The document discusses various methods for conducting electronic meetings using Skype for Business (formerly Lync). It provides instructions for setting up audio-only meetings using MeetMe on the Cisco phone system, ad hoc presentation meetings using Skype for Business for sharing presentations, and scheduled Skype meetings using the Outlook calendar. It also describes how to find and communicate with contacts or groups, share screens, use the whiteboard, conduct polls, and have Q&A sessions during meetings.

1. WEBINAR FIVE
Electronic Meetings
Abstract
Communication is the life blood of FBC. Technology available at FBC allows group communication
that is as easy as dialing an extension on your phone, or typing in a contact in Skype.

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Contents
Quick Notes...................................................................................................................................................2
Electronic Meetings..................................................................................................................................2
Starting Skype for Business (formally Lync)..............................................................................................3
Finding a Contact or Group.......................................................................................................................3
Adding a Group.........................................................................................................................................3
Adding a contact to a group .....................................................................................................................3
Communicate with an Individual..............................................................................................................4
Communicate with a Group......................................................................................................................4
Mark a contact so you know when their status changes to available......................................................4
Methods of Electronic Communications ......................................................................................................5
Audio Only ................................................................................................................................................5
Three or less..........................................................................................................................................5
MeetMe ................................................................................................................................................5
Ad Hoc Presentation Meeting ..................................................................................................................6
Ad Hoc Presentation Meeting with Interactions......................................................................................7
Screen Sharing and Giving Control .......................................................................................................7
Whiteboard...........................................................................................................................................7
Poll ........................................................................................................................................................7
Q&A.......................................................................................................................................................7
Scheduled Skype Meeting ........................................................................................................................7

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Quick Notes
Electronic Meetings
If you want to do…
1. Audio Only
a. Use MeetMe on the Cisco phone system.
2. Ad Hoc Presentation meeting.
a. Follow Audio Only.
b. Use Skype for Business for presentation.
3. Ad Hoc Presentation Meeting with Interaction
a. Follow Ad Hoc Presentation Meeting.
b. In the IM window, click the monitor icon to see these presentation choices:
i. share monitor,
ii. share program,
iii. share PowerPoint, and
iv. more… for whiteboard, polling, and Q&A sessions.
4. Skype Meetings
a. Follow Audio Only.
b. Use O365 calendar to setup meeting as you would a normal appointment.
c. Add contacts for meeting (or group).
d. Click on Skype Meeting to create a unique Go to Skype Meeting link.
e. Follow Ad Hoc Presentation Meeting with Interaction for sharing options.

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Starting Skype for Business (formally Lync)
• Should start automatically.
• Find icon from the Start button, lower left of desktop, in the last used applications section.
• Find by clicking on “all programs” and scrolling until you see a folder “Microsoft Office”. Inside
the folder is the icon for Skype.
• Typing in Skype in the Search programs and files window.
Finding a Contact or Group
• A Skype search will reference all your address books and the Global Address Book.
• In the “find contact/someone” search bar, start typing the name or group you are looking for.
• First and Last name matches will populate the bottom part of Skype.
• Once you find your contact, you may save them to a group, or just communicate with them (see
Communicate with an Individual).
Adding a Group
• As you are looking at your Skype window, you will note that below the search bar, there are four
views, Groups, Status, Relationships and New. These sorts your contacts into different views.
• Select Groups.
• Microsoft Skype automatically creates a group for you based on activity; this group is called
“Other Contacts”. You will see the people you connect with more than once show up here.
Under the New view, you will see people that are not on your Skype for Business contacts list.
• FBC has also created groups in the active directory. If you want to add these groups to your
Skype group list, type in the group name in the “Find someone” field. If the group you are
looking for appears in the results field, hover your pointer over the “picture”, then click on the
circle with the “…”, and click on the “add to contacts list”. You will not be able to modify the list
of contacts in this group.
• IF the group does not exist, on the line of presentation options (groups, status, relationship, and
new) to the far right edge of Skype is an icon of a profile of a person with a + on it. Click on this
and click on “create a new group”.
• A new group will appear in your group Skype window, type in a group name and hit enter.
• Creating a group will make it easier if you need to contact these people on a regular basis. See
below on Communicate with a Group.
Adding a contact to a group
• Once a group has been added to your groups list, you can move or copy a contact to this group.
• If the individual exists in your Other Contacts, or in a group you created, and you want to add
them to the new group, right click on the contact, and click on “move contact to” or “copy
contact to” and your list of groups will show. Click on the group you want to add this contact to.
If this is an FBC group you have added, you will only be able to “copy contact to”.
• If the individual is new to your Skype groups list, then type in the contact’s name in the search
field, hover over their picture, click on the circle with the “…”, and click on “add to contacts list”.
Or, right click on the picture, and select “add to contacts”.

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• Right click and click on remove contact if you want to delete that contact from the group you
created.
Communicate with an Individual
• Find the contact you want to communicate with.
• Right click on the picture or if you hover over the picture, click on “…” on the right side.
• Select the action you wish to do.
Communicate with a Group
• Find the group you want to communicate with.
• Right click on the group name.
• Select the action you wish to do.
Mark a contact so you know when their status changes to available
• Find the contact you are waiting for to become available.
• Hover over the picture.
• Click on the “…”, click on “tag for status change alerts”.
• Once that person’s status changes to Available, you will get an IM telling you so.

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Methods of Electronic Communications
Audio Only
Three People
If there are three contacts for a conference call, on the new Cisco phones there is a conference button
that allows you to add another person to the call you are currently on. This button is number 7 on the
below diagram. With the call active with one contact, press this button and dial the other extension or
phone number.
Figure 1 - Cisco Phone Set
MeetMe
Cisco MeetMe allows you to setup a scheduled time to host a conference. The Meet Me conference
begins when the host connects, but does not stop if the host leaves the conference. After you have sent
out your MeetMe conference number (the one you were given by Systems when your phone was setup
or you can contact Help Desk), just prior to the meeting time, follow these steps (refer to figure 1):
1. Press the button (#4 in figure 1) with the two dots above it. This should take you to a new menu.
2. Press the button with MeetMe above it; you should hear two beeps.
3. Enter the MeetMe conference number to connect the conference call. If you hear a fast busy
signal, then that MeetMe conference number has a host in use. Go to 4 below. As participants
connect, you will hear one beep.
4. To participate in a MeetMe conference call, then do NOT follow steps 1-3, simply dial the
conference number as you would an extension number. Once connected, announce yourself to
the group.

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5. If your office does not have the MeetMe option, or you are calling from the road, you can dial
the office of the host and ask the receptionist to connect you to the MeetMe extension number.
Ad Hoc Presentation Meeting
If you are to use MeetMe for audio, follow the above steps to setup MeetMe first.
To IM an entire group, then right click on the group name and click on “send an IM”. If it is just a few of
your group you want to present to, and the few are together in the contact list, then by selecting the top
most contact you want to connect with, holding down the shift key, and then selecting the bottom most
contact, all the contacts from the first to the last then will be highlighted. Release the shift key, and then
right click in the highlighted area and click on “send an IM”. If the contacts are not adjacent, then by
holding on the control key (CTRL) you can select the contacts you want to IM together; then right click
on one of the highlighted contacts and click on “send an IM”.
If the contacts are not on a list in your Skype contacts then after you have opened an IM window, click
on the icon at the top right that looks like a person with a + (refer to Figure 2). This will bring up the
directory where you can type in the contact you want to add to the IM presentation.
Once the IM has started, then you will notice at the bottom of that IM window is an icon of a circle with
a monitor in it. When you click on this, you will get these choices:
Figure 2 - IM Window

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Click on one of the top three choices and wait for the application to load. Just follow the instructions (if
any) to use.
Ad Hoc Presentation Meeting with Interactions
If you want to use MeetMe for audio and do an ad hoc IM meeting, follow the setup for Ad Hoc
Presentation Meeting section above. For a scheduled meeting, see below.
Screen Sharing and Giving Control
Once you have shared your screen or program with the group, at the top of the presentation screen, you
will notice a button labeled “Give Control”. Once pressed, you can assign someone control of your
desktop. Simply cancel to remove them from control.
Whiteboard
Refer to the picture above, after you click on the monitor icon, there is a choice of More…, if you click
that you will get the choice of a whiteboard, so that you can collaborate with the IM group as if you
were in a board room. The results can be saved to your hard drive.
Poll
If you click on the monitor icon, and then More…, and then click on Poll, you will be able to setup up a
question and a set of choices that the connected group can respond to. As the choices are made, you
will be able to see the percentage for each choice. This is a great way to facilitate a decision without
everyone needing to notify you directly of their choice. This will stay active until you close the poll.
Q&A
After you click on the monitor icon and then click on More…, click on Q&A. while the meeting is going
on, questions can be posed to the presenter without interrupting the IM meeting. Once the question is
answered, then the question and answer are presented to the group. A way of controlling interactions.
Skype Meeting
For audio follow the MeetMe setup from above.
A Skype Meeting is designed for scheduled presentations. Skype Meeting requests are just like adding an
appointment to your calendar:
1. After you have selected the day and time for the meeting and have filled in the subject line, click
on Invite Attendees from the ribbon at the top of the appointment window.
2. Type in the group, or the contacts, you want to receive this e-mail meeting request.
3. At the top of the appointment window, on the ribbon, next to the scheduling assistant, is an icon
for Skype Meeting. Click on this.
a. The Location should now have Skype Meeting.
b. The body of the e-mail now has a “-> Join Skype Meeting” which a unique link for this
meeting.
c. If the contact has Skype for business, then their Skype will open up an IM window. As
the participants join the meeting, if you have selected from the Skype gear, tools, and

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options and checked off show participant list, you will see who has joined. Or you can
click on “participants” in the IM window to have it shown.
d. Follow the Ad Hoc Presentation Meeting with Interaction section above for presentation
choices.