Outlook, Skype, and OneNote

Training: Skype

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Skype is your internal communication system. It doesn't mean you have to be in the office to use it; you can actually use it from other devices, including your mobile devices and tablets. As you can see here I've already logged in as Cecilia for this demonstration.

We can see that Cecilia is available because she has a green checkmark. And down at the bottom under Other Contacts we can also see Mark, and he's also available, and we'll chat with him in a moment. Next we can go ahead and set our presence options. These are typically pulled from the Outlook calendar, but you can set them manually.

In this case I could go ahead and set Cecilia as busy or do not disturb; we'll set her back to available. Next our location, we may want to let others know where we are. Are we working from a different office for the day? Are we working from the home office? For example, today we'll be working from the home office. Go ahead and click in there and start typing in your location.

Next let's go ahead and add a contact. We already have Mark, but let's go ahead and add in Leslie. I've searched for Leslie Richardson, let's go ahead and add her into our contacts.

To do so all I've done is right-click, I can add her to favorites or just to our general contacts list. I'm going to go ahead and add her to favorites. One thing you might have noticed with Leslie is that she hasn't been available for 50 days, so we know she hasn't actually logged in for 50 days. Let's go ahead and set up our audio and video. Typically, this will be set up for you when you log in to Skype, but if you do have to adjust it, you'll do so by clicking down on the clog, selecting Tools, and then Audio Device Settings.

And here you can adjust for your speaker, your microphone, and your ringer. You'll notice that my microphone is not available and that just happens to be because my system does not support a microphone. If I wanted to make any adjustments to the video settings I could do so here, and here you can go ahead and adjust the settings as required. I'm going to go ahead and hit Cancel.

Now let's go ahead and start up a conversation with Mark. So I can see Mark's here. It says he's been inactive for five minutes, but let's see if he's around. I'm just going to double-click on his name and type hi. And let's see if Mark responds back with a hi. And we can see there that Mark was typing and he's come back with a hi as well.

At this point Mark and I can have an instant message communication and that's fantastic, but what if I actually want to chat with Mark in real time? Well to do so, I'm going to do it with video. At the bottom of this window you can see I can make a video call, or just a plain call. The main difference being if it's just a call, you've excluded the video, and this sometimes is better if you don't have great bandwidth.

We're going to go ahead and try a video call with Mark. Going to go ahead start my video. "Hey Mark how are you?" "I'm good how are you?" "Great." So as you can see now, Mark and I can actually have a real-time conversation over video. And we can continue at this point to have instant messaging going on on the side.

Okay, in that case I called Mark. But what if I'd like Mark to call me? So what I'm going to do is hang up and I'm going to have Mark call me. So I'm going to wave bye bye to Mark, and I'm going to go hang up on him. I'm going to go ahead and close that window. And here we can see Mark is now calling me. As you can see, I simply answered the call.

And finally, one last thing before we close this off. We also had the option to go ahead and meet now. So under our clog again we can go ahead and select Meet Now. And I can go ahead and join a meeting. I'm going to go ahead and click OK, and Cecilia is going to go ahead and start a conference call. And now others can go ahead and join this call if they wanted to do so. This is a fantastic way to have group meetings when you don't have everybody in the same room together.

Skype is an incredibly powerful tool for communication, not only with your coworkers, but people outside of your organization as well. For more information and tips and tricks on Skype, please refer to the Skype training page.

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