Join Gini von Courter for an in-depth discussion in this video Scheduling a meeting in Outlook 2013, part of Learning Skype for Business.
- The meetings that we created earlier were the meet now type of meetings. Impromptu, adhoc meetings where we wanted to have a conversation with one or more people, and we just invited them to Skype for Business, to have that conversation. This is the first of a series of movies about formal meetings, meetings that we schedule ahead of time where we check people's calendars and see if they're available. Where people indicate that they will or will not be able to attend. And there are three ways that you can schedule those meetings in Skype for Business.
The first, and in my opinion the best, is in Outlook 2013. If you have Outlook 2013, this is your tool. Notice that Outlook is aware that I have Skype for Business. Because it says New Skype Meeting right here, and I'm going to click and open up a new Skype Meeting and down below there is information about the Skype Meeting, and it's about my login here. You don't want to type below this dashed line. Let's start by inviting some people. I'm going to click the two button, and I'm not sure why I'm looking at my Offline Address Book.
Let's look at our Global Address Book and I am inviting Drew, and I am inviting Wendy to this meeting, so there they both are. You can actually see that Drew's offline, Wendy's inactive right now, and this meeting is going to be held later on today, and we're actually going to do it in Drew's timezone, he's in Hawaii right now, so I'm going to just change the timezone. Again all of the features that I have going for me in Outlook, because we're going to have this after-hours for him, which is at 5:00 PM his time.
And we're going to end that meeting today in about an hour. So there's my one-hour meeting today. I don't need a room for it, and I could then indicate some agenda items here if I wished, and this is actually a Skype Meeting to review... the branding document and operations issues. So, this is branding and ops.
If I had, again, other information, I would add it all above the line. And not change any of the Skype for Business information down here. This is a perfect way to set up a small meeting. If I want to set up a meeting that involves a huge number of people, or a meeting that involves a number of vendors from different companies, or a number of customers, I might want to click on Meeting Options and set up how that works with Skype. Because right now what it says is that when the meeting starts, anybody can come into the meeting, so even if I'm not there before Drew logs in, he can jump into the meeting.
But perhaps what I want to say is that only people from inside my organization should be able to enter the meeting before it's actually started. And we'll hold everybody else out in the lobby. Right now, again, no restrictions. As soon as people arrive, they get to join the meeting, even if you're still busy prepping the meeting. Notice that I can say that I'm the only presenter, but I would need to change this to do that. It's currently set to anyone from my organization gets to present.
And then I can choose presenters. I could turn off chat so that no one can use it in the meeting. I could mute all attendees, or I could block their video. There's nothing on the About tab, everything you need to set is right here. And if you are a person who organizes a lot of meetings that are the same, then once you've made your choices here about waiting in the lobby or not, who your presenters are, and limiting participation, you can remember settings.
Even if you're going to use these settings only for these five meetings you're going to set up right now, remember the settings, create those five meetings, and then the next meeting that you create, come in, change the options to the set of options that you would want to have normally. When you're all done setting your meeting options, click Send to invite folks to your meeting, and they will receive this invitation as an Outlook Meeting and it will have built-in the hyperlink that they can click to automatically join the meeting in Skype.
- Making and accepting calls
- Using instant messaging
- Adding video to a conversation
- Creating groups of contacts
- Setting privacy relationships
- Scheduling meetings
- Taking meeting notes
- Using the presenter tools
- Using the Lync mobile app for Skype for Business
- Setting content, messaging, and other options