In this episode of The Power Up Project, we cover:
〉How to set up virtual meeting in Outlook.
〉How Skype helps in making a scheduled video conference call happen.
In this episode of the Power Up Project we talk about turning your Outlook meetings into video conference calls.
Welcome back to the Power Up Project. I’m your host, Ben Love, and today we’re going to power up your business by using Outlook, and those Outlook meetings that you’re already using there and with one click turning them into video conferences for all of your attendees.
So, there is one assumption that I’m working from here and that assumption is that you are using Microsoft Office 365 for your email and as part of your Microsoft Office 365 subscription that you have Skype for Business. Now, in most cases, you’re going to have all those bits of the puzzle and so many people are using Microsoft office 365 these days for these pieces of their IT infrastructure it’s almost a given.
So let’s get straight into it. We’re going to be short and sweet today.
We all know Microsoft Outlook, and we all know that Microsoft Outlook has got the calendar section in there. This is where you can keep track of all of your upcoming meetings but what you can also do is you can create new meetings in there and invite other people. Now you probably already know this, so you would go to your calendar in Outlook, you would click on the area you want and click on new meeting or new appointment and up comes the little appointment window. You can type in the subject and location, you can invite attendees.
There is a button at the top there that says invite attendees. This is where after you click that, you type in the names, or the email addresses of the other people who you would like to join you at this meeting, and they will get an email in their inbox with all the details of this meeting. And on that email they can click on accept or decline, whatever the case may be.
And Outlook with all of its magic will track who has accepted your meeting invitation and who has not. Now, what we are going to do today is take that one step further though, and what we’re going to do is we’re going to use that meeting or that appointment invite and Outlook to coordinate a Skype meeting. And when I say a Skype meeting I mean a video conference. So if you’re trying to coordinate a meeting here between multiple people who are not in the same office, but they’re all sitting at a computer and ideally they’ve all got a web cam on their computer, then what you can do is you can click the little button at the top of that meeting request page that says Skype meeting.
It’s literally as simple as that. Now there is a whole lot of magic that’s happening behind the scenes right now when you click that button but what you will actually see is that within your meeting invite there, some blue text is going to appear there, which is actually a link, which says join Skype meeting.
Now, really simply, when the time comes for this meeting to actually occur all of your meeting attendees will be able to open their meeting invite from their calendar, and they will click on the blue link. A whole lot of tech-o magic behind the scenes is going to happen. Skype for business is going to open on their computer and on your computer and you will all be automatically joined into the one meeting with one click of that little button.
So, that’s it. It really is as simple as that. If you’ve ever struggled to coordinate multiple people, getting them all in the one video call, inviting other attendees, losing the original attendees, you know the song and dance, then try doing this. Use Microsoft Outlook, create a meeting and in that meeting click the button at the top that says Skype meeting and Outlook will automatically do all the coordinating behind the scenes to coordinate that video conference call.
Thanks for listening to this episode of the Power Up Project brought to you by Grassroots IT and Digit IT. Please leave us a review wherever you get your podcasts and until next time, keep powering up.
〉What lesson can we get from the “minor” network error on Coles that kept the supermarket chain closed until late morning?
Welcome to the Power Up Project. In this episode we talk about Coles’ nationwide outage.
Ben Dampney: Welcome back to the Power Up Project. I’m your co-host Ben Dampney, here with Ben Love. How are you, Ben?
Ben Love: Mate, I’m really well. But I tell you what, I’m glad I was not planning on doing the shopping this morning.
Ben Dampney: That’s right. So, it’s a Sunday morning here in Australia. And we saw, came across a news article that was quite interesting about one of the very large supermarket chains having some problems. Tell us about it, Ben.
Ben Love: [00:00:30] Well mate, this is directly from the ABC News homepage, “Coles supermarkets open after early morning technical glitch kept stores shut across Australia.” So, Coles supermarkets across the country were unable to open on time this morning due to a network error. Ouch.
Ben Dampney: Indeed, ouch indeed. Yeah, that’s a massive outage for every store in the country to be closed. It obviously shows the widespread effect that their particular network outage had. What’s the lesson here for us, Ben? As business owners and IT consultants?
Ben Love: [00:01:00] Mate, the lesson here I think, is that outages can and probably will happen, even if you’ve got the resources behind you of Coles, bad stuff can still happen. So, in our businesses, we certainly don’t have the resources of Coles to keep everything running and nor do all of our clients, but there are ways to be ready for when this does happen, and that’s called business continuity.
Ben Dampney: [00:01:30] Yes, indeed. So having a plan in place to make sure your systems are functional to some degree. Whether or not that’s … hey, even back to paper. Having something that you can rely on to do your business and your trade is really important.
Ben Love: Absolutely. Hey, I’ve got a quote here from a Cole’s spokeswoman. And I love some of the lessons this brings to us. “Earlier this morning we had some minor IT problems, in some of our supermarkets, which were out of our team members control.” So just think about all those key words that that spokeswoman has put in there. This was not a major problem. This was not a catastrophe. This was nothing in their control. But look at the flow an effect, their stores have been closed for a period of time. Can you imagine the money that did not go through the cash registers for Coles. And this was ‘minor’ IT problem that caused that. Anyway, we’re talking in circles here. The lesson for your listeners though, is that bad things do happen, no matter how prepared you might be or how many resources you throw at this. So, move your thinking a little bit sideways, away from purely technology and think more about business continuity planning. If or when your technology does fail, how are you gonna keep your business running?
Ben Dampney: [00:02:30] Good question. Something worth thinking about. All right. Thanks Ben. And thanks for listening guys, we’ll catch you on the next episode. Bye.
Ben Love: Thanks for listening to this episode of the Power Up Project, brought to you by Grassroots IT and Digit IT. Please leave us a review wherever you get your podcasts and until next time, keep powering up.