Skype for Business Upgrade

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Overview

Microsoft is upgrading the enterprise chat and web meeting tool Skype for Business to Microsoft Teams, and Skype will be disabled at the University of Miami on July 1, 2021. The functionality you currently enjoy in Skype for Business, including chat, video/audio conferencing, etc., is available in both Microsoft Teams and Zoom. In advance of this change, we encourage those that use Skype for Business to get to know Microsoft Teams and Zoom!

Important:

If you're planning to schedule any virtual meetings on or after July 1, make sure you're scheduling them via Teams or Zoom and not via Skype.

Microsoft Teams

  • By combining chat, video/audio conferencing, document collaboration, and application integration into a single experience, Microsoft Teams brings people, conversations, files, and tools into one place so everyone has instant access to everything they need.

Zoom

  • Zoom is a video/audio conferencing tool that combines an easy-to-use interface with exceptional video quality, offering a seamless experience for collaboration across mobile devices, desktops, and conference rooms. Zoom features include screen sharing, recording, breakout rooms, chat, adaptive streaming, and more.

While at the U, you have access to both Teams and Zoom to use as needed!


Training

UMIT will be offering online training sessions designed to get you up and running with Microsoft Teams and/or Zoom. More information to come!

Quick training tips for both Teams and Zoom are listed below:

Microsoft Teams

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  • How to schedule or join meetings in Teams

    Like Skype for Business, you can schedule and host online meetings in Teams, as well as manage chat and people from your meeting window. Even better, meetings are part of your Teams interface, keeping all contacts, conversations, calls, and meetings in one place.


    Schedule a meeting from Outlook
    1. Open Outlook and go to the calendar view.
    2. Click New Teams Meeting at the top of your view.
    3. Invite people, add meeting details, and click Send.
      • People outside your organization can use a guest account or join the meeting anonymously.

    New Teams Meeting button in Outlook


    Join a meeting

    There are many ways to join meetings in Teams:

    • From your Outlook calendar or from an Outlook reminder that pops up.
    • In Teams, click Calendar Meetings button on the left side of the app. Find the meeting and click Join.

    Join meeting audio

    After you click Join in Teams, you can choose how you get audio.

    Teams automatically tries to connect to your computer headset or speakers. Alternatively, you can dial in using the phone number (if provided in the meeting invite).

    Image of calendar and meeting


    Share your desktop in a meeting
    1. To share your screen, a specific app, or a file in a meeting, click Share desktop Share screen button in your meeting controls.
    2. While sharing, click Give Control at the top of the screen to hand the reins over to someone else. Click Cancel Control to take them back.

    Show your desktop icon highlighted


    Manage your meeting

    In a meeting, go to meeting controls and do one of the following:

    • Click Show conversation Open chat button to chat with people during a meeting.
    • Click Show participants Show participants icon to see the roster, where you can add, remove, or mute people.
    • Click More actions More options button to locate additional functions including device settings and recording.

    Meeting controls - Manage your meeting icons highlighted

  • How to chat in Teams

    An instant message (IM) in Skype for Business is called a chat in Teams. In Teams, you can add emojis and GIFs, and can even convert a chat into an audio or video call! In addition, Teams offers persistent chat, so you can find and resume any conversation.


    Find a contact and start a chat
    1. Go to the command box at the top of the app.
    2. Type the name of the person you want to find.
    3. Select the name from the list.
    4. At the bottom of the screen, compose your chat message and press Enter.

    Image of command box


    Make Teams the default chat app for Office

    Do this to make sure that your presence info (Available, Busy, In a meeting) shows up in Outlook and other Office apps.

    1. Select your profile picture at the top of Teams, then Settings.
    2. Select General > Register Teams as the chat app for Office (requires restarting Office applications).

    Presence indicator


    Add someone to a chat
    1. From the chat, click Add people Add people to team button .
    2. Type the names of the people you want to add, and then click Add.

    Add person to chat dialog box


    Have fun with emoji, GIFs, and memes
    1. Go to the compose box at the bottom of your chat or channel conversation.
    2. Beneath the compose box, do one of the following:
    • Click Emoji Emoji button to select the perfect face from the gallery.
    • Click GIF GIF button to search for an animated GIF.
    • Click Sticker Sticker button to go to our galleries of customizable memes and stickers.
    Emoji, GIF, stickers, and other options

    Turn a chat into an audio or video call

    Just like in Skype for Business, you can turn a chat into a call in Teams:

    From your existing chat, click Video call Video call button or Audio call Calls button at the top of the screen.

    Add person to chat dialog box

    Resume an old conversation

    In Teams, you can find and resume a previous conversation. No matter how many times you've spoken to that person, it's all in one place.

    1. To search for old messages (or people, chats, and files), use the command box at the top of your screen.
    2. Click the conversation you want to continue.

    Image of command box and chat list


    Respond to a chat

    When someone sends you a chat, the Teams icon in your taskbar lights up with a number in a red circle. To review and respond:

    1. Open Teams.
    2. Click Chat Open chat button on the left side of the app.
    3. Your active chats are highlighted in bold.

    Teams icon in the Windows taskbar

  • How to make calls in Teams

    Teams offers easy video and audio calling with contacts located within Microsoft Teams.


    Make a call
    Call from a chat
    1. Go to the command box at the top of the app and type someone's name.
    2. Select the person to start a chat.
    3. At the top of the chat, click Video call Video call button or Audio call Calls button .

    Call one of your contacts

    1. Click Calls Calls button on the left side of the app.
    2. Click Contacts.
    3. From the person's profile card, click Video call Video call button or Call Calls button .

    Add someone to a group call

    For right now, this feature only works for calls that start as group calls.

    1. Click Show participants Show participants icon in the top right corner of your screen.
    2. Type the person's name or phone number to add them to the call.

    Meeting controls-Show participants icon highlighted


    Use audio controls
    1. In a call, click More actions More options button in the calls control menu and select Show device settings.
    2. Use the menus to select the speaker, microphone, and camera options you want.

    Meeting control-More actions icon highlighted


    Forward calls
    1. Click your profile picture at the top of the app.
    2. Select Settings > Calls.
    3. Under Call answering rules, choose Forward my calls.
    4. Select where you want your forwarded calls to go.
    Call answering and forwarding rules

    Answer a call

    Whenever you get a call in Teams, you'll receive a notification.

    • Click Accept video call Video call button to enable video.
    • Click Accept audio call Calls button to answer with audio only.
    • Click Decline call red phone to go on with your day.
    Incoming call notification

    Check voicemail
    1. Click Calls Calls button > Voicemail.
    2. Select a voicemail from the list.
    3. Use the playback controls to listen or read the transcript.
    Voicemails and voicemail controls

Zoom

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  • How to schedule or join meetings in Zoom

    You can schedule a one-time or recurring meeting on the web (zoom.miami.edu), through the Zoom Desktop client or mobile app, or through one of Zoom many integrations. Learn more about scheduling a Zoom meeting.

    You can join a meeting by clicking the meeting link, or by going to miami.zoom.us/join and entering in the meeting ID. Learn more about joining a meeting.

    You can invite others to join your meeting by copying the join URL or meeting invitation and sending it out via email. There are many other ways to invite others to join your meeting – click here to learn more.

  • How to chat in Zoom

    An instant message (IM) in Skype for Business is called a chat in Zoom. In Zoom, you can add emojis and GIFs, and can even convert a chat into an audio or video call!

    Important: Zoom only offers persistent chat within the "Chat" tab of the desktop application, so you can find and resume any conversation. Chats that take place within an active meeting are not automatically saved unless you configure auto-saving in your settings. Click here to learn more about saving in-meeting chat.


    How to chat in Zoom's application (desktop client)
    1. Download the Zoom desktop client for Mac or Windows.
    2. Select the Chat tab to view private conversations with your contacts or group conversations in chat channels.



    3. You can access these features in the left-side panel
      • Jump to search box: Search for a contact or channel.
      • < > : Allows you go back or forward between recently used chat windows.
      • Starred Messages: View messages you have starred.
      • Contact Requests: View recent contact requests you have received from other Zoom users.
      • All Files: View files you have shared in chats, all files you have access to within chat, and any saved Whiteboards from meetings.
      • Click your name to use your personal chat space.
      • Add icon (next to Recent): Start a new chat with one of your contacts, create a channel for group chats, or join an existing channel.
      • Under Recent:
        • Select a contact to view chat history and continue to chat with them. Contacts have a status icon before their name.
        • Select a channel (indicated by the group icon before the name) to view the channel's chat history and send messages to channel members.


        • Star icon : Add the contact or channel to your starred list, giving you quick access to those contacts or channels. Starred contacts or channels will be listed between your personal chat space and the Recent section, for quick and easier access.
        • Video icon : Start a meeting with the contact. If a channel is selected, this will start a meeting with all members of the channel. Click the ˅ next to the icon to select if you want to Meet with video or not.
        • Phone icon : Start a phone call with the contact. Only available if you have access to Zoom Phone
        • New window icon  (hover your pointer over the contact or channel name to display this icon) : Opens the selected chat in a new window.
        • Info icon : View additional options for the contact or channel. Also gives you quick access to files, images, and starred messages in the selected chat.
        • Message box: Compose and send messages to your contact or channel. You can also send screenshots, filescode snippets, audio messages, and animated GIFs.
    4. After selecting a contact or channel in the left-side panel, you can use these features in the chat window:


    How to chat in Zoom during a meeting (desktop client)
    1. Download the Zoom desktop client for Mac or Windows.
    2. Open the client and start or join a meeting.
    3. Click Chat in the meeting controls bar at the bottom of the client. The chat window will open on the right.
    4. Type a message into the chat box or click on the drop down next to "To:" if you want to message a specific person.
    5. When new chat messages are sent, a preview of the message will appear and the Chat button will flash orange. Click the button to view the chat window.


    How to chat in Zoom during a meeting (mobile app)
    1. Download the Zoom app for iOS or Android.
    2. Open the app and start or join a meeting.
    3. Tap the screen to make the controls bar appear.
    4. Tap on Participants.
    5. At the bottom of the list, tap Chat.
    6. Type your message and tap Send. If you want to send to a specific person, tap the arrow next to "Send to:" and choose from the list.
    7. When new chat messages are sent, they will be displayed at the bottom of the screen. Tap Participants, then Chat to view them.


FAQs

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  • What happens to my Skype for Business account on July 1?

    • You will no longer be able to login to Skype for Business with your University account and/or have access to contacts stored within Skype (you will, however, have access to the University's global address list via Microsoft Teams and Zoom). If you have any other contacts stored within Skype (e.g., people outside of the University of Miami), we recommend saving this information before July 1.

    • You will be able to join existing Skype for Business meetings using the Skype web client only. Click here to learn more.

  • What happens to my existing Skype for Business meetings on July 1?

    Skype for Business meetings that were scheduled before July 1 are still in your Outlook calendar and will be hosted in Skype for Business. Online meetings that you create once Skype is upgraded will be hosted in Teams. In both cases, join the meeting by clicking the link in the Outlook meeting invite and following the prompts.

  • What are the similarities and differences between Skype for Business and Teams?

    Task

    Skype for Business

    Microsoft Teams

    Chat (IM)
    • Start a chat with individuals or groups

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    • Turn a chat into a call

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    • Share a file with people in a chat

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    • Share a file with offline participants

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    • Add emoji

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    • Add GIFs and memes

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    • Threaded and persistent conversations

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    • Search for files, content, and people

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    Meetings
    • Schedule a meeting from Outlook

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    • Share desktop or app

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    • In-meeting access to chat and files

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    • Persistent chat before, during, and after the meeting

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    • @mention people and like conversations

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    Mobile
    • Chat, audio/video call, and meet from your mobile device

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    Plus, Teams offers:

  • What are the similarities and differences between Skype for Business and Zoom?

    Task

    Skype for Business

    Zoom

    Chat (IM)
    • Start a chat with individuals or groups

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    • Turn a chat into a call

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    • Share a file with people in a chat

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    • Add emoji

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    • Add GIFs

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    • Persistent conversations within application

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    Meetings
    • Schedule a meeting from within application

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    • Share desktop or app

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    • In-meeting access to chat

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    Mobile
    • Chat, audio/video call, and meet from your mobile device

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  • How do I change options in Teams for an existing Skype for Business meeting?

    To change the time, location, title, subject, or attendees list, open the meeting from your Outlook calendar and make changes as usual. To change other options like lobby activity, presenters, and more, do the following:

    1. Before the scheduled start time, open the meeting from your Outlook calendar and click the link to join.

    2. Once in the meeting, click More Options More options button > Skype Meeting Options. Make the changes you want, then click OK. (Make sure you're using the Skype for Business desktop app—you won't be able to make these changes in Skype Web App.

    Skype for Business Meeting Options dialog box

     3. To change options for participants, click Open Participant Pane > Participant Actions.

    Skype for Business meeting participants

    4. To change audio and video devices used during the meeting, click Call Controls > Devices.

    Note: To change an existing Skype for Business meeting into a Teams meeting, you'll need to set the meeting up again. For info, see Set up a meeting.

  • Where do I find my past Skype for Business conversations, calls, or voicemails?

    You'll be able to find these if you had the Conversation History feature enabled in Skype for Business. The easiest way to find them is to open Outlook, then go to the Conversation History folder.

  • Are my Skype for Business contacts and contact groups in Teams?

    Yes. In Teams, click Chat on the left. You'll see two tabs at the top—Recent and Contacts. Your Skype for Business contacts and contact groups are on the Contacts tab. Click More options More options button next to a contact or contact group to see what you can do.

    (Note: After July 1, Skype for Business contacts may take some time to display within Teams—depending on the total quantity.)

  • Where can I learn more about how to use Teams?

    Visit UMIT's Teams service page for documentation and training materials. Microsoft's Teams help center has training courses and lots of how-to info. When you're in Teams, you can click your profile picture, then Help, to see similar how-to info and chat with a bot.

  • Where can I learn more about how to use Zoom?

    Visit UMIT's Zoom service page for documentation and training materials. The Zoom help center also has lots of great how-to info.


Support

The UMIT Service Desk is available 24/7 to provide support! Get help by calling (305) 284-6565 or emailing help@miami.edu.


Important notes regarding HIPAA compliance:

  • Microsoft Teams is a HIPAA compliant collaboration platform.
  • A special license and implementation of Zoom is used for UHealth telemedicine/direct patient care, and must be initiated through UChart. This adds an extra layer of security to standard Zoom processes and ensures privacy and regulatory compliance. For assistance using Zoom for telemedicine via UChart, please contact UHealth IT at (305) 243-5999 or help@med.miami.edu.