Office Communicator User Guide and Setup Information (For Offsite
Contents
1. UNIVERSITY OF EXETER Office Communicator User Guide and Setup Information For Offsite Users Document Control Project Title Office Communicator User Guide and Setup Information For Offsite Users Original Author David Bunting Current Revision Author David Bunting Summary Office Communicator is a powerful communication platform that provides Instant Messaging Video Conferencing Desktop Sharing and File Sharing between users on the service This is a guide on how to setup and use the service offsite About Office Communicator Office Communicator is a powerful communications platform that provides Instant Messaging Video Conferencing Desktop Sharing and File Sharing It is currently a limited service and only available to staff within the university for more information please contact the helpdesk on ext 3934 or helpdesk exeter ac uk Please Note the Office Communicator service is still being developed and has a couple of service restrictions at present the first is Office Communicator to meeting room conferencing is currently limited to specific rooms The second is the IP phone capabilities within the software have been limited to Office Communicator users only and will not allow you to connect to a desk phone Installing Office Communicator Please Note if you do not wish to install Office Communicator please see information about the web access version at the end of this document Connect to the universit2. Share Send an E Mail Message Schedule a Meeting Add to Outlook Send a File Properties View Contact Card Alt Enter Find Previous Conversations Copy Ctrl C Tag for Status Change Alerts Change Level of Access Add to Contact List Move Contact To Remove from Group Delete Remove from Contact List Shift Delete 6 Select Start a Video Call a new window will open see below You will also hear a ringing sound similar to a telephone Bunting David Conversation Calling Bunting David ocstest Bunting David 7 If the person you call answers the video call they will appear in the window and using your computer you will be able to see and speak to them See below 8 To end a video you can simply close the Conversation window this will end the call You can also just end the video by click the red cross Receiving a Video Conference Call When someone calls you using Office Communicator you need to accept the call before they can speak to you This protects your privacy When someone calls you using Office Communicator the following message will appear on your computer in the bottom right hand corner of the screen If your computers speakers are switched on you will also hear a ringing sound The message contains the name of the person calling you in this case ocstest ocstest x Redirect Incoming video call To accept the call simply click on the name in the message and the call will
3. window and send the file across to the other person in the call Adding Contacts to Office Communicator Optional Optional Step Contacts allow you to keep a list of frequently contacted people in a list to make them easily accessible you can add people to your contacts by entering their email address or surname into the Type a name box Alternatively if you are using Outlook 2007 you can right click a senders name in Outlook and select Add to Messaging Contacts The client will remember who you have added Please note you do not have to add someone to your Messaging Contacts to communicate with them Send Mail Reply with Instant Message Reply All with Instant Message Tag for Presence Alerts Additional Actions Send Options Add to Outlook Contacts Look up Outlook Contact ME Outlook Properties Once you have added them as a contact they will appear in Communicator as follows Office Communicator Bunting David Available I Toe a note 4 Infrastructure a Grange Steve Available te Dickinson Dave Away g Taylor Lee Away Dickinson Dave Away O Barker David Offiing c j dickinson exeter ac uk D Edmunds Bil Offind Contact has been away for 1 _ Harvey Matt Offline _ Johnson Nick Offline _ Rudd Richard Offline EI gt Other Contacts This allows you to quickly get in touch with people you regularly communicate with You can group contacts together in groups by right click in the contac
4. as been setup for you skip this section E Connect to the university s VPN service instructions can be found here http as exeter ac uk it network vpn 2 Go to Start gt All Programs gt Microsoft Office Communicator R2 and click The following window will open D Office Communicator Welcome to Microsoft Office Communicator 2007 Sign in address 3 Enter your Exeter university email address it must be exeter ac uk format and click Sign In ok Office Communicator D gt Welcome to Microsoft Office Communicator 2007 Sign in address d g bunting exeter ac uk Sign in as Available v 4 Once connected the Office Communicator will look like this the first time you login in the future it will remember the contacts you add oO Bunting David Type a note gt Recent Contacts 5 Now that you are signed in you can communicate with other people on the service and them with you Instant Messaging 1 Connect to the university s VPN service instructions can be found here http as exeter ac uk it network vpn 2 Firstly open the Office Communicator client this is done by double clicking this icon in the bottom left hand corner of your screen The following window will open Office Communicator Bunting David El Type 2 note gt Recent Contacts 3 In order to send an instant message you need to find someone else to communicate with thi
5. commence and the following window will open To end the Video Conference simply click the X in top right hand corner of the conversation window Options during a video call While in a video call you can also use the following features instant messaging desktop sharing and file sharing Anyone in the call can start these features it does not have to be the person that made the initial call To send an instant messaging during a video call click on the following icon in Office Communicator This will open the following window Bunting David Conversation J Connected to Bunting David D G Bunting exeter ac uk ocstest hello You can now send instant messages to the other person in the conversation to switch off this function click the iJ To share your desktop during a video call click on the following icon in Office Communicator Then click on Share Desktop the following warning will be displayed click on OK to continue icon again F you choose to share your desktop all conversation participants will be able to see everything on your screen V Do not show this message again ok Cancel Using this allows the other person to see you re desktop To end the session simply click on the red cross at the top of the screen See below To share a file click on the following icon A file window will open browse to the file you wish to send and click on open This will open an instant messaging
6. ments You may not use this software if have not acquired a license under your volume license or MSDN agreement I do not accept the license terms Ven Pray Staten 6 Select Use Microsoft Update when check for updates 7 Microsoft Update Opt In j Use Microsoft Update to help keep your computer secure and up to date Microsoft Update helps keep your computer secure and up to date for Windows and other Microsoft products induding Microsoft Office Communicator 2007 R2 You can review or change your update settings from the Windows Update control panel Use Microsoft Update when I check for updates G Ido not want to use Microsoft Update Setup will install Microsoft Office Communicator 2007 R2 in the folder specified below To install Microsoft Office Communicator 2007 R2 in this folder dick Next To install Microsoft Office Communicator 2007 R2 in a different folder click Browse or type a new installation path in the box below c Program Files Microsoft Office Communicator 8 Please wait while Microsoft Office Communicator Installs 9 Click on Finish Sign in for first time The following is a one of operation that only need to be done once after Office Communicator is installed After entering the details for the first time Office Communicator will remember your username and sign in automatically when you login to your computer on the university s network If Office Communicator h
7. ry well thanks you ocstest Good thank you See you later Bunting David Bye Last message received on 29 11 2010 at 10 36 7 Once you have finished the conversation simply close the Conversation window to end Video Conferencing Requires a webcam 1 If not already connected connect to the university s VPN service instructions can be found here http as exeter ac uk it network vpn 2 If Office Communicator is installed on your office computer it normally starts automatically and appears in the bottom right hand corner of your screen as the following icon If the icon does not appear you may need to start Office Communicator by going into your start menu and then All Programs and then select Office Communicator 3 Once you have loaded the client you should see a window similar to the following Office Communicator amp oO Bunting David Available a Type anote La gt Recent Contacts X 4 In order to make a video call you need to find someone else to communicate with this is done by typing the persons surname in the Type a name box For example B Office Communicator x oO ocstest Available P El Tye anote un CE E Bunting David Available Bunting Thomas Available 4 Recent Contacts Bunting David Available 4 All Contacts 5 To start a video call right click the person s name you wish to Video Conference with Send an Instant Message Call Start a Video Call
8. s is done by typing the persons surname in the Type a name box For example Office Communicator ocstest Bi Type a note Bunting David Available Bunting Thomas Available 4 Recent Contacts Bunting David Available 4 All Contacts 4 To send an Instant Message right click the person s name you wish to send a message to the following will appear Send an Instant Message Call Start a Video Call Share j Send an E Mail Message Schedule a Meeting Add to Outlook Send a File Ioe E t ee Gi Properties View Contact Card Alt Enter Find Previous Conversations Copy Ctrl C Tag for Status Change Alerts Change Level of Access H Add to Contact List Move Contact To Remove from Group Delete Remove from Contact List Shift Delete 5 Select Send an Instant Message a new window will open see below Tia ONISE Bunting David Conversation 6 Type the message you wish to send in the bottom half of the window shown in the image above as Type Text Here then press enter to send the message Instant message conversations normally start with a greeting such as hi or hello then follow with the rest of the messages See below for a simple example of how an Instant Messaging conversation flows Tm Bunting David Conversation x D 12 Cee ocstest Bunting David ocstest Hi Bunting David gt Hello ocstest How are you today Bunting David gt Ve
9. ts are and selecting new group give it aname then drag contacts into it in the Office Communicator window Web Access Version If you do not wish to install the Office Communicator Client on your home PC you can alternatively use Office Communicator Web Access this can be accessed here https communicator exeter ac uk A screenshot of the login page is shown below Security Show explanation This is a public or shared computer This is a private computer Cia Microsoft C 3 Office Communicator Web Access Sign In Type domain username important Before you sign in turn off pop up blocking software for this Web site Get help with ae pop up blockers Type password Language Engish v To login you need to prefix your username with isad in order for the login to work for example if your username is htk205 type isad htk205 Pop ups must also be enabled for this site you will normally be prompted by your web browser to enabled them Please note Office Communicator Web Access only allows Instant Messaging Desktop Sharing and presence information it does not allow video conferencing
10. y s VPN service instructions can be found here http as exeter ac uk it network vpn Before you begin ensure you have administrator rights on your computer so you can install the software These instructions are for Windows XP to Windows 7 the office communicator product is capable of a vast number of communication methods please see http office microsoft com en us help HA102373941033 aspx for further information The client may have been setup for you in which case skip these instructions 1 Go to Start gt Run and type the following vmocs01 ex ac uk Install and press enter e ype the name of a program folder document or Internet resource and Windows will open it for you Oper Vawmocs01 ex ac uk Install 3 Double click the Communicator msi installer 4 Click Next Welcome to Microsoft Office Communicator 2007 R2 Setup Setup will guide you through the process of installing Microsoft Office Communicator 2007 R2 onto your computer To start the installation process dick Next 5 Click I Accept the license terms and click next Microsoft Software License Terms Please read the following license terms carefully MICROSOFT OFFICE COMMUNICATOR 2007 R2 PLEASE NOTE If you licensed this software through Microsoft s Volume Licensing or Microsoft Developer Network Subscription MSDN Programs your use of this software is subject to the terms and conditions of the applicable Program agree
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