Office 365, Skype for Business

Meeting Broadcast Setup and Opertaion

How to Skype Meeting Broadcast

Skype Meeting Broadcast is a new component of Skype for Business. As part of Office 365 and Skype for Business Online, Skype Meeting Broadcast lets you produce, host, and broadcast meetings to large online audiences. You can schedule a Skype Meeting Broadcast for up to 10,000 attendees. You use the Skype Meeting Broadcast scheduling and management portal to schedule a meeting.

In this document I will share an end to end solution for Skype Meeting Broadcast.

Client Pre-Requisites

DirSync Version.

Licensing Requirements

Setting Skype for Business Online

Setup Hybrid

Setup Yammer

Pulse Setup

Setup your Meeting

Starting the meeting

Managing Content and Presenters

After the Meeting

 

Client Pre-Requisites

There are four roles in a Skype Meeting Broadcast.

Organizer: Creates the meeting request and invites attendees. Reviews meeting reports.

Producer: Manages the meeting sources (presentations, audio, video, and PowerPoint decks), records the event, and posts the recording to Office 365 Video. To be a producer, you must have one of the following client versions installed

Event team member: Participates in the meeting as a speaker or presenter. From a technical aspect, there is no difference between a producer and a presenter. It is a logical breakup so that the people doing the presenting don’t have to worry about flipping to the next person, or a different camera. Yes, you can use multiple cameras.

Attendee: Watches the event online via a web browser. The following browsers are supported: Internet Explorer 11, Chrome, Firefox, OSX Safari, iOS 8 or later, Android (KitKat). There are certain issues with Firefox not being able to show Yammer Q&A however.

The following list is the Client requirements for being a Producer or Presenter (Also known as an Event team member)

  • Skype for Business 2015 client (Click-to-Run)
  • Skype for Business 2015 client (MSI), September Update, build 15.0.4747 or later
  • Skype for Business 2015 Basic client, September Update, build 15.0.4747 or later
  • Skype for Business 2016 client (Click-to-Run), 16.0.4227 or later
  • Skype for Business 2016 Basic client
  • Skype for Business 2015 client (Click-to-Run)
  • Lync for Mac 2011 (presenter only)

If you try to open a meeting with one of the non-compatible versions you will get the below error. But you can still be a presenter, just not a producer.

Make sure all presenters are setup for success. They have a good internet connection (If from home maybe having all the kids playing games may not be a good idea). They have proper approved audio and video devices, and the PowerPoint slides are easy to read and follow.

A Meeting Broadcast will not show up in a presenter’s calendar by default. Meeting request will have to go out.

DirSync Version.

The term DirSync is not really used, Microsoft would rather call it Windows Azure Active Directory Connect. In order to use this setup in a hybrid approach, you must be running the November 2015 version or later. This should be called Windows Azure Active Directory Sync.

Licensing Requirements

First you need to know who can use it

Skype for Business feature Available to .GOV (GCC) Available to .GOV (non-GCC) Available to .EDU Available to non-profit organizations
Skype Meeting Broadcast No Yes Yes Yes

 

The following Plans are supported for Meeting Broadcast

Enterprise E1, E3 or E5 license. If you are using an Enterprise-based license, make sure that Skype for Business Online Standalone Plan 2 (or 3) is selected.

-or-

Purchase and assign a Skype for Business Online Standalone Plan 2 license.

Once you have those plans, they must be assigned to a user.

Setting Skype for Business Online

If you are running Skype for Business in Hybrid, you can allow your on-premise users to access Skype meeting broadcasts.

  1. You will need PowerShell v 3 at the earliest. If you are running an OS earlier than Windows 8, you will need the .Net framework 4.0 which will upgrade you to version 4
  2. You will need to install the Skype for Business online tools.
  3. Once you have that installed (and may require a reboot), open PowerShell and run import-module SkypeOnlineConnector
  4. At this point, I would recommend setting up an admin account on your domain.onmicrosoft.com account, rather than use your regular user. The account needs to be a global admin in Office 365.
  5. Run the following powerhsell commands.

    $cred = get-credential

    $SfBonline = New-CsOnlineSession -Cred $cred

    Import-PSSession $SfBonline -allowclober

  6. Confirm that indeed you are set to disabled for meeting broadcast.

    Get-CsBroadcastMeetingConfiguration

  7. If the value of EnabledBroadcastMeeting is set to False, we will need to set it to true.
    
    
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    Set-CsBroadcastMeetingConfiguration –EnableBroadcastMeeting $True
  8. NEW: You can now add Q&A without Yammer, at the time of this posting it was still in techncial preview. To enable preview settings run the following command
    
    
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    Set-CsBroadcastMeetingConfiguration –EnableTechPreviewFeatures $True
  9. 
    
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    Now WAIT, this can take anywhere from 30 minutes to 3 hours, SO WAIT
  10. 
    
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    Go to the Office 365 admin center and then in the left nav, click External Sharing then Skype for Business.
  11. 
    
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    Under Only for allowed domains, enter the following domains but separate them with a comma (,):
    
    
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    noammeetings.lync.com
    
    
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    emeameetings.lync.com
    
    
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    apacmeetings.lync.com
    
    
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    resources.lync.com
  12. 
    
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    Click Save.

Setup Hybrid

If you have Skype for Business on premise (I believe this works with the latest CU of Lync 2013, 2010 is not supported in Hybrid at all) you can run this in hybrid mode.

On-premises customers must have established an online tenant. You should configure directory sync to make user accounts and DL memberships available to the Skype for Business Azure Active Directory in order to enable user authentication and meeting authorization using group membership.

Skype Meeting Broadcast producers cannot be enabled for modern authentication.

  1. Open up a new powershell window (assuming you have the Skype for Business tools installed on your computer) and run the following commands, this will allow your on-premise systems to communicate with SfB Online.

    New-CsHostingProvider -Identity LyncOnlineResources -ProxyFqdn sipfed.resources.lync.com -VerificationLevel AlwaysVerifiable -Enabled $True -EnabledSharedAddressSpace $True -HostsOCSUsers $True -IsLocal $False

  2. Allow the Meeting Broadcast servers to connect, you need to do this even if you are open federated.

    New-CsAllowedDomain -Identity “noammeetings.lync.com”

    New-CsAllowedDomain -Identity “emeameetings.lync.com”

    New-CsAllowedDomain -Identity “apacmeetings.lync.com”

    New-CsAllowedDomain -Identity “resources.lync.com”

Setup Yammer

If you want to do Q&A you need to leverage Yammer.

  • Each meeting broadcast should use its own Yammer Group. You can use an existing one, and I guess it would be fine if it was on-going, but I find it easier if each one has its own group and must be setup as an external group
  • You will need a few pieces of information from this group
    • The network name of your group
    • The Yammer Group ID

 

Pulse Setup

Pulse allows people to interact with the presentation, but not like a Q/A. Since most people never heard of Pulse, I will go into setting this up a little more

  1. Go to the pulse website: http://www.microsoft.com/pulse/
  2. Click Log in (Even if you have never registered)
  3. Sign in with a Microsoft Account (or Linked In), this is NOT your office 365 account, or your federated (on premise) account, or create a new one. Then click yes to let it go through account and get all your personal information.
  4. Once you have registered, you will need to log back in using your Microsoft Account
  5. Once you have signed in for the first time, you will need to create a nickname and a URL, pick something good, like your company name. And usually the account URL matches the name
  6. Click On Create Live Pulse
  7. Give the Pulse a Name, I would recommend using the name of the meeting
  8. Create a custom URL, most likely the same as the meeting name
  9. Click Save and Continue
  10. You can skip the rest of the stuff, or add things and continue. This could be helpful for demographics stuff.
  11. When you are all done you will be droped at the Dashboard, You will need that Link Information

Setup your Meeting

  1. Go to https://broadcast.skype.com/
  2. Login with your cloud on hybrid user account
  3. When you first logon you will be shown a list of all meetings you own. Click on New meeting
  4. You will need to give it some basic information, a Name, the meeting time. Pick the timer carefully. You want to start on-time. The meeting will not start until you are ready, but that is when the timer clock starts.
  5. Members: These are the people that will have control over the meeting, to speak and present. You can change this later (which I will discuss later)
  6. Choose the attendance mode. This is pretty straight forward, and well explained.
  7. Check the options for Video Recording
  8. Then click Create at the top of the page
  9. If you get an error about not having permissions it means one of the following is not ready, this list should seem familiar
    1. You do not have proper licensing
    2. Setting up Skype for Business online step has not replicated
    3. If you are running in hybrid, there is a configuration not correct or firewall rule not open
  10. To add a Yammer Feed Click Customize
    1. Click on Right or Bottom Panel App (I like it on the right)
    2. Click on Yammer
    3. Enter the Group ID (This is the just number part from the URL)
    4. Enter a Prompt Text, for example “Ask Us Anything”
    5. Enter the Network ID (this is the domain name part)
    6. If you are not going to add something to the lower panel click Done
  11. To Add a Pulse Page
    1. Click on the other Panel App
    2. Enter in the pulse ID (the ending part of the URL)
    3. Enter in the
    4. If you are not going to add something to the lower panel click Done
  12. You can then create a custom help URL as well as a URL to an external source, for example a one-drive or SharePoint site.
  13. If you are not going to add something to the lower panel click Done
  14. Once you are back to the meeting details you can get the URL from there so you can use a formatted template.
  15. At any time you can return back to the portal and go to the meeting details and click on the Join Link button. You should only send out the link to the meeting from here, never use the URL from a web browser once the meeting has started.
  16. Note: Using an embedded video in a PowerPoint presentation is currently not supported in Skype Meeting Broadcast.

Starting the meeting

There are a few steps that need to happen right before you start your meeting

If you forget the URL Go to https://broadcast.skype.com and sign in. This will ONLY show the meetings you have organized. If you are not the organizer of the meeting (even if you are an administrator) other meetings will not show up. Do not ever send out the url from the web browser, you should only use the URL from the Meeting Details

 

  1. You need the Skype for Business Client installed on your local machine, and you need to be signed in
  2. Start the Pulse Survey
  3. IMPORTANT: All the Event Team Members MUST be logged in and signed in by going the URL for the meeting if they are going to present or produce.
  4. If anybody on the Event Team wants to share video, they must start their video before being selected to show video.
  5. You can do just audio by disabling your video feed and enabling the microphone
  6. Find the live even under all meetings
  7. Click on that meeting which will take you to the Meeting details
  8. Click on the Join Link, this will show you the link to the meeting, copy that URL and open it into a new web browser. There is nothing special about this link, it is the same one used by everybody.
  9. Click on Sign in as event team member
  10. You will get prompted to open Skype for Business
  11. At that point you can start to upload content (Power Point Only)
  12. Once all the presenters have signed in and have uploaded their content you can begin the presentation. I would recommend that all presenters have their content uploaded at least 30 minutes before the meeting is to start.
  13. If any of the presenters want to show their video, they must start it prior to actually being selected in the speaker view.
  14. IMPORTANT: On Windows devices, including Windows Phone, you’ll experience a 30-second delay between what the presenter is doing and what the attendee sees. On Mac and iOS devices, the delay will be approximately 60 seconds. This delay is due to the time it takes to convert to various codecs and distribute the media to Points of Presence servers within the Azure Content Delivery Network. However, all media is at the same speed. So you can talk and switch slides at a normal rate, just remember everybody else seeing it is delayed. Other Team Members using the Skype for Business client will see it in real time.

Managing Content and Presenters

One of the easiest parts of this meeting is that you can have somebody dedicated to just controlling who is presenting at what is shown to the clients; the producer role. The control view is broken up into three sections, Speaker Gallery, Presentation View, and Layout and Controls.

If the client version supports the Producer role, they will get the below view. If however it does not, they will get the standard Skype for Business client view, which means they can only be a presenter.

We will look at each section and explain how it is used. Notice tha tin the Participants list, you only see the Event Team Members. You will never see any of the attendees listed. Information typed into the concertation window will never be shown to the attendees (at least at the time I wrote this) , so you can use it for internal purposes.

PowerPoint Controls

When running with the correct version as producer or presenter, you will only have a few options available when clicking on the present icon. If you are using another version, you will see the full list of presentable content. If you try to upload a different type of content, the users will see “The presentation will begin shortly” on their web browser, so if you don’t have the correct version of the SfB client DO NOT TRY TO UPLOAD ANY CONTENT, Not even a PowerPoint document.

Once you have uploaded your PowerPoint Files you will see that in the Broadcast Controls, you can now select Content Only, but the start meeting button is not lit up.

Once all the PowerPoint Files have been uploaded, you can switch between content by choosing Manage Content and picking the correct file to show. Anybody Team Member can upload a file, and the Producer can choose which file to present when. You can upload files at any time during the presentation

  1. Click the Presentation Window and click om Mange Content

  2. The deck currently being presented will have the line through the content sharing. Click on the deck you want to share.

 

Broadcast controls

This section is how you start and end the meeting. It also controls what is being presented to the attendees. When you first log into the meeting, all the controls will be dimmed until you either upload a PowerPoint presentation or start a video stream.

Once you have content uploaded you will see the following in the Broadcast Controls

Once a presenter has started their video, you can right click on them and choose Make Active Video for broadcasting

Once you have started the video, it is marked clearly that they are the active speaker. If they have not started their video, you will only get audio.

Once you have either uploaded a PowerPoint file or started video for a user you can now start the meeting. Once you have started the meeting you will now be able to select the layout for the attendees to see

Now Click on Start Broadcast. Once the broadcast starts, there is no restarting, you will have to create a new meeting if there is an issue on how it was setup.

The one downfall that will come later is multiple camera support. When initially described, it was stated that you could easily switch between cameras from a single computer within the interface that is not yet available.

At that point you can switch between presenters and content easily.

After the Meeting

Now that you have finished your meeting you can publish the video for all to use as well as gather statistics from Pulse and review the Yammer activity.

Publishing the video

  1. Go back to https://broadcast.skype.com (if the browser page is still open, just refresh the page)
  2. Under Reports you can click on Download meeting report
  3. Under Video Records there is a Download Video Link. If it is not there yet just wait it will show up, and you can download the video in MP4 format to distribute.

You can review the Yammer questions and post follow ups after the meeting has ended, and guests will continue to have access until you make it private.

By returning back to the Pulse page you can get review the surveys and results from your presentation.