NHSmail 2 Outlook Web App Learning Series Outlook Web App Instant Messenger Transcript Copyright 2015 Health and Social Care Information Centre
Contents 1 Introduction 3 2 Transcript 3 2.1 Objectives (00:00-00:26) 3 2.2 What is Outlook Web App Instant Messenger? (00:27-01:09) 3 2.3 Signing In and Signing Out of Outlook Web App Instant Messenger (01:10-02:21) 3 2.4 Sending an Instant Message (02:22-04:29) 4 2.5 Receiving an Instant Message (04:30-06:25) 4 2.6 Presence Management (06:26-09:32) 5 Page 2 of 5
1 Introduction The purpose of this document is to capture the transcript for the Outlook Web App Instant Messenger Training Video in the Outlook Web App Learning Series. The video can be accessed via the Portal Help Pages. The timings indicate the section of the video that is being referred to and its length. To move to a particular section within this module, move the timer on the video to the time detailed in this document. 2 Transcript This section covers the transcript of the Outlook Web App Instant Messenger module. 2.1 Objectives (00:00-00:26) This is the Outlook Web App Instant Messenger module. Upon completion of this module you will be able to sign in and sign out of Instant Messenger, conduct instant messaging conversations and understand the presence management feature of Instant Messenger. 2.2 What is Outlook Web App Instant Messenger? (00:27-01:09) Outlook Web App Instant Messenger is the collaboration tool enabling you to send instant messages to colleagues using the service both inside and outside of your organisation. The tool also provides you with information on the availability of your contacts. Using Outlook Web App instant messaging you will be able to communicate with colleagues across health and social care more easily and in real-time. For example, if you needed to ask a colleague a question and needed a quick response, you could use Outlook Web App Instant Messenger instead of email. 2.3 Signing In and Signing Out of Outlook Web App Instant Messenger (01:10-02:21) When you sign in to Outlook Web App, you may already be signed into instant messaging. You will be able to tell if you are signed in, by whether a coloured square appears to the left of your name at the top right of the screen. This is known as the presence status. Viewing and changing presence is covered in the Presence Management section of this module. To sign out of Outlook Web App Instant Messenger, click on your name at the top right of the screen to display the options menu and click Sign out of IM. Once you do this, people will not be able to send you an instant message. You will be automatically signed out of Outlook Web App Instant Messenger when you sign out of Outlook Web App, so will not need to sign out separately. Page 3 of 5
To sign back in to Outlook Web App Instant Messenger, click on your name at the top right of the screen and select Sign in to IM. Once you have signed in, your status will be the same as the last status you set. 2.4 Sending an Instant Message (02:22-04:29) An instant message can be sent to someone from a number of places within Outlook Web App wherever their contact card is available. To send a message to someone from an email in your inbox, ensure Mail is selected in the navigation bar at the top right of the screen. Right click on the sender s name at the top of the email in the reading pane and select View details. Click on the instant message icon below the person s name and an instant message window will appear on screen. Type your message into the text box at the bottom of the window and when you are ready, press enter on your keyboard to send the message. You can continue to send messages by typing in the text box and pressing enter on your keyboard. To send an instant message to someone in your contacts or the Directory, click People in the navigation bar at the top right of the screen. To search the Directory, type a name into the search bar at the top of the screen and click the magnifying glass icon. Select the contact you would like to send an instant message to and check they ae online by viewing their presence, next to their name. Click the instant message icon below their name and follow the same process. When using Outlook Web App Instant Messenger to transmit information to another contact, you should always confirm receipt with the contact, either by instant message or other communication methods. If you have not received confirmation, do not assume that the message had been received by your contact. If you are transmitting sensitive information or patient data, you should follow your local Information Governance policies and process. 2.5 Receiving an Instant Message (04:30-06:25) When you receive an instant message, a notification will appear at the top of the screen from anywhere within Outlook Web App with the instant messaging request. To read the instant message, click Accept within the notification message at the top of the screen. Once the instant messaging window has appeared on screen, you can read the message displayed toward the top of the window. To respond to the message, type your response in the text box at the bottom of the window and press enter on your keyboard. To decline an instant message, click Ignore within the notification message at the top of the screen. If you choose to ignore a message, you will not be able to go back to it at a later date and the sender will not receive a notification telling them that their message could not be sent. If you don t want to read and respond to a message immediately, you can choose to defer it. To do this, click the instant messaging notification icon at the top of the screen. When you would like to view the instant message, click the icon again and you can choose to either Accept or Ignore the message. Page 4 of 5
When you have finished your conversation, you can close the instant message window by clicking the cross at the top right of the window. Once you do this, you will not be able to retrieve the conversation at a later date. 2.6 Presence Management (06:26-09:32) The presence status enables you to let your contacts know of your availability o receive and respond to instant message. For example, if you are free to receive instant messages, you can set your presence status to available. Other users of the service, both inside and outside of your organisation will be able to view your presence when you are signed in to Instant Messenger. To set your presence, click on your name at the top right of the screen, from anywhere within Outlook Web App. Select the presence status you wish to display from the list that appears under your name. Choosing Do Not Disturb will mean that contacts will not be able to send you instant messages unless you already have a conversation open with that person. When a contact tries to message you whilst you status is set as Do Not Disturb, a notification will appear in the message window to let them know that their message could not be delivered. People will be able to instant message you if select any status other than Do Not Disturb. Other users presence status can be viewed from a number of places within Outlook Web App. For example, from emails or by searching for them in your contacts or the Directory. To view someone else s presence from an email in your inbox, ensure Mail is selected in the navigation bar at the top right of the screen. You can view a contact s presence using the presence indicator to the left of their name. Right click on the contact card at the top of the email and select View details to see their presence status which is displayed below their name. To view someone else s presence from your contacts or the Directory, click People in the navigation bar at the top right of the screen. Type a name in the search bar at the top of the screen to search the Directory and select the correct contact. Again, the presence indicator will be displayed to the left of the contact s display picture and the presence status can be seen below their name. By viewing the person s contact card, you can send them an instant message. For more information, refer to the Sending an Instant Message section of this module. You can also view people s presence in the Calendar screen, within calendar entries that have multiple attendees. Double click on a meeting and select Attendees to view their presence. Page 5 of 5