There are a host of options which allow you to meet online; one-to-one, one to many or open to all. But which to use? That depends on who you want to connect with.

Teams and Skype for Business both offer the facility to create or join chat, voice or video calls and to share files, making it easy to share and collaborate in your meetings. Who you want to communicate with will determine whether you use Teams or Skype for Business.

Please note that Skype for Business and Teams should be installed locally, and logged in using Multi-Factor Authentication. They should NOT be accessed via Remote Desktop.

Students do not have access to Teams, please use Skype for Business to communicate with your students.

How to connect with...

Students

Colleagues should use Skype for Business for 1-to-1 and 1-to-many voice and video calls with students. Students do NOT have access to Microsoft Teams.

  1. Open your Outlook calendar.
  2. On the Home tab, select New Skype Meeting.
  3. Complete the meeting request.

For 1-to-1 meetings - Add the student's preferred email address to the calendar invite.

For 1-to-many meetings - Copy the text between the dotted lines in the calendar invitation and email to the group. Security tip: Don't forget to BCC student email addresses.

Staff

Colleagues should use Teams for voice and video calls with staff, Affiliates and guests. Teams offers an enhanced video and voice service in comparison with Skype for Business, and Microsoft will discontinue Skype for Business in 2021.

Affiliates 

Office 365, including Skype for Business and Teams, is one of the IT services which Affiliates do not get automatic access to. If an Affiliate requires access to Office 365, a request must be submitted before they can work from home. 

To request access to additional services, the Affiliate or Line Manager should email IT Service Desk detailing why access is required. The request will be sent to the appropriate Authorised Approver for confirmation before access is granted.

Guests

Guest access can be provided to a specific Team(s) within Office 365 for external contacts. The Microsoft Teams Guest Access Request Form should be completed and submitted for review.

The requester must confirm that:  

  • They are an Owner of the selected Team(s) 
  • They have completed GDPR and Information Security Training 
  • A data sharing agreement is in place with the guest user's organisation. 
  • They have read, understood and accept the outline of risks and responsibilities on the form. 

Externals

Contacts from outside the university can connect with members of staff directly using a personal Skype account. Once the connection is made, chat, calls and video can be started by either party.

The contact from outside the university must:

The member of staff must:

  • have Skype for Business installed.
  • accept the contact request.

Communicate and Collaborate

Skype for Business

Skype for Business

What is Skype for Business?

Skype for Business is a dedicated communication tool which integrates the staff e-mail and calendar with instant messaging, audio and video conferencing – including capabilities such as screen sharing and remote control. Skype for Business can be used on your computer or mobile device, but is not compatible with remote desktop for staff.

The University's Data Classification Policy and Information Handling Procedures provide the requirements that must be met and the guidelines to follow when handling university data. This policy also applies when using Skype for Business.

  • Skype for Business conversations are automatically saved in your Outlook "Conversation History" folder, and will be subject to disclosure under Freedom of Information or Data Protection Act. 

University Documentation

Videos

Microsoft Windows devices:

Students have also been provided with the following video to connect to a meeting:

MacOS devices:

Students have also been provided with the following video to connect to a meeting:

Microsoft Documentation and videos

Videos

Microsoft Teams

Teams

What is Microsoft Teams?

Teams is a cloud based collaborative hub that brings all the best Microsoft tools onto one page, designed to help people work together better. It's an online shared area for a group where members can post messages, pictures and links with the ability to comment and discuss on the things posted. Teams is itself a collection of other Microsoft tools, allowing members to pull in resources from Office standards, such as Word and PowerPoint, but also Planner, OneNote, OneDrive and even connect to external resources (where licensed and permitted).  Team activity can be set to appear on a feed, and with PC, Mac and mobile clients you can keep in touch with your group and the work with ease.

Why use Teams?

Teams allows you to easily plan, track and organise projects or team work in your group's shared online space. Sometimes email is not the most suitable way to collaborate on work, so rather that endless email chains, create a team space which members can drop in and out of, post content to be commented on, and shared on the activity feed.

Features include:

  • Team Chat - instant message individuals or groups (This is soon to be integrated with Skype to include voice and video calls)
  • Standard Office apps - Word, Excel, PowerPoint, OneNote.
  • Integrated Office 365 apps - Office 365 apps are built in for easy access to SharePoint, OneNote, Power BI, Planner and more.
How do I access Teams?

Microsoft Teams is available for members of staff on every Windows 10 Managed Desktop PC within the university available to download or use online through the Office 365 portal at login.gre.ac.uk 

Further Help and Guidance

University Documentation & Videos
Microsoft Documentation & Videos

Good Practice