The most interesting blog

Working together on Office documents


Jan 6, 2021

If users want to work together on Office documents, as opposed to presenting the desktop or PowerPoint files together, the menu item Edit Office Document Together is available. During this process, documents that are stored in OneDrive for Business in Office 365 or in SharePoint 2013/2016 can be edited together. The other participants in the meeting receive the link to the file in the chat window and have to log into the online storage. Then all registered users can edit the document.

The process also works on the go if no Microsoft Office program is installed on the computer, as Skype then automatically uses the free online versions of the programs. In this case, administrators within a company rely on an Office Web Apps server. All other authors can also be seen in the upper area of ​​the document.

Schedule meeting rights

Within a meeting, users can use the icon with the three dots to adjust the permissions for meetings. For this, the menu item Skype meeting options is called. The organizer of the meeting can specify here that new participants who have integrated themselves into the meeting are not positioned in the waiting area, but are invited to the meeting immediately. The granting of authorizations for sharing documents or who is allowed to be a speaker in a meeting is also controlled here. These options can be set when creating such a meeting in Outlook.

1.    Use Skype for Business Web App

If participants in a meeting do not have a Skype for Business account or if the client is not installed, they can join the meeting using the free Skype for Business web app.

The participants receive the link to the meeting with the invitation or by receiving the link from the organizer. The link to the meeting can also be seen in the Skype client via the menu with the three dots. Selecting “Meeting Basics” will display the URL. The users only have to call them up.

·       Configure audio devices correctly

To make calls with Skype, it is best for users to use a headset. The settings for this can be found via the context menu of the loudspeaker display and the selection of recording devices. Here you must first check whether the microphone and loudspeaker are working. As soon as the devices are set up, they can be used in the Skype client and adapted for Skype.

·       Record, play and share recordings

If users want to follow up on the content of a meeting later, the meeting can be recorded. The button with the three dots is used for this. Participants can use this to start recording a meeting and play back the recorded meeting at any time. By default, Windows saves the recordings in the “Videos / Skype for Business Recordings” or “Lync Recordings” directory. The directory can be adjusted in the Skype client options in the Recordings area. The button publishing recorded meetings in the Recording Manager can also be made available to other users.

Integrate and schedule Skype meetings with Outlook

In many cases, corporate users use Outlook alongside Skype for Business. It is therefore a good idea to use Outlook directly when planning Skype meetings. The New Skype Meeting button in the calendar can be used for this. This can be used to create Skype meetings and manage them just as efficiently as conventional meetings.

2.    Use Skype for Business mobile on smartphones and tablets

Users can also install Skype for Business as an app on their smartphone. Appropriate versions are available in the app stores. After the download, you only need to enter the appropriate login data to log into the Skype for Business Server. If users have also connected to Exchange or Office 365 on their smartphone or tablet, these services can also be used jointly. The apps also show the last actions that were carried out on the other connected clients of the user.

3.    Use Skype for Business in Outlook Web App

If users use Skype for Business Online in Office 365 together with Outlook Web App, Skype for Business can also be accessed in the web interface. To do this, click on the login image in the top right corner. Here you can log in to Skype for Business. Users can also change the current Skype status at this point. The collaboration can also be carried out in local installations together with Exchange 2013/2016. To do this, the company’s administrators need to connect Skype to Exchange.

4.    Call through work – Skype and landline phones

The “Call about work” function can only be used if companies use local Skype for Business servers. Some Microsoft partners also offer this technology as a hosted solution, but it is not integrated into Skype for Business Online or Office 365. The technology connects conventional landline telephony with the Skype server. To do this, companies connect their telephone system to the Skype server. In the future, users will be able to make their calls with Skype and landline connections. Calls can be forwarded between Skype and landline phones. This is particularly useful for outgoing calls.

For example, if users start an outgoing call in the Skype client, the conventional telephone will ring. If the user picks it up, the call is continued with this phone. If the other user is also connected to Skype, users can work with desktop and application shares in parallel. Here you can make conventional calls and use new Skype functions in parallel.

Leave a Reply

Your email address will not be published. Required fields are marked *