Tag Archives: Skype for Business

Save Travel Time for Meetings

Some fresh air is great, but you don’t always have the time to travel to and from a meeting. There is an alternative.

Did you know that you can meet with your colleagues around the University, from your desk, using the teleconferencing and video conferencing* features on your computer?
(*video conferencing is available if you have a camera on your computer)

In Microsoft Outlook Calendar:

  1. Click New Skype Meeting on the Home ribbonNew Skype Meeting button
  2. Add your participants (as you would normally add recipients to an email) so that each recipient will receive an invitationNew Skype Meeting Invitation with invitees
    You’ll notice in the body of the meeting there is a link to Join Skype Meeting.
  3. Complete the other details of the meeting and Send the invitation as you normally would.
  4. When the meeting time is due: you, and each participant, click Join Skype Meeting and a conference between you and all the
    participants will be formed.

You can also use this feature for external meetings – eg, with people external to UC – even if they don’t have Skype!

For other ways to make the most of your Skype for Business tools, see these other Skype for Business Basic Tasks.


For other great time-saving tips, look up:
Being more efficient with your technology
Technology Information for Staff website

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Looking for IT Information?

If you are looking for IT information, the Technology Information for Staff web site is for you. It covers everything from passwords to training, remote access to electronic filing, SPAM to traveling with your mobile devices, Skype for Business to ergonomics, and more.

This is a central location for information about the technology staff use regularly at UC.

The Technology Information for Staff web site also serves as an IT Induction for new staff, so please direct new staff members to it (it is also on the New Staff Orientation Checklist). If you are a new staff member you can work through it, starting on your first day and continuing from there.

You should find this website useful at any time. It is self-service, but you may need to ask a colleague to assist you from time to time. Managers /Heads may wish to nominate such a person, and should ensure that any new staff members know who to talk to when the content directs them to check with ‘a colleague’.

If you can’t find something or have a suggestion for the Technology Information for Staff website, please email Learning and Development.


Have you seen our Archive of Tech Tips? Click the link, then press the ‘End’ key on your keyboard to jump to the end of the Archive list where the most recent Tips are.

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It’s Time to Check Your Phone Numbers

Since the migration to Skype for Business, the vast majority of phone numbers for individuals and departments have changed.

Individuals

Your new direct dial phone number is now part of your user identity in the same way your email address is. This number will remain with you for the lifetime of your IT account and will follow you from place to place.

So people are able to contact you directly, please ensure you have updated your phone number in the following locations:

  • Your email signature
  • You departmental and personal web pages
  • Electronic publications
  • Contact lists
  • Notify all regular contacts of the change

Departments

For departments phone numbers are a bit different. It used to be that the primary contact belonged to a phone on a desk. Now that the administrators or primary service contacts have their own personal numbers, you do not want to advertise those as the primary contact number – if this person leaves the university or moves to another role, they will continue to receive calls for their published number.

In order to get around this issue we can create a Skype for Business Response Group, similar to the old style call groups. A Response Group creates a permanent phone number for your department which, when called, one or more members of your department or team can answer.

You may need a Response Group if you have or need the following:

  • A permanent contact number
  • A group of people responsible for the same service
  • Staff who job-share

Areas that could benefit from a Response Group include:

  • Colleges
  • Academic Departments and Schools
  • Programmes
  • Research Centres
  • Service Areas

If you would like a Response Group created for your area, or would like to find out more about them, please log an Assist ticket using this form and an IT representative will get in contact to discuss the details.

Further information on Response Groups can be found in the Skype for Business online help documentation.

Provisioning new staff with a telephone Skype for Business account

All new permanent employees will now be automatically provisioned with a Skype for Business account along with a personal DDI telephone number – Managers and Team Leads will no longer need to raise a request for this.

Please note that Persons of Interest and Casual staff who require a telephone number will need an IT account and an email address, and will still require a request be logged via the Self Service Portal in order to provision the new starter with an account.

Be Notified When Someone Becomes Available

Tagging for status change alerts in Skype for Business

If you are wanting to call or IM (Instant Message) someone but they are away from their desk, in a meeting or otherwise busy, you can “tag” them so that you will be notified when they become available.

  1. Look up the person you wish to tag
  2. Right click their name
  3. Select Tag for Status Change Alerts
  • A pop-up will appear on your screen when their status changes to Available

NOTE: Remember to untag them afterwards otherwise you’ll get a pop-up every time their status changes.
(To untag them, reverse the above process.)

 

Thanks to Bronya Don and Karen Mather for this tip.


Check out our Archive of Tech Tips – open it and hit the “End” key on your keyboard to jump to the end of the Archive list where the most recent tips are.

Was this tip helpful to you? Anything else you want to know? Please leave a  comment below.

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