Skype for Business Online

Voice and Virtual Meeting Experiment – UC 4 Getting Started Guide

Use Case 4 (UC4): SfBO E3 with Computer Audio for Voice (VoIP) and Video

• UC4 includes the full collaboration features of the SfBO E3 Subscription with the ability to host Virtual Meetings
that include Computer Audio for Voice (VoIP) and Video. Both J&J and external participants can be included in
the Virtual Meetings but all participants must be able to use Computer Audio. (No participants can join the
meetings with PSTN/Land Line/Cell Phone via Call-Back or Dial-in)

Voice (Skype Call)

A few things you need to know about using SfB to make Voice calls over your Computer Audio (VoIP):
• You will only be able to make VoIP calls to other VoIP enabled contacts.
o You can identify other enabled associates by looking at their contact information in Skype while they are
in the “Available” state, you’ll see “Video Capable”.

• You will need a USB Headset for acceptable audio quality.

o Attempting calls with the built-in Computer Speaker and Microphone will most likely cause echo on the
call or other poor quality issues for all participants.
o The list of J&J Qualified USB audio devices is posted here:
https://jnj.sharepoint.com/teams/ITforme/Trainning%20Center%20%20Articles/GC%20+%20Webex/J&J
_Qualified_Headsets.pdf

To call using Skype Call (VoIP)

1. You can call your contact using the SfB Client search field and click on Skype Call. Here is How:
a. Enter your contact’s name in the search field.

b. Once found, hover your cursor over contact’s picture to open the “fast action” menu. Open the dropdown
menu by the Phone icon.

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c. Select Skype Call and click on it to call the contact.

Note: You may also just click on the phone icon and a Skype Call will be initiated by default

c. The call will go through and ring on your contact’s SfB client using the contact’s email ID.

d. If your contact answers the call, the call time will appear indicating that the call has started.

e. NOTES:
a. If your contact is not available to answer the call, the call will drop and you will see the yellow note that
states “contact is unavailable or may be offline” close to the bottom of the chat window.

b. If your contact is not enabled for Skype calling, the Skype call will fail. You will see the yellow status bar
stating “Cannot complete the call”. In such a case, you will need call your contact by selecting a phone
number from the drop down next to the phone icon in the fast action menu.

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Skype for Business Online
How to Schedule a SfBO Meeting in Outlook

IMPORTANT NOTE: Until all J&J Skype for Business user accounts are hosted Online and enabled for Voice and Video,
we will be in a “Hybrid” environment. While in the “Hybrid” environment, J&J Participants who are not hosted Online or
are not enabled for Voice and Video, should always join Skype meetings via the “Try Skype Web App” link to ensure all
meeting functionality is available. As a meeting host, you should always join your meetings with your Skype for Business
local client via the “Join Skype Meeting” link, “Join Now” button in the Outlook reminder popup, or from the Skype for
Business Local client meeting list.

REMINDER: As a UC4 Participant your Voice options are limited to Computer Audio, participants cannot “Dial In” to the
conference bridge using an external phone/desk phone/Mobile Phone. However, Mobile Device users can download the
Skype for Business App and connect to the meeting using VoIP Audio provided by the Skype for Business App.

Scheduling a SfBO Virtual Meeting in Outlook

1. Open Outlook and the select Home tab  New Items  Skype Meeting

2. Optional: Edit the meeting invitation to highlight the Try Skype Web App link.
a. Move “Join Skype Meeting” link to be immediately above “IMPORTANT NOTE:”

Move “Join Skype Meeting”

to be over “IMPORTANT
NOTE:” and change the Font
size to 10pt

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 b. Increase the font size for Try Skype Web App to 16pt, delete the “Trouble joining?” text, and align the “Try
Skype Web App” to be next to the Arrow 

Change the Font size to 16

3. Invite your Participants, add your Subject, add your agenda items and any other meeting text required in the body of
the invite above the dotted line
4. Click Send to complete the Invitation.

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Skype for Business Online
How to Start/Join your SfBO Meeting

The following are the basic steps to host a Skype for Business meeting and enable your participants to fully participate:

1. Use one of the below methods to Start/Join your meeting

a) Join your meeting from the Skype client
i. Click on the Skype Meeting Calendar icon in SfBO main window

ii. Double-click the on scheduled skype meeting you want to join

b) Join your meeting from the Outlook Calendar

i. Open your Calendar Meeting invitation and click the “Join Skype Meeting” link

As a host, click “Join Skype Meeting” to join via the

desktop client to enable full control of your
meeting.

c) Join your meeting from the Outlook Meeting reminder pop-up window

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2. Join the Meeting Audio
a) Click  “Use Skype for Business (full audio and video experiences)”, then click OK

You must use this option for best audio

and video experience. You and your
participants will not be able to use the
other audio join options

b) NOTE: if your audio does not work as expected, click  to access the audio device settings.

c) To switch to a different device that is connected to your computer, click  , then select the
desired device to use for the meeting.

3. Run your meeting

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Skype for Business Online
How to Manage Your Participant Join Experience

IMPORTANT NOTE: As a Use Case 4 Participant you are NOT enabled for PSTN Conferencing. You and your participants
can not join the meetings with PSTN/Land Line/Cell Phone via the Call-Back or Dial-in options. You can either use an
external audio bridge (such as a BT MeetMe Audio conference) or a have all participants use Computer Audio for
Voice/Video. For acceptable audio quality, all participants should be using USB Audio Devices with Echo Cancelling
capabilities.

1. Join your meeting and share the desired content.

a) It is recommended that PowerPoint files be uploaded and Presented vis the Share Content icon

2. As Participants join the meeting, in the Participant List window, review the icons to ensure all Participants have
audio and can see the shared content icon.
a) Fully Enabled Participants – NO ACTION REQUIRED
i. Participants that have | IM | audio | video | shared content | enabled will have these colored
icons:

b) Partially Enabled Participants – CORRECTIVE ACTION REQUIRED

i. Participants that have | IM | audio or no audio | no shared content | will have these colored
icons:
or
1. In most cases, these are J&J participants who are not yet hosted online and have
joined the meeting with their local Skype for Business client. These Participants will
need to rejoin the meeting using the “Try Skype Web App” link. Follow Step 3
instructions below “HAVING J&J PARTICIPANTS REJOIN THE MEETING VIA THE SKYPE
WEB APP”.
ii. Participants that have | IM | no audio | but are viewing the shared content | will have these
colored icons:

1. Participants with these icon indicators are not joined to the audio and will require
written instruction via the chat window to instruct them to the options available for
joining the audio as they will not be able to hear the meeting audio. This may be an
indication that the participant does not have a device which is Computer Audio
enabled for Voice.
3. HAVING J&J PARTICIPANTS REJOIN THE MEETING VIA THE SKYPE WEB APP
This is what it looks like when J&J participants not hosted Online join with their local Skype for Business client:

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 The outlined icon indicates
they are not joined to the
audio stream of the meeting
(they cannot hear you).

The outlined icon of the monitor

indicates they are not seeing any
Seeing presence indicates the
The dark blue icon indicates shared content. (hover you mouse
participant is joined with their
they are in the chat session of over the icon to get a popup that
local Skype for Business client
the meeting. will confirm this)
(not the web app).

a) The most efficient way to have this participant rejoin with the Try Skype Web App is to copy the link
from your original meeting Outlook invite and paste it into the IM Chat window of your meeting.
i. In Outlook, open the calendar invitation for this meeting.
ii. Right click on “Try Skype Web App” and select Copy Hyperlink.

iii. Return to your meeting, open the meeting IM window, right click in the conversation window
and select Paste.

b) In the chat window, instruct the impacted participants to rejoin the meeting by clicking on Try Skype
Web App.
c) Once the participant joins via the Skype Web App, they will appear as a “Guest”. They will have a solid
blue IM, microphone, and screen icons (if content has been shared in the meeting).

The solid blue icons are an

indication that the participant
is now in the meeting and
fully functional
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 d) NOTE: If the participant has not closed their initial meeting join session from their local Skype for
Business client and is appearing in the meeting twice, you may remove the nonfunctional meeting
participant session by right clicking and select “Remove from Meeting.”

4. PARTICIPANT SKYPE WEB APP AUDIO JOIN OPTIONS

a) Your participants will only be able to join Skype for Business Online Meeting Audio using Computer
Audio (VoiP)
i. If they have computer audio, they will be automatically joined to the meeting audio and
presented with the option to change their audio connection method.

1. The only audio join option is as follows:

1. The participant must use a computer audio device, such as a USB headset, USB
Speakerphone, or a Web Cam with microphone echo cancelation.

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Skype for Business Online
How to Join a SfBO Meeting as an Experiment Participant

As a SfBO Experiment participant, your Skype client is hosted online, meaning that your SfBO client is fully enabled for
content sharing, IM, audio, and video. When joining a SfBO meeting, whether hosted by another Experiment user or an
external company’s Skype, you should always join via the Join Skype Meeting link.

Here is how you join:

1. Use one of the below methods to Join a meeting:

a) Join a meeting from the Skype client
i. Click on the Skype Meeting Calendar icon in SfBO main window

ii. Double-click the on scheduled Skype meeting you want to join

b) Join your meeting from the Outlook Calendar

i. Open your Calendar Meeting invitation and click the “Join Skype Meeting” link

As an Experiment Participant, do
not join via “Try Skype Web App”
link.

As an Experiment Participant, click “Join Skype Meeting” to

join via the desktop client to enable full control of your
meeting. Do this for your own hosted meetings as well as
those you are invited to as a participant

c) Join your meeting from the Outlook Meeting reminder pop-up window
i. From the reminder pop-up window, click on the Join button

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2. Join the Meeting Audio
d) Click  “Use Skype for Business (full audio and video experiences)”, then click OK

You must use this option for best audio

and video experience; you will NOT be
able to use other audio options. You will
be using computer audio and will need a
USB Audio device.

2. Depending on the meeting options set by the organizer, you will either join the meeting immediately, or be
directed to the virtual lobby.
a) If you are in the lobby, the meeting organizer and other presenters are immediately notified that you
are waiting.

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Skype for Business Online
How to join a SfBO Meeting as a Participant using the
Skype Web App (Web Browser)

As a J&J Skype user who is not yet host online, your Skype client is not fully enabled for content sharing of computer
audio and video. When joining a SfBO meeting, whether hosted by an Experiment user or an external company’s Skype,
you should always join via the Try Skype Web App link. Joining this way will provide you with the best experience and
allow you to fully participate in the meeting.

Here are the basic steps to join a Skype for Business meeting with your Web Browser.
1. Open Outlook and the select Home tab  Calendar icon Open the scheduled meeting invitation you
want to attend.
a) NOTE: Do NOT join the meeting by clicking on the “Join Online” button in the Outlook meeting
reminder, Skype Client meeting reminder, or from the Skype Client Meetings list. All “Join Online”
options will use your local Skype client to join the meeting and you will NOT have the option to join from
your browser
b) NOTE: If after joining a meeting, you get the messages below when the meeting includes shared
content, you have joined the meeting with your local Skype for Business client. You will need to exit the
meeting and rejoin using the  Try Skype Web App in the meeting invitation.

2. Click on the “Try Skype Web App” link to launch the web browser and skype web app downloadable plug-in.

As a Participant, join the meeting

via “Try Skype Web App” link.

a) If this is your first time using the Skype Web App or a new version has been published by Microsoft, you
will see the message to run or save the “skype meeting app” plugin.
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3. Click “Run” to download and install the “skype meetings app” plug in
4. After the app is installed, a new “Welcome” browser window will open. Enter your name and click “Join” to join
the meeting.

a) NOTE: Do NOT click on links below the “Enter your name” box, Do NOT sign in with your O365 account.

5. Join the meeting audio.

a) NOTE: The preferred audio join is as follows:
1. If you have a USB Headset or other echo cancelling device, use Computer Audio.
1. IMPORTANT: Do not use your computers built in speaker and microphone for your
meetings as this is the most common source of echo and poor audio quality.
b) You must have a headset connected to your computer, you will automatically join meeting audio.
c) If you do not have a headset or other echo cancelling audio device, you will not be able to join the audio
stream in the conference.

6. Depending on the meeting options set by the organizer, you will either join the meeting immediately, or be
directed to the virtual lobby (you will be informed that the meeting is “Locked”. If you're in the lobby, the meeting
organizer and other presenters are immediately notified that you are waiting.

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