Hosting an online meeting Welcome to Hosting an online meeting part of the Skype For Business training package created by IT Services at Cornwall College Start Keep an eye out for the arrows to progress

To create your online meeting, browse to your Outlook calendar and select the date on which you want to schedule the meeting for. You need Skype For Business installed on your machine. If it is then you will see the "New Skype Meeting" button in the top bar. Click it The process is now very similar to a normal calendar invitation. Add the people you want to invite. Internal or external contacts. Add a subject Check the date and times of your invitation are correct Type a message to your invitees I recommend explaining to people they just need to click the link "Join Skype Meeting" to get online when the time comes. This maybe the first Skype Meeting they have been invited to... Also please prompt the invitees to check their audio and video settings before the meeting. There is another help package to guide them through this. Next

Once you have put all the information in you want then it's time to review the meeting settings We recommend you choose the "A new meeting space" as this will give you more control over your meeting. The lobby is a holding area where attendees wait to be accepted into a meeting space. By changing the options here you can allow everyone straight in, or hold them in the lobby until you're ready. You can also choose, from the start, who is a presenter. These are people allowed to upload content to your meeting and show it to everyone. This can be changed during the meeting as well. External contacts cannot be added as a presenter now, but they can once the person is attending the meeting. You have options to disable parts of your meeting from the start. Again, you can change this once your meeting starts as well. Click "Remember Settings" if you want to set these options as the default for all your meetings. Otherwise as a one off, click OK. Next

As with any meeting invitation, you can go back into the invitation and update anything, sending an update email to the invitees. This will send the invite update to the users and update the calendar entry in your calendar. Once you're done with the content and settings of your meeting, click send. Next

Firstly, a bit of meeting etiquette We're now ready to move onto the starting and running of an online meeting. Before you do start your meeting, please take the time to check your audio and video settings. Please also check that the room you plan to use for your meeting is suitable and you have all the right equipment organised. Checking your audio/video and using the right equipment is covered in another help package from IT Services. Firstly, a bit of meeting etiquette Ensure you are ready, you have all the right equipment, notes, presentations and you are in a suitable environment for the meeting Be online and in the online meeting room, at least 5 minutes before your scheduled start time. Test everything beforehand Next

When you're ready to join your meeting, go to your calendar, click on the meeting and then click "Join Skype Meeting" in the top bar. Next

Skype For Business will open and place you in your online meeting space. You can have the participant view open, to see who is attending my meetings I also like to show the instant messaging panel. Users sometimes message me if they are having issues with audio/video. I start my video feed I mute my microphone, just whilst I am setting up my meeting. The "Participant Actions" button gives me a few controls. Next

We now need to let people into our meeting. You can see here that Gareth Jones has started to come into the meeting. He is now in the lobby and you need to admit or deny him entry. This scenario is assuming your have setup the Meeting Options to force people into the meeting lobby. Next

You can now see Gareth Jones is in the meeting Depending on how you setup your meeting, you may need to right click on a person and make them an attendee An attendee can participate in the meeting (audio/video etc.) but they cannot upload any new content or control the content you have uploaded. A presenter can control the meeting. Uploading new content, manage you content and add more people to the meeting if you want. Next

Have a look at the “Presenting Content” help package for more information on running your meeting. Next

IT Services The Cornwall College Group If you need anymore assistance please contact your meeting organiser or our IT Helpdesk IT Services The Cornwall College Group 01209 616111 helpdesk@cornwall.ac.uk Press ESC to exit