User Guide: How-To Unified Communications

Transcription

1 User Guide: How-To Unified Communications DOCUMENT REVISION DATE: October, 2010

2 Unified Communications: How-To / Table of Contents Page 2 of 69 Table of Contents COMMUNICATOR PRESENCE AND INSTANT MESSAGING... 8 INTRODUCTION TO COMMUNICATOR... 8 What's New in Office Communicator 2007 R FIND AND ADD CONTACTS... 9 FIND A PERSON OR DISTRIBUTION GROUP AND ADD TO YOUR CONTACT LIST... 9 ADD A PERSON OR PHONE NUMBER FROM RECENT CONTACTS TO YOUR CONTACT LIST... 9 ADD A PHONE NUMBER TO YOUR CONTACT LIST... 9 CREATE GROUPS IN THE CONTACT LIST TO CREATE A GROUP USE ETIQUETTE IN INSTANT MESSAGING USE ETIQUETTE IN MANAGING STATUS USE ETIQUETTE IN MANAGING CONTACTS VIEW A PERSON'S CONTACT CARD TO VIEW A PERSON S CONTACT CARD SORT CONTACTS IN THE CONTACT LIST HOW CONTACTS ARE SORTED IN THE CONTACT LIST TO CHANGE THE VIEW OF THE CONTACT LIST KNOW IF A CONTACT IS AVAILABLE UNDERSTAND PRESENCE STATUS Presence states set by the user or by Communicator TAG A CONTACT FOR STATUS CHANGES TO TAG A CONTACT START AN INSTANT MESSAGING SESSION TO START AN INSTANT MESSAGING SESSION WITH A SINGLE CONTACT TO START AN INSTANT MESSAGING SESSION WITH A GROUP USE EMOTICONS IN INSTANT MESSAGES TO ADD AN EMOTICON TO AN IM INVITE SOMEONE TO AN IM SESSION TO INVITE SOMEONE TO AN IM SESSION HANDLE AN IM INVITATION TO ACCEPT AN INSTANT MESSAGE INVITATION... 20

3 Unified Communications: How-To / Table of Contents Page 3 of 69 TO DECLINE AN INVITATION TO RESPOND TO AN INSTANT MESSAGE WITH A CALL TO SET YOUR STATUS TO DO NOT DISTURB UNTIL THE TOP OF THE HOUR COMMUNICATOR PHONE AND VIDEO GET STARTED WHAT YOU NEED TO GET STARTED ADJUST PHONE AND VIDEO MAKE PHONE CALLS MAKE A ONE CLICK PHONE CALL CALL AN ALTERNATE PHONE NUMBER ENTER A PHONE NUMBER TO CALL INVITE SOMEONE TO A CALL RECEIVE PHONE CALLS ANSWER A PHONE CALL REDIRECT A CALL MAKE VIDEO CALLS MAKE A VIDEO CALL INVITE SOMEONE TO CALL RECEIVE VIDEO CALLS ANSWER A VIDEO CALL REDIRECT A CALL USE CALL CONTROLS FORWARD CALLS FORWARD CALLS TO VOICE MAIL, ANOTHER PHONE, OR A CONTACT RING ANOTHER NUMBER AT THE SAME TIME YOUR NUMBER RINGS REDIRECT UNANSWERED CALLS TO VOICE MAIL, ANOTHER NUMBER, OR A CONTACT SET UP A TEAM CALL MANAGE VOICE MAIL CALL VOICE MAIL CHANGE YOUR VOICE MAIL GREETING CONTROL ACCESS TO INFORMATION EDIT AND PUBLISH YOUR PHONE NUMBERS CONTROL ACCESS TO YOUR PHONE NUMBERS ABOUT PHONE NUMBER FORMATS... 29

4 Unified Communications: How-To / Table of Contents Page 4 of 69 COMMUNICATOR MOBILE SET UP CALLING OPTIONS TO SET UP CALLING OPTIONS FOR COMMUNICATOR MOBILE CALL VIA WORK (MOBILE CONTACT LIST) TO MAKE A CALL VIA WORK FROM THE COMMUNICATOR MOBILE CONTACT LIST CALL VIA WORK (DEVICE CONTACT LIST) TO MAKE A CALL VIA WORK FROM THE COMMUNICATOR MOBILE CONTACT LIST ANSWER A CALL VIEW AND USE A CONTACT CARD TO VIEW A CONTACT CARD TO SEND AN INSTANT MESSAGE TO A CONTACT TO MAKE A CALL FROM THE CONTACT CARD ADD SOMEONE TO CONTACT LIST TO SEARCH FOR SOMEONE DELETE SOMEONE FROM CONTACT LIST TO DELETE A CONTACT FROM YOUR CONTACT LIST CHANGE YOUR PRESENCE STATUS TO VIEW YOUR PRESENCE STATUS TO CHANGE YOUR PRESENCE STATUS ABOUT AUTOMATIC PRESENCE STATUS CHANGES CREATE OR EDIT YOUR PERSONAL NOTE TO CREATE OR EDIT A PERSONAL STATUS NOTE TAG A CONTACT TO TAG A CONTACT TO SET THE DISPLAY STATUS ALERTS FOR TAGGED CONTACTS OPTION SEND AN INSTANT MESSAGE TO SEND AN INSTANT MESSAGE INVITE OTHERS TO AN IM CONVERSATION CALL DURING AN IM CONVERSATION HANDLE AN INSTANT MESSAGE SWITCH BETWEEN IM CONVERSATIONS TO SWITCH BETWEEN CONVERSATIONS, DO ONE OF THE FOLLOWING:... 37

5 Unified Communications: How-To / Table of Contents Page 5 of 69 COMMUNICATIONS SERVER ATTENDANT GET STARTED WITH ATTENDANT SETTING UP A DELEGATE ON THE MANAGER'S COMPUTER, DO THE FOLLOWING: UNDERSTAND THE MAIN WINDOW SEARCH FOR A CONTACT TO SEARCH FOR A CONTACT TRANSFER A CALL OR INSTANT MESSAGE CONSULTING BEFORE THE TRANSFER ANSWER AN INCOMING CALL MAKE AN OUTGOING CALL TO CALL SOMEONE IN YOUR CONTACT LIST TO DIAL A NUMBER TAKE NOTES DURING A CALL REDIRECT A CALL MAKE A CONFERENCE CALL TO MAKE A CONFERENCE CALL TO ADD CONTACTS DURING A CONFERENCE CALL CONFERENCING INTRODUCTION TO CONFERENCING OFFICE COMMUNICATOR CAPABILITIES LIVE MEETING CAPABILITIES CHOOSE A CONFERENCING OPTION OVERVIEW OF DIAL-IN CONFERENCING SET UP DIAL-IN CONFERENCING DOWNLOAD AND INSTALL THE CONFERENCING ADD IN FOR OUTLOOK CONFIGURE YOUR DIAL IN CONFERENCING SETTINGS VERIFY DIAL-IN CONFERENCING SETTINGS DIAL-IN CONFERENCING PERMISSIONS TO SET PERMISSIONS FOR A CONFERENCE DIAL-IN CONFERENCING AUDIO OPTIONS TO SET AUDIO OPTIONS FOR A CONFERENCE... 50

6 Unified Communications: How-To / Table of Contents Page 6 of 69 CONFERENCING WITH COMMUNICATOR START AN IM CONFERENCE START AN IM CONFERENCE WITH MULTIPLE CONTACTS START AN IM CONFERENCE WITH A GROUP INVITE SOMEONE TO AN IM CONFERENCE JOIN AN IM CONFERENCE JOIN AN IM CONFERENCE START AN UNSCHEDULED CONFERENCE START A CONFERENCE CALL WITH MULTIPLE CONTACTS OR A GROUP JOIN AN UNSCHEDULED CONFERENCE START AN AUDIO/VIDEO CONFERENCE START AN AUDIO/VIDEO CONFERENCE WITH MULTIPLE CONTACTS START AN AUDIO/VIDEO CONFERENCE WITH A GROUP JOIN AN AUDIO/VIDEO CONFERENCE JOIN AN AUDIO/VIDEO CONFERENCE JOIN FROM ANOTHER DEVICE MEET NOW FROM COMMUNICATOR START A CONFERENCE AND INVITE PEOPLE INSIDE OR OUTSIDE YOUR ORGANIZATION SCHEDULE A CONFERENCE CALL JOIN A SCHEDULED CONFERENCE TO JOIN A CONFERENCE CALL AS A PARTICIPANT BY PHONE TO JOIN A CONFERENCE CALL AS A PARTICIPANT BY PHONE TO JOIN A CONFERENCE CALL (AS A LEADER OR AUTHENTICATED USER) BY PHONE CONDUCT A CONFERENCE INVITE OTHER PEOPLE TO A CONFERENCE CALL MAKE A PARTICIPANT A CONFERENCE LEADER EJECT A PARTICIPANT MUTE A PARTICIPANT INVITE A PARTICIPANT TO A NEW CONVERSATION SHARE YOUR DESKTOP ESCALATE COMMUNICATION MODES TURN AN IM CONVERSATION INTO A CONFERENCE TURN AN IM CONFERENCE INTO A PHONE OR AV CONFERENCE SHARE YOUR DESKTOP TURN A PHONE OR A/V CONFERENCE INTO A LIVE MEETING... 59

7 Unified Communications: How-To / Table of Contents Page 7 of 69 CONFERENCING WITH LIVE MEETING SCHEDULE A LIVE MEETING JOIN A SCHEDULED LIVE MEETING JOIN A LIVE MEETING MEET NOW FROM OUTLOOK JOIN A MEET NOW LIVE MEETING JOIN A LIVE MEETING IMPORT CONTENT INTO A LIVE MEETING SHOW AND SHARE APPLICATIONS RECORD A LIVE MEETING HANDLE IN-MEETING QUESTIONS TO ASK A QUESTION TO ANSWER A QUESTION FEEDBACK: If you note mistakes in this guide, or identify procedures that are incorrect, we encourage you to your feedback to userguidefeedback@hostaccount.com. We continually strive to improve our customer support resources and your feedback in invaluable in assisting us with our goal to provide exceptional customer service. PLEASE NOTE: This Apptix Hosting Control Panel Support Resources section is updated periodically as new customer resources are added to assist customers with the use of their hosted services. You should occasionally check for updates to these support resources by logging into the Admin Control Panel and selecting the Help & Support menu option under the Hosting menu. Unified communications (UC) is the integration of real-time communication services such as instant messaging, presence awareness, telephony, and video conferencing with non-real-time communication services such as and integrated voic . UC is not a single product, but a set of products that provides a consistent unified user interface and user experience across multiple devices and media types. Additional support resources for Unified Communications (UC) can be found at the Support section of our website and within the Control Panel Help and Support link. Because the Unified Communications solution encompasses many of Apptix s products, please utilize the support resources found in the various sections of our website and within the Help and Support link.

8 Unified Communications: How-To / Communicator Presence & Instant Messaging Page 8 of 69 Communicator Presence and Instant Messaging Introduction to Communicator Microsoft Office Communicator 2007 R2 is a unified communications application that enables you to communicate and collaborate easily with others in different locations or time zones using a range of communication options, including instant messaging (IM), voice, desktop sharing, and video. Integration with programs across the Microsoft Office system including Outlook, Word, Excel, PowerPoint, OneNote, Groove, and SharePoint gives end users many different ways to communicate directly from the context of their task. What's New in Office Communicator 2007 R2 Office Communicator 2007 R2 offers all the features of the previous version, including: Presence information Instant messaging (IM) Voice over Internet Protocol (VoIP) Video New features with this version include the ability to: Share your desktop in order to collaborate, discuss, or edit documents with a single colleague or an entire team Use dial-in conferencing to call into a scheduled conference using a regular mobile, desk, or home phone Use Team Call to set up a group of contacts who can answer your incoming calls Directly call a contact s voice mailbox to leave a message Use the Meet Now option to quickly start a new conference and invite people who are either inside or outside of your organization More easily manage your phone contacts, call-forwarding groups, and current conversations

9 Unified Communications: How-To / Communicator Presence & Instant Messaging Page 9 of 69 Find and Add Contacts You can add people and distribution groups from your Corporate Address List to your Communicator Contact List. You can also add phone numbers to your Contact List. Find a Person or Distribution Group and add to your Contact List To find a person, type the person s name, address, or phone number in the Search box. To find a distribution group, type the distribution group name or alias in the Search box. As you type, Search results appear in the Search Results box. Add a person or phone number from Recent Contacts to your Contact List Drag the person s name from the Search Results box to a group in the Contact List. You cannot add a person to the Recent Contacts group. Add a phone number to your Contact List Type a phone number in the Search box, and then drag the number from the Search Results box into a group in your Contact List.

10 Unified Communications: How-To / Communicator Presence & Instant Messaging Page 10 of 69 Create Groups in the Contact List You can create contact groups to organize the people in your Contact List. To create a group 1. In the Office Communicator main window, right-click an existing group name, 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.

11 Unified Communications: How-To / Communicator Presence & Instant Messaging Page 11 of 69 Use Etiquette in Instant Messaging Before sending an IM, check the person's presence status. If the contact's presence status is Available (the presence icon is green), the contact may be available for a conversation, so you can start an IM conversation with the person. If a contact's presence status is set to: o Busy refrain from sending a message to the contact unless it's urgent. o In a Call they may be slow to respond or may not respond at all. Responses will vary by person and by the nature of the call. o Do Not Disturb do not send the contact a message unless it's an emergency. Don't worry about strictly taking turns or that spelling and grammar are perfect as this can artificially slow a conversation. Unlike , IM is conversational, similar to a face-to-face discussion. If you are initiating the IM, your first message should state the topic and ask the other person if they have time to IM with you (for example, "Got a moment to discuss the Contoso account?"). This may not be necessary with someone you work with frequently and when the question is quick and simple (for example, "Are you going to join us for the meeting?") Don t take offense if your contact doesn't respond immediately The contact may be unable to do so, even if the contact s presence status is Available. Assume the contact will respond when free. Avoid messaging someone repeatedly when you don t get a response. If you receive a terse IM response (for example, "in a meeting - talk later"), do not be offended. While this may be considered a rude response in person, it is a perfectly acceptable way for a contact to let you know they're unavailable for IM conversation at the time. Emoticons graphical representations of facial expressions can be useful in providing context for your messages Emoticons can help support a more natural form of communication. Avoid having too many "good byes" as you and your colleague attempt to end the conversation The first person to indicate an end to the conversation is usually enough. If you are in a meeting, call, or Web conference, it is best to turn off the sound of your IM This will ensure the sound of incoming IMs won t be disturbing to others who might be meeting with you. To turn off sound for incoming IM alerts, click the Task arrow in the left corner of the Communicator title bar, and then click Tools, click Options, click Alerts. Under Sounds, select Suspend Sounds when my status is Busy.

12 Unified Communications: How-To / Communicator Presence & Instant Messaging Page 12 of 69 Use Etiquette in Managing Status When you need to focus on high priority tasks, set your IM status to Busy to let coworkers know that you are not available for an IM conversation at the time. You can send an IM to a contact whose presence status is In a call, but the contact may be slow to respond or may not respond at all. When you, or a contact, are on the phone, your status is automatically set to Busy and your presence status shows In a call. Use Do Not Disturb sparingly, since always appearing as Do Not Disturb is similar to not answering your phone or . Use Do Not Disturb only when you absolutely cannot be disturbed (for example, during a presentation) or when you have an important deadline. If you will be away or in training, it s a best practice to leave a note where you are. Click the Type a note box to enter a note. Click outside the Type a note box when you are done to save the note. Use Etiquette in Managing Contacts You don t need permission to add someone to your Contact List However, by default, the person you add to your Contact List receives an alert that you have added him or her to your list. To add a contact, type the person s name in the Search box, and then drag the name from Search results into a group (other than Recent Contacts) in your Contact List. If someone adds you to their Contact List, you are not obligated to add them to your Contact List. If you receive an alert when someone adds you to their Contact List, you can gently decline by clearing the Add to this contact group box

13 Unified Communications: How-To / Communicator Presence & Instant Messaging Page 13 of 69 View a Person's Contact Card A person s contact card provides details about the contact s availability and activity. Depending on the access level that a contact granted you, you can see a contact s schedule, as well as any personal note the contact has written. To view a person s contact card Click the Presence button in the Contact List to the left of the contact name. You can open a user s contact card in multiple places in the Office Communicator 2007 R2 user interface. For example, to view a person s contact card, you can click the user s Presence button in the Contact List, the Search Results box, or in the Communicator Conversation window

14 Unified Communications: How-To / Communicator Presence & Instant Messaging Page 14 of 69 Sort Contacts in the Contact List How contacts are sorted in the Contact List By default, Communicator sorts contacts in each group in the Contact List first by availability, and then alphabetically. Available contacts (those that can be contacted) have either the Available or Busy presence status. The Recent Contacts group is an exception, and sorts contacts top-to-bottom according to those contacts with whom you ve most recently communicated. To change the view of the Contact List Click Change View, and then select a view from the menu Know If a Contact Is Available The Presence information that is displayed for each contact in your Contact List reflects the availability of the contact. Presence status is indicated graphically by a Presence button to the left of the contact s name, and by a text string to the right of the contact s name. Some Presence states, such as Available, can be set either by the user or by Office Communicator; other Presence states, such as Inactive, can only be set by Office Communicator.

15 Unified Communications: How-To / Communicator Presence & Instant Messaging Page 15 of 69 Understand Presence Status You can view a contact s Presence status to determine if the contact is available and willing to communicate. Presence states set by the user or by Communicator Presence button Description The contact is online and can participate in conversations. This status can be set manually by the user. Available The contact's presence may include the modalities he or she currently has access to, for example: Available - Voice only The contact can be reached on his or her Communicator Phone R2 device. Available - Mobile The contact can be reached on his or her Communicator Mobile device. Available - IM only The contact may be reached by IM but not voice. Available - No IM The contact does not have access to IM. The contact is available but engaged in another activity. Activities include: Busy In a Call In a Conference In a Meeting In a Call The contact is in a phone, voice, or video conversation. In a Conference The contact is in a multiparty conversation using phone, voice, video or application sharing. In a Meeting The office Outlook calendar shows that the contact has a scheduled meeting. The presence level can be set manually by the user. Do Not Disturb You see this status for a contact if the contact has assigned you to 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. Urgent Interruptions Only You see this status for a contact if the contact has assigned you to 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.

16 Unified Communications: How-To / Communicator Presence & Instant Messaging Page 16 of 69 The contact is probably not available. This status is displayed for the following reasons: Away The contact's computer has been idle for more than the idle time period setting minutes by default. The contact has manually set his or her presence status to Away. Inactive This contact may be available, but their computer has been idle for more than the idle time period setting -- 5 minutes by default. In this state, the contact is online, idle, and transitioning from an Available state. This status is set by Communicator. 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. The contact is not available. This status is displayed for the following reasons: 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. Tag a Contact for Status Changes Communicator can notify you of changes in a contact s status by displaying an alert whenever the contact s status changes to Available or Offline. The alert shows the contact s name, title, instant messaging address, and new presence status. You can click the alert to start an instant messaging session with that person. Configuring Communicator to display this alert for a given contact is called tagging. To tag a contact In the Contact List, right-click a contact, and then click Tag for Status Change Alerts.

17 Unified Communications: How-To / Communicator Presence & Instant Messaging Page 17 of 69 Start an Instant Messaging Session You typically start an instant messaging session by double-clicking a contact name in the Contact List. Doubleclicking a contact name opens the Conversation window where you enter your instant message and view responses from others. Instant messaging is only supported with your organization s Communicator contacts. To start an instant messaging session with a single contact In the Contact List, double-click a contact name, type a message, and then press ENTER. If the contact is not in the Contact List, type the person s name in the Search box, and then double-click the name in the Search Results box. To start an instant messaging session with a group Do one of the following: To send an instant message to a distribution group or contact group, right-click a group name, click Send an Instant Message, type a message and then press ENTER. To send an instant message to multiple contacts, hold the CTL key to select the contacts, right-click the last contact, and then click Send an Instant Message, type a message and then press ENTER.

18 Unified Communications: How-To / Communicator Presence & Instant Messaging Page 18 of 69 Use Emoticons in Instant Messages Emoticons are graphic images that you can use in your instant messages to convey feelings and emotions. To add an emoticon to an IM 1. In the Conversation window, in the message area, place the cursor where you want to insert the emoticon. 2. Click the Emoticon button, and then select an emoticon.

19 Unified Communications: How-To / Communicator Presence & Instant Messaging Page 19 of 69 Invite Someone to an IM Session You can invite additional participants to an IM session. To invite someone to an IM session Do one of the following: During an IM session, click Invite in the Conversation window. In the Search box, type a name or select a contact from the Contact List and then click OK. During an IM session, drag a contact from the Contact List of the Main window into the Participant List of the Conversation window.

20 Unified Communications: How-To / Communicator Presence & Instant Messaging Page 20 of 69 Handle an IM Invitation When someone sends you an instant message invitation, you receive an alert that appears in the bottom right of your computer screen. To accept an instant message invitation 1. In the instant message invitation alert, click anywhere in the left pane of the invitation. 2. In the Conversation window, type your response in the message area and then press ENTER. To decline an invitation In the instant message invitation alert, click Decline. To respond to an instant message with a call In the instant message invitation alert, click Redirect, and then click a name or number to call. To set your status to Do Not Disturb until the top of the hour In the instant message invitation alert, click Redirect, click Set to Do Not Disturb and your status will be changed to Do Not Disturb until the next hour increment. For example: If you set your presence status to Do Not Disturb at 11:15 A.M., your status will change to Do Not Disturb and will change back to Available at 12:00 noon.

21 Unified Communications: How-To / Communicator Phone & Video Page 21 of 69 Communicator Phone and Video Get Started Using Microsoft Office Communicator 2007 R2 as a soft-phone, you can: Make calls Receive calls Forward and transfer calls Use call controls such as mute speaker and microphone What you need to get started For audio (phone) conferencing, you need ONE of the following: A headset, OR A speaker and microphone, OR A USB audio device, OR Microsoft Communicator 2007 R2 Phone Edition desk phone connected to your computer NOTE For audio/video conferencing, you need a webcam connected to your computer. Adjust phone and video Office Communicator 2007 R2 automatically detects and selects the preferred phone and video devices for you. However, before you start placing and receiving calls, you may want to adjust your phone and video devices. Click the Menu button in the Office Communicator title bar, click Tools, and then click Set Up Audio and Video. On the Handset or Headset page, make sure the preferred device is selected. Then make sure the same device is selected on the next page, Speaker/Microphone or Speakerphone, under both Speaker and Microphone

22 Unified Communications: How-To / Communicator Phone & Video Page 22 of 69 Make Phone Calls You can use Office Communicator to make one-click phone calls to contacts in your Contact List. You can also call optional numbers by clicking the Calling optionsarrow to the right of the Callbutton. 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 you want to call. Enter a phone number to call Type the number in the Search box, and then click the Call button next to the number as it appears in the Search Results box. You can enter an internal phone extension, an external number, an alphanumeric number such as TAXI, or a contact s name. Invite someone to a call In the Conversation window, click Invite, and then select a contact, enter a name, or enter a number to call.

23 Unified Communications: How-To / Communicator Phone & Video Page 23 of 69 Receive Phone Calls When you receive a phone call, the call invitation alert appears in the bottom-right corner of your screen. Answer a phone call In the phone call invitation alert, click the left pane. The alert appears in the bottom right of your computer screen. If you have a Communicator Phone Edition desk phone or USB audio device attached, lift the handset or press Answer. Redirect a call Click Redirect, and then select an option from the menu. If you choose to redirect a call to an instant message, a call rejection message is sent to the caller and the Conversation window opens so that you can send the caller an instant message. Make Video Calls 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. Make a video call In the Contact List, right-click the contact that you want to call, and then click Start a Video Call. Invite someone to call In the Conversation window, click Invite, and then select a contact or enter a number to call in the Type a name or number box.

24 Unified Communications: How-To / Communicator Phone & Video Page 24 of 69 Receive Video Calls When you receive a video call invitation, the invitation alert appears in the bottom-right corner of your computer screen. Answer a video call In the video call invitation alert, click the left pane. The alert appears in the bottom right of your computer screen. Redirect a call Click Redirect, and then select an option from the menu. If you choose to redirect a call to an instant message, a call rejection message is sent to the caller and the Conversation window opens so that you can send the caller an instant message.

25 Unified Communications: How-To / Communicator Phone & Video Page 25 of 69 Use 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 In the Conversation window, click the End Call button. Put a call on hold In the Conversation window, click the Hold button. Transfer an incoming call to another person Click the call alert invitation to accept the call. In the Conversation window, click the Transfer button, click Another Person, and then select the contact to whom you want to transfer the call. Transfer an incoming call to another phone Click the call alert invitation to accept the call. In the Conversation window, click the Transfer button, click Another Person, and then select the phone that you want to transfer to the call to. Display Dialpad Click the Dialpad button. This control is often used when prompted for Voice Mail PIN or Access Codes. Mute speaker or adjust speaker volume In the Conversation window, click the Mute speaker button to turn off the speaker on your USB phone device. Click the arrow and use the slider to adjust the speaker volume. Mute microphone In the Conversation window, click the Mute microphone button to mute the microphone.

26 Unified Communications: How-To / Communicator Mobile Page 26 of 69 Forward Calls Communicator offers several options for automatically forwarding incoming calls. For example, you can forward calls to your Voice Mail, one of your other phone numbers, or another person. Forward calls to Voice Mail, another phone, or a contact 1. Click the Call Forwarding button. 2. Point to Forward Calls To. 3. Select a phone number, Voice Mail,New Number, orcontact. When calls are forwarded, your phone does not ring. Instead, calls are automatically forwarded to the specified destination. When specifying phone numbers, enter the country code, an area code, and the local number, using only the digits and optionally the + symbol. Do not use alphanumeric numbers. Thus, a U.S. number might look like: , , or An international number dialed from the U.S. might look like: or Ring another number at the same time your number rings 1. Click the Call Forwarding button. 2. Point to Simultaneously Ring. 3. Select a number, or click New Number and enter a number. The numbers available on the Simultaneously Ring menu are based on the numbers you published on the Phone Options tab (see Control Access to Information). Any new number you enter overwrites an existing number on the Simultaneously Ring menu.

27 Unified Communications: How-To / Communicator Mobile Page 27 of 69 Redirect unanswered calls to Voice Mail, another number, or a contact 1 Click the Call Forwarding button, and then click Call-Forwarding Settings. 2 In the Send unanswered calls to the following list, click a number, or click Voice Mail, New Number, or Contact, and then enter the number or select a contact. 3 To specify the time period before redirecting the call, in the Ring for this many seconds before redirecting box, use the arrows to increase or decrease the time interval.

28 Unified Communications: How-To / Communicator Mobile Page 28 of 69 Set Up a Team Call You can set up the Team Call feature so that incoming calls will ring you and the contacts you specify. You can set a delay so that incoming calls will ring you first, and then ring your contacts after a number of seconds. 1 Click the Call Forwarding button, and then click Call-Forwarding Settings. 2 Under Do the following when I get calls, select Ring me and my team-call group. 3 Click the Add button, and then click Contact. 4 Select the contact, and then click OK. 5 Use the Add button to add more contacts to your call group. 6 To set a delay before the contacts are rung, click the Ring Delay button, select theturn on ring delay check box, and then type the number of seconds. Manage Voice Mail Your Voice Mail messages appear in your Office Outlook Inbox. Call Voice Mail If you want to call your Voice Mail number to check messages, click the Call Forwarding button and then click Call Voice Mail. Instructions for accessing your Voice Mail, including your Access Number and your Extension and PIN should be provided to you in an from your administrator.

29 Unified Communications: How-To / Communicator Mobile Page 29 of 69 Change Your Voice Mail Greeting If you want to change your Voice Mail greeting, click the Call Forwarding button and then click Change Greetings. Control Access to Information You can assign levels of access to your contacts to control their access to your Presence information. Different attributes are exposed for each presence level, such as Block, Public, Company, Team, and Personal. For example, Mobile Phone is available at the Team level, but not at the Company level. Edit and publish your phone numbers 1. In the Communicator title bar, click the Menu button. 2. Point to Tools, click Options, and then click Phones. 3. Click the button for the number you want to add or edit. 4. After you have entered the number, select the Publish this phone number box for those numbers that you want to make visible to other Communicator users. Control access to your phone numbers After you publish your phone numbers, you must assign access levels to those contacts who you want to see your phone numbers. If you want a contact to see your Home and Mobile phone numbers, assign the contact to the Personal level. If you want them to see only your Work and Mobile numbers, assign them to the Team level. To assign a contact to an access level, right-click the contact, point to Change Level of Access, and then select the access level. About phone number formats When specifying phone numbers, enter the country code, an area code, and the local number, using only the digits and optionally the + symbol. Do not use alphanumeric numbers. Thus, a U.S. number might look like: , , or An international number dialed from the U.S. might look like: or See your system administrator for dialing requirements (such as adding 9 for outside calls) that may be specific to your organization.

30 Unified Communications: How-To / Communicator Mobile Page 30 of 69 Communicator Mobile Set Up Calling Options You can assign levels of access to your contacts to control their access to your Presence information. Different attributes are exposed for each presence level, such as Block, Public,Company, Team, and Personal. For example, Mobile Phone is available at the Team level, but not at the Company level. To set up Calling options for Communicator Mobile Before making calls with Communicator Mobile, make sure the Calls options are configured correctly. We recommend that Calls options are set to Simultaneously Ring your mobile number on incoming calls and use your mobile number for Outgoing Calls via Work. 1. In the Contact List, click Menu, click Options, and then click Calls. 2. Under Incoming Calls to Work, select Simultaneously Ring, and then select the number of your mobile device. If the number isn t available, select New and then enter the number of your mobile device. (These options may already be set for you at the time of your first sign-in.) 3. Under Mobile Phone Number, verify that your mobile number is accurate or enter your mobile number if it is not already entered, and then click Done (or OK on a Pocket PC device). Call via Work (Mobile Contact List) Communicator Mobile enables you to make calls from your mobile device by using your work identity. When you make a Call via Work, the call is routed to your mobile operator, and then to Office Communications Server 2007 R2, which calls you back. When you answer the callback, Office Communications Server places the call to the contact you have selected. Because the Call via Work is routed through Office Communications Server, the call recipient sees your work identity (either work number or name). To make a Call via Work from the Communicator Mobile Contact List 1 Click a contact in the Contact List. 2 In the contact card, click a phone number or Communicator Call to place a Call via Work. 3 Office Communications Server sets up the call and then calls you back. When you receive the server callback, click Answer. The call is then routed to the person you are trying to reach.

31 Unified Communications: How-To / Communicator Mobile Page 31 of 69 Call via Work (Device Contact List) You can make a Call via Work to contacts who are in your mobile device s Contact List. When you make a Call via Work, the call is routed to your mobile operator, and then to Office Communications Server 2007 R2, which calls you back. When you answer the callback, Office Communications Server places the call to the contact that you have selected. Because the Call via Work call is routed through Office Communications Server, the call recipient sees your work identity (either work number or name). To make a Call via Work from the Communicator Mobile Contact List 1 Open the Contact List application on your Mobile Device. 2 In the Contact List, select a contact, scroll right or left to select the number you want to dial. (For smartphones you may see an h, w, or m, for home, work, or mobile number.) 3 Click Menu, and then click Call via Work. You must be signed in to Communicator Mobile for the Call via Work menu to appear in the mobile device Contact List. Office Communications Server sets up the call and then calls you back. When you receive the server callback, click Answer. The call is then routed to the person you are trying to reach. Answer a Call To receive an incoming call with Communicator Mobile, do one of the following: Click Answer in the alert that appears on your phone. You can then conduct the call as you would a typical cell phone call. Click Ignore to decline the phone call

32 Unified Communications: How-To / Communicator Mobile Page 32 of 69 View and Use a Contact Card A person s contact card provides details about their availability and activity. More importantly, the contact card provides up-to-date Presence status for a contact. Depending on the access level that a contact has granted you, you can also see additional phone numbers, the contact s schedule, as well as any personal notes that the contact has written. The contact card also provides a starting point for connecting with a contact. This includes the ability to start an IM session, call the contact, or send an message to the contact. To view a contact card In the Contact List, click the contact s name. To send an instant message to a contact 1 In the Contact List, click the contact's name. 2 From the contact card, click Send Instant Message. 3 Type your message, and then click Send. To make a call from the contact card In the Contact List, click a phone number or Communicator Call to make a Call via Work. To make a traditional cell call, click a number, click Menu, and then click Call. Depending on access levels granted to you and the contact's available information, you may or may not see Work and Mobile numbers listed.

33 Unified Communications: How-To / Communicator Mobile Page 33 of 69 Add Someone to Contact List With Communicator Mobile you can search for someone by name, address, work or mobile number, and then initiate a call, send an instant message, view the user s contact card, send an , or add the contact to your Contact List. To search for someone 1 In the Contact List, click Menu, and then clickfind/add. 2 Type the person s name, address, work or mobile number in the Find/Add box, and then click Find. 3 Under Search Results, click the name of the person you want to contact or add to your Contact List, and then do one of the following. To add a contact, click Menu, and then click Add, select the group where you want to add the contact, and then clickok. To call the contact, send an instant message or an , click Select, and then click an option on the contact card. Delete Someone from Contact List You can delete a contact from your Contact List. This does not affect your Company Address Book or any other address list in which the contact appears. To delete a contact from your Contact List On the contact card, click Menu, and then click Delete. The contact is deleted from your Contact List only, and will still appear in search results

34 Unified Communications: How-To / Communicator Mobile Page 34 of 69 Change Your Presence Status Communicator provides a set of personal Presence attributes that you can customize and make available to other contacts to help them communicate with you. As shown in the following illustrations, Presence attributes include your presence status and a personal status note. To view your Presence status In the Contact List, click Menu, and then click My Status. Your current Presence status is indicated by a check mark. When you are signed in, your current Presence status is also displayed next to your name at the top of the Contact List. To change your Presence status 1. In the Contact List, click Menu, and then clickmy Status. 2. Scroll to the Presence status that you want others to see, and then click Select. When you manually set your Presence status, the status persists until you manually change it back to Available, or click Reset Status to enable your status to be automatically detected. About automatic Presence status changes Communicator Mobile will automatically set your Presence status by detecting your current activity on the mobile device or by gathering information from your Microsoft Exchange Server calendar if you are also signed in to Microsoft Office Communicator on your desktop. For example, if you have a meeting scheduled on your calendar, Communicator Mobile will automatically set your Presence status to In a Meeting. If the back light on your mobile device turns off, Communicator Mobile will automatically set your Presence status to Inactive after a predetermined interval of time.

35 Unified Communications: How-To / Communicator Mobile Page 35 of 69 Create or Edit your Personal Note In addition to setting your Presence status, you can share Presence information with others by creating a personal status note. To create or edit a personal status note 1 In the Contact List, click Menu, and then click My Note. 2 Type a message to let others know more about your Presence status, and then click OK. Users who have you on their Contact List can see your personal status note. To see the personal status note of a user on your Contact List, view the user s contact card as described in "View and Use a Contact Card." Note that Out of Office status set in Outlook is also reflected in your personal status note. Tag a Contact You can tag a contact to receive an alert when the contact s Presence status changes to Available or Offline. To tag a contact 1. From the Contact List, click the contact name. 2. From the contact card, click Menu, and then select or click to clear Tag Contact. When tagging is turned on, a check appears next to the Tag Contact menu item. 3. Click Close. After you tag a contact, ensure that the Display status alerts for tagged contacts option has been turned on. To set the Display status alerts for tagged contacts option 1. From the Contact List, click Menu, and then click Options. 2. Click Alerts, and then select Display status alerts for tagged contacts. 3. Click Done (OK).

36 Unified Communications: How-To / Communicator Mobile Page 36 of 69 Send an Instant Message You can send and receive instant messages with the people in your Contact List or in your organization s address book. To send an instant message 1. In the Contact List, click the name of the person to whom you want to send an instant message. 2. Click Send Instant Message. 3. Type your mesage, and then either click Send or click the center select key on your mobile device. Invite Others to an IM Conversation In the Conversation window, click Menu, click Invite, and then do one of the following: Under Contacts, click the name of the contact you want to invite, and then click Select. Type the address of the person you want to find, and then in the Search Results, click the name of the person that you want to invite Call during an IM Conversation If you are engaged in an IM session with another contact in your enterprise or with a federated contact, you can call the contact. 1 In the Conversation window during an IM session, click Menu, and then click Call. 2 Click Call via Work to call the contact. The contact sees your work number on receiving the call. Click Call to place a traditional cell call to the contact. The contact sees your mobile number upon receiving the call.

37 Unified Communications: How-To / Communicator Mobile Page 37 of 69 Handle an Instant Message When you receive an IM invitation, an alert appears. Do one of the following: Click Chat to accept the message. Type a response in the message entry area and then click Send. Click Ignore to decline the invitation Switch Between IM Conversations With Communicator Mobile, you can conduct multiple IM conversations at the same time. To switch between conversations, do one of the following: In the Conversation window, click Menu, click Conversations, and then click the conversation you want to resume. In the Contact List, in the Current Conversations group, click the conversation you want to resume. Click the Left/Right scroll options on the center select key of your mobile device

38 Unified Communications: How-To / Communicators Server Attendant Page 38 of 69 Communications Server Attendant Get Started with Attendant Office Communications Server 2007 R2 Attendant is an integrated call management application that enables you to effectively manage many conversations at once through rapid call handling, instant messaging, and on-screen routing. Typical users of Communications Server Attendant are administrative assistants, team delegates, and receptionists. A primary function of Communications Server Attendant is enabling a person to accept calls that were targeted at another person, for example an administrative assistant answering a call for the manager. This functionality is highly configurable you can determine which calls go to the administrative assistant and which calls "break through" to the manager. An administrative assistant can also place calls on behalf of the manager or another coworker who configures the administrative assistant as a delegate Setting Up a Delegate Office Communications Server Attendant is designed so that delegates, such as administrative assistants, can easily handle calls on behalf of their managers. This is particularly important if a manager receives a large number of phone calls during the work day, and cannot personally handle them. On the manager's computer, do the following: 1. Open Office Communicator (not Communications Server Attendant) and make sure that the manager's computer is running version 3.0. If it is not running version 3.0, contact your system administrator to have it installed on your computer. Previous versions of Communicator do not work with this feature. NOTE To determine your version of Communicator, click the Menu button (the down arrow in the upper left next to the Communicator logo), click Help, and then click About Microsoft Office Communicator. 2. Once you have Communicator 3.0 installed, click the Menu button, and then click Tools. 3. Click Call Forwarding Settings. 4. Under Do the following when I get calls, select either Ring me and my delegates or Forward to my delegates. 5. Click Add, and then type the name of the delegate in the Search box. 6. When the delegate's name appears in the Search Results, double-click it, and it appears in the Delegates list. 7. Click Close, make sure Simultaneously ring delegates or a team is set to Me and all delegates at the same time, and then click OK. NOTE The delegate receives an alert notifying her that she has been added as a delegate to the manager's account. Also, the manager is added to the delegate's People I Support group. Now, every call that is placed to the manager will ring the delegate's phone at the same time. Both the manager's and delegate's call alerts will include hints that let each know who the caller is trying to reach.

39 Unified Communications: How-To / Communicators Server Attendant Page 39 of 69 Understand the Main Window The Main Window is divided into the Conversation Area and the Contact List. A conversation can be a phone call, a conference call, or an instant message. By paying attention to the Incoming, Active, and Pending conversation areas, you can easily manage multiple conversations at once. Search for a Contact You can search for a contact by typing their name in the Search box. As you type, matching names appear in the Search Results. To search for a contact 1 Type the name of a contact in the Search box. 2 Matching names appear in the Search Results.

40 Unified Communications: How-To / Communicators Server Attendant Page 40 of 69 Transfer a Call or Instant Message 1 Click the Transfer icon. 2 Double-click the name in the Contact List that you want to transfer the call to. NOTE If the transfer is successful, NO visual indicator is displayed the call simply disappears from your Conversation window. An unsuccessful transfer displays an error message. Consulting Before the Transfer You can consult with the person you want to take the transfer before the transfer is made. 1. Click the Consult icon. 2. Click either the voice or IM icon. If the recipient agrees to take the transfer, click the Connect icon. NOTE If the transfer is successful, NO visual indicator is displayed the call simply disappears from your Conversation window. Answer an Incoming Call When someone calls you, an alert appears in the left side of your main window. To answer it, just double-click anywhere on the alert.

41 Unified Communications: How-To / Communicators Server Attendant Page 41 of 69 Make an Outgoing Call To call someone in your Contact List Double-click their name in your Contact List or click the phone icon next to their name. You can search for a contact by typing their name in the Search box. As you type, matching names appear in the Search Results. To dial a number 1 Enter the number in the Search box. 2 Double-click the Search Results.

42 Unified Communications: How-To / Communicators Server Attendant Page 42 of 69 Take Notes During a Call 1 Select the contacts you want to invite from your Contact List. 2 Click anywhere in the NOTE area. 3 Type your note. Redirect a Call If you get another call during a conversation, you can redirect it to an instant message or to your voice mail. On the incoming call alert, click Redirect, and then click Send an Instant Message or Voice Mail.

43 Unified Communications: How-To / Communicators Server Attendant Page 43 of 69 Make a Conference Call You can tag a contact to receive an alert when the contact s presence status changes to Available or Offline. To make a conference call 1 Select the contacts you want to invite from your Contact List. 2 Right-click one of the contacts. 3 Click Start a Conference Call. To add contacts during a conference call Click the Add icon, and then drag the contacts from the Contact List into the Conference area.

44 Unified Communications: How-To / Conferencing Page 44 of 69 Conferencing Introduction to Conferencing Microsoft unified communications offers robust conferencing options, enabling users to easily start, schedule, and join audio conferences and Live Meeting conferences. Conferences can be conducted using Office Communicator or Live Meeting. Office Communicator capabilities Meet Now Conferences Users can start Meet Now Communicator conferences when they need to conduct conferences that require IM, audio, video, or desktop-sharing capabilities. IM conferences Users can start IM conferences by inviting additional users to an existing IM conversation or by starting an IM conversation with multiple users. Unscheduled audio conference calls Users can start an ad-hoc conference call by adding additional users to an existing call or by starting a call by selecting multiple contacts in the Communicator Contact List. Scheduled audio conference calls Users can schedule Communicator audio conference calls by using the Outlook Conferencing Add-In. Conference call meeting appointments, when accepted, are added to a user's Outlook Calendar. Desktop sharing with audio or IM conferences With Office Communicator 2007 R2, users have Desktop Sharing capabilities. Users can start desktop sharing during an IM or audio conference. Dial-in Conferencing Dial-in Conferencing can replace your company s telephone conferencing provider. Dial-in Conferencing enables users to join an audio conference using their computer audio device or using a traditional desk phone or mobile device. Users can join from inside or outside the corporate network With Dial-in Conferencing capabilities, users can dial into an audio conference, regardless of whether they are members of the corporate network. Live Meeting capabilities Meet Now Live Meetings Users can start Meet Now Live Meetings when they need to conduct conferences that require audio, recording, and application-sharing capabilities. Scheduled Live Meetings Users can use the Outlook Conferencing Add-In to schedule Live Meetings when they need to conduct conferences that require audio, recording, and application-sharing capabilities. Advanced Live Meeting capabilities Live Meeting offers enhanced meeting capabilities such as application-sharing, meeting lobby, question and answer capabilities, and shared notes. Dial-in Conferencing Live Meeting supports Dial-in Conferencing which can replace your company s telephone conferencing provider. Meeting participants can join using their computer audio devices or using a traditional desk phone or mobile device. Users can join from inside or outside the company - With Live Meeting s Dial-in Conferencing capabilities and Web console, users can dial into an audio conference and join a Live Meeting, regardless of whether they are members of the corporate network.

45 Unified Communications: How-To / Conferencing Page 45 of 69 Choose a Conferencing Option Use the table below to choose the best conferencing option for your needs. IF YOU NEED TO USE THIS CONFERENCING OPTION Conduct a multi-party IM conversation. (Users must be part of the corporate network or federated to join an IM conference.) Start an IM Conference. See "Start an IM Conference" under Conferencing with Communicator. Make an unscheduled audio conference call. Use Office Communicator. See "Start an Unscheduled Conference" under Conferencing with Communicator. Schedule an audio conference call to get on everyone s calendar where you can use voice, video, and desktop sharing. Use Office Communicator. See "Schedule a Conference Call" under Conferencing with Communicator. Share a view of your desktop to present and open document or application. Use Office Communicator. See "Share Your Desktop" under Conferencing with Communicator. Start an unscheduled Live Meeting where you can use Web conferencing features beyond desktop sharing, such as application sharing, recording, meeting lobby, question and answer, white board, and shared notes. Use the Live Meeting Meet Now option. See "Meet Now from Outlook" under Conferencing with Live Meeting. Schedule a Live Meeting where you can use Web conferencing features beyond desktop sharing, such as application sharing, recording, meeting lobby, question and answer, white board, and shared notes. Schedule a Live Meeting. See "Schedule a Live Meeting" under Conferencing with Live Meeting.

46 Unified Communications: How-To / Conferencing Page 46 of 69 Overview of Dial-in Conferencing Dial-in Conferencing is a new option for audio conferences that are hosted on Office Communications Server 2007 R2. The dial-in option provides a cost-efficient replacement for your company s conferencing provider service. It also allows conference call attendees to join a Communicator conference call or a Live Meeting that uses Dial-in Conferencing for the audio by calling in from a phone or mobile device. The dial-in option can be used for scheduled Communicator conference calls or Live Meeting. With Dial-in Conferencing, members and non-members of your corporate network can join a conference call without needing a conferencing provider. Cost-efficient audio conferencing Dial-in Conferencing replaces the need for a third-party telephone conferencing provider, offering companies significant savings on their audio conferencing call charges. Schedule conference calls with users inside and outside your corporate network Users can easily schedule their own conference calls and Live Meetings with other users inside or outside the corporate network. Join from anywhere by computer audio device, traditional phone or mobile device With Dial-in Conferencing, users can join a meeting using a computer and connected audio device, a traditional desktop phone, or mobile device. User identification within the call With Dial-in Conferencing, users are indentified in the conference, by phone number for anonymous users or by their user name for members of the corporate network. Set Up Dial-in Conferencing Before you can schedule a Communicator conference call or Live Meeting that includes support for Dial-in Conferencing, you must install or upgrade the Conferencing Add-in for Microsoft Office Outlook. Remove any earlier versions of the Microsoft Office Live Meeting client and Conferencing Add-in. Also, ensure that Outlook is not running, and then install the recent version of the Conferencing Add-in. Download and install the Conferencing Add in for Outlook Exit any Microsoft Office programs that are currently running. Go to Download the Conferencing Add-in for Microsoft Office Outlook. At the bottom of the page, review the Microsoft Software License Terms and the Conferencing Add-in for Microsoft Office Outlook Privacy Statement. If you agree with the terms of the license agreement and privacy statement, click Accept Terms and Install Add-in. Click Save, and save ConfAddins_Setup.exe to a folder on your local hard disk. Double-click ConfAddins_Setup.exe, click Next, and when the installation is complete, click Close.

47 Unified Communications: How-To / Conferencing Page 47 of 69 Configure your Dial in Conferencing settings To join a conference as a conference Leader, Presenter, or authenticated caller, you must use a PIN to join the conference. 1. To set up your PIN, do one of the following: In Outlook, click Conferencing, and then click Dial-in Conferencing Settings. In the browser window Address bar, type the address of the Dial-in Conferencing Settings page that was provided to you by your administrator. For example, If you received an invitation to join a conference, under Audio Information, click Have you set your PIN? to open the Dial-in Conferencing Settings page. From the Communicator menu, click Tools, and then click Dial-in Conferencing Settings. 2. On the Dial-in Conferencing Settings page, click Sign In. 3. Select a language and then click Sign In. 4. Click PIN or Change PIN, and type a number that meets the PIN requirements in the PIN edit box, and then retype your new PIN in the Confirm PIN edit box. 5. When you are finished, click Save. Your Dial-in Conferencing settings are now set up for Office Communicator and Live Meeting. If you previously had a third-party conferencing number configured for Communicator and Live Meeting, those numbers are replaced. You should now write down the conference numbers and keep them available for easy access.

48 Unified Communications: How-To / Conferencing Page 48 of 69 Verify Dial-in Conferencing Settings After you set up Dial-in Conferencing, you should verify your settings and schedule a practice conference call. You should also write down the conference numbers and keep them available for easy access. NOTE If you have existing conference calls or Live Meetings that you scheduled using a third-party conferencing number, you need to reschedule them using your new Dial-in Conferencing number. 1. In Outlook, click Conferencing, and then click Schedule a Conference Call. Or, on the Outlook toolbar, click Schedule a Conference Call. You will notice that the Conference Call numbers and Conference ID are included in the invitation (provided you have set the audio options to Use computer audio or dial in from any phone ). These are the new audio conferencing numbers you ll use for Communicator audio conferences and for Live Meetings. By default, all Communicator and Live Meeting conferences will be set up to allow use the same Conference ID, and to allow users to dial-into the conference without supplying a Passcode. 2. In the Subject line, type your meeting subject. On the To line, enter the addresses for your invitees, separating each address with a semicolon. 3. To designate leaders, click Leaders, select the leaders, click Add to move them to the Leaders list, and then click OK. 4. Select a Start and End time for the meeting. 5. Click Send to send the invitation. 6. After sending the meeting invitation, you can find the meeting appointment in your Outlook Calendar for the specified date and time. Practice joining the meeting as a Leader before scheduling and starting a real meeting.

49 Unified Communications: How-To / Conferencing Page 49 of 69 Dial-in Conferencing Permissions By default, anyone with the conference calling number and conference ID can join a conference. If you want to restrict who can join your dial-in conference, you can configure the following advanced access options when you schedule the conference: To set permissions for a conference From the Outlook Conferencing menu or toolbar, click Schedule a Live Meeting or Schedule a Conference Call. To set permissions for the conference, click the Permissions arrow and select one of the following options: Invite Within Network. Allow participants within or affiliated with your corporate network to join the meeting. The meeting participants can also forward the meeting invitation to others within your organization. Invite Within Network (Restricted). Allow participants who are invited only by you and who are within your organization or affiliated with your organization to join the meeting. The meeting invitation cannot be forwarded by others. Invite Anyone. To allow anyone to join the meeting. This is selected by default.

50 Unified Communications: How-To / Conferencing Page 50 of 69 Dial-in Conferencing Audio Options With the recent version of the Conferencing Add-in for Outlook, you can schedule a conference call and join the call by using Dial-in Conferencing, a new audio option for audio conferences that are hosted on Office Communications Server 2007 R2. The dial-in option provides a cost-efficient replacement for your company s conferencing provider service. It also allows conference call attendees to join a Communicator conference call or a Live Meeting that uses Dial-in Conferencing for the audio by calling in from a phone or mobile device. The dial-in option can be used for scheduled Communicator conference calls or Live Meeting. With Dial-in Conferencing, members and non-members of your corporate network can join a conference call without the need for a conferencing provider. To set audio options for a conference 1. On the Conferencing menu, select Schedule a Conference Call. 2. On the Meeting tab, in the Subject line, type your meeting subject. On the To line, enter the addresses for your invitees, separating each address with a semicolon. 3. To designate leaders, click Leaders, select the leaders, click Add to move them to the Leaders list, and then click OK. 4. To use Dial-in Conferencing for your audio, click Audio, and then click Use computer audio or dial in from any phone. Then, select the type of conference bridge that you want to use : If you want all your conferences to use the same dial-in information, click Use my assigned conference ID for each conference. If you want all your conferences to use unique dial-in information, click Use a new conference ID for each conference. 5. Optionally, select the Require a passcode to join the conference check box. With this option, meeting participants that do not have a PIN are required to enter a conference ID and passcode to join the conference call. From the list box, select the region for the local phone numbers, and then click OK.

51 Unified Communications: How-To / Conferencing With Communicator Page 51 of 69 Conferencing with Communicator Start an IM Conference 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 To invite someone within your organization, 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. To invite someone outside your organization by , click the arrow next to the Invite button, and then click Invite by E mail. In the message, type the invitee s address and then click Send.

52 Unified Communications: How-To / Conferencing With Communicator Page 52 of 69 Join an IM Conference Join an IM Conference In the conference invitation alert, click the left pane. The alert appears in the lower right of your computer screen. Start an Unscheduled Conference You can make unscheduled phone conference calls to selected contacts or a group in your Contact List. You can also start a conference call from your mobile phone or from a new phone number that you specify, such as to a hotel room number when you are traveling. Start a conference call with multiple contacts or a group 1. In the Communicator Contact List, do one of the following: To select multiple contacts, hold the CTRL key, and then select the contacts that you want to call. Right-click the last contact, and then point to Start a Conference Call. To select a group, right-click the group, and then point to Start a Conference Call. 2. From the Start a Conference Call menu, do one of the following: To start the call from your default calling device, click Communicator under Start Conference Now Using. Under Start Conference by Calling Me At, click a phone number. Communicator calls the number and joins you to the conference when you answer the call. Click New Number, enter the number, and then click OK.

53 Unified Communications: How-To / Conferencing With Communicator Page 53 of 69 Join an Unscheduled Conference When you receive an unscheduled conference call invitation, the invitation alert appears in the bottom right of your computer screen. In the conference invitation alert, click the left pane. The alert appears in the lower-right corner of your computer screen. Start an Audio/Video Conference You can start an audio/video (AV) conference with multiple users or a group that you select in the Contact List. Start an audio/video 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 Start a Video Call. Start an audio/video conference with a group In the Contact List, right-click a group name, and then click Start a Video Call.

54 Unified Communications: How-To / Conferencing With Communicator Page 54 of 69 Join an Audio/Video Conference You can join an audio/video conference if you have a webcam. Even if you do not have a webcam, although you will not transmit a video stream, you can view the video stream of other people. Join an audio/video conference In the conference invitation alert, click the left pane. Join from another device Click Redirect, and then click the phone number of the device from which you want to join. Meet Now from Communicator With the Meet Now option, you can quickly start a conference with people inside or outside your organization. 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 , in the new conversation window, click the arrow next to the Invite button, and then click Invite by E mail. An message opens in Microsoft Outlook. (If you do not have Outlook, you can copy the invitation text to the program of your choice.) Send the to the invitee, who can join the conversation by using either Communicator or Communicator Web Access.

55 Unified Communications: How-To / Conferencing With Communicator Page 55 of 69 Schedule a Conference Call You can use the Conferencing Add-In for Microsoft Office Outlook to schedule Communicator conferences. Schedule a Communicator conference when you want to include IM, audio, video, desktop sharing, or Dial-in Conferencing. If you want to include Dial-in Conferencing, you must first configure your Dial-in Conferencing settings. See Set Up Dial-in Conferencing. If you want all your conferences to use the same dial-in information, click Use my assigned conference ID for each conference. If you want all your conferences to use unique dial-in information, click Use a new conference ID for each conference. 1 In Outlook, click Conferencing, and then click Schedule a Conference Call. Or, on the Outlook toolbar, click Schedule a Conference Call. 2 In the Subject line, type your meeting subject. On the To line, enter the addresses for your invitees, separating each address with a semicolon. 3 To designate leaders, click Leaders, select the leaders, click Add to move them to the Leaders list, and then click OK. 4 Select a Start and End time. (Continued Next Page)

56 Unified Communications: How-To / Conferencing With Communicator Page 56 of 69 5 To use Dial-in Conferencing for your audio, click Audio, and then click Use computer audio or dial in from any phone. Then, select the type of conference bridge that you want to use: 6 Optionally, select the Require a passcode to join the conference check box. With this option, meeting participants that do not have a PIN are required to enter a conference ID and passcode to join the conference call. From the list box, select the region for the local phone numbers, and then click OK. 7 Click Send to send the invitation. Join a Scheduled Conference Scheduled audio conference invitations appear in your Outlook Calendar. You can join a scheduled audio conference by clicking the Join using Communicator link to join from your computer, or you can dial into the conference by phone using the numbers provided in the invitation. To join a conference call as a participant by phone To join from your computer with an audio device attached, simply click the Join using Communicator link in the invitation. To join a conference call as a participant by phone To join a conference call as a participant, dial the conference call number and enter the conference ID. As shown in the sample invitation above, this information is typically provided in the Outlook invitation, but can also be provided through an instant message.

57 Unified Communications: How-To / Conferencing With Communicator Page 57 of 69 To join a conference call (as a Leader or authenticated user) by phone To join a conference call as a leader or authenticated user with Dial-in Conferencing, dial the conference call number and enter the conference ID. As prompted, enter your extension and PIN number. For more information about setting your PIN, see "Set Up Dial-in Conferencing." Conduct a Conference During a conference, you can use the Conference call controls to invite other people, make a participant a leader, eject a participant, mute a participant, or invite a participant to a new conversation. Invite other people to a conference call To invite a contact, click the Invite button, and then select a contact from the list. To call a contact by using Communicator or one of their published phone numbers, click the Invite button, click the arrow next to the contact s Call button, and then select Communicator Call or select a phone number. To call someone inside or outside your organization, click the arrow next to the Invite button, and then click Invite by Phone. In the Invite someone by phone box, type the person s phone number, and then click Call. If the conference was scheduled by using the Outlook Add-in and has a dial-in number, the Invite by Phone box will also contain the dial-in information. To invite someone by , click the arrow next to the Invite button, and then click Invite by E mail. An message opens in Microsoft Outlook. (If you do not have Outlook, you can copy the invitation text to the e- mail program of your choice.) Send the to the invitee, who can join the conversation by using either Communicator or a Web browser. To invite contacts with whom you are currently participating in another Communicator conversation, click the arrow next to the Invite button, and then under Invite from Current Conversations, click the 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.

58 Unified Communications: How-To / Conferencing With Communicator Page 58 of 69 Mute a participant In the conference roster, right-click the person that you want to mute, and then click Mute. This action is available only if you are a conference leader. 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. Share Your Desktop You can allow other participants to view your entire computer desktop during a conferences. 1 Click the Sharing button, and then click Share Desktop. Other participants see the message Click to accept invitation to sharing session. 2 To share control so that another participant can provide mouse and keyboard input to your desktop, click the down arrow next to In Control:, and then under Share Control, click the name of the participant. To allow any participant to request control, click Share Control with All Participants. Escalate Communication Modes With Office Communicator, 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.

59 Unified Communications: How-To / Conferencing With Communicator Page 59 of 69 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. Share your desktop To allow other participants to view your entire computer desktop during a conversation or IM, click the Sharing button, and then click Share Desktop. Other participants see the message Click to accept invitation to sharing session. To share control so that another participant can provide mouse and keyboard input to your desktop, click the down arrow next to In Control:, and then under Share Control, click the name of the participant. To allow any participant to request control, click Share Control with All Participants. 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. (These options are available only if Live Meeting is installed.)

60 Unified Communications: How-To / Conferencing With Live Meeting Page 60 of 69 Conferencing With Live Meeting Schedule a Live Meeting You can schedule a Live Meeting where you can use Web conferencing features beyond desktop sharing, such as application sharing, meeting lobby, question and answer, white board, and shared notes. 1 On the Outlook toolbar, click Schedule a Live Meeting. 2 On the Meeting tab, on the Subject line, type a description of your meeting. On the To line, enter the names or addresses of your invitees, separating each address with a semicolon. 3 To designate who presents, click Presenters, select the names, click Add to move them to the Presenters list, and then click OK. Presenters can upload documents and navigate through them in the meeting. 4 To change Audio or Permissions settings from the default, do one of the following: Click Audio to change audio settings. See the "Dial-in Conferencing Audio Options" for more information.

61 Unified Communications: How-To / Conferencing With Live Meeting Page 61 of 69 Click Permissions to change permission settings. See the "Dial-in Conferencing Permissions" for more information. 5 Click Send to send the invitation. Join a Scheduled Live Meeting You can join a Live Meeting by clicking Join the meeting in the Outlook Meeting invitation. The invitation will appear as an for Meet Now meetings and an Outlook Calendar appointment for scheduled Live Meetings. You can join the meeting from a computer by clicking Join the meeting in the invitation. When you join the meeting from your computer, the audio for the meeting is enabled by default. You can also join the audio portion of the meeting by calling the dial-in conference call number specified invitation. Join a Live Meeting 1 From your calendar, open the meeting invitation and click Join the meeting. 2 When you are connected to the meeting, computer audio is on by default. If it is not on, in the Voice & Video pane, click Join Audio. 3 To mute the speakers or microphone, in the Voice & Video pane, click the Mute Microphone or Mute Speakers icon.

62 Unified Communications: How-To / Conferencing With Live Meeting Page 62 of 69 4 To modify the speaker or microphone volume, in the Voice & Video pane, click the Microphone or Speaker drop-down and move the volume slider up or down. 5 To show your video, in the upper right of the meeting client, click the webcam icon. TIP Run the Set Up Audio and Video feature to help set up your audio and video devices. Running this feature temporarily disconnects you from all voice and video conversations. To start the Set Up Audio and Video feature, in the Voice & Video pane, click Options, and then click Set Up Audio and Video.

63 Unified Communications: How-To / Conferencing With Live Meeting Page 63 of 69 Meet Now from Outlook You can start an unscheduled Meet Now Meeting to share documents, applications, and your desktop online. 1 Open Office Outlook, and then on the Conferencing menu or on the Outlook toolbar, click Meet Now. 2 Office Live Meeting automatically opens and joins you to the Meet Now meeting. If you do not have the client installed on your computer, you will be prompted to install it. 3 When the meeting client opens, a meeting request will open in Outlook. In the To box, type the full e- mail addresses of the people whom you want to invite. 4 If you want to change permissions or audio options for the meeting from the default settings, see "Dialin Conferencing Permissions" or "Dial-in Conferencing Audio Options." 5 To send the invitation, click Send.

64 Unified Communications: How-To / Conferencing With Live Meeting Page 64 of 69 Join a Meet Now Live Meeting You can join a Live Meeting by clicking the Join the meeting link in the Outlook Meeting invitation. The invitation will appear as an for Meet Now meetings you can join the meeting from a computer by clicking Join the meeting in the invitation. When you join the meeting from your computer, the audio for the meeting is enabled by default. You can also join the audio portion of the meeting by calling the dial-in conference call number specified invitation. Join a Live Meeting 1 In your Outlook Calendar (for a scheduled meeting) or Inbox (for Meet Now), click the Join the meeting link. If you cannot connect to the audio from a computer, dial the phone number supplied and enter the necessary information from your phone when prompted. 2 If you connect to the meeting from your computer, your computer audio should be turned on by default. If it is not, click Voice and Video, and then click the Speaker button to unmute the speaker. You can also click the Speaker button down arrow to adjust volume. 3 When you join a meeting as an attendee, it s generally considered a best practice to mute your microphone. To mute the microphone, click the Microphone button. If you need to speak during the meeting, you can click Voice and Video, and then click the Microphone button to unmute. 4 To show your video, in the upper-right side of the meeting client, click the webcam icon. If you don t have a webcam you can still view the video stream of other meeting participants if their video is enabled.

65 Unified Communications: How-To / Conferencing With Live Meeting Page 65 of 69 Import Content into a Live Meeting You can schedule a Live Meeting where you can use Web conferencing features beyond desktop sharing, such as application sharing, meeting lobby, question and answer, white board, and shared notes. 1 In the meeting client, click the Content pane, click Share, and then click Upload File (View Only). 2 In the Choose a document to share dialog box, select a file to import, and then click Open to import the file. 3 To present the file, from the Content pane, select the file that you want to present. 4 To go through the slides, click the Previous or Next icon located in the lower-left side of the meeting client. NOTE You must have Presenter privileges to import content into a Live Meeting. If you set up the meeting, you are automatically a Presenter.

66 Unified Communications: How-To / Conferencing With Live Meeting Page 66 of 69 Show and Share Applications Live Meeting provides several ways to share applications. When sharing the Desktop or Selected Area, the applications to be shared must be open. 1 To share an application in the meeting client, click the Content pane, click Share, click Share a Program, and then select a program to share. 2 To give control of the application to a participant, click the Give Control icon. 3 In the Give Control dialog box, select a participant s name, click OK, and then, in the Give Control dialog box, click Yes. 4 To take control, the attendee clicks OK in the Microsoft Office Live Meeting dialog box. 5 Click the Give Control icon to continue sharing and take control back from the participant, or choose another participant with whom to share control. 6 Click the End sharing and return to Live Meeting icon to finish sharing and return to the presenter meeting client. TIP-- To share your entire desktop or a selected area on your computer, in the Content pane, click Share, click Share Your Desktop, and then select All to share your entire desktop, or select Selected Area to share a selected area on your computer.

67 Unified Communications: How-To / Conferencing With Live Meeting Page 67 of 69 Record a Live Meeting You can make a recording of your Live Meetings. 1 Before you start recording, in the Live Meeting window, click Recording, click Options, and then select the options and location to save your recording. 2 To record your meeting, in the Recording pane, click Record. 3 To save your recording, click the Stop icon, and choose Save Recording. 4 To check the status of your recording, click Start, click All Programs, click Microsoft Office Live Meeting, and then click Microsoft Office Live Meeting Recording Manager.

68 Unified Communications: How-To / Conferencing With Live Meeting Page 68 of 69 Handle In-Meeting Questions During a Live Meeting, the presenter can enable questions and answers by clicking the More icon in the Attendees pane, clicking Permissions, and then in the Attendee Permission dialog box, selecting Ask questions. Attendees can ask only one question at a time. When the presenter has answered a question, an attendee can then type another question. To ask a question 1 In the meeting client, click the Q&A menu, and then click the Q&A tab. 2 Type your question in the Q&A text box. 3 Click Ask.

69 Unified Communications: How-To / Conferencing With Live Meeting Page 69 of 69 To answer a question 1 Click the Q&A menu, and then click the Manage tab. 2 On the Manage tab, a list of all questions received from attendees is displayed. Click the question that you want to answer. 3 In the answer text box, type your response, and then click Reply to All or Reply Privately. Or you can Chat or Give the Floor to the person who asked the question. ******* End of Unified Communications: User Guide: How To *******