Office Communicator User Guide

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Office Communicator 2007 Quick Card

The Microsoft Office Communicator 2007 is a communications client that helps people communicateeasily with others in different locations using instant messaging. You can find anyone in your contactlist, see information about their availability, and communicate with them right away. The OfficeCommunicator is part of the Microsoft Office system and is closely integrated with other Microsoftprograms. The integration helps ensure that communications can occur in the context of the programbeing used without having to switch to a different program for a different form of communication.

Search Box

Search Results Box

ContactsBox

Presence Button

Menu Your Status

July 2008 Office of Education and Training (202) 224-7628 webster/go/training

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This Senate user has Communicatoractivated and the Contact informationis stored on the Global Address List.

This Contact is stored in your Outlook Contacts

This Outlook Contact has an IM address.NOTE: You can send to outside IMaddresses if your offices has activated this option.

Conversation willappear here

Type your message here

Start an Instant Message Conversation

Use the Communicator Search window tosearch for contacts on your CommunicatorContacts list, in your Outlook Contacts or onthe Global Address list. Use the steps belowto start an instant messaging session with asingle contact.

1. From your Communicator Contact list,double click on the name of theperson you want to invite. A‘Conversation’ window appears.

OR

In the ‘Communicator Search’ window,type the first or last name of the personyou want to invite.

a. In the ‘Results’ section, double clickon the contact name. A‘Conversation’ window appears:

2. Type a message in the ‘MessageWindow’, then press Enter.

Receiving an Instant Message

When a person wants to instant message withyou, an ‘Instant Message Invitation Alert’window, like the one pictured below, appearsin the lower right corner of your computerscreen. Use the steps below to accept ordecline an instant message, or you may chooseto set your status to Do Not Disturb until thetop of the hour.

1. To accept an instant message invitation,from the ‘Instant Message InvitationAlert’ window, click in the left pane. A‘Conversation Window’ appears.

2. Type a message in the ‘MessageWindow’, then press Enter. TheConversation appears in the ‘ConversationWindow’.

OR

To decline an instant message invitation,from the ‘Instant Message InvitationAlert’ window, click on the X. The‘Alert’ window closes.

OR

To set your status to Do Not Disturb untilthe top of the hour, (Ex. If you set yourpresence status to ‘Do Not Disturb’ at1:15 P.M., your status will change to ‘DoNot Disturb’ and will change back to‘Available’ at 2 P.M.). From the ‘InstantMessage Invitation Alert’ window, clickon . Your status message will changeto say ‘Do Not Disturb’ until the nexthour increment.

Click anywhere in this left pane to accept the

instant message

Click here to change your

status to Do Not Disturb until the top of the hour Click here to

decline the instant

message

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Invite Another Contact to an InstantMessage Session

You can start an instant messaging sessionwith one contact, then easily invite additionalcontacts to join the same conversation.

1. From the contact list, double click on acontact to start the instant message. A‘Conversation’ window appears.

2. From the ‘Conversation’ window, click onthe Invite button . An ‘InviteSomeone’ window similar to thefollowing appears.

3. From the ‘Invite Someone’ window,double click on the contact(s) you wishto invite into the conversation. Thecontacts’ names you add, along with yourname, appear in the box above the‘Conversation’ window.

Note: You may invite as many as 100contacts to the conversation.

4. Type a message in the ‘Message’window, then press Enter. Theconversation appears in the‘Conversation’ window above.

Note: The word ‘Leader’ will appearnext your name in the ‘IM’window. This allows you to haveaccess to controls that enable youto manage the conversation.

Remove a Contact from a Conversation

As a conversation Leader, you have the optionto remove a contact at anytime.

1. From the ‘IM’ window, right click on thename of person you want to remove fromthe conversation.

2. From the pop-up menu, click on Removefrom Conversation.

E-mail a Contact Using OfficeCommunicator

You have the option to send an email to anycontact on your list, using Communicator. Use the steps below to quickly send an email.

1. From your Contact list, right click on thecontacts name to whom you want tosend an e-mail.

2. From the pop-up menu, click on Send anE-Mail Message. A ‘New E-mail’ window appears withthe contacts name in the ‘To:..’ field andthe cursor blinking in the ‘Subject:’ field.

3. Type your subject, press tab and typeyour message, then click on Send.


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Schedule a Meeting

Use the steps below to schedule a meetingwith a contact. Communicator interacts withthe scheduling component in Outlook.

1. From your Contact list, right click on thecontact name with which you want toschedule a meeting.

2. From the pop-up menu, click onSchedule a Meeting... . A ‘New Meeting’ window appears withthe contacts name in the ‘To:’ field, andthe cursor blinking in the ‘Subject:’ field.

3. Fill in the desired fields, then click onSend.

Send a File

Communicator establishes a trust with allother Communicator users, this ensures noviruses will be spread when file sharing. Usethe steps below to send files via instantmessage.

1. From the Contacts list, right click on thename of the person to which you want tosend a file.

2. From the pop-up menu, click on Send aFile... , the ‘Send a File to...’window appears.

3. Navigate to the drive and/or folderwhere the file is located.

4. Double click on the file name. The fileis inserted into an Instant Message and isautomatically sent to the contact. Youwill be notified in the ‘Conversation’window that the file did or did not transfersuccessfully.

Receive a Transferred File

When a person sends you a file through aninstant message, you will receive a file transferalert. A ‘Conversation’ window opens andprompts you to accept, decline or save the file.

1. To accept the file, from the‘Conversation’ window, click on Accept. A ‘Microsoft Office Communicator 2007'window appears, click on OK.

a. From the ‘Conversation’ window, clickon Open. A ‘Communicator’ windowappears, click on Open, the file opens.

OR

To save the file, from the ‘Conversation’window, click on Save As. A ‘SaveIncoming File As’ window appears.

a. Navigate to the drive and/or folderwhere you want to save the file, thenclick on Save. A ‘You havesuccessfully received...’ messageappears in the ‘Conversation’ window.

OR

To decline the file, from the‘Conversation’ window, click onDecline. A ‘You have declined toreceive file “file name”’ message appears.


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Add a Contact to Communicator usingthe Communicator Search Window

You can create a list of contacts inCommunicator. Once they are added to yourcontact list, you will see their presence statusin the Communicator window. When yousearch for a contact to add, Communicatorsearches the Global Address List and Outlookfor your contacts that contain an IM addressentry.

1. In the Communicator Search window,type the first or last name of the personyou want to add to your contacts.

2. In the ‘Results’ window, right click on thename you want to add to your contact list.

3. Click on Add to Contact list, then clickon the group into which you want to addthem, if you have created groups.

4. Repeat Steps 1 - 3 until you have addedall your contacts.

Note: To find contacts who use outsideIM applications, use the steps toAdd an Outside IM Address to anOutlook Contact.

Add a Group

You can create contact groups to organize thepeople in your contact list.

1. In the Communicator title bar, click on thedrop down arrow next to theCommunicator icon .

2. Click on Tools, then click on CreateNew Group.

3. Type the Group Name to replace the‘New Group’ text.

OR

Right click on New Group, click onRename Group, then type the GroupName.

4. Press Enter.

Move Existing Contacts into a Group

Once you create a group, you can move yourcontacts into it.

1. From the Contact list, right click on thename of the person you want to move.

2. From the pop-up menu, click on MoveContact To.

3. Click on the group to which you wantthem to move.

Delete a Group

Follow the steps below to delete a group fromyour Contact List.

1. From your Contact List, right click on thegroup you want to remove.

2. From the pop-up menu, click on DeleteGroup. The group is removed from yourContact List.

CommunicatorSearch Window


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Add an Outside IM Address to anOutlook Contact

You can add an IM address to your Outlookcontacts so that you can use Communicator toInstant Message with them.

1. In Outlook, open your Contacts, thenopen the Contact card of the personwhose IM Address you want to add.

2. In the IM Address field, type the IMAddress (ex. [email protected]).

3. Click on Save and Close.

Note: You must create an Outlookcontact for each external IMaddress you want to add.

Remove a Contact

You have the option to remove any contactfrom your Contact List as well as any Group.

1. Right click on the Contact you want toremove.

2. To remove them from your Contact List,click on Remove from Contact List,then click on Yes in the ‘Confirm’window.

OR

To remove them from a group, click onRemove from Group. Click on Yes, ifyou are prompted to confirm the delete.

Note: If the contact is a member ofmultiple groups, they will remainin the other groups.

Tag a Contact for Status Change Alerts

When you tag a contact, Communicator willnotify you of changes in a contact’s status bydisplaying an alert whenever the contact’sstatus changes to Available or Offline.

1. From the contact list, right click on thenames of the contacts for which youwish to tag, then click on Tag for StatusChange Alerts. A star appears to theright of the contact name indicating thatcontact is tagged. See example below:

Note: When the contact becomesavailable, a box similar to the one belowappears in the lower right corner of yourcomputer screen, showing the contactsname, a link to start an instant messagesession and their presence status.

2. To send an instant message, click onSend an Instant Message.

OR

To untag the contact, click on Untag.

OR

To take no action, click on the X.


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Change the Contact Access Level

You can set the level of access which controls the exposure of your personal information, such as mobile andhome phone numbers, to your contacts. There are 5 levels of access from which you can choose, see tablebelow:

Level of Access Description

Personal Personal contacts see all published contactinformation, including home and mobile numbers.

Team Team contacts see published work and mobilenumbers, plus schedule and availability details, andcan interrupt you when you are busy.

Company Company contacts see work contact information,plus basic schedule and availability.

Public Public contacts see your name, title, company, emailaddress, and limited availability.

Blocked Blocked contacts see your name and limited contactinformation but cannot contact you throughCommunicator; you appear as Offline.

1. From the contact list, right click on the name of the contact whose level of access you want to change,then click on Change Level of Access.

2. From the pop-up menu, select the level (Ex. Company). A highlighted purple circle appears next to the leftof the level you chose. See example below:


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Change Your Personal Options

In the personal options section, you can setOffice Communicator to start when you log ontoyour computer, change the status indicatorsettings and/or identify how Communicatorinteracts with Outlook.

1. Click on the drop down arrow next to theStatus button in your Communicatorwindow.

2. Click on the Options button, then clickon the Personal tab.

3. To change the automatically log on at startup option, click to place or remove a T inthe box next to ‘Automatically startCommunicator when I log on to Windows’.

4. To change the Status indicator settings:

a. In the ‘Show me as Inactive when mycomputer has been...’section, click onthe up or down arrows tochange the time.

b. In the ‘Show me as Away when mystatus has been...’ section, click on theup or down arrows to changethe time.

5. In the ‘Personal information manager’section, click to place or remove a T in thebox next to the options you want to activateor deactivate.

6. Click on OK.

Add or Edit Your Phone Number Information

You can add your phone numbers in youraccount personal data. Contacts with theappropriate Access Levels will be able to seethis information.


2. Click on the Options button, then clickon the Phones tab.

3. Click on the Button of the phone numbertype you want to add or edit. The ‘EditPhone Number’ window appears.

4. In the ‘Phone number:’ field, type yourphone number, then click on OK.

5. If you want the phone number to be visibleto your Communicator contacts, click toplace a T in the box next to ‘Publish thisphone number’.

6. Repeat Steps 3 - 5 until you have added oredited all of the phone numbers you want.

7. Click on OK.


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Modify Your Alerts

In the Alert Options section, you can modifygeneral alerts as well as Do Not Disturb alerts. You may also elect to have a sound alert.


2. Click on the Options button, then clickon the Alerts tab.

3. In the ‘General alerts’ and ‘Sounds’sections, click once to place or remove a Tin the box next to the option you want toactivate or deactivate.

4. To select a different sound:

a. Click on the Configure Soundsbutton.

b. Click on the Sounds tab.

c. Click on a Sound, then click on Testto preview it.

d. Repeat Step C until you find thesound you want.

e. Click on OK.

Note: You must have speakers and volume tohear the sounds. You must also havesounds installed on your computer.

5. In the ‘When my status is Do Not Disturb’section, click in the radio button next tothe option you want to activate.

6. Once you have made your selection, clickon OK.

Change the General Options

In the General Options section, you can turn onor off emoticons in your instant messagingwindow, change your instant messaging font,and/or change the storage location of transferredfiles.


2. Click on the Options button, then clickon the General tab.

3. To turn on or off the emoticons in your IMwindow, click to place or remove a T in thebox next to ‘Show emoticons in instantmessages’.

To change the font of your InstantMessages:

a. Click on the Change Font button.

b. Click on the Font, Font Style, andSize you want.

c. In the ‘Color:’ section, click on the, then click on the color you want.

d. Click on OK.

To change the storage location fortransferred files:

a. Click on Browse.

b. Navigate to, then click on the storagefolder.

c. Click on OK.

4. Click to place or remove a T in the box nextto the other options you want to activate ordeactivate.

5. Once you have made the changes you want,click on OK.


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Documents

Office Communicator User Guide