Conferencing using Communicator 2007

1. Conferencing using Communicator 2007 Communicator 2007 is designed to support the way you usually communicate with others, with a variety of possibilities for conducting conferences. In this lesson, you’ll learn how to start a multiparty IM session. You’ll also learn how to start an ad-hoc conference and an audio or video conference. In addition, you’ll learn about scheduling conference calls by using Microsoft Office Outlook. Hear and see your contacts with Office Communicator

2. Start multiparty instant messaging You decide to have a multiparty IM conference in Communicator 2007 with Wilson and a few members from the Product group. Starting a multiparty IM conference in Communicator 2007 is often a fast way to reach decision makers. You can start a multiparty IM conference from the Contact List by selecting multiple contacts, a distribution list, or a contact group. Hear and see your contacts with Office Communicator

3. Start multiparty instant messaging To start a multiparty IM conference in the Contact List, do one of the following. • Select multiple contacts that you want to invite by holding down the CTRL key. Right-click the last contact, and then click Send an Instant Message. This displays the Conversation window. Type a message in the Message Entry area of the Conversation window, and then press ENTER. Hear and see your contacts with Office Communicator

4. Start multiparty instant messaging To start a multiparty IM conference in the Contact List, do one of the following. • Right-click a distribution list or a contact group, and then click Sendan Instant Message to display the Conversation window. Type a message in the Message Entry area, and press ENTER. Hear and see your contacts with Office Communicator

5. Start multiparty instant messaging You can also escalate an in-progress IM session to a multiparty IM conference. Click the Invite button in the Conversation window. Then select the contacts you want to include in the IM session. Hear and see your contacts with Office Communicator

6. Start an ad-hoc conference call You want to add someone to your in-progress call. In Communicator, you can make an ad-hoc conference call with a single click, without having phone numbers or conference codes. You can begin a conference from a one-to-one audio conversation between two people by inviting another person into that conversation. You can also start a new conference call by selecting multiple contacts or a group/specific team from the Contact List. Hear and see your contacts with Office Communicator

7. Start an ad-hoc conference call Here’s how to start an ad-hoc conference call. • In the Contact List, either select multiple contacts, or select a contact group. Then point to Start a Conference Call. • On the Start a Conference Call submenu, click either Start Conference Now Using or Start Conference by Calling Me At. Hear and see your contacts with Office Communicator

8. Start an ad-hoc conference call You can easily invite more people into the conference by clicking the Invite button in the Conversation window. When you place a conference call, the recipients of the call will see a conference call invitation. To join a conference call, click the left pane of the Conference Invitation alert. Hear and see your contacts with Office Communicator

9. Start an ad-hoc conference call You can also join a conference call from a phone that is different from your default phone. To do so, click Join From in the Conference Invitationalert, and then select the other phone you want to use to join the conference. Communicator 2007 calls the phone number; when you answer the call, Communicator enters you into the conference from that number. Hear and see your contacts with Office Communicator

10. Start an audio/video conference The product launch is getting closer, and some team members are speaking to the press in several cities. You need to get them together on a single video conference to confirm talking points. So, you decide to start an audio/video conference with contacts in the Engineering group. As shown in the top image, you can do that by right-clicking the group name in the Contact List and then clicking Start a Video Call in Communicator 2007. Hear and see your contacts with Office Communicator

11. Start an audio/video conference You can also start an audio/video conference with multiple contacts in your Contact List, as shown in the bottom image. • In the Contact List, select the contacts you want to invite by holding down the CTRL key. • Right-click the last contact and click Start a Video Call. Hear and see your contacts with Office Communicator

12. Schedule a Conference Call using Outlook You want to schedule a post-mortem audio conference the week after the launch, to review reports on early responses to the product and capture all the feedback. You can use Outlook to do this. Conference attendees, including you, can join by using their traditional phone lines or mobile phones. They can also join from their computers if they have a speaker and microphone, or a USB audio device attached to their computers. Hear and see your contacts with Office Communicator

13. Schedule a Conference Call using Outlook Here’s how to schedule a conference call using Outlook. • Open Outlook, and then click Conferencing. • Click Schedule a Conference Call to a meeting invitation. • In the invitation, enter the participant names in the To box, enter the subject of the conference in the Subject box, and select the date and time of the call. Hear and see your contacts with Office Communicator

14. Schedule a Conference Call using Outlook Here’s how to schedule a conference call using Outlook. • To assign the leader rights to the participants, click the Leader button. • Assign access to all the participants by clicking the Access button. • Click Send. Hear and see your contacts with Office Communicator

15. Escalate to a Live Meeting On the day before the final launch, you’re discussing the last-minute aspects of the launch with your team in an IM conference. In the middle of the discussion, you receive an e-mail containing the final draft of the ad campaign. You want to show the final draft to the team, so you escalate the IM conference to a Microsoft Office Live Meeting conference, without having to re-invite the participants. Hear and see your contacts with Office Communicator

16. Escalate to a Live Meeting On the day before the final launch, you’re discussing the last-minute aspects of the launch with your team in an IM conference. To escalate a Communicator 2007 conference (IM, audio, or video) to a Live Meeting session, click the Share Information Using Live Meeting button in the upper-right corner of the Conversation window. After you join the Live Meeting, you can invite the conference participants to the session. Hear and see your contacts with Office Communicator