Your Presence
Your Presence will automatically update itself based on the state of your computer or phone. For example, when you are on a phone call, your
Presence will automatically update to “In a call.” When your computer is idle for a period of time, your Presence will automatically update to
“Away.” Your Presence will also update automatically based on your Outlook Calendar status – for example, if you have a meeting that starts at
10:00am, your Presence will automatically update to “In a Meeting” starting at 10:00am and will update to “Available” once the meeting has
ended.
Manually change your presence status
Click your Presence button and then select a state.
Create a note
Click in the Type a note box, and then enter a note. Click outside the box when you
have finished.
Manage Your Contacts and Contact List
• How to Search for someone: Type a person’s name or e-mail address in the Search box.
• How to add a person or distribution group to your Contact List: Type the person or
distribution group’s name in the Search box, and then drag the name from the Search
Results box to the Contact List.
• Create a custom group: In the Contact List, right-click a group name, select Create New
Group, type a name for the group, and then press ENTER. To add contacts to the group,
drag them from an existing group or from the Search Results box.
• Add a phone only contact: To add a phone number to your Contact List, type the phone
number in the Search box, and then drag the phone number from the Search Results
box to the Contact List.
• View a contact’s Contact Card: Click the contact’s Presence button.
Communicate with Your Contacts
Each contact in your Contact List has a Presence button and a status text string that reflects
his or her availability and willingness to be contacted. You can use the status indicated by
the Presence button to determine which mode of communication is best suited for
connecting with the contact. Office Communicator provides many communication options.
For example, you can double-click the contact to start an IM session, click the Call button
for one-click calling, or click the Presence button for additional contact details or
communication options.
View ways to communicate with a contact
Right-click the contact in the Contact List.
View phone calling options
Click the arrow to the right of the Call button associated with the
contact.
Be notified when a contact’s availability changes
In the Contact List, right-click the contact, and then click Tag for
Status Change Alerts. When the contact’s status changes to Offline
or Available, you receive an alert on your desktop.
To block a user from contacting you
• Right-click the contact in the Contact List, or type the name or
email address into the Search Box and right-click the name in the
search results.
• Click Change Level of Access then click Blocked then click OK.
Send and Receive Instant Messages
Send an instant message
In the Contact List, double-click a contact, type a message, and then press ENTER.
Receive an Instant Message
When a contact sends you an instant message invitation, you see an instant message invitation
alert in the lower-right corner of your computer screen.
To accept an instant message invitation, click the left pane.
Make Phone Calls
You can use Office Communicator to call people in your Contacts List at any phone
number that is listed in Active Directory. When you use this method to initiate a
phone call, your desk phone will go off-hook and dial the contact automatically.
Make a one-click phone call
In the Contact List, click the contact’s Call button.
Call an alternate phone number
In the Contact List, click the arrow to the right of the Call button, and then click
the number that you want to call.
Enter a phone number to call
Type 9 followed by the phone number in the Search box, and then click the Call
button next to the number as it appears in the Search Results box.
Receive Phone Calls
When you receive a phone call to your desk phone, you will see an alert in the lowerright corner of your computer screen.
Answer a phone call
In the phone call invitation alert, click the left pane. Your desk phone will answer
the call on speaker phone.
Redirect a call
Click the Redirect button, and then select an option from the menu. If you choose
to redirect a call to an instant message, the Conversation window opens so that
you can send the caller an instant message.
Call Controls
Call Controls enable you to easily manage your phone calls. For example, you can put a call on hold, transfer a call to another user or phone, or
mute a speaker or microphone.
End a call
Display Dial pad
Put a call on hold
Mute speaker or adjust
speaker volume
Transfer an incoming
call to another person
Transfer an incoming
call to phone
Instant Message Conferencing
You can select multiple contacts or a group in your Contact List to start an IM conference.
You can also escalate a one-to-one IM session to a group conference by simply inviting
other contacts to an IM session.
Start an IM conference with multiple contacts
In the Contact List, hold the CTRL key, and then select the contacts that you want to
invite. Right-click the last contact, and then click Send an Instant Message. Type your
message in the Message Entry box, and then press ENTER.
Start an IM conference with a group
In the Contact List, right-click a group name, and then click Send an Instant Message.
Type your message in the Message Entry box, and then press ENTER.
Invite someone to an IM conference
In the Conversation window, click the arrow next to the Invite button, click Invite a
Contact, and then select the contacts that you want to invite.
Join an IM conference
In the conference invitation alert, click the left pane. The alert appears in the lower right
of your computer screen.
Mute microphone
More IM Conference Options
During a conference, you can use the Conference call controls to invite other people, make a
participant a leader, eject a participant, or invite a participant to a new conversation.
Make a participant a conference leader
In the conference roster, right-click a participant, and then click Make Leader. This action is
available only if you initiated the conference and are the conference leader.
Eject a participant
In the conference roster, right-click the person that you want to eject, and then click Remove from
Conference.
Invite a participant to a new conversation
In the conference roster, right-click the participant, click Invite to New Conversation, type a
message in the message entry area, and then press ENTER.
Video Conferencing
You can easily make video calls to contacts in your Contact List, but you must have a webcam. You can receive and participate in a video call
without a webcam. In this case, you see the caller’s video stream, but no video is transmitted from your Office Communicator client.
Before getting started with conferencing, you may want to adjust your audio and video devices: click the Menu button on the
Office Communicator title bar, click Tools, and then click Set Up Audio and Video.
When you make a video call, the default audio device will be your computer’s speakers/microphone. To initiate a video conference with audio,
Marco suggests using a Mitel Quick Conference bridge.
Make a video call
In the Contact List, right-click the contact that you want to call, and then
click Start a Video Call.
Answer a video call
In the video call invitation alert, click the left pane. The alert appears in
the lower right of your computer screen.
Share Your Desktop
In Communicator 2007 R2, you can share your desktop with other participants, for example to display slides or share other documents and
applications. You can also share control so that other participants can provide mouse and keyboard input on your desktop.
Share your desktop
During a conversation or IM, click the Sharing button, and then click
Share Desktop to allow other participants to view your entire
computer desktop.
Share control
To share control so that another participant can provide mouse and
keyboard input to your desktop, click the down arrow next to In
Control: <your name>, and then under Share Control, click the name
of the participant. To allow any participant to take control, click Share
Control with All Participants.
Share A File
You can use Communicator to send files to your contacts (you cannot send a file to multiple users at the same time).
To send a file to someone in your Contact List
Drag the file or files from their folder locations and drop onto the person’s name in your Contact List.
To send a file during an IM conversation
Drag the file or files from their folder locations and drop into the Conversation window.
To send a file to a conference participant
In the Participant List of the Conversation window, right click the contact you want to send a file to, click on Send a File, then select the file
you wish to send.
To receive a file
From the Conversation window, click Accept.
To change the folder for storing received files
In the Office Communicator title bar, click the Menu button, point to Tools, and then click on Options. Click the General tab, click Browse,
select your destination folder and click OK.
Meet Now
By using the Meet Now function, you can initiate an Instant Message conversation with people outside
of Marco’s network regardless of whether or not they use OCS.
Start a conference and invite people inside or outside your organization
Click the Menu button, and then click Meet Now to open a new conference. To invite others, do
one or both of the following:
• To invite someone inside your organization, click the Invite button, and then
select a contact from the list.
• To invite someone outside your organization by e-mail, in the new conversation window, click the
arrow next to the Invite button, and then click Invite by E-mail. An e-mail message opens in
Microsoft Outlook. Send the e-mail to the invitee, who can join the conversation by using either
Communicator or Communicator Web Access.
Escalate Communication Modes
With Office Communicator 2007 R2, you can add communication modes to your conferencing session. For example, you can start an IM
conversation with a single contact, add more contacts, and then add audio and video. If you need to share documents or slides, you can share
your desktop or escalate to a Live Meeting session.
Turn an IM conversation into a conference
During an IM session, click the Invite button, and then select the
contacts that you want to invite to the conference.
Turn an IM conference into a phone or AV conference
During an IM conference, click Add Audio to add audio to the
conference, or click Add Video to add video to the conference.
Turn a phone or A/V conference into a Live Meeting
During a conference call, click the arrow to the right of the Additional
Actions button, and then click Share Information Using Live Meeting
or Meet Now Using Live Meeting Service.
Communicator Web Access
Communicator 2007 R2 also offers a web client that is accessible from any computer
with an internet connection.
• Browse to https://ocsweb.cord.edu
• Enter your email address and Windows password to login.
OCS and Office
When you are working in Outlook, you will see a Presence indicator next to the name of any contact in Marco’s Active Directory. If you click on
the Presence indicator, you will see options for contacting that contact. You can also enable Smart Tags which will underline the names of your
contacts in other Office programs such as Word and Powerpoint.
To enable Smart Tags in Outlook 2007
Click on Tools, then click on Options. In the Options window, click on the Spelling tab. Click on the
Spelling and AutoCorrection button. In the upper left ribbon, click on Proofing. Click on the
AutoCorrect Options button. In the AutoCorrect in Email box click on the Smart Tags tab. Check the
box next to Label text with Smart Tags and then choose which Smart tags you wish to recognize and
click OK.
To enable Smart Tags in Word
Click on the Windows button in the upper left of the window, then click on the Word Options button.
In the upper left ribbon, click on Proofing. Click on the AutoCorrect Options button. In the
AutoCorrect in Email box click on the Smart Tags tab. Check the box next to Label text with Smart
Tags and then choose which Smart Tags you wish to recognize and click OK.
Communicator Mobile
The Communicator Mobile 2007 R2 client is more user friendly than the previous version. Battery usage
is improved, and the R2 client supports group expansion.
To install Communicator Mobile on your PDA
On your PC or laptop, browse to http://www.getcomo.com
Double click on CommunicatorMobile.PPC
In the popup box, click “Run” and follow setup instructions
Once the program is installed on your PC or laptop, you will have to sync your mobile device to your
PC. Follow the instructions on your mobile device to complete the install.