Instant Messaging

Microsoft Office Communicator User Guide

Contents

Note     
Microsoft Office Communicator v2007   
Launching the application   
Presence   
Adding contacts   
Adding groups   
Notifications   
Custom configuration  
Using Communicator   
Interfacing with a contact  
Closing Communicator  
Additional Communicator help\resources  
End of documentation  

Note
The Office Communicator server and client applications/services are for internal DUCOM authorized users only. By using this system you consent to monitoring which can be used by DUCOM security officers or law enforcement officials.  For more information please visit this site to view the Acceptable Use Policy.

If you have any DUCOM-specific questions/problems, etc. please contact the DUCOM Helpdesk @ 215-762-1999 or dmsupport@drexelmed.edu

Microsoft Office Communicator v2007

Launching the application for the first time
Click Start; All Programs; Microsoft Office Communicator 2007. You will be presented with a sign-in page. Your sign-in address is your DUCOM email address (ex: test.user@drexelmed.edu). Click the Sign In button.


 
Once logged in you will be presented with an application screen:


 
Presence
The large green circle is your default and “available” setting. This is called Enhanced Presence and integrates with Outlook; Communicator and Live Meeting. If you have a meeting or task scheduled in Outlook, this presence status will automatically be reflected in your Communicator window depending on your calendar/tasks. You can click on the drop-down arrow next to the presence icon to change your status. Options are: available; busy; do not disturb; be right back; away. Also in this area you can specify your current location (ex: home; office; lab; hospital, etc) which will be reflected by the tiny picture in the top-right corner of the Communicator window). As you can see from the picture below, Peter’s status is “available in the office”. He tries to send a message to Test User, but his status is “Do not disturb”. The IM fails to send to Test User – but Test User will receive an automated email in his Outlook Inbox stating that a user tried to contact him. You will also now notice these Enhanced presence icons inside of Outlook emails. This way if you need to reply to an urgent email to a person, it will show you that he’s available via IM and you can just chat with him instead of sending an email.


 
Sample of email with Enhanced presence detection:


 
Adding contacts

Since your Communicator window is fairly blank, you’ll want to add contacts (aka Buddies).  On the top tool-bar click the down-arrow chevron symbol and then select Tools; Add a Contact. You can choose to add new contacts via email address (if you know it) or via a search. If you choose the Search for a contact method you only need to know partial information on your contacts that you wish to add. Note: This “Add a Contact” area utilizes the DUCOM Global Address List that Active Directory and Outlook utilize. However – only DUCOM users whose accounts are already SIP-enabled (those people already authorized to use Communicator) will show up in the search results. This is the easiest way to bulk add contacts.


 

You can also utilize the built-in search bar (the bar below the big green circle). This search bar will utilize DUCOM’s Global Address List (aka Outlooks address book).


 
Adding groups

You can also choose to categorize your contacts into logical different groups (Ex: If you wish to add people from the IT Department to an “IT” group or specific people to an “OBGYN” group). You can create new groups by clicking Tools; Create New Group.
You can also choose how to view your different group classifications. To the right of the search bar, click the square icon with the lines of text and the down arrow (picture below). You have the options to sort your contacts based on different criteria.


 
Notifications
On the far-right side of the Communicator window is a blue “i” with a circle around it. This is your information/status window. This will turn red whenever Communicator has technical problems (Ex: credential; certificate; address book; Outlook integration, etc). You don’t need to concern yourself with the “Help Make Communicator Better or the “Give Us Feedback Online” options as these are Microsoft’s way of market analysis and doesn’t impact your DUCOM messaging experience. Note: The option “Save Your Conversations” has been administratively been disabled by DUCOM. You will not be able to archive/save messages with Outlook. Once you click this option you will be brought to the Communicator Options screen.


 
Custom configuration
In the Options screen you can configure the look/feel of your messaging experience. You can choose settings such as “Automatically start Communicator when I log onto Windows”. I’d recommend that you spend most of your time and choices in the “Personal information manager area”. Here you’ll be able to configure many options on your presence information and how and what is displayed to other Communicator users.


 

In the Tools; Options area under the Alerts tab you have more options on how you want to interface with Communicator. The options are pretty much self-explanatory, but are important to know about so that the messaging experience doesn’t interfere with your normal daily work-load; tasks and duties.


 
Using Communicator
Now that you know about the configurations and settings for Communicator and know how to add people…let’s chat to someone. To do this, simply double-click on the users name in your contact list and the conversation window will open. Just like any other Microsoft application interface, you have options to change the font; colors; add emoticons, etc. If you have a microphone/webcam (laptop) then you can have a video/voice chat with the other person - even if that other person does not.


 
To chat with multiple people at the same time (chat room) hold down the CTRL key and single left-click the contact’s name you wish to participate with. Right-click the last contact’s name and then left-click “Send an Instant Message”. You’ll all be placed into a chat room together at the same time for quick business-related collaboration.
 



Interfacing with a contact

When you right-click on a contact you have multiple options. You can do various things like IM; VOIP calls (not presently available at DUCOM); send email; schedule Outlook meetings; send files; Use Live Meeting (explained below). You can also view advanced details/properties about contacts; change their level of access (what information they can see about/from you); etc.


 

Closing Communicator
When you are done using Communicator – it is “not” like most Windows applications. Simply click on the “X” in the top-right corner will just minimize the Communicator windows - Communicator will still be visible and running in your system tray (near the clock on your desktop).


 
This can be confusing to end users as Communicator is still signed in and running, even though you just clicked the “X” in the corner. What you need to do now is to right-click the oval Communicator icon in the System Tray (the color of the icon is dependent on your Enhanced presence status (available/busy, etc) and then left-click “Exit”. This will sign your account out of the Communications Server (show you as offline/not signed in to others) and then close Communicator.
 
 
Additional Communicator help\resources
In the Options; Help menu within Communicator, there are built-in links to Microsoft.com based help and tutorials. Any information that wasn’t covered above in this DUCOM-specific documentation will be covered here.


 
Additional Office applications help and resources can be found here:


http://office.microsoft.com under the “Help and How-to” tab.


If you have any DUCOM-specific questions/problems, etc. please contact the DUCOM Helpdesk @ 215-762-1999.