Microsoft Office Communicator 2005 (Windows) Information Technology Group

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1 Microsoft Office Communicator 2005 (Windows) Information Technology Group Microsoft Office Communicator 2005 for Windows is a collaboration tool that will enable faculty, staff and students to communicate with each other quickly and easily from their computers. With Microsoft Office Communicator not only can you send text messages in real time over the network securely via Instant Messaging, but Office Communicator also supports peer-to-peer audio and/or video conferencing, application sharing, whiteboard sessions (when connected to the CBS network) and group discussions. It also includes the ability to use external instant messaging client connectivity to AOL, MSN and Yahoo. Macintosh users can use Microsoft Office Messenger for Mac with the ability to send instant messages to CBS colleagues and external instant messaging clients and file transfers. The following table lists the features and capabilities of Microsoft Office Communicator 2005 and Messenger for Mac. Features marked with an * are available in the Microsoft Office Communicator 2005 client but will not be part of the services available at Columbia Business School. Features and Capabilities Communicator 2005 (Windows) Instant messaging File transfer ** Application sharing Messenger for MAC Version 6.0 Unavailable ** Whiteboard sessions * Telephony (PC-to-phone) ** Video conversation ** Voice chat * Remote assistance No Unavailable Unavailable Unavailable Unavailable Unavailable * Private Branch Exchange (PBX) integration * Public Switched Telephone Network (PSTN) conferencing Microsoft Office integration Public instant messaging connection (PIC) No No (Presence in MS Outlook) Unavailable Unavailable (MS Entourage Projects and MS Word 2004 Reviewing Toolbar) * Feature available in Microsoft Office Communicator 2005 client but will not be part of the services available at Columbia Business School. ** Features are only available if you are on Columbia Business School network. Off-campus and campus housing will require the use of a VPN client. Page 1 of 20

2 I. MANAGING YOUR CONTACTS LIST Because Communicator is integrated with the Microsoft Active Directory service, you have access to an address book, rich with information about people in your organization. Communicator also displays addresses in the Microsoft Windows Address Book, as well as contacts from your Microsoft Office Outlook Contacts list. You can search all these locations in Communicator and add the individuals that you find to your Contacts list. The Contacts list provides easy access to contact information that your organization publishes, such as office locations, job titles, and multiple phone numbers. In addition, Communicator provides access to information that you have saved in your Outlook Contacts folder. Search for a Contact You can search for a contact by first name, last name, alias, or any part of these elements. Communicator searches for names in your corporate address book, in your Outlook Contacts folder, and in the Windows Address Book. To search for a contact 1. In the Microsoft Office Communicator window, in the Find box, type a contact name, e- mail address, or part of the name. Communicator will list as many as 50 results in the Find results area of the Microsoft Office Communicator window. Text in bold type indicates that the contact resides in the Outlook Contacts folder or the Windows Address Book, rather than in the corporate address book. Add a Contact To add a contact from the Find Results window You can add a contact to your Contacts list from the Find results area of the Microsoft Office Communicator window. Note: An Outlook contact cannot be added to the Communicator Contacts list if the contact does not have a SIP address. 1. Search for a contact. In the Microsoft Office Communicator window, in the Find box, type a contact name, address, or part of the name. 2. In the Find results area, right-click the name of the contact that you want, and then do one of the following: o Click Copy Contact To, and then select a group. o Click Add to Contact List if you have not created any groups in your Contacts list. When you start an instant message conversation, you have easy access to phone numbers and status information. You can also add more people to a conversation with the click of a button. To start a conversation with someone in your contact list 1. In the Microsoft Office Communicator window, on the Actions menu, click Send an Instant Message to open a conversation window in which you can type instant messages to your contact. -or- 1. In the Microsoft Office Communicator window, in the Contacts list, double-click the name of the person whom you would like to have a conversation with. 2. Type a message, and then click Send. To start a conversation with someone who is not in your contact list 1. In the Microsoft Office Communicator window, in the Find box, type the name or address of the person whom you want to contact. 2. In the Find results area, right-click the name of the person whom you want to contact. Page 2 of 20

3 3. Click Send an Instant Message to open a conversation window in which you can type instant messages to your contact. To start a conversation with a group of people 1. In the Microsoft Office Communicator window, right-click the name of the group that you would like to have a conversation with in the Contacts list, and then click Start a Conversation with This Group. Note: If you have not created groups in your Contacts list, read about how to create a new group in your Contacts list below. 2. Type a message, and then click Send. You can use groups in your contact list to organize people by categories such as projects. A contact can be listed in more than one group. To save a conversation Conversations will not be logged. If you feel the need to have a copy of your conversation in the instant message window, you can 1. Click on File Save As. The file will be saved in your location of choice in a rich text format (.rtf). - or - 2. Click on File Save As . An will be sent to your account with the text of your conversation. Another method to save your conversation is, to click on the Save As button in your conversation window and select the option to save as a rich text format or format. To create a new group 1. In the main Communicator 2005 window, on the Contacts menu, click Create New Group. 2. In the Contacts list, type the name of the new group over the selected text New Group. Note: You can also right-click an existing group header, and then click Create New Group to create a group. Deleting a Contact You can delete a contact from all the groups in your Contacts list. Deleting a contact from your Contacts list does not remove the user from your organization's address book, your Outlook Contacts folder, or the Windows Address Book. The contact's name can still appear as a search result in the Find results area. To delete a contact 1. In the Microsoft Office Communicator window, locate the contact that you want to delete in the Contacts list. 2. Right-click the contact name, and then click Remove from Contact List. 3. Click to confirm. Moving or Copying Contacts to Other Groups You can include a contact in as many groups as you want. You can copy a contact into more than one group, and you can move a contact from one group to another. Page 3 of 20

4 To move a contact to another group In the Microsoft Office Communicator window, under Contacts, right-click the contact that you want to move, and then click Move Contact To. You can also drag a contact from one group and drop it in another group. To copy a contact to another group In the Microsoft Office Communicator window, under Contacts, right-click the contact that you want to copy, and then click Copy Contact To. Removing Contacts from Groups You can remove a contact from a group without entirely removing the contact from your Contacts list. When a contact has been removed from all groups that you have created, the contact is automatically placed in the Other Contacts group. Removing the last instance of a contact in your list deletes the contact entirely. To remove a contact from a group 1. In the Microsoft Office Communicator window, under Contacts, click the arrow to the right of the contact name. 2. Click Remove from Group. Note: If the there is only one instance of a contact name left in the list, a warning message appears asking if you want to permanently remove the contact from the list. Renaming a Group You can rename a group and keep the contacts within the group intact. To rename a group 1. In the Microsoft Office Communicator window, in the Contacts list, locate the group that you want to rename. 2. Right-click the group name, click Rename Group. 3. Type the new name for the group, and then press ENTER. Office Communicator 2005 is similar to Microsoft Windows Messenger 5.0 in that it offers instant messaging functionality. When you start your computer, Communicator registers your presence as Online and available to send and receive messages. Send an Instant Message You can send and receive instant messages and messages by using Communicator. You can also invite more than one participant to an IM conversation. In a group conversation, you may find it helpful to start a whiteboard session or to share applications in order to demonstrate a conversation point or presentation. To send an instant message 1. In your Contacts list, double-click the name of someone who is online. 2. In the Conversation window, type your message in the box provided, and then click Send. 3. To start a new line while typing, press SHIFT+ENTER. After you send your message, it appears in the Instant Message box. Note: You can see when the other person is typing by looking at the status bar of the Conversation window. The date and time of the last message you received appears here, as well. Note: Each message can be up to 600 characters long. Page 4 of 20

5 Open an Instant Message When someone sends you an instant message, by default a New Message sound is played, and an alert appears in a small box near the Communicator icon in the notification area of the Windows taskbar. Click the alert to open the message and carry on the conversation. To dismiss an alert before it automatically closes, right-click the alert. You can turn off or change the sound that notifies you of a new message. You can also turn off alerts. When you run fullscreen programs, such as presentation programs or games, your status is automatically set to Do Not Disturb, and you will not receive alerts. To change options related to alerts, on the Actions menu, click Options. On the Alerts tab, make whatever changes that you want, and then click OK. Add More People to an Instant Messaging Conversation As many as 32 people can participate in the same IM conversation. Anybody involved in the conversation can invite another participant to join the conversation. To add more people to an instant messaging conversation 1. In the Conversation window, on the Actions menu, click Invite Someone to Join this Conversation. 2. In the Invite Someone to Join this Conversation window, click the name of the contact that you want to add to the conversation, and then click OK. Note: When you have a large roster of participants, it can take time for everyone to be added to the conversation. The reason is that the first person in the list must either accept, decline, or ignore the invitation before the second invitation can be delivered. Re-inviting Someone to an Instant Messaging Conference If you leave an IM conference and you want to return later, one of the members of the conference has to send you a new invitation. If you send an instant message to one of the conference members, you will start a new IM conversation that is separate from the original conference. To add a contact who has left the instant messaging conference 1. In the Conversation window, under Participants, right-click the contact s name. 2. Click Re-establish Instant Messaging Conversation. 3. When the person accepts the invitation, the status indicator for the participant in the roster changes to In IM Conversation. Send a File You can send and receive a variety of files music, pictures, or documents in Communicator. To send a file 1. In the Microsoft Office Communicator window, right-click the name of an online contact, click More, and then click Send a File. -or- In the Conversation window, on the Actions menu, click Send a File. 2. In the Send a File dialog box, select a file, and then click Open. The request to transfer the file is immediately sent (Figure 1), and you are notified when it is accepted by the recipient (Figure 2). You can click Cancel to stop the file transfer at any time. Note: You can also send a file by dragging it from a folder on your computer to a name in the Conversation window. Page 5 of 20

6 Figure 1 Figure 2 Open a Received File When a photo or other file is sent to you in an instant message, you will be asked to accept or decline it. (Figure 3) Figure 3 To open a file Click the link in the Conversation window. -or- 1. In the Conversation window, click the File menu, and then click Open Received Files. 2. Double-click the file to open it. Caution: Exercise caution when files are sent to you and you are not expecting them. Before accepting a file transfer, if it came from someone you know, verify that the sender named Page 6 of 20

7 actually sent it. Viruses may be hidden in files that appear to be sent by someone you know. If the file came from someone you do not recognize, do not open the file. II. PRESENCE One of the most powerful features of Office Communicator 2005 is its ability to report availability based on the information contained in an Outlook calendar. Office Communicator 2005 can indicate when you or your contact is in a meeting, out of the office, and when the contact will be free. In addition, contacts can add personal notes that provide more information about their whereabouts. To see status information, you can: View the status icon next to the contact s name in your contact list. (Figure 4: The appropriate availability icon represented in this figure will be displayed next to your contact s name.) On the View menu, click Show Extended View to display additional information about your contacts. Rest the mouse pointer over the contact s presence status icon to read information gathered from the Outlook calendar and to read the contact s personal note if one is provided. Watch for notifications in the Windows system area when presence status changes occur. Figure 4 Receive alerts when a contact's presence status changes With Office Communicator 2005, you can be notified when an unavailable contact becomes available. For example, if you see that your boss s presence status is In a Meeting, you can receive an alert when her status changes to Online. Tag a contact You can set Communicator to notify you when a contact s status changes to Online. To receive notification that a contact is Online 1. In the Microsoft Office Communicator window, in the Contacts list, right-click the name of the contact. 2. Click Tag Contact. To receive alerts when a contact's presence status changes 1. In the Microsoft Office Communicator window, on the Actions menu, click Options, and then click the Alerts tab. 2. In the Status alerts area, select the Display status alerts for the following contacts check box. 3. If you want to receive status alerts only for contacts that you specify, click Tagged contacts only. If you want to receive status alerts for everybody in your Contacts list, click All contacts. 4. If you do not want to receive status alerts when your own status is set to Busy or Do Not Disturb, select the appropriate check box. By default, both check boxes are selected. 5. When the settings are as you want them, click OK. Note: Ensure that you have the presence status alerts settings that you prefer. Page 7 of 20

8 Change your presence status information Communicator automatically changes your presence status to reflect the schedule that is saved in your Outlook calendar, what you are doing on your computer, and whether you are on the phone. It can also automatically set your presence status to Away when your computer is idle for a specified period of time. You can also change your presence status information manually. Unless your presence status is shown as In a Meeting, Out of Office, or Appear Offline, Communicator automatically resets your presence status to Online as soon as activity is detected on your computer, as long as your calendar shows your time as free. In addition, when you are on the phone or are engaged in a voice or video conversation, your presence status changes to In a Call. When you are in a multiparty conversation using the phone, or while using voice, video, or application sharing your presence status changes to In a Conference. To manually change your presence status information 1. In the Microsoft Office Communicator window, in the status area, click your name, and then click the appropriate status option. (Figure 5) Figure 5 Change default status settings By default, Communicator changes your status to Away when your computer is inactive for five minutes. Also by default, when you are running a program in full screen mode, your status is set to Do Not Disturb. You can change these defaults if you want to. To change default status settings 1. In the Microsoft Office Communicator window, on the Actions menu, click Options, and then click the Rules tab. 2. In the Status area, in the Show me as Away when my computer has been idle for this time period box, click a time from 5 minutes to 1 hour. 3. If you do not want your status to change to Do Not Disturb when you are running a program in full-screen mode, clear the appropriate check box. Your status will change to Away if any of the following occur before your inactivity time elapses: Your screen saver comes on. You lock your computer. Create and view a personal note You can let others know more about your status by creating a note. To view the note, rest your pointer over the status icon. The icon for a personal note is blue. The icon for an out of office note, which you create in Outlook, is purple. Page 8 of 20

9 To create and clear a status note 1. In the Microsoft Office Communicator window, click your name in the status area. 2. Click Set Note. 3. In the Set Note window, type up to 256 characters, and then click OK. 4. When the note is active, a blue note icon appears on your name in the Contacts list. 5. To clear the note, click the status area next to your name, and then click Clear Note. Appear offline You can be signed in to Communicator but appear to your contacts as though you are offline. To appear offline In the Microsoft Office Communicator window, click your name, and then click Appear Offline. (To appear online again, click your name at the top of the window, and then click Online.) Although you will still be able to see the presence status of your contacts, you will not be able to send them instant messages or have voice conversations while your status is Appear Offline. III. APPLICATION SHARING By using data sharing, you can make the programs and files currently open on your computer available to people on other computers. In Communicator, as many as 32 people can participate in a sharing session. Start sharing You start sharing from the Microsoft Office Communicator window, just as you start an IM conversation. Once a session begins, any participant can invite more people to the sharing session. To start sharing 1. In the Microsoft Office Communicator window, on the Actions menu, click More, and then click Start Sharing. 2. In the Start Sharing window, double-click the name of the person whom you want to share with, or enter a name or address in the Find box. 3. After the other party has accepted the invitation, in the Sharing Controls area of the Conversation window, click Application Sharing or Share Whiteboard. (Figure 6) Figure 6 Page 9 of 20

10 4. A Sharing Programs window will open, select the item you would like to share with the other party and select Share. (Figure 7) Figure 7 5. Before or after you begin to share an application, you can decide if you would like to allow other people to control your program or desktop. If you wish for the other party to have control, click on Allow Control. (Figure 7) 6. The other party can then request control from you. (Figure 8) You will be notified that the other party is requesting control of your shared program(s). (Figure 9) Figure 8 Figure 9 Page 10 of 20

11 There are a few things to note when working with the application sharing functionality. After an application sharing session has been started, anyone in the conversation can share out their own application(s) to others. When you give another party control of your application(s), you will loose control of your mouse and will not be able to work with any other applications you may have open. (To regain control, press the ESC key on your keyboard.) When sharing out an application, do not place another application on top of your shared application. In the event that you do, the other party will simply not be able to view the shared application. If you have a dual monitor setup, be aware that the application you are sharing needs to be placed in your primary monitor otherwise the other party will not be able to view the shared application. Application sharing is not available when communicating with external public instant messaging clients such as AIM, MSN or Yahoo. End Sharing When the person who started the sharing session stops the session, the session ends for all of the participants. A participant who leaves during the session is still listed in the roster. If this person wants to return to the meeting, one of the current participants must send that person a new invitation. Otherwise, a separate Conversation window would start with only two of the participants included. To end a sharing session In the Conversation window, on the Actions menu, click End Sharing Session. (Figure 10) Figure 10 IV. SETTING UP AN AUDIO/VIDEO CONVERSATION Set up your computer for PC-to-PC communication You can call an online contact s computer and have a voice/video conversation by using your computer microphone/speakers and/or web camera. You must both have one of the following: A full-duplex sound adapter with a microphone and either a headset or speakers. A USB port with a USB microphone and either a USB headset or USB speakers. A web camera. Before you start placing any calls, you should run the Audio and Video Tuning Wizard. The Audio and Video Tuning Wizard guides you through configuring your audio devices and setting volume levels. If you hear an echo, move your speakers farther apart and farther away from your microphone. You are less likely to hear echoes if you use a headset. To configure client audio and video 1. In the Microsoft Office Communicator window, on the Actions menu, click Audio and Video Tuning Wizard. Or in the Conversation window, on the Tools menu, click Audio and Video Tuning Wizard. 2. Click Next. Page 11 of 20

12 3. Select Camera, and then click Next. Note: If you do not have a camera installed, the wizard will skip to microphone and speaker tuning. 4. Move the camera to the desired position, and then click Next. 5. Review the instructions for tuning your microphone and speakers, and then click Next. Note: If you do not have a microphone or speakers installed or your computer's audio devices are disabled, the wizard will skip audio tuning and go to the end. 6. Click Microphone to select your microphone. 7. Click Speakers to select your speakers. 8. If you are using headphones, select the I am using headphones check box, and then click Next. 9. Test your speakers. Move the Speaker Volume slider as necessary to adjust the volume, and then click Next. 10. Test your microphone by following the instructions in the Wizard, and then click Next. 11. Click Finish. Start a voice call by using your computer The first time you use your computer to make a voice call, the Audio and Video Tuning Wizard will help ensure that you have the proper equipment installed and running properly. To call a contact from your list by using your computer 1. In the Microsoft Office Communicator window, in the Contacts list, double-click the name of the person whom you want to call. 2. In the Conversation window, click on the microphone icon (Figure 11) and an Audio Control section will appear. (Figure 11) 3. In the Audio Control section, click Call, then Computer to call the contact's computer. 4. If the person you called accepts your call, you receive a notification that the call was accepted. (Figure 11) Figure 11 Page 12 of 20

13 Note: When you are using Extended view, you can click Call next to the contact's name to select the computer you want to call. Receive a call from another computer You are notified of an incoming call from a computer with a sound and a visual alert. After you click the alert, the Conversation window opens, and you can accept the phone call by clicking Accept or by typing ALT+C, or you can decline the call by clicking Decline or by typing ALT+D. The caller receives a notification that you have accepted or declined the call. End a call from another computer You can terminate the conversation by closing the Conversation window or by using the options in the Audio Controls area of the Conversation window. To end a phone call In the Conversation window, in the Audio Controls area, click the Hang up icon. Control the sound level of the call When you are using headphones or speakers and a microphone connected to your computer, you can control the volume in two places: the controls provided by Windows and the controls in the Audio Controls area of the Conversation window. To control the volume, use the options in the Audio Controls area in the Conversation window. Move the Speakers slider to adjust the volume. To mute the speakers, click the Speaker button. To listen again, click the Speaker button again. (Figure 11) To turn off your microphone so that you cannot be heard, click the Microphone button in the Audio Controls area in the Conversation window. To be heard again, click the Microphone button again. Using a Web Camera If you have a Web camera connected to your computer, you can add video to your conversations. You do not have to enable audio to use video. However, if you are not already in an audio conversation when you start a video conversation, audio will also be enabled for the session. Video communication is available only during one-to-one conversations. To start a video conversation 1. In the Microsoft Office Communicator window, in the Contacts list, double-click the name of the person whom you want to have a video conversation with. 2. In the Conversation window, click on the web camera icon (Figure 12) and an Audio/Video section will appear. (Figure 13) 3. If the person you called accepts your call, you receive a notification that the call was accepted. (Figure 13) Note: Use the video controls to pause and restart the video stream. In the video conversation window, the images from your contact's video camera are shown in the large, main video display. The images from your video camera are shown in the smaller display to the lower right of the main screen. You can switch which video is shown in each pane. (Figure 13) Page 13 of 20

14 Figure 12 Figure 13 Page 14 of 20

15 To switch video displays In the Video pane of the conversation window, click Switch Video. (Figure 13) You can show the large, main video display in full screen mode. To show full screen video 1. In the Video pane of the conversation window, click Show Full Screen Video. (Figure 13) 2. Press ESC to return to viewing the normal conversation window. V. COMMUNICATING WITH EXTERNAL INSTANT MESSAGING CLIENTS Communicate with MSN, AOL and Yahoo! Users There are some limitations as to how you can communicate with users of public IM service providers: You can only send IM messages and view presence information. File transfers, audio, video or other sessions are not supported. When you add a public IM contact, there is no way to verify the address, so be careful that you type it correctly. Your presence status as displayed to public IM users does not automatically change as it does within your organization. For example, if you are in a meeting, your status appears as "Online" to MSN, to AOL, and to Yahoo! contacts. You must manually set your status if you do not want to appear as Online to users of public IM service providers. Multiparty IM is not supported with public IM contacts. You can only have one-to-one communication with users of the public IM service providers. You can view the presence status of only those public IM users who are in your Contacts list. Add an MSN, AOL, or Yahoo! user as a contact By using the Contacts menu 1. In the Microsoft Office Communicator window, from the Contacts menu, click Add a Contact. 2. In the Add a Contact Wizard, under How do you want to add a contact, click By address or sign-in name, and then click Next. 3. Type the full address of the contact that you want to add, and then click Next. 4. Under Add contact to this group, select the group to which you want to add the new contact. By using the Find menu 1. In the Microsoft Office Communicator window, in the Find box, type the full address of your contact, for example, 2. In the Find results area, right-click the address, and then do one of the following: o Click Copy Contact To, and then select a group. Click Add to Contact List if you have not created any groups in your Contacts list. Block or allow instant messages People whom you add to your contact list are automatically given permission to send you instant messages, view your published phone numbers, and see your status. Whether they are on your contact list or not, you can block people from directly sending you instant messages. You appear offline to blocked contacts. Blocked contacts are also unable to see your phone numbers. Page 15 of 20

16 To block someone while you are in a conversation If you receive an instant message from someone whom you want to block, or if you want to block someone whom you are having a conversation with, right-click the name of the contact you want to block, and then click Block. (Figure 14) Once you block a contact you will receive a notification. You can click OK or Cancel. (Figure 15) Note: Once you block a contact a block will not be effect during a multiparty conversation. Figure 14 Figure 15 To block someone listed in the contact list or in the Find results In the Microsoft Office Communicator window, right-click the name of the contact you want to block, and then click Block. To block messages from external contacts 1. On the Actions menu, click Options, and then click the Permissions tab. 2. Select the Block instant messages from federated contacts who are not allowed to see my status check box. (Figure 16) Figure 16 Page 16 of 20

17 Note: Selecting this check box will block only external contacts (AIM, MSN, Yahoo) that are not already in your Permissions list. To change a contact's permissions 1. On the Actions menu, click Options, and then click Permissions. 2. In the Permissions list, select the name of the person whose permissions you want to change. 3. Click Edit. 4. In the Edit Permissions dialog box, in the Permission Type box, click Allow to allow the contact to send you instant messages, see your phone list, and your status. Click Block to block these permissions. (Figure 17) Figure 17 To delete a contact from your permissions list 1. On the Actions menu, click Options, and then click Permissions. 2. To delete a contact, select the contact from the Permissions list, and then click Delete. Notes Deleting a blocked contact from your contact list does not remove the contact from your Block list. Deleting a contact from the Permissions list does not delete the contact from your Contacts list. VI. OTHER WAYS TO USE COMMUNICATOR 2005 Use Office Communicator 2005 without opening the main window You can perform most Communicator tasks from the icon in the notification area of the Windows taskbar. You don't need to open the Microsoft Office Communicator window. To use Communicator from the Windows taskbar Click the program icon in the taskbar to see options, which include sending an instant message, signing in or out, changing your presence status, setting a personal note, going to your inbox, opening the main Communicator window, and exiting the program. (Figure 18) Page 17 of 20

18 Figure 18 When you close the main window, you remained signed in, and Communicator is still running. The only way to exit Communicator and remove the icon from the taskbar is to click the icon, and then click Exit. Stop Communicator from starting automatically By default, Communicator is configured to start when you start Windows. To stop Communicator 2005 from starting automatically 1. In the Microsoft Office Communicator window, on the Actions menu, click Options, and then click the General tab. 2. Clear the Automatically run Communicator when I log on to Windows check box. You can start Communicator manually from the Windows Start menu. To do so, click Start, point to All Programs, and then click Microsoft Office Communicator View a contact's properties A contact's properties are pertinent details about the person. The specific information displayed depends on how your system is administered, but the properties typically include the contact's job title, phone number, and office location. To view a contact's properties In the Conversation window or in the Contacts area of the Microsoft Office Communicator window, right-click the name of the contact, and then click Properties. (Figure 19) Page 18 of 20

19 Figure 19 View more information about a contact In the Microsoft Office Communicator window, you can display additional information about a selected contact in the Details pane, which is just below the Contacts list. Depending on how your system is administered, the Details pane can provide such information as presence status (in icon and text form), display name, job title, company name, Outlook calendar information, a personal note or Out of Office note retrieved from Outlook, and address. When you rest the mouse pointer over the Details pane, you get an unabridged view of all available contact information, including where the information comes from. You can click a contact's address in the Details pane to open a blank message that is addressed to the contact. If you double-click anywhere in the Details pane other than the address, you can initiate an IM conversation with the contact. You can quickly perform other actions on the contact by clicking items in the toolbar at the bottom of the Microsoft Office Communicator window. To view or hide detailed information about a contact In the Microsoft Office Communicator window, click the arrow at the bottom of the Contacts list to display or hide the Details pane. When the Details pane is displayed, it shows detailed information about a contact that is selected in the Contacts list or in the Find results area of the Microsoft Office Communicator window. Sending an , Initiating an Application Sharing, Audio/Video Conversation and/or Whiteboard Session in an Instant Message Window: If you are already in an instant message session with someone, you can use your conversation window to send an to that person, initiate an application sharing or video and audio conversation and whiteboard session. See image below. (Figure 20) Page 19 of 20

20 To send an , click Actions then Send . Figure 20 Page 20 of 20

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