How to schedule or join a Skype for Business Online Meeting

The following instructions use Windows screenshots, but you can also create meetings if you have Outlook 2016 and Skype for Business for macOS.
  1. Open your calendar in Outlook and schedule a new meeting using "New Skype Meeting" button on the ribbon.

 Create a Skype for Business Meeting

  1. Enter the names and/or email addresses of the individuals you would like to invite. They do not have to be members of the WWU community.

Skype Meeting Invitation

  1. Click the SEND button.

Your recipients will receive an email invitation with a link to the meeting. The invitation also includes a telephone number so guests can join by phone for audio only. Western recipients who use Skype for Business will be able to click the link to launch the meeting in their Skype for Business client. Those who do not use Skype for Business will be taken to a Web page where they can join as a guest using the Web app (they will be prompted to install the Web app). 

Join a Skype for Business Meeting using the Web Client

Guests can also join using the Skype for Business apps for Android or iOS, but they may not have access to all interactive features.

Skype for Business Meeting Tips & Troubleshooting

Skype Meetings with off-campus participants

  • If including a group of people from off-campus, we recommend testing functionality well before the actual meeting by having test meetings with one or more participants at a time.
  • If the participants have Skype for Business (not the consumer Skype) installed on their computers, all they should have to do is click the Join Meeting link in the Outlook meeting invitation.

Requirements for full audio & video experience

Participants should have 1) webcam, speakers and microphone (many webcams have microphones); or 2) a webcam and headset. If you do not have all of these, participation will be more limited.

Troubleshooting

Meeting organizer can't tell if other participants have joined the meeting

  • Make sure participants are not waiting in the "lobby." Click the Invite More People icon in the bottom of your Skype Meeting window
  • In the window that pops up, make sure Participants is highlighted and admit participants to the meeting if anyone is waiting in the lobby.
  • The default configuration allows anyone from WWU to enter the Lync meeting directly but participants outside of WWU have to wait in the lobby. This can be changed by going into the Lync email invitation and:
    • On the ribbon, click Meeting Options
    • Select A new meeting space (I control permissions)
    • Under, "These people don't have to wait in the lobby:", click Anyone (no restrictions)
    • Click OK

Meeting organizer can determine other participants have joined meeting but can't hear them

  • In the Invite More People > Participants window, make sure the "In the call" icon (looks like a phone handset) next to participants' names is not greyed out.
  • If the "in the call" icon is not greyed out, participant should verify they have a microphone properly connected to their computer
  • If they are using Skype for Business, have them check their audio settings:
    • Click Options(gear icon)
    • Click Audio Device
    • Make sure the proper audio device is selected. If they are in the meeting at the time, they can check to see if the microphone input box is registering sound by talking and seeing if it moves.

Meeting organizer can determine other participants have joined meeting but can't see their video

  • In the Invite More People > Participants windows, make sure the "Using video" icon (looks a little like an old time movie projector) is not greyed out.
  • If the "in the call" icon is not greyed out, participant should verify they have a webcam properly connected to their computer
  • If they are using Skype for Business, have them check their video settings:
    • Click Options(gear icon)
    • Click Video Device
    • Participants should be able to see a video of themselves in the resulting window if their webcam is working correctly.