You can share notes in an Outlook meeting instance and a Skype for Business meeting. In this video, learn how to share your meeting notes with participants in both scenarios. Plus, learn how to turn an Outlook meeting into an online Skype for Business meeting.
- [Instructor] Let's say that I need to send out a meeting invitation to my colleague Mark. And Mark and I work in different locations, so it's not easy for us to be in the same place at the same time and have this meeting. Well, I'd like to make this into a Skype for Business type meeting. You will need to have a Skype for Business account in order for you to kind of follow along with what I'm doing here next. From the Meeting ribbon, we're going to select Skype Meeting. By doing this, two things happen. The location field has been updated to a Skype meeting, and in the body of this message, there's also a Join Skype Meeting link in order for both of us to attend this meeting.
Now while I'm setting this meeting up, I might also realize you know what? It'd be great if I shared out some meeting notes that Mark and I could both take a look at and add some information to. And I can do that by selecting the Meeting Notes icon that's on the Meeting Ribbon. And then selecting Share notes with this meeting, locating one of my Shared Notebooks that I've already given access to Mark, and from that notebook, expand that list and pick the section that I'd like for us to take a look at and work in. And then I'm going to click OK. And that's great. So now we have a link to the meeting and we have a link to the meeting notes.
But what if this isn't a scheduled meeting ahead of time, but something that's on the fly? That happens, it's an unscheduled meeting. You're talking with Mark. All of a sudden the two of you realize you know what? How about if we jump on this Skype for Business meeting and take a closer look at these notes, go over these presentation slides, and make the changes that are needed? Well in that case, let's take a look at how you could still share those meeting notes with that colleague or with those customers and accomplish the same thing that we would do in a scheduled way, now in an unscheduled way.
And for this, we're going to switch from what you're seeing on my screen right now within the Outlook calendar over to an already in progress Skype for Business meeting. So I'm going to go ahead and switch over to that now. Alright, so here's the meeting that I was mentioning to you. You can see that Leslie and Bobby are the participants. Leslie is the host. She's the presenter of this meeting and Bobby is an attendee of this meeting. Now Leslie, y'know, this was an unscheduled meeting that she just kicked off. She would like to start sharing out some content with Bobby and kind of get up to speed and start making some notes together.
So in order to do this, instead of that link that was sent out, remember this is an unscheduled meeting in Skype for Business, she's going to go down to the Manage Content icon. This is actually called Present, and it looks like a TV or a monitor. By clicking on this icon, there's a menu of all sorts of things that she can share with everyone that's participating in this meeting. The two things that we're going to focus on are Shared Notes and My Notes. These both pertain to OneNote 2016. Now Shared Notes is going to be a way for her to share a Notebook, just like we were looking at in that Outlook meeting instance, and be able to share that with Bobby.
So let's go ahead and give that a click. Again we have the menu to choose which notes we would like to share. We're going to pick the Leslie @ Landon Hotel notebook. We'll click the plus sign to the left to expand that notebook, and then we'll select the section that we'd like to work in, which is Events. Then we'll click OK. It switches from the Skype for Business application to the OneNote 2016 application. And you'll notice that it took me right to the Leslie @ Landon Hotel notebook, and to the Events section that was just selected.
Along with that, it's also included a new page for this particular meeting. We can see the page name over to the right in the Page pane, Meeting Notes - March 2, 2017. Again, same title at the top of this page. It's also included a list of who has been participating in this meeting. It's almost like a roll call that's automatically taken for you. So we can see that there's a check mark next to Leslie's name and a check mark next to Guest, and that's Bobby that's attending this meeting. So it's going to look for everybody that's participating in this meeting, include a list of names, and the reason that we're seeing Guest instead of Bobby is Bobby logged in to this with the web app plug-in that is included to be able to view this meeting within really any browser available.
He could be viewing this from any browser, like Safari, Chrome, Internet Explorer, Edge. It supports most modern browsers. And by him using the web app, since he doesn't have a Skype for Business account, that's why his name is displaying as Guest. He actually typed in how he wanted his name to be displayed in this meeting. And it also gives us a place to be able to take some notes together. So Bobby has access to this Shared Notebook as well as this particular Section and Page, and we can both add notes at the same time as we're going through this meeting. Now, how is this going to look to Bobby when I share this out in the Skype for Business meeting? Let's go ahead and switch back to the Skype for Business meeting from here.
Alright. So I shared out that content, remember from the icon we had here at the bottom. Now there's a little orange round icon that's showing up and that's actually letting the presenter know that something has been shared. And that content will appear in the caption when you left click on that icon at the bottom where it says Manage Content. The number next to that is indicating how many things have been shared within this meeting. So one thing has been shared. I can click on Manage Content, and I can see a listing of what has been shared. Here we see the OneNote meeting notes, and it is showing that everyone can download this.
So on Bobby's computer, he's going to see just below the stage area where we're viewing this content panel, and where we're seeing a picture of Leslie as the presenter to the right, between this area and the buttons at the bottom, there's going to be a yellow bar that's going to appear on Bobby's computer and that's going to show a button for him to be able to download the content that I've shared out. He'd be able to download this OneNote notebook. If I want to delete this from the content area, I can click on the X located to the right.
That's going to remove this from the meeting completely meaning they will no longer be able to download this. The eye that you see in the icon to the left is a way to work on these notes with everyone within OneNote. Notice it switches us back to that OneNote view where we can start capturing additional notes. Great, let's switch back to the Skype for Business meeting one more time. Alright, so let's go ahead and remove these notes by clicking on the X. It does ask if we'd like to go ahead and still do that, because it is being presented or shared at the moment. So we'll click OK.
The content has now been removed and is no longer in view for the audience members. I hope with these tips that you are successful in sharing notes and taking notes, whether that is a scheduled meeting, an unscheduled meeting, however you're working in Outlook calendar and Skype for Business.
- Using shortcuts
- Customizing the canvas view
- Merging content containers to consolidate ideas
- Password protecting notebook sections
- Taking meeting notes directly in an Outlook meeting
- Converting handwritten text to typed text
- Converting hand-drawn shapes to polished symmetrical shapes
- Importing content from other apps
- Sharing notes in a Skype for Business meeting
- Marking up web pages and saving to a notebook