Office Communicator Introduction_EN

8/9/2019 Office Communicator Introduction_EN

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Amye, living with rheumatoid arthritis

Basic Functionalities

Introduction toMS OfficeCommunicator


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Course contents

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Overview: Communicate in real time

Lesson 1: What is Communicator 2007?

Lesson 2: Manage your contacts

Lesson 3: Manage presence attributes and access levels

Lesson 4: Send and receive instant messages

Lesson 5: Use audio and video communication tools

Each lesson includes a set of questions to test your understanding of the material.


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Course goals

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Sign in to Office Communicator 2007

Manage your contact information

Manage access levels

Send and receive instant messages

Use audio en video communication tools


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Lesson 1

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What is Communicator 2007?


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What is Communicator 2007?

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Office Communicator provides an easy-to-use interface thatenables you tocommunicate in realtime through instantmessaging. It alsoprovides audio andvideo conferencing.

Communicator 2007 saves time and improves productivity by

ensuring that you reach the right person, the right way, thefirst time.

In this lesson, youll learn more about Office Communicator features, and how you sign in to start using them.


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What can it do for you?

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In a nutshell,Communicator 2007keeps you in touch.

Heres a rundown of

Communicator features.

Instant messaging with rich-text formatting.

Contact management to help you find and select theinformation you need.

Presence management to show your willingness and abilityto communicate.


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What can it do for you?

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In a nutshell,Communicator 2007keeps you in touch.

Heres a rundown of Communicator

features.

Access level management to control which of your contacts

can view your presence information.

Integration with Microsoft Office programs for convenientdata sharing.

Voice and video calls to your contacts.


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Get ready to communicate

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and then select a location, to let people know where you are.You can select Home or Office , or enter a custom location thatyour contacts will recognize.

The picture summarizes what to do:

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Test 1, question 1

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Which of these features does Communicator2007 provide? (Pick one answer.)

1. Instant messaging.

2. Presence management.

3. Contact management.

4. All of these.


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Test 1, question 1: Answer

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All of these.

And more! Office Communicator 2007 also provides integration withOffice system programs and conferencing with audio and video.


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Test 1, question 2

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You must sign in to Communicator 2007 everytime you start your computer (Pick one answer.)

1. True.

2. False.


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False.

Office Communicator is setup to start automatically


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Test 1, question 3

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Which of these locations does Communicator2007 allow you to show? (Pick one answer.)

1. Home.

2. Office.

3. Vacation.

4. Whatever you want.


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Whatever you want.

You can select Office or Home , or enter a custom location with anyname you choose.


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Lesson 2

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Manage your contacts


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Manage your contacts

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Communication is allabout making contact,and the heart of Communicator 2007 isyour Contact List.

In this lesson, youllsee how easy it is toadd contacts to thatlist.

Youll learn how to create a contacts group or add a

distribution group from Microsoft Office Outlook.

And youll see how Communicator 2007 helps you sortcontacts for convenient viewing.


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Add contacts

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There are two ways toadd someone to your Contact List.

1

2

Search for the contact

or add a contact by using a wizard.


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Add contacts

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Say you need to be inconstant touch withyour manager, WilliamLyon. To add him toyour Contact List, youcan search for William

and drag his namefrom the searchresults to the list.

The picture on the left illustrates the process:

1. In Communicator 2007, type the name or e-mail alias in theSearch box and press ENTER.

2. Right click on the name and select Add to Contact List


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Add contacts

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Since William is your manager, youprobably know hise-mail addressalready. When youdont need to search

for a contact, you canadd the name directly.

Use the Add a Contact wizard, as shown on the right:

1. Click the Show menu button, point to Tools , and then clickAdd a Contact .

2. The Add a Contact wizard starts.


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Create a contact group or add a distribution group

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When youve added alot of names to your Contact List, itsconvenient to viewthem in, and sendsingle messages to,

groups.

1

2

Create a new contact group

or add an existing distribution group.

You can:


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Creating a contact

group takes onlyseconds; the processis illustrated on theleft.

1. Click the Show menu button, point to Tools , and then click

Create New Group .2. Type a name for the group and press ENTER.


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Sometimes the groupyou need alreadyexists in Outlook, as adistribution group.

Adding it to your Contact List is a

simple process, asshown on the right.

1. In the Search box, type the display name or e-mail address

of the distribution group.2. Drag the distribution group from the Search Results pane

to your Contact List. To see the names of the groupmembers, click the group name.


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Sometimes the groupyou need alreadyexists in Outlook, as adistribution group.

Adding it to your Contact List is a

simple process, asshown on the right.

You can change the members of a contact group, but youcannot change the members of a distribution group, becauseit doesnt belong to you. However, you can add a distributiongroup to a contact group.


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Choose the views you want to use

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Like contact groups,different views of your contacts make it easyto see what you needand to communicatequickly with other

people.

You can see whos available now, and you can tell

Communicator 2007 to inform you when somebodysavailability changes.

If you work most of the time with a few contacts, you canshow their names above the rest. You know how you workbest, so you choose what suits you.


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To change the wayyou view contacts,click the Change theway you view your contacts buttonand then select a view

from the menu.

To show up to 10 recent contacts as a group at the top of the

Contact List, click Show Recent Contacts .

To sort your contacts by their availability, click Sort Contactsby Availability .


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To change the wayyou view contacts,click the Change theway you view your contacts buttonand then select a view

from the menu.

To see which of your contacts you have tagged, click Tagged

Contacts .

To view contacts by access levels, click Access Levels .


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What is a Contact Card?

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Youve seen how your Contact List improvesthe efficiency of communication. Butits a list. Suppose youwant to remind

yourself of contactdetails how do youview those?

Simple: You open a Contact Card, right from the Contact List.Just click the circle to the left of any contact name.


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What is a Contact Card?

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A Contact Card tellsyou about a personsavailability andactivity. It showsdetails such as thepersons company, job

title, and officenumber.

If the contact has granted you permission, you can seeschedule information as well as any personal notes.

For extra convenience, a Contact Card contains buttons tomake a phone call, schedule a meeting, send e-mail, or sendan instant message. How handy is that?


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Test 2, question 1

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Which information will Communicator find if youtype it in the Search box? (Pick one answer.)

1. Name.

2. Distribution group.

3. E-mail alias.

4. Phone number.

5. All of these except phone number.


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All of these except phone number.


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Test 2, question 2

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You can add or delete a contact from a contactgroup or a distribution group. (Pick one answer.)

1. True.

2. False.


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False.

You can add or delete a contact from a contact group, because youcreate that group, but you cannot add or delete a contact from adistribution group.


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Test 2, question 3

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To add a contact to your Contact List, you mustuse the wizard. (Pick one answer.)

1. True.

2. False.


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False.

The Add a Contact Wizard is useful if you know a persons e-mailaddress, but if you need to search for a name, you can simply drag itfrom the Search Results pane to your Contact List.


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Lesson 3

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Manage presence attributesand access levels


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Manage presence attributes and access levels

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When youve signed

in to Communicator 2007 and addedcontacts, youre readyto enter your presenceattributes and select

access levels.

What does that mean?

Your presence attributes include details such as workphone, mobile phone, home phone, work schedule, and apersonal note. Access levels are how you control who seeswhich details. Theyre useful, for example, because you maywant your colleagues but not all your contacts to know your mobile phone number.


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Presence attributes

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You can show your

contacts how to reachyou, when to reachyou, where you are,what you are doing,what you are

scheduled to do, andanything else youwant to tell them.

Communicator 2007 tracks your availability by your computer activity, your Outlook calendar, and your user settings.


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Choose the presence that describes your availability.

Choose a location that describes your whereabouts.

Open the Options dialog box to choose which informationabout your computer activity and Outlook you wantCommunicator to display.

Presence attributes

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To set your presence

attributes, sign in toCommunicator if necessary, and thenclick the colored circleto the left of your

name. A menu openswhere you can do thefollowing.


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Presence attributes

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You can also add a

personal note to givemore preciseinformation.

If you have to leave your office unexpectedly, you can chooseBe Right Back and then say how long youll be gone. TheType a note box is right under your name. Just click it andtype.

It only takes a couple of seconds to keep you information up-to-the-minute.

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Select access levels

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You dont want all

your contacts to knowall about you.

Communicator 2007lets you decide who

knows what, byassigning an accesslevel to a contact.

If you change your mind, change the access level. Its simple:

1. In the Contact List, right-click a contact.

2. Point to Change Level of Access , and then select from thelist that appears.

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View contacts by access levels

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You may want to

change the accesslevels for more thanone contact at a time.

And you may want tosee which contacts

have specific accesslevels.

You can do both of these conveniently by changing your view of contacts from Contact List to Access Levels.

Vi b l l


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View contacts by access levels

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In Communicator

2007, click theChange view button . Then clickAccess Levels .

Youll see your contacts sorted by the levels youve assignedthem.

You can select several names by using the SHIFT or CTRLkey. Then right-click any selected name, click Change Level of Access , and make the choice you prefer.

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Set access levels for a new contact

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When you add a

contact to your Contact List,Communicator 2007assigns that personan access level.

If the new contact is in your company, the access level isCompany.

Thats logical. If the new contact is not in your company, theaccess level is Public.

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Set access levels for a new contact

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What about the

reverse?

When someone adds you to a Contact List, Communicator 2007sends you a message. You can accept or reject the request to jointhat persons list, right in the message.

You can also set the persons access level, right in the message.Select This persons level of access , select an access level, andthen click OK.

T t 3 ti 1


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Test 3, question 1

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Which view lets you change the access level forcontacts? (Pick one answer.)

1. Tagged Contacts.

2. Contact List.

3. Access Levels.

4. Contact List and Access Levels.

T t 3 ti 1 A


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Contact List and Access Levels.

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Test 3, question 2

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How many contacts can you change the accesslevel for at one time? (Pick one answer.)

1. Seven.

2. One.

3. As many as you like.

Test 3 question 2: Answer


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As many as you like.

Highlight several names, and then right-click any of them and clickChange Level of Access .

Test 3 question 3


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Test 3, question 3

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Whats the easiest way to know which accesslevel you want to assign? (Pick one answer.)

1. Print the Quick Reference Card table of access levels and

keep it next to your computer.2. Memorize the access level details.

3. Read the descriptions on the menu.

Test 3 question 3: Answer


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Read the descriptions in the menu.

The information is right where you need it. When you right-click acontact name and then click Change Level of Access , Communicator 2007 shows you descriptions of each level, so that you can choose theone you want.

Lesson 4


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Lesson 4

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Send and receive

instant messages



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Now for the payoff:

instant messages.

They combine theadvantages of e-mailand phone calls.

After you sign in to Communicator 2007, add your contacts,and do a little contact management, youre ready to startcommunicating.

Send an instant message


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Sending an instant

message inCommunicator 2007 isreally easy. Double-click a name in theContact List, type your

message, and pressENTER. Thats it.

To send an instant message to a group, right-click the groupname and then click Send an Instant Message . Type your message, press ENTER, and all group members will receive it.



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You can also send an

instant message toseveral contacts whoare not in a group.

Heres how:

1. Select the contacts while holding down the CTRL key.

2. Right-click a selected contact, and then click Send anInstant Message . You can guess the rest.

Format instant messages


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You can make your

own instant messagesstand out from thereplies. This helpsmake a conversationeasier to follow.

Communicator 2007 offers you numerous text colors, fonts, andfont sizes.

You can make text bold or italic, or you can underline it. Youcan also express your emotions in messages by usingemoticons.



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You can make your

own instant messagesstand out from thereplies. This helpsmake a conversationeasier to follow.

Click the Change text color, font, and other formatting button . Then select the look you want.



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To personalize the

look of all your instantmessages, you needa few more steps.

In the main Communicator window, click the Show menu button , point to Tools , and then click Options .

In the Options dialog box, on the General tab, click ChangeFont . Make your choices, and then click OK twice.

Invite someone to join an instant messaging session


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What if you realize

during your instantmessaging sessionthat you want to invitesomeone else to join?Communicator 2007

makes that simple.

Just do this:

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

2. In the Invite Someone dialog box, select the name of acontact and click OK.



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What if you realize

during your instantmessaging sessionthat you want to invitesomeone else to join?Communicator 2007

makes that simple.

If you want to invite someone who is not in your Contact List,type that persons name in the empty box above the names inthe Invite Someone dialog box.

When that persons name appears in the search results,double-click the name.

Test 4 question 1


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Test 4, question 1

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To send an instant message, what do you dofirst? (Pick one answer.)

1. Double-click a name in your Contact List.

2. Click the Show menu button and point to Connect .

3. Right-click a name in your Contact List.

4. Open Outlook



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Double-click a name in your Contact List.

Then type your message and press ENTER.

Test 4, question 3


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Test 4, question 3

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How do you select a look for all of your ownmessages? (Pick one answer.)

1. Write them in Word and paste them into Communicator.

2. In a conversation, click the Font button and make your choices.

3. In your options, take your pick.



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In your options, take your pick.

Click the View Menu button, point to Tools , click Options , click theGeneral tab, and click Change Font to see whats available. You only

have to do all this once, and then all your messages have flair.

Lesson 5


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Use audio and video

communication tools

Use audio and video communication tools: audio


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To call your

colleagues from your personal computer,you can use the audiofunction of OC thatoffers the same

opportunities as atelephone call.

Make a one-click phone callIn the Contact List, right-click the contacts name and selectCommunicator Call.



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Answer a phone callIn the phone call invitation alert, click the left pane. Thealert appears in the bottom right of your computer screen.

Colleagues can also

take the initiative tocall you which givesyou the opportunity toaccept or decline theinvitation

Communicator Call indicator

The caller

Decline



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End a call Mute Volume

Put a call on hold Mute Speaker

Display Dialpad Toggle Audio

When in a call, Call

Controls enable you toput a call on hold,transfer a call toanother user or phone,or mute a speaker or microphone.

Use audio and video communication tools: video


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You and your

colleagues can seeeach other whilecommunicating byusing the OC videofunction.

To start, simply click in the Start video call button on top of the screen in the OC screen of your conversation.

You will see your colleagues video appear automatically, andso your own video in the right corner below.

Test 5, question 1: Question


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How can you start an audio communication with a colleague?



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In the Contact List, right-click the contacts name and selectCommunicator Call.

Documents

Office Communicator Introduction_EN