Skip to main content

Best practices to join external Skype for Business (Lync) meeting or audio call.


Best practices: To join external Skype for Business (Lync) meeting or audio call.

Most organization using Skype for Business 2015 / Lync Server 2013/2010 for online audio /video call or join meeting.
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 Sales organization who are facing external customer and scheduling Skype (Lync) meeting with partner/ external customer participants. Most of external participant don’t have corporate computer, managed network, using public internet for joining Skype (Lync) meetings.
User experience is much different internal VS external (off-campus) user. Most of the time user complain Skype for Business (Lync) 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 (Lync) 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 (Lync) 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, educate external facing user to use right options in Skype for Business (Lync) client or Brower experience.  
I have listed here the best practices and common problem with resolution for Join Skype for Business (Lync) meeting or calls…
Skype (Lync) Meetings with off-campus (external) participants: What to do-
1.     Test call functionality well before - If including a group of people from off-campus (external), It is recommend testing functionality well before the actual meeting by having test meetings with one or more participants at a time.

2.     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 client and right click on meeting to join meeting.
 
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 or for those that prefer to use a phone for audio. If the Lync Meeting request includes a dial-in phone number and conference ID, then the attendee will be able to call into the meeting.
a)     Dial the conference number listed in the meeting request using your phone.
b)    Enter the Conference ID followed by the # sign using the phone's dial pad.
c)     Follow the instructions when prompted.
A PIN number may be required if you're the meeting organizer and calling from a phone that isn't connected to your account or the meeting is secured. If a PIN is required, enter it now.
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 Join meeting working fine 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, they will need to install the Skype for Business (Lync) Web App. (check installing Skype (Lync) Web App section in this article).

7.     For full audio & video experience: Participants should have: 1) Webcam, speakers and microphone (many webcams have microphones); 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, camera: In most cases Skype (Lync) meeting audio video will not work due to 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.

10.     Meeting Join pop with multiple option:
       Use Skype for Business (full audio and video experience) – Use this when want to join with full functionality like Audio, Video, meeting content etc.
       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.
       Don’t join audio – Use this when you can dial using phone and want to see meeting content like PowerPoint, desktop etc.

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

11.    Use mobile network (PSTN) when WI-FI connectivity is poor or not available. 

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 VoiceVideo, and Meeting Content let you choose if you want to use the Wi-Fi network for audio and video calls.

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


Common Problems and resolution:
1.     Installing Skype for Business (Lync Web App:
Note: It is strongly recommended using the current version of Internet Explorer when using Skype for Business or Lync Web App. If on a Mac, we recommend Safari. Skype (Lync) also works on mobile apps for Android, iOS, and Windows Phone.
a.     After clicking the Join Skype (Lync) Meeting link, the program will ask participants to install Skype (Lync) Web App.
Follow below steps to join meeting without Skype (Lync) Client:
b.     Click Join Skype (Lync) Meeting in the meeting invitation.
c.      Click the "Sign in here instead" link to sign in as a guest.
d.     Type your name in the "Guest, type your name below" field.
 
e.     Select the option to Install Lync Web App plug-in.
f.       Click Join the meeting.
g.     A dialog box will display. Choose Run.

h.     If you get prompted to allow the plug in to run, select the checkbox to always allow and click Allow.
 
2.     User has Skype (Lync) client installed however is prompted to install Skype (Lync) Web App.
Participant has Skype (Lync) program installed but is prompted to install Skype (Lync) Web App (LWA) to connect to meeting. The quickest way to ensure Skype (Lync) Meetings open in the Skype (Lync) Client is to check the following option:
Skype (Lync) Meeting > select ‘Skype for Business (Lync) under join meeting
 
Under Meeting default select “Do you always want to use this version of Skype for Business for meetings?” click the Change.. Button and select Skype for Business (Lync) click OK. The next time you join a Skype (Lync) Meeting, it should launch the Skype (Lync) Client. Sometimes it will still open a browser page offering to let you install the Lync Web App. ignore that and give it a few seconds. The meeting should open in the Lync client.
3.     Unable join Skype (Lync) meeting that is organized by another company.
This is quite common complain which I received from most of customer. When they attempting to join a Lync meeting that is organized by another company, they are unable to join the meeting and sometime receive the following error message:
This is caused by an issue with Skype (Lync) federation between the meeting organizer’s domain and the meeting participant’s domain.  This creates a situation where Lync will not allow a participant from a non-federated domain to join a conference as an authenticated user, but because the Skype (Lync) client is installed on the local machine and the Lync Join Launcher page detects the client is installed it will attempt to join with the full client in-place of the web client.  There is no option to use the Skype (Lync) client and join the conference as a guest. This issue can be resolved by either verifying the Skype (Lync) federation’s settings or by having participants join the conference using the Skype for Business Web App / Lync Web App. 

Troubleshooting Lync Federation Issues

If the user is trying to join as an authenticated user from another Lync organization:
·         Your Skype (Lync) organization must have External Communications enabled, and the external user’s domain must be in the Allow list.
 
·         The external organization must have federation configured correctly on their platform.

4.     How to Joining meetings without federation by using the Web browser?  


If you are trying to join Skype (Lync) meeting which is scheduled by user who’s organization has not federated with your Skype (Lync) organization.  Also you have Skype for Business or Lync client installed on your computer. When you click on Join meeting link then Skype (Lync) Join Launcher page detects the client is installed it will attempt to join with the full client in-place of the web client.  There is no option to use the Skype (Lync) client and join the conference as a guest.
As a workaround you do below:
1.     Copy the Join meeting URL from the meeting invite, and then paste it into Internet Explorer or any other Brower. (Warning: Don’t press Enter yet.)
2.     Add ?sl=1 to the end of the URL, and then press Enter.
NOTE: You must have Silverlight installed to use the advanced features of the Lync Web App.
Example: https://join.mydomain.com/meet/bilag/ZL5MJV1J?sl=1  (Note: This is just an example hyperlink.  Attempting to access this URL will fail.)

5.     Meeting organizer can't tell if other participants have joined the meeting

       Make sure participants are not waiting in the "lobby." Click the Invite More People icon in the bottom of your Skype (Lync) Meeting window (5th from the left).
       In the window that pops up, make sure Participants is highlighted and admit participants to the meeting if anyone is waiting in the lobby.
       The default configuration allows anyone to enter the Skype (Lync) meeting directly but participants outside have to wait in the lobby.
       This can be changed by going into the Skype (Lync) email invitation and:
§  On the ribbon, click Meeting Options
§  Select A new meeting space (I control permissions)
§  Under, "These people don't have to wait in the lobby:", click Anyone (no restrictions)
§  Click OK 

6.     Meeting organizer can determine other participants have joined meeting but can't hear them.
·        In the Invite More People > Participants window, make sure the "In the call" icon (looks like a phone handset) next to participants' names is not greyed out.
·        If the "in the call" icon is not greyed out, participant should verify they have a microphone properly connected to their computer.
·        If they are using Lync 2013 (as opposed to LWA), they can check their audio settings:

§  Click Options (gear icon)
§  Click Audio Device
§  Make sure the proper audio device is selected. If they are in the meeting at the time, they can check to see if the microphone input box is registering sound by talking and seeing if it moves. 

7.     Meeting organizer can determine other participants have joined meeting but can't see their video:
·        In the Invite More People > Participants windows, make sure the "Using video" icon (looks a little like an old time movie projector) is not greyed out.
·        If the "in the call" icon is not greyed out, participant should verify they have a webcam properly connected to their computer.
·        If they are using Lync 2013 (as opposed to LWA), they can check their video settings:
o   Click Options (gear icon)
o   Click Video Device
o   Participants should be able to see a video of themselves in the resulting window if their webcam is working correctly. 

8.     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 or for those that prefer to use a phone for audio. If the Lync Meeting request includes a dial-in phone number and conference ID, then the attendee will be able to call into the meeting.
       Dial the conference number listed in the meeting request using your phone.
       Enter the Conference ID followed by the # sign using the phone's dial pad.
       Follow the instructions when prompted.
A PIN number may be required if you're the meeting organizer and calling from a phone that isn't connected to your account or the meeting is secured. If a PIN is required, enter it now.

9.     Error: There was an error while joining the conference. Please contact the meeting organizer.
To work around this issue, follow these steps:
a.     Reset Internet Explorer XX to its default settings. To do this, follow these steps:
b.     On the Tools menu, click Internet options, and then click the Advanced tab.
c.      Under Reset Internet Explorer settings, click Reset.

Test to see whether the issue is fixed. If it isn't, go to below step.

Use a web browser other than Internet Explorer XX. For example, use Internet Explorer 11, Mozilla Firefox, or Google Chrome.

10.      Clicking on a meeting link does not launch the Lync 2013 client


When attempting to join a Lync 2013 meeting or Skype for Business by clicking on the meeting link from an email or calendar item, the only option is to join using the Skype (Lync) Web Client even though the Skype (Lync) client is installed on the local machine.
This behavior occurs when the person scheduling the meeting is a Skype for Business 2015 or Lync 2013 user and the meeting attendee is running Internet Explorer 11 as the default browser.   If you are unable to join a Skype (Lync) meeting using the Skype (Lync) client (and it is installed on the workstation) you will need to modify the IE 11 Compatibility View Settings for the meeting URL domain in order to join the meeting with the Skype for Business 2015 or Lync 2013 client.

Adding the meeting URL domain to the Compatibility View Settings

1.     Launch Internet Explorer and click on the Tools icon in the top right hand portion of the browser window or pressCtrl+x.
2.     Select Compatibility View settings from the menu.

3.     From the Compatibility View Settings window, type brocade.com in the Add this website: field and click Add.  Click Close when done.
4.     When finished, close IE 11.
Now that the meeting URL domain has been added to the compatibility view settings, clicking on the meeting URL from an email or calendar item should launch the Skype for Business 2015 or Lync 2013 client to join the conference. 

11.     Lync or Skype for Business client does not start when you click a meeting link if the default browser is Google Chrome.

If you have default browser as google chrome then you may see some issue: To resolve this problem, use one of the following methods.
Option 1: Change the default browser
Set Internet Explorer or another supported browser as the user's default browser.

Option 2: Enable NPAPI

Enable NPAPI in the Chrome browser. To do this, follow these steps:
1.     Enter the following URL into the Chrome address bar:
Chrome://Flags/#enable-npapi
2.     Click the Enable link to enable NPAPI support.
3.     Restart the browser.
4.     Click the meeting invitation link.
5.     Enable the plugin for the meeting join domain by using the dialog box that follows the plugin warning message.

Note This step is required for each unique meeting join domain, depending on the company that hosts the meeting.
 

12.      How to join Skype for Business (Lync) meeting?

Join with Skype for Business

1.     In your meeting request, click Join Skype Meeting.

Note:   The Meetings view lets you quickly check your upcoming meetings for the day, without having to go to your calendar. You can even join a Skype Meeting right from the Meetings tab, if the meeting was set up by an organizer inside your company.

In the Skype for Business main window, click the Meetings tab, and then right click a Skype meeting to join.

2.     Your mic is automatically muted. To unmute your mic, find the mic button, 
 and click it. When it looks like this , people in the meeting can hear you.

NOTE:   Make sure you unmute your speakers too!
3.     If you need to switch to a different audio device, click the Call Controls button, then click Devices.

4.     The Switch Devices box shows your available audio devices, with the current one selected. Choose a different one if you'd like.


You can use switch device option when your one device is not working.

Thank you.

Comments

Post a Comment

Popular posts from this blog

Outlook Add-in for Skype meeting getting disable after restarting Outlook.

Issue: Outlook Add-in for Lync meeting getting disable after restarting Outlook.
Problem Statement: Outlook Add-ins gets install automatically when Office 2013 installs (Lync and Skype for Business clients are part of Office package). Add-ins name is Lync Meeting Scheduling Outlook Addin or Skype meeting Add-in for Microsoft Office 2013. Sometime if other add-ins conflict with Outlook add-ins then outlook add-in keep getting disabled. And user has to enable it manually after Outlook restarts. 
Resolution: By default Lync Meeting Scheduling Outlook Addin or Skype Meeting Add-in for Microsoft Office 2013 installs wit load behavior "Load at Startup". However due to some conflict users Lync or Skype add-ins load behavior get changed to loaded instead of "Load at Startup" had to re-enable Lync Meeting Add-In in each time Outlook 2013 was started as it was not set to "Load at Startup". Look at the below screenshot. Now question is how we can change load behavior …

Unable to share desktop in Skype for Business?

Unable to share desktop in Skype for Business?
You can show your entire desktop or just a program to everyone in a Skype for Business Meeting, call, or instant messaging (IM) conversation. However sometime this feature does not work and give different errors.  Error message: ·Cannot start Desktop/Application Sharing due to network issues. ·An error occurred during the screen presentation. Resolution: There are multiple thing which may affect application/desktop sharing. 1.Make sure application / desktop sharing enabled on Skype for Business / Lync Server. SfB /Lync Control Panel > Conferencing > Conferencing policy > select Global or create new policy and set enable ‘Enable application and desktop sharing’. Refer below image. 2.Make sure your Skype for Business (Lync) client is updated with latest cumulative updates. Download latest update Skype (Lync) client. 3.Update your Video and Display drivers. a.Go to Start > Control panel. b.Search for Device Manager, and then open it. c.Find V…

Unable to login to Skype for Business client?

Unable to login to Skype for Business client? In order to sign-in on Skype (Lync) you must have login credential provided to you from your organization. ·Sign-in address: bilag@orgname.com ·User name: orgname\bilag ·Password: ************
Note: Orgname.com is my SIP domain name. Here are the most common mistake people make while sign-in on Skype for Business (Lync).
1.If you have login credential however still unable to sign-in then make sure you are putting proper login credential. Below error shows when you are wrong entering your sign-in address:
2.If you are writing correct Sign-in address however getting DNS error then contact administrator/ Support team there may be a DNS resolution or configuration issue. Administrator need to verify the SfB (Lync) AutoDiscover DNS records. 3.Sometime users password may expired/ lockout: Make sure that you password is not expire and lockout. If yes then call to helpdesk and reset your password / unlock. 4.Make user to have updated Skype for Business cli…