Skype for Business

Quick start guide

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About this guide

This guide will help you use Microsoft’s Skype for Business, a departmentally managed and supported

messaging, meeting, and collaboration platform available to staff at Queensland state schools.

This guide includes important considerations that must be acknowledged by staff prior to using Skype for

Business, set up instructions, best practice advice, and links to additional information.

Contents

About this guide ................................................................................................................................................ 2

What is Skype for Business? ............................................................................................................................ 3

Who can I communicate with? .......................................................................................................................... 3

Accessing support ............................................................................................................................................. 4

Important considerations ................................................................................................................................... 4

Bandwidth best practice ................................................................................................................................ 4

Information security ....................................................................................................................................... 4

General advice .............................................................................................................................................. 5

Getting started ................................................................................................................................................... 6

Opening Skype for Business ......................................................................................................................... 6

Automatic launch on start (enable or disable) ............................................................................................... 7

Searching for and adding contacts ............................................................................................................... 8

To add an external user: ............................................................................................................................... 8

Creating groups and adding contacts ........................................................................................................... 9

The message window ................................................................................................................................. 10

Sending a message .................................................................................................................................... 10

Making a video call ..................................................................................................................................... 11

Making an audio call ................................................................................................................................... 12

Presenting your desktop ............................................................................................................................. 13

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What is Skype for Business?

Skype for Business Online is a unified communications platform that integrates common channels of business

communication and online meetings, including instant messaging (IM), voice over IP (VoIP), video

conferencing, and web conferencing.

The table below outlines the features available to school staff through Skype for Business.

Enabled Disabled

Instant messaging x

High definition audio calls (one to one and one to many) x

High definition video calls (one to one and one to many) x

Screen sharing x

Meeting recording initiated by @eq.edu.au meeting host x

Meeting recording (initiated by non-eq user) x

File transfer to @eq.edu.au users* x

File transfer to external Skype.com and Skype for Business users x

OneNote page sharing* x

PowerPoint annotations* x

External communication with skype.com users** x

External communication with Skype for Business users** x

Desktop sharing (i.e., remote access) x

* disabled if user has external communication enabled

** enabled on-request with principal approval and acceptance of the risks and conditions of use

Who can I communicate with?

Skype for Business allows Queensland state school staff to search for and communicate with any Queensland

state school staff member.

Principals can also approve the enablement of external communication for users within their school. Enabling

external communication will allow staff to:

communicate with any skype.com user; and

communicate with any external Skype for Business user whose organisation has been whitelisted

(allowed) by the department.

For more information about external communication see KBA0027829 and KBA0027539.

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Accessing support

Skype for Business is an ‘evergreen’ Microsoft application. This means that Microsoft may make updates to

the application, at any time, which may alter how the application looks and how you interact with the

application.

You can request support at any time by logging a support request using the Service Centre Online, or by

contacting the IT Service Centre on 1800 680 445.

We recommend self-helping by consulting the knowledge base in Service Centre Online prior to logging a

support request.

Important considerations

Review the considerations below prior to using Skype for Business.

Bandwidth best practice

The use of Skype for Business at your school may have an impact on your school’s bandwidth utilisation and

internet speed. The extent of this impact will depend on a number of factors, including your school’s available

bandwidth and the number of staff that actively use the application.

Consider the information below when using Skype for Business:

Instant messaging will have little to no impact on bandwidth utilisation.

Voice calls will have some impact on bandwidth depending on your school’s available bandwidth.

Video calls and screen sharing will have the greatest impact on bandwidth.

To limit impact on your school’s bandwidth, participants should refrain from heavy video or audio use

during peak periods (8am-4pm).

Users on limited bandwidth sites may experience lagging, jittering, or drop outs when trying to use

voice and video features. Where possible, schedule the use of advanced features outside of school

hours to minimise the impact on teaching and learning and to optimise the call experience.

Information security

Skype for Business has an Information Security Classification of up to X-in-confidence.

The Information security procedure provides employees with their responsibilities to appropriately manage

information (specifically records, data and information assets) which they may receive, create, use, store or

dispose of within the department. This includes classifying information for appropriate protection and/or

disclosure.

Staff should ensure they have read and understand this procedure prior to using Skype for Business.

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While the majority of departmental data (including student data) will not exceed X-In-Confidence, there are

some types of data that will achieve an information security classification of Protected, and will therefore not be

suitable for sharing or discussion within Skype for Business. The Information security classification and

handling guideline outlines examples of a range of data types and their respective classification.

Examples of information that is considered Protected, and therefore not suitable for sharing or discussion over

Skype for Business, includes:

Student information relating to court orders issued

Student guidance file information

Student protection information.

Sensitive Case Records (sensitive information for individual students by specialist support staff in

guidance, nursing, occupational therapy, physiotherapy and speech-language therapy.)

Contact Information Management if you would like specific advice relating to the classification of information.

General advice

New instant messages will appear as pop ups when the user is logged into Skype for Business. Users

are advised to sign out of Skype for Business or change their status to ‘do not disturb’ before

presenting to an audience.

This platform allows meeting hosts and/or meeting participants to use screen sharing with each other.

Screen sharing allows other participants to view onscreen files, documents, emails, previews and

alerts. This functionality may result in the unintentional disclosure of private or sensitive departmental

information. If screen sharing is used, prevent the unintentional disclosure of private or sensitive

departmental information by closing all documents and programs during meetings, including exiting

email or communication applications to prevent previews/alerts.

Use of online meeting functionality may result in users' identities and locations being made apparent

to other participants through video, audio, chat messaging or participant lists. If using this application

in a classroom setting, ensure a departmental staff member is present at all times if students are

participating in online meetings (audio/video conferences). Further, parent/guardian consent must be

obtained for all students who participate in video and/or audio conferencing with presenters and/or

participants external to the school. Consent must be gained for disclosure of personal information

including but not limited to video, audio, recording, image and/or name of student participants. Consult

Obtaining and Managing Student and Individual Consent in the department’s Policy and Procedure

Register for consent requirements and the State School Consent Form.

Use of Skype for Business on the department’s IT network requires school staff to adhere to the

department’s Code of Conduct and Standard of Practice. All staff communication should be

appropriate and professional.

Staff should exhibit safe online behaviours and protect themselves and their information. Some safe

online behaviours include keeping passwords private, thinking before sharing information, seeking

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permission if unsure, locking devices when not in use, and logging out when finished. Refer to the

department’s iSecurity website for advice tailored specifically for staff.

Participants must adhere to the Microsoft’s terms of use:

https://www.microsoft.com/en-au/servicesagreement/

Getting started

Prior to using Skype for Business, view Microsoft’s short Introducing Skype for Business video.

Opening Skype for Business

All MOE 4 and MOE 5 devices will have Skype for Business installed by default. To open it:

MOE 4 – Windows 8 MOE 5 – Windows 10

1. Click the Start menu to bring up the search

page

2. Click the magnifying glass located in the top

right corner and type “Skype for Business”

3. Right click the search result and select ‘pin to

task bar’

4. Open Skype for Business and enter your

@eq.edu.au email address and click “Sign in”.

The application will attempt to connect and ask

for your password (This may take some time).

Once entered, click the Sign in button again

5. Enter your username and password in the proxy

prompt window and select ok’

1. Click the Start menu and type ‘Skype for

Business’

2. Right click on the Skype for Business search

result and select ‘pin to start’

3. Double click to open the application

4. Enter your @eq.edu.au email address and click

‘Sign in’. The application will attempt to connect

and ask for your password (This may take some

time). Once entered, click the Sign in button

again

5. Enter your username and password in the proxy

prompt window and select ‘ok’

MAC

1. Download and install Skype for Business for Mac

2. Once installed, double click to open the application

3. Enter your @eq.edu.au email address and click ‘Sign in’. The application will attempt to connect and

ask for your password (This may take some time). Once entered, click the Sign in button again

4. Enter your username and password in the proxy prompt window and select ‘ok’

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Automatic launch on start (enable or disable)

1. With Skype for Business open, click the cogwheel located towards the top right of the app window and

select Tools Options

2. From the personal menu, you can enable or disable Automatic launch by checking (or unchecking) the first

box that says “Automatically start the app when I log on to Windows”

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Searching for and adding contacts

1. You can find and add @eq.edu.au contacts by entering the user’s name in “Find someone” field

2. Enter the name or email address of the contact you would like to add

3. Right click the user and select “Add to Contacts List”

To add an external user:

Note: this is only available to users who have external communication enabled.

1. Click on the “Add a contact” button (person symbol with a plus) and select “Add a Contact Not in My

Organisation” then select “Skype” or “Skype for Business”. Check with the user you’re adding to

determine if they are using Skype.com or Skype for Business.

2. Enter the Skype address for the external contact and add them. They will receive a contact request and

must accept the request before you can call them.

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Creating groups and adding contacts

1. Click on the “Add Contact” button and select “Create a new Group”

2. Enter the name of the new group and press enter

3. You can move users into the existing group by dragging and dropping the contact to the group or by right

clicking and selecting “Move Contact To” and selecting the destination group

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The message window

Below is a list of the features available within the message window:

a) Name and MIS ID of recipient

b) Invite other users to conversation

c) Recipient presence status

d) Total participant count

e) Conversation history pane

f) Message field

g) Add attachment

h) Set message importance

i) Emoticons

j) Send (you can also use the Enter key)

k) Minimal mode

l) Start video functionality

m) Start audio functionality

n) Start screen sharing

o) More options

Sending a message

1. Double click on a contact in your contacts (or search for a user using “Find someone” search bar)

2. Enter your message and click the airplane icon or simply press the Enter key

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Making a video call

Note: To make a video call, you must have a camera connected or built in to your device.

1. Right Click on a contact in your list (or search for a user from ‘Find someone’ and right click the contact

object)

2. Select ‘Start a Video Call’.

Alternatively, double click on a contact in your list (or search for a user from ‘Find someone’) and then click

the video icon

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Making an audio call

Note: To make an audio call, you must have a microphone and speakers connected to your device.

1. Right Click on a contact in your list (or search for a user from ‘Find someone’ and right click the contact

object)

2. Select ‘Call’ then ‘Skype Call’

Alternatively, double click on a contact in your list (or search for a user from ‘Find someone’) and then click

the Phone icon

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Presenting your desktop

1. Double click on a contact in your list (or search for a user from ‘Find someone’) and then click the Monitor

icon

2. Choose ‘Present Desktop’

3. Select the desktop you want to share. You must read and accept the disclaimer message before desktop

sharing will commence.

Note: Screen sharing allows other participants to view onscreen files, documents, emails, previews and

alerts. This functionality may result in the unintentional disclosure of private or sensitive departmental

information. If screen sharing is used, prevent the unintentional disclosure of private or sensitive

departmental information by closing all documents and programs during meetings, including exiting email

or communication applications to prevent previews/alerts.

4. The monitor you are presenting is bordered by an orange box. To stop the presentation, click on the ‘Stop

Presenting’ button at the top