Basics: Communicating

Owned by Maarten Meijer
Last updated: Nov 29, 2017
5 min read

To communicate with a contact, use one of the following methods to access the communication tools, then select the option you want to use (e.g. instant message, video call, etc).

Hover your mouse over their picture in the contacts list

Double-click anywhere on their contact listing

Right-click their contact listing

Instant messaging (IM)

Instant messaging (IM) allows you to communicate with people in real time, and at a moment’s notice. It is less formal than email, and faster than a phone call. You can have an IM conversation with one or many people, send pictures and files or add audio or video.

Starting an IM conversation with one person

  1. Locate the person you want to send an instant message to

  2. Display the communication options for that person using one of the methods above

  3. Choose the instant messaging icon 

    • A conversation window will appear

  4. Type your message at bottom of the conversation window

  5.  Press the return key or click the send icon (>)

  • Your conversation appears at the top of the conversation window.

  • You can use the Notification tools to add an attachment, emoticon, or mark the message as important.

  • If a person’s status is set to Do Not Disturb, your message will not be sent.

  • To get a notification when someone’s status returns to Available you can tag the contact (Right-click on their contact name and select Tag for Status Change Alerts). When they are next available you will get a pop-up notification on screen, allowing you the option to make contact and un-tag them.

Responding to an IM alert

When someone starts a new IM conversation with you, an alert pops up on your screen.

  • To see the message, click anywhere on the photo area to accept it. The IM conversation window will open to display the message.

  • To reject the message, click Ignore. The message goes to your Outlook Inbox.

If you do not want to receive new IM alerts, set your presence status to Do Not Disturb.
You can do this using the Options menu on the alert box or see Displaying your availability: Presence.


Holding an IM conversation with more than one person

If you have already started an IM conversation, you can add others to it by

  • dragging their picture from your contacts list into the conversation window

or, if they are not in your list Clicking the Invite More People button at the top of the conversation window to display the directory

If you want to start a new IM conversation with a group that you have already set up

  1. Right-click the group name in your contacts list

  2. Click Send an Instant Message to start the conversation.

Your message will go to all group members.

To start a new IM conversation with contacts that aren’t in a group

  1. Go to your Contacts list

  2. Hold the Ctrl key while you click each contact.
    When you have selected all the required contacts

  3. Right-click and select Send an IM to start a multi-way conversation.

Sending a file or image using IM

To send a file or image from an IM conversation, you can:

  • Drag-and-drop a saved file into the text input area

  • Attachment it using the notification tool in the message window

  • Copy and paste a saved file or image from an Office program into the text input area

Making an audio or video call

If you have a microphone, a headset (or speakers) and a webcam attached to your computer, you can use Skype for Business to make and receive audio and video calls.

Skype for Business automatically detects your audio and video devices, but before making an audio or video call you should check that they are set up correctly. To do this:

  1. Click the Options menu (cog icon ) in the main Skype for Business window

  2. Choose Tools > Audio (or Video) Device Settings

To make a call

  1. Locate your contact in Skype for Business,

  2. Click the Audio or Video icon.

Contacts who have a webcam set up, and so can accept video calls, have Video Capable on their contact details. 

When you call a contact, an alert pops up on their screen. To accept the call they can click anywhere in the photo area of the pop-up (or they can choose to reject the
call). Once in progress, you can control the call by putting it on hold, muting your audio, switching between audio devices, and changing the way the video appears on screen.

To end the call, close the window or click the End call button.

Conversation History

Skype for Business conversations are saved by default. 

To view Conversations:

  • In the main Skype for Business window click on the Conversation tab. All conversations will
    be listed with the most recent on top; double click on one to open and view a conversation.

    OR


  • In Outlook, Skype for Business conversations are saved in a folder labelled Conversation History.




Unimportant conversations may be deleted.

You can stop saving conversations by disabling the option (Options > Tools>Options >Personal).