User Guide for Office Communicator 2007

For user guide of Live Meeting client, please refer to http://www.itservices.hku.hk/services/uc/oc2007/livemeeting/userguide.htm.

System Requirement
Operating System: Windows 7, Windows Vista and Windows XP with SP2
Telephony: Microphone and speakers, headset with microphone, or equivalent device(For voice/video call)
Video: Video camera (For video call)

To install Communicator
1.    Download Office Communicator 2007 from "HKU Portal" -> "Campus Information Services" -> "Central IT Services" -> "Register OCS/Download client" and save it as a file on your PC's local disk, e.g. c:\, and run it.
2.    Exit any Microsoft Office programs that are currently running.
3.    In the Run dialog box, click OK.
4.    Review the license agreement. If you agree with the terms, select the "I accept the terms in the License Agreement" check box, and then click Next.
5.    When the installation is complete, click Finish.

1.    Open Office Communicator 2007, go to Tools => Options, do the following:
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2.    In Sign-in address, type in <username@hkucc-com.hku.hk>
3.    Click Sign in button
4.    In Username, enter "username@hkucc-com.hku.hk" and your password to login OCS
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1.    In the Office Communicator window, type the display name or e-mail address of a person or distribution group in the Search box. By default, Communicator lists all matching users and groups from the Active Directory? Domain Services and the Microsoft Outlook Contact folder.
2.    Drag the name from the Search Results pane into the Contact List. You can drag individual names into an existing group in the Contact List. You can also drag a distribution group into the Contact List, but you cannot drag a distribution group into an existing group.

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Personal
Can see all published contact information, including home and mobile numbers.
Team
Can see published work and more numbers, plus schedule and availability details, and can interrupt me when my status is Do Not Disturb. Delegates are automatically given this level of access.
Company
Can see work contact information, plus basic schedule and availability.
Public
Can see your name, title, company, e-mail address and limit availability.
Blocked
Can see your name and limited contact information but cannot contact you through Communicator; you appear as Offline.

Move a contact
Drag the contact from one group and drop it into another. You can also select multiple contacts by holding the CTRL key and then clicking the contacts you want to drag.
Copy and paste a contact
Right-click the contact, click Copy, right-click the group where you want to paste the contact, and then click Paste. To select multiple contacts, hold the CTRL key and then select the contacts you want to copy.
Drag contacts between the Participant List and the Contact List
With Office Communicator 2007 you can drag contacts between the Contact List and the Participant List, providing an easy way to add contacts to a session. You can also drag contacts from the Participant List to the Contact List, providing an easy way to add contacts to your Contact List.
To drag a contact from the Contact List to the Participant List
In the Contact List, drag a contact into the Participant List in the Conversation window. Typically you would do this during an active session.
To drag a contact from the Participant List to the Contact List
During an active session, drag a contact from the Participant List into the Contact List.

The Presence information that is displayed for each contact in your Contact List reflects the availability of the contact, as shown below.
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Table below describes each Presence button and the accompanying status text. 

Presence button	Contact status	Description
	Available	The contact is online and can participate in conversations. This status can be set manually by the user.
	Busy In a Call In a Conference In a Meeting	The contact is available but engaged in another activity. Activities include: - In a Call - In a Conference - In a Meeting This 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 an access level other than 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.
	Away	The contact is probably not available. This status is displayed for the following reasons: - The contact's computer has been idle for more than the idle time period setting 15 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 five 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.
	Offline	The contact is not available. This status is displayed for the following reasons: - The contact has manually set his or her presence status to Appear 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.
	Presence unknown	Communicator 2007 cannot determine the status of the contact. This status is usually displayed because the contact's presence status is stored in another computer system, such as that of an organization that is not a federated partner.
	Blocked	This indicator is displayed in your Contact List next to the name you have blocked. To the person you have blocked, you appear to be offline.

Example - To set your status to Do Not Disturb
1.    In the Office Communicator window, click your Presence button and change your Presence status to Do Not Disturb in the Status area. When you change your Presence status to Do Not Disturb, as shown below, by default, only those people who you have assigned the Team access level can contact you.
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You typically start an instant messaging session by double-clicking a contact name in the Contact List. Double-clicking a contact name opens the Conversation window where you enter your instant message and view responses from others

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The Office Communicator window and the Conversation window 
  
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 or press ENTER, type a message and then press ENTER.
- To send an instant message to multiple contacts, hold the CTRL key to select the contacts, right-click the last contact, and then click Send an Instant Message or press ENTER, type a message and then press ENTER.

To invite multiple participant for instant messaging
Double-click a contact name the first to open the conversion window. Then click INVITE button and select more participant to join the conferencing session.
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With Communicator, you can change the font, font size, and color, or format text with additional attributes such as bold, italic, or underlining.

To format instant message text for a single message
1.    In the Office Communicator window, double-click a contact name in the Contact List to start an instant message.
2.    In the Conversation window, select the Change text color, font, and other formatting button,  and then select the formatting options from the formatting popup window.
 
To format instant message text for all instant messages
1. In the Office Communicator title bar, click the Menu button .
2. On the Tools menu, click Options.
3. In the Options dialog box, click the General tab, and then click Change Font.
4. In the Change Font dialog box, make the changes that you want, and then click OK.
5. Click OK again to accept the changes, and then close the Options dialog box. Your font changes now apply to all your instant messages.
 
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There are several ways to send files to another user.
 
To send a file to a contact in your Contact List
1. Using your mouse pointer, drag the file (or files) that you want to send from a Windows folder location and drop it onto a contact in the Contact List.
2. When you drop the file, a file transfer invitation is sent to the recipient. If the recipient accepts the transfer, a Transfer of <filename> is completed message appears.
3. If the recipient declines the transfer, a Transfer of file <filename> has been declined by <user> message appears.
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To send a file during a single-contact session
1. If you are engaged in a conversation with another contact, whether by IM, phone, or audio/video communication, you can send a file (or files) to the contact by dragging the file to the Conversation window. You cannot send a file to more than one contact.
2. Using your mouse pointer, drag the file (or files) you want to send from a Windows folder location and drop it onto the Conversation window OR Click "Send A File" button in the conversion windows and then select the file from File Browser.
3. When the transfer is completed, a Transfer of <file name> is completed message appears in the Conversation window. Communicator does not support sending a file to a group or multiple contacts that you have selected.
 
To send a file to a conference participant
1. If you are engaged in an IM, phone or audio\video conference, you can send a file to an individual member of the conference.
2. In the Conversation window, in the conference Participant List, right-click the contact that you want to send a file to, click Send a File, and then select the file you want to send.

To receive a file
From the Conversation window, do one of the following:
a)    Click Accept to receive the file and save it to the default My Received Files folder location.
b)    Click Save As to receive the file and save it a location that is different from the default My Received Files folder location.
c)    Click Decline to refuse the request. The sender receives a message in the Conversation window that you cannot receive the file.

In the Office Communicator title bar, click the Menu button, point to Tools, and then click Options.
Click the General tab, click Browse, select a destination folder for received files, and then click OK.

The Call button is shown in figure below.

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Call button for one-click calling
 
To make a one-click audio call
1. In the Contact List, click the Call button to the right of the contact that you want to call.
 
To view call options for a contact
1. In the Contact List, click the arrow to the right of the Call button associated with the contact.

When you receive a phone call from another Communicator contact, a Call alert appears in the lower-right corner of your computer screen.

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To answer a voice call
Click the left pane of the Call invitation alert.
To ignore a call
Click the Ignore Call button in the Call invitation alert.
To redirect a call
Click the Redirect button and you can redirect the call to instant message.

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When you answer a phone call from a Communicator contact, the Conversation window opens. The Conversation window offers a variety of call controls that you can use to transfer a call, put a call on hold, or adjust your speaker or microphone volume.

Control	Function
	End Call.
	Put call on hold.
	Mute your line during a conference call
	Transfer call to: another person another one of your devices (such as your cell phone).
	Display the dial pad. The dial pad is used to enter input to access voice mail and to enter pass code for conferences.
	Toggle audio from a call between the USB telephony device and other speakers. This control only appears if you have a USB telephony device attached to your PC and you have configured your audio device to play call audio on a separate device from your USB telephony device.
	Mute speakers. Click the Menu button to adjust the audio volume.
	Mute microphone
	Audio level indicator.
	Time elapsed.

To start a video call from the Contact List
In the Contact List, right-click a contact, and then click Start a Video Call, as shown in figure below. After the video call is accepted, the Conversation window expands to display the video.
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To start a video call from the Contact List
Click the left pane of the Video Call invitation alert, as shown in figure below
 
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When you accept a Video Call invitation, the Communicator Conversation window opens and shows the caller's video stream, as shown in figure below.
 
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In Communicator, user can share his or her entire computer desktop with the other participants.

User can also allow other participants to take control of the document or application that is displayed on desktop. For example, if user is sharing a slide deck and another participant wants to present the slides while advancing them at his or her own pace, user can give control to the participant.

Right click the contact person and then select Share => Share Desktop. Or click The sharing button inside conversion windows

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When a participant initiates desktop sharing during a conversation, the message Click to accept invitation to sharing session appears in your conversation window. If you are currently not in a conversation, an alert appears on your desktop.

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To share control of the desktop sharing session, click the arrow next to the In Control sharing bar, under Grant Control To, click the name of the participant to whom you want to give control. The participant will see the message "You have been granted control".

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To take back control of the desktop sharing session, in the Control sharing bar, click the arrow next to the Sharing button, and then click Take Back Control.

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After starting office communicator in your PC, you can see presence status of contact person in your Outlook like below. You can perform communicator action like send instant message or call user by placing your mouse over the contact person

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Office Communicator allows user to save conversion in Outlook. In the Office Communicator Title bar, click the Menu button, and then, on the Tools menu, click Options. On the Personal tab, under Personal information manager, select Microsoft Office Outlook from the list, and then select and clear the individual options as appropriate. Figure below shows the individual settings.

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Then a folder named 'Conversion History' will be created in hkucc-com.hku.hk Exchange account and save conversion history of Communicator
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User can login Office Communicator Web Access through https://uc.hku.hk. Enter username as HKUCC-COM\<username> and also HKUCC-COM password, then press "Sign In" to login Office Communicator Web Access

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OCWA only offers instant messaging and desktop sharing features

Start Instant messaging in OCWA
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NOTE 1: When there's an incoming message, both the web access client and desktop client can see incoming message alert.
NOTE 2: Conversions in OCWA won't be saved in Outlook

If user wants to Share his desktop when using OCWA, he is required to install a plug-in to start desktop sharing. Select "Click to install" button to install plug-in.

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Click "Sign out" in the right top corner of the Communicator Windows to logout OCWA

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Communicator 2007 R2 Help Table of Contents
http://office.microsoft.com/en-us/communicator-help/CH010292021.aspx

FAQ
http://office.microsoft.com/en-us/communicator/HA102899951033.aspx

Online tutorial (Flash)
http://office.microsoft.com/search/redir.aspx?AssetID=XT103546511033&Origin=HH103547081033&CTT=5