Communicate with Skype for Business from Smartsheet

With the Skype for Business Online integration, you can send instant messages (IMs) to other Skype for Business users directly from Smartsheet. Use the Skype for Business Online integration, for example, to ask a colleague for the status of a task and track your conversation history with them as a series of comments on a row in your sheet.

In this article:

Before You Begin

A Smartsheet System Admin must enable the Skype for Business integration for all users in your organization’s plan before you can use it to communicate with collaborators from Smartsheet. 

Compatibility

  • Skype for Business (sometimes also referred to as Microsoft Lync) is different from the personal (consumer) version of Skype. Smartsheet is compatible with the “for business” version of Skype only.
  • Smartsheet is compatible with Skype for Business Online only, and isn't compatible with Skype for Business on-premises systems.

The Skype for Business integration discussed here is included with Business and eligible Enterprise plans. For more information about plans and pricing, including which features are included with which plans, please see the Pricing page.

Please refer your Smartsheet System Admin to our Chat Integration Options article for steps on how to enable the Skype for Business integration for all Smartsheet users in your organization.


    Sign in to Skype for Business from Smartsheet

    To sign in to Skype from Smartsheet:

    1. In the upper-right corner of the Smartsheet window, click your account image.
    2. From the menu, select Sign in to Skype for Business.

      You’ll be asked to authenticate with your Skype for Business account credentials.

    That’s it! You'll know you’ve successfully signed in if you see Skype for Business in the Account menu instead of Sign in to Skype for Business.

    NOTE: You can also set your Skype Status (for example: Available, Busy, Away) through Account > Skype in the upper-left corner of the Smartsheet window.


    Start a Conversation with Skype for Business

    After the Skype for Business chat option has been enabled from Smartsheet, you can initiate instant messages (IMs) with any colleague that uses Skype for Business, even if they don’t use Smartsheet.

    NOTE: If you initiate an IM to someone that doesn't have the Skype for Business Integration enabled in their Smartsheet account, but does have Skype for Business, they can still respond to you using their Skype for Business desktop and mobile clients.

    There are multiple ways to start a new chat from Smartsheet:

    • From rows in a sheet—Start here if you want to track the conversation history as comments on the row.
    • Account menu—Start here if you’re not looking at a specific sheet, and don’t need to track the conversation history in a row of your sheet.

    NOTE: You can also set your Skype Status (for example: Available, Busy, Away) through Account > Skype in the upper-left corner of the Smartsheet window.

    Chat from Rows in a Sheet

    By starting a chat from selected rows, you can save the conversation history to the row as a series of comments.

    To send an IM from rows:

    1. Right-click the row number on the left of your sheet, then select New Chat.

      If you've selected rows that have multiple email addresses in Contact column on the sheet, you'll have Chat with options for starting conversations with people in those Contact cells. For more on Contact columns, check out the Column Types article.

      chat with submenu

      TIP: Before you right-click the row number, you can select multiple rows using [Shift] or [Ctrl] (⌘ for Mac).

      The conversation window appears.

      conversation window
    2. Type your message at the bottom of the conversation window, and press [Enter] to send the message.

      By default, your conversation history will be saved as comments on the row.

    TIPS:

    • If you open a different sheet in Smartsheet after starting a chat, you can click the sheet name link at the top of the conversation window to navigate back to the sheet you started your chat from.
    • You can add other collaborators to the conversation by selecting Add people  Add people  in the conversation window. 

    Track Your Comment History

    When you start a conversation from a selected row, by default, your conversation history will be saved as comments to the row. You can disable the conversation history tracking feature by unchecking the checkbox next to Save messages in row comments. Check out our Working with Comments article for details on using comments.

    conversation window top

     

    Keep the following in mind when tracking conversation history on a sheet:

    • If you leave the conversation, chat messages sent by other users in the conversation will no longer be saved as comments to your sheet.
    • If you’ve selected multiple rows, your conversation history will be saved as sheet-level comments. Check out our Working with Comments article for details on using comments.
    • The first IM in the conversation is saved as a comment and all additional IMs are saved as replies.
       saved as comments

    Chat from the Account Menu

    You can chat with any Skype for Business colleague directly from the Account menu in Smartsheet, even if your colleague doesn’t use Smartsheet and isn't assigned in a Contact column in a sheet.

    If you’re looking to track the conversation history in a sheet, you’ll need to start a chat from rows instead.

    To start an IM from the Account menu:

    1.  Select Account > Skype from the upper-left corner of the Smartsheet window.
       
    2. Select New Chat.

      The Conversation window appears.

      untitled conversation
    3. Add at least one person to the conversation by selecting Add people  Add people  in the Conversation window.
       
    4. Type your message at the bottom of the Conversation window, and press [Enter] to send the message. 
    Was this article helpful?
    YesNo