Best practices to successfully host Skype for Business meeting with external participant.

Most organization using Skype for Business (Lync) for online meetings and audio /video call. however success rate with external participant are less compare to internal participant. External participant means off campus user. In other word, Skype for Business (Lync) meeting internally works better when meeting participants are internal VS external user when corporate user scheduling meetings with external user (off campus) participants.

Most common complain receive from external users who are facing external customer and scheduling Skype meeting with partner/ external customer. Most of external participant don’t have corporate computer, managed network, they are using public internet for joining the Skype for Business Online meeting.

User experience is much different internal VS external (off-campus) user. Most of the time user complain Skype for Business sucks when participant join meeting or call from home or hotel etc. this is because we don’t have much control on pubic network that’s completely unmanaged network. There is not much we can do as a Skype for Business and network administrator. What we can do is educate external / off-campus user what to do or what not do… We will discuss same in this article.

My personal experience says, Skype for Business works much better with the right gear for external user as well. So as an administrator we have to play bigger role to broadcast best practices and educate external facing user to use right options for Skype for Business client or Brower experience.

I have listed here the best practices and common problem with resolution for Joining Skype for Business meeting or calls…

Skype (Lync) Meetings with off-campus (external) participants:

1. Test call functionality well before: If you call including a group of people from off-campus (external), It is recommended to test functionality well before the actual meeting, by having test meetings with one or more participants at a time.

2. Use Short cut option to join meeting: If the participants have Skype for Business (Lync) client installed on their computers, all they should have to do is click the Join Skype (Lync) Meeting link in the Outlook meeting invitation or click on meeting icon in Skype client and simply click on join button in front of meeting title. Refer below Image.

3. Join Skype (Lync) Meeting with audio only.  Joining a Lync meeting with audio only is to be used by attendees that do not have a computer access or for those that prefer to use a phone for audio. If the Skype Meeting request includes a dial-in phone number and conference ID, then the attendee will be able to call into the meeting.
   1. Dial the conference number listed in the meeting invite using your Skype.
   2. Enter the Conference ID followed by the # sign using Skype phone’s dial pad.
   3. Follow the instructions when prompted.

A PIN number may be required if you’re the meeting organizer and calling from a mobile or landline phone that isn’t connected to your account. If a PIN is required, then enter when prompted.

4. Do not use VPN for just making calls or join Skype (Lync) meeting from home or public internet. You may not receive good call quality over VPN connection.

Note: Skype for Business audio calls and meeting join works better without VPN.

5. Make sure to check Microphone, Audio and Video. Like below:
   • Make sure Phone/microphone is not muted
   • Check Audio is not paused.
   • Start video if it does not start automatically for video call.

6. You may need to install Skype (Lync) Web App to join meeting – If Skype (Lync) is not installed on the off-campus participants’ computers, the they will need to install the Skype for Business (Lync) Web App. (check installing Skype (Lync) Web App section in this article).

7. To have full audio & video experience: Participants should have: 1) Webcam, speakers and microphone (most of webcams have microphones included); or 2) a webcam and headset. If you do not have all of these, participation will be more limited.

8. Do not use uncertified USB device (Speaker and Mic). Refer certified device list. http://partnersolutions.skypeforbusiness.com/solutionscatalog/personal-peripherals-pcs

9. Check your USB headset and camera: In most cases Skype (Lync) meeting audio video will not work due to faulty USB speaker and Mic. If your Skype for Business (Lync) client is crashing while joining meeting, then unplug all USB devices and try to join meeting using in-built speaker, if that works then replace your USB Headset device.

10. Meeting Join pop with multiple option: here is the different options:

1. Use Skype for Business (full audio and video experience) – Use this when want to join with full functionality like Audio, Video, meeting content etc.
2. Call me at: – Use when you don’t have enough network bandwidth for Skype (Lync) meeting. It may use your or meeting organizers voice policy to complete call.
3. Don’t join audio – Use this when you can dial using phone and want to see meeting content like PowerPoint, desktop etc.

Note: Do not select ‘Don’t show this again’ this option otherwise you will not get option to choose different option.

11. Use mobile network (LTE/ 4G) network when WI-FI connectivity is poor: When Wi-Fi connection isn’t available, Skype for Business tries to make the call by calling your mobile number instead. When you answer the incoming mobile call, you’re then connected to the Skype for Business meeting/call. As a result, your mobile minutes might be used.

Note: The Require Wi-Fi options for Voice, Video, and Meeting Content let you choose if you want to use the Wi-Fi network for audio and video calls.

How to set Wi-Fi option for Skype mobile app?

Turn off your Wi-Fi to join Skype (Lync) meeting using Mobile network using Skype (Lync) mobile app.

For details step refer: http://communicationsknowledge.blogspot.com/2015/10/require-wi-fi-for-skype-for-business-on.html