field here for a physical location, I could type in some information, or some companies have a way of connecting the conference room scheduling system into Office 365, so for your company, you might be able to click on this and you'll see a menu of conference rooms in your office, and you could choose that.
But I'm not going to do this, I don't want this to be a meeting in physical space, I want it to be an online meeting, so for that, I want to turn this meeting into a Skype for Business meeting. And what I'm going to do is go to this button up here at the top that says Skype meeting, I can click on that, it opens up a little menu and there's only one option in this menu, it's Add Skype Meeting. Now this is only going to be available if you are part of an Office 365 deployment that has the Skype for Meeting service set up. So let's add this here, I'm going to hit add Skype Meeting, and in a moment it will turn this regular meeting into a Skype for Business meeting.
And we know that change has happened because if I scroll down here, in the description field, there's now information for this Skype for Business meeting. Remember I said that when you send this invitation, this description field will be the body of the email message, and this link is what people need to join that meeting, so the people who I invite will receive this email message with a link, and they'll also receive a calendar invitation, so when they go to their Office 365 calendar, they'll see a meeting invitation there. And that's true of everybody except for the people who are guests, people who are not part of my Office 365 system.
Okay, so I've finished setting up my Skype meeting here, all I need to do is hit send, and those meeting invitations will be sent out. Now we did all this in the Outlook calendar on the web, but you can also do this in the Outlook desktop application as well, the controls are just a little bit different, so let's take a look at that. I'm going to switch over to Outlook, I already have it running here, and I'm going to go to my calendar just by clicking on this button near the bottom left, and here is my calendar. And let's set up another meeting, I'm just going to set this up for Friday at 10.
So I'll find that time on my calendar. Here in the desktop application, to make a new appointment here, I have to double click and it takes me to the full screen view where I can set up this appointment. I want to change this appointment to a meeting, so going to the ribbons up at the top of the screen, I see there is an appointment ribbon, I can click on that, I can choose to invite attendees, and I can fill in their information here. Usually the way I add people is by hitting this To button, where I can see a list of my contacts in Office 365, so I could scroll through here, find Lea, double click on her, it adds her to this field, I hit okay and now she is one of the recipients of this meeting.
And I can see instead of having a save button, I now see a send button. And now if I look at my ribbon, instead of seeing an appointment ribbon, I see a meeting ribbon, because this appointment is now a meeting. Now if I click on the new meeting ribbon, there's an option here to turn this into a Skype meeting, click on that, and it adds the information for this Skype for Business meeting. Including the link that people can click on to join that meeting. So that's how you do it here in the desktop application. I don't want to actually send this invitation, I just wanted you to see the options, so I'm just going to close this by hitting the X in the top left, I don't want to save any changes so I'll hit okay.
From there, the people you invite to the meeting can click on the link that we saw in the email invitation, and if I switch over to my email, I can see I've received an invitation like that from Stewart, and this is what it looks like, I can just click on that link, and it would launch Skype for Business and I could go ahead with that meeting. Or if you have the Skype for Business application on your computer, let me minimize these windows so I can look at the Skype for Business application. If you go to the Meetings tab in Skype for Business, any meetings that you have on your schedule for today will be here on this list and you can double click on that meeting here to join.
Once you join the Skype for Business meeting, you're in the normal Skype for Business interface. We saw that a little bit earlier in this course, but you can get a much more detailed view of that in the Skype for Business Essential Training Course. And now you should be able to schedule in-person meetings or Skype for Business meetings from Outlook on the Web or the Outlook desktop application.
- Office 365 accounts and tools
- Office 365 Groups and SharePoint
- Choosing the right tools for your collaboration needs
- Working with shared calendars in Outlook
- Making video and audio calls with Skype for Business
- Managing collaborative conversations with Teams
- Editing and co-authoring files stored on OneDrive or SharePoint
- Choosing a location to store files
- Sharing files from OneDrive or SharePoint
- Sharing files in Teams