User Guide –Office Communicator 2007



User Guide – Communicator

Microsoft Office Communicator 2007

Robin M. Green

Table of Contents:

Disabled Features 2

Find and Add a Contact 2

Send an Instant Message to a Contact 2

Invite a Contact to an Ongoing Instant Message Conversation 3

Send an E-mail Message to a Contact 3

Find Distribution List 3

Create New Groups 3

Schedule a Meeting 4

Share Information Using Live Meeting 4

View Contact Card 4

Tag a Contact for Status Change Alerts 5

Levels of Access 5

Change Level of Access 6

Remove Contact From Group 6

Remove Contact From Contact List 6

Presence 7

Current Location 9

Views 9

Change Text Settings 10

Select an Emoticon 11

Disabled Features

The following features of Microsoft Office Communicator will be disabled although the icons associated with them will still be visible.

a. Calling

b. Starting a Video Call

c. Sending a File

The use of the calling feature, video calls, and the sending of files are not available at this time with Microsoft Office Communicator.

Find and Add a Contact

1. Enter the contact’s first name, last name or part of their name in the Search Box near the top of the communicator pane.

2. You can now drag contacts from the Search Results pane into your Contact List

3. You can also drag and drop contacts between groups within the Contact List

Note that you cannot drag contacts into a group or distribution list.

[pic]

Send an Instant Message to a Contact

1. Double click the contact you want to chat with

2. An instant message window will pop up

3. Type your message in the text box and press enter

4. You can also right click the contact and choose the Send an Instant Message Option

Invite a Contact to an Ongoing Instant Message Conversation

Do one of the following:

• Drag one or more contacts from the Contact List or Search Results pane into the Conversation window.

OR

• Use the Invite button:

1. In the Conversation window, click the Invite button.

2. In the Invite Someone dialog box, select the members you want to invite, and then click OK.

Note: The names of the contacts you have invited to the IM session appear in the Participant List in the Conversation window.

Send an E-mail Message to a Contact

1. Right click the contact that you want to E-mail

2. Choose the Send an E-mail Message option

3. A regular Outlook email window will pop up

4. Populate necessary fields

5. Click Send button

Find Distribution List

1. In the Search box, type the display name or e-mail address of a distribution list. By default, Communicator lists all distribution list from the Microsoft Active Directory Domain Service.

2. In the Search Results box, drag the distribution list name into the Communicator Contact List. You cannot drag a distribution list into an existing group.

Note: Distribution list with more that 150 members can not be expanded or viewed. Neither will you be able to see embedded distribution list.

Create New Groups

1. You can also, right-click an existing group name in the Office Communicator main window, and then click Create New Group.

2. In the New Group text box, type a name for the group, and then press Enter.

3. You can drag existing contacts from the Contact List into the group or use the Communicator Search feature to find contacts and add them to the group.

Schedule a Meeting

1. Select the contacts you want to schedule a meeting with by holding shift or control

2. Right click the selected area and choose the Schedule a Meeting option

3. A regular meeting request will pop up.

4. Populate the appropriate fields.

5. Click Send button

Share Information Using Live Meeting

1. Select the contacts you want to schedule a meeting with by holding shift or control

2. Right click the selected area and choose the Share Information Using Live Meeting option.

3. The Live Meeting 2007 Console will pop up.

4. You can start setting you your web conference.

View Contact Card

1. In the Office Communicator main window, in the Contact List, click the Presence button to the left of the contact name.

[pic]

Note: Also notice that the Schedule a Meeting, Send an E-mail, and Send an Instant Message options are also available on the contact card. Other details such as the contact’s schedule or phone number are available based on the access level they have assigned you.

Tag a Contact for Status Change Alerts

1. In the Contact List, right-click a contact, and then click Tag for Status Change Alerts

2. When a contact is tagged, a star [pic] appears on the contact’s status line to indicate the contact has been tagged.

Levels of Access

1. There are 5 levels of access, which include the following:

a. Block

b. Public

c. Company

d. Team

e. Personal

This chart shows what information is available at each access level.

|Presence Information |Block |Public |Company |Team |Personal |

|Offline Presence |X | | | | |

|Presence | |X |X |X |X |

|Display Name |X |X |X |X |X |

|E-Mail Address |X |X |X |X |X |

|Title * | |X |X |X |X |

|Work Phone * | | |X |X |X |

|Mobile Phone * | | | |X |X |

|Home Phone * | | | | |X |

|Other Phone * | | | | |X |

|Company * | |X |X |X |X |

|Office * |X |X |X |X |X |

|Work Address * |X |X |X |X |X |

|SharePoint Site * | | |X |X |X |

|Meeting Location | | | |X | |

|Meeting Subject | | | |X | |

|Free Busy | | |X |X |X |

|Working Hours | | |X |X |X |

|Endpoint Location | | | |X |X |

|Notes (Out of Office Note) | | |X |X |X |

|Notes (Personal) | | |X |X |X |

|Last Active | | | |X |X |

Change Level of Access

1. Microsoft Office Communicator also has the option to move a contact from one access level to another.

2. Right click the contact you want to change

3. Choose the Change Level of Access option

4. Click on the new access level

[pic]

Remove Contact From Group

1. Right click the contact you want to remove from the group

2. Select the Remove from Group option

3. If contact was member of only one group, you will be asked if you want to remove this contact from your Contact List. Select Yes or No

Remove Contact From Contact List

1. Right click the contact that you want to remove from your contact list

2. Select the Remove from Contact List option

3. You will be asked if you want to remove this contact from your Contact List. Select Yes or No

Note: Pressing Shift and Delete simultaneously also accomplishes this.

Presence

1. Transitioning presence states. Office Communicator 2007 introduces new presence states that are determined by a user-configurable, idle-time setting that monitors user activity on the computer. If no activity is detected on a user’s computer, the presence state transitions from Available, to Inactive, to Away.

2. To change your presence click the downward facing arrow next to your Presence Button and choose the one that applies to your current availability

|Presence button |Contact status |Description |

| [pic] |Available |The contact is online and can participate in conversations. This status can be|

| | |set manually by the user. |

|[pic] |Busy |The contact is available but engaged in another activity. Activities include: |

| |In a Call |In a Call    The contact is in a phone, voice, or video conversation. |

| |In a Conference |In a Conference    The contact is in a multiparty conversation using phone, |

| |In a Meeting |voice, video, or application sharing. |

| | |In a Meeting    The Office Outlook calendar shows that the contact has a |

| | |scheduled meeting. |

| | |This presence level can be set manually by the user. |

|[pic] |Do Not Disturb |You see this status for a contact if the contact has assigned you to an access|

| | |level other than the Team access level and one of the following conditions |

| | |exists: |

| | |The contact has manually set his or her presence status to Do Not Disturb. |

| | |The contact is displaying a Microsoft Office PowerPoint® presentation or is |

| | |running another program in full-screen mode. |

|[pic] |Away |The contact is probably not available. This status is displayed for the |

| | |following reasons: |

| | |The contact’s computer has been idle for more than the idle time period |

| | |setting—15 minutes by default. |

| | |The contact has manually set his or her presence status to Away. |

|[pic] |Inactive |This contact may be available, but their computer has been idle for more than |

| | |the idle time period setting—five minutes by default. In this state, the |

| | |contact is online, idle, and transitioning from an Available state. This |

| | |status is set by Communicator. |

|[pic] |Busy (Inactive) |This contact is engaged in a meeting, but their computer has been inactive for|

| | |the idle time period setting—5 minutes by default. In this state, the contact |

| | |is online, idle, and transitioning from a Busy state. This status is set by |

| | |Communicator. |

|[pic] |Offline |The contact is not available. This status is displayed for the following |

| | |reasons: |

| | |The contact has manually set his or her presence status to Appear Offline. |

| | |Communicator 2007 is not running on the contact’s computer, or the contact has|

| | |not signed-in. |

| | |The contact has blocked you from seeing his or her presence status. |

|[pic] |Presence unknown |Communicator 2007 cannot determine the status of the contact. This status is |

| | |usually displayed because the contact’s presence status is stored in another |

| | |computer system, such as that of an organization that is not a federated |

| | |partner. |

|[pic] |Blocked |This indicator is displayed in your Contact List next to the name you have |

| | |blocked. To the person you have blocked, you appear to be offline. |

Current Location

1. You can set your Location status from the Presence menu in the Communicator window status area. You can select the Home or Office location, or enter a custom location. Location information is visible to contacts that are granted Personal or Team access levels.

2. Click the downward facing arrow on your Presence Menu

3. Choose the Current Location option and select a location or Create a Custom Location

Views

1. To change the view you can use the Communicator Change View button [pic]

[pic]

2. This allows you to view your contacts by availability, access level, tagged contacts, or show recent contacts

Change Text Settings

1. To format instant message text In the Office Communicator window, double-click a contact name in the Contact List to start an instant message.

2. In the Conversation window, select the Change text color, font, and other formatting button, [pic] and then select the formatting options from the formatting popup window.

1. To format instant message text for all instant messages, In the Office Communicator Title bar, click the Menu button [pic].

2. On the Tools menu, click Options.

3. In the Options dialog box, click the General tab, and then click Change Font.

4. In the Change Font dialog box, make the changes you want, and then click OK.

5. Click OK again to accept the changes, and then close the Options dialog box. Your font changes will now apply to all your instant messages.

Select an Emoticon

1. In the IM window in the text box click the Emoticon Button, then choose the emoticon you would like to add to your message

[pic]

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Social Security Administration

2008

Presence

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