Skype for...

Use meeting rooms with Skype for Business

This page will show you how to use the Skype for Business meeting room client, which is standard equipment on most NTNU meeting rooms. 

NOTE: Currently there are no english version of the software running on the meeting room clients, which is why this guide use Norwegian photos and names.

Norsk versjon - Bruke Skype for Business-møterom

Topic page about IT services | Pages labeled with Skype for Business

Introduction #

The Skype for Business meeting room-client gives a complete Skype for Business meeting experience with HD-video, sound and content sharing matching every need, ranging from small meeting rooms to large conference rooms.  

You will find all necessary equipment for presentations already connected to the meeting room client:

  • External displays
    • Screen
    • Projector with screen
  • Sound/microphones
  • Camera
  • 1 HDMI cable (to connect computers) 

N.B! Please do not attempt to remove already attached cables from the client. There should be no need for any other cables than the already connected HDMI cable, since all the equipment connected will automatically work if this is used. In some instances, some older monitors and projectors have to be turned on manually with a remote.

The touch screen (Logitech Smartdock) is the main resource for managing meetings. The client should automatically awake when it detects motion in front of it, and on the screen you will see four options for action: 

  1. Join a Skype for Business meeting, predefined by Outlook, where the person in charge of the meeting has invited the meeting room/meeting room client as the location for the meeting.
  2. Create an ad hoc Skype for Business meeting by clicking the button that says Nytt møte (new meeting).
  3. Connect the HDMI cable from the client to your own computer to share content. Then click the button Start presentasjon (start presentation). 
  4. Click the button that says Inviter dette rommet (invite this room) to turn any meeting into a Skype for Business meeting. Doing this will immediately share your screen/computer desktop (connected by HDMI) with external participants.  

When in a meeting you will see already familiar Skype for Business buttons for video, microphone, sharing content, og finishing a call. 

  

On top of the meeting window you will see tabs for participants, call and content. Use these to add participants, start or join a direct message conversation, or share and manage content.

Join a planned meeting  #

Find your Skype for Business meeting on the touchscreen/client and then click Bli med (join). 

The current meeting is shows as a blue calendar entry. Future meetings are shown as grey entries. 

Note: If your planned Skype for Business meeting does not show on the calendar of the meeting room client, you have to invite this room/client to the meeting. 

Join a planned meeting that does not appear in the calendar of the meeting room**  ** #

  1. On your computer, use Microsoft Outlook to join the planned meeting.
  2. Using the same computer, invite the meeting room/client (via the address book in Microsoft Outlook). The name of the meeting room/client is shown on the meeting room client´s display/touchscreen. Invite the meeting room as a resource and click OK. 
  3. After this, using the touch screen of the meeting room client, click Bli med (join) on the meeting that has appeared in the calendar. 

Starting an ad hoc Skype for Business meeting  #

You can start a new Skype for Business meeting directly from the touch screen of the meeting room client. 

  1. On the touch screen, click Nytt møte (new meeting). 

  2. In the dialog box Deltagere (participants) enter the name or email address of those you wish to invite. 
  3. When the person´s name appear in the display, choose the person and add it to the list of invited. Repeat for each participant. 
  4. When everyone that is wanted appear on the list of invited (Inviterte personer), you can add these to the meeting by clicking the button Inviter (invite). This will contact the participants and the meeting will start at once. 

Sharing meeting information from your own computer   #

Everyone who participates in a Skype for Business meeting using their own laptop can share information with the other participants.

Sharing a PowerPoint presentation  #

  1. Click Del innhold (share content) in the active window for your Skype for Business meeting on your computer. 

  2. Choose Del PowerPoint-filer (share PowerPoint files). 

    In the file explorer, choose the PowerPoint file that you wish to share and choose Åpne (open).

Your PowerPoint file is then uploaded and presented. It is also added to the list of presentable content found under the "innholdvindu" (content window) on the meeting room client, and in the "behandle innhold" (manage content) in the Skype for Business client on the participants computer.  
 

Sharing a window #

  1. In the active Skype for Business meeting window on your computer, click the button called Del innhold (share content). 
  2. Then click Del et vindu (share a window).

  3. Choose the program that you want to share and click Del (share). 

Share your desktop with participants in a planned Skype for Business meeting #

  1. Participate in the meeting using your computer.
  2. In the active Skype for Business meeting window on your computer, click the button called Del innhold (share content). 

  3. Click Del skrivebordet (share desktop).

Share the desktop on your computer with participants in a regular "physical" meeting (not a Skype for Business meeting) #

  • Connect your computer with the HDMI cable that is used with the meeting room client, which should immediately show your desktop on an external screen or projector/canvas.
  • You could also share your desktop in a meeting by clicking the HDMI icon on the touchscreen.   

How to stop sharing your desktop #

  • On the touchscreen/meeting room client, click Stopp presentasjon (end presentation). 

Conduct a meeting from the touchscreen/meeting room client #

Adding participants #

  1. On the upper edge of the meeting window, click the Deltakere tab (participants) and choose Legg til deltakere (add participants).

  2. In the persons search field appearing, use the keyboard or touchscreen on the meeting room client to enter the name of those you wish to invite.
  3. ...then click Inviter (invite).

Participate in a conversation/chat #

  1. On the upper edge of the meeting window, click the Samtale tab (conversation).
  2. Use the touch screen keyboard on the meeting room client to write a message in the field Skriv inn melding her (write message here). Then either click the arrow to the right of the message, or press ENTER/RETURN on the keyboard. 

Change setup #

  1. On the bottom edge of the meeting window, click the button that says Oppsett (setup).
  2. Choose the layout you want for your meeting room. The options are Gallery (showing participants), Content and gallery, and Content.

Adjusting sound #

  • On the bottom edge of the meeting window, click the button that says Mikrofon (microphone) to turn the microphone on or off. 
  • On the bottom edge of the meeting window, make use of the volume slider to adjust sound level or muting. 
  • In the Deltakere (participants) tab in the meeting room window, click on a name and then click Demp deltaker (mute participant) to mute a single participant, or click Demp alle (mute all) on the right of the screen to mute all participants. 

Adjusting video #

  1. At the bottom edge of the meeting room window, click the button that says Video.
  2. Choose which video unit you wish to use (if there are several cameras connected to the client), or click Kamera av (camera off) to stop the broadcasting of video from this meeting room.

Plan a meeting and book a Skype for Business meeting room #

Use Microsoft Outlook to book a Skype for Business meeting room #

  1. Open Microsoft Outlook and open the Calendar view. 
  2. In the Hjem (home) tab, click Nytt Skype-møte (New Skype meeting).
  3. In the Møte (meeting) tab, choose Romsøker (Room Finder).
  4. In the Romsøker (Room Finder) window to the right, choose which list of rooms you wish to use and choose your preferred Skype for Business meeting room.
  5. If you wish to make PowerPoint presentations or other files available from the meeting room client, go to the Sett inn (insert) tab and click on Legg ved fil (Attach File).

  6. Complete the reservation by clicking Send.

Use the meeting room client to add a Skype for Business meeting room to an existing meeting #

  1. Participate in the meeting by using your computer.
  2. Click Inviter flere personer (Invite more persons).

  3. Use the search field to search for the room name, choose the preferred room and click OK.

  4. In the meeting rom, use the meeting room client to answer the call. 

Use Microsoft Outlook to add a Skype for Business meeting room to an existing meeting #

  1. Open the meeting invitation in the Outlook calendar on your computer.

  2. Add the preferred Skype for Business meeting room in the Til (to) field and send an update.


  3. If the booking is accepted, it will appear on the meeting room client in the selected meeting room.
  4. Click the Delta (Participate) button on the touchscreen/client in the selected meeting room. 

Contact #

Orakel Support Services can help if you have questions or if you encounter difficulties.

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