Thursday, 6 July 2017

Microsoft Outlook 2016 – Use Outlook to check availability, Schedule a Skype Meeting, and set meeting options

You can use Outlook or Outlook Web App to schedule a Skype meeting the same way you schedule meetings normally, but with a few extra clicks. And, if your account is configured for dial-in conferencing, the Skype meeting request will automatically include call-in information (phone number and conference ID).

If you don’t use an Outlook program (or Windows), you can set up new meetings using Skype for Business Web Scheduler. Access it at https://sched.lync.com, or learn more at Lync Web Scheduler.

Schedule a Skype Meeting using Outlook:
To schedule a Skype meeting, you need a sign-in address and password from an organization that uses Skype for Business.
·      Open Outlook, and go to your calendar.
·      On the Home tab ribbon, in the Skype Meeting section, click New Skype Meeting.
·      Set up the meeting as you typically would:
o In the To box, type the email address of each person you’re inviting, separated by semicolons.
o In the Subject box, type a name for the meeting.
o If there will be in-person attendees, either click Room Finder, in the Options section of the Meeting tab, and then find a room or, in the Location box, type a meeting location, such as a conference room.
o Select a start time and end time.
o Notes: To look for a time that works for everyone, click Scheduling Assistant, in the Show section of the Meeting tab ribbon.
·      In the meeting area, type an agenda. Be careful not to change any of the Skype meeting information.
o Important: Scheduling a meeting with the default options is suitable for small, internal meetings, such as casual meetings with a few co-workers. If you have a meeting with people outside your company, or you’re scheduling a large event, change the meeting options before sending the invites to better fit your meeting requirements. In the meeting request, on the Skype Meeting section of the Meeting ribbon, click Meeting Options, and then select the appropriate options.
·      (Optional) Preload your meeting attachments. That way, when participants join the meeting, everything is ready to go.
·      (Optional) In the Show section of the Meeting ribbon, click Scheduling Assistant to make sure you have the best time for the meeting.
·      Click Send. 

You can also set up an online meeting using Outlook Web App (with a Business or Enterprise subscription to Office 365):

These can include information such as:
Call-in details, like a Join online meeting link appear in the message area. If your account is configured for dial-in conferencing, you’ll also see a Find a local number link.

Note: If you don't see the Online Meeting link, it could be for one of the following reasons:
o You’re not using a browser that supports the full version of Outlook Web App.
o Your Office 365 subscription does not include Skype for Business.

o You’re logged in as a user who hasn’t been granted a license for Skype for Business.