Microsoft Office Communicator A General Introduction

1. Microsoft Office Communicator A General Introduction

2. Today’s Agenda 1. Introduction & Agenda 2. Purpose of Presentation 3. Overview OCS Components 5 Questions

3. OCS Components • OCS Components • Getting Started • Contacts • Presence • Instant Messaging • Further Outlook Integration • Video/Audio & Desktop Sharing • Web Access

4. OCS ComponentsGetting Started • Accessing OCS from the desktop: • Login with your standard ARU credentials • Requires OCS ‘client’ installed • (Web access addressed later)

5. OCS ComponentsContacts Contacts are the core of the OCS system All further actions require interaction with your contacts

6. OCS ComponentsContacts Contacts are the core of the OCSsyste All further actions require interaction with your contacts There are 4 categories of contacts: • ARU Contacts • Public IM Contacts • Federated contacts • External Contacts

7. OCS ComponentsContacts Contacts are the core of the OCSystem All further actions require interaction with your contacts There are 4 categories of contacts: • ARU Contacts • Public IM Contacts • Federated contacts • External Contacts These contacts are ‘authenticated’ contacts

8. OCS ComponentsContacts ‘Authenticated’ contacts external to ARU but associated with ARU. (e.g. affiliated universities) OR Associated Public Messaging Services e.g. Windows Live, YAHOO!, Google talk • ARU Contacts • Public IM Contacts • Federated Contacts • External Contacts Students can be integrated into ARU OCS through these contact categories

9. OCS ComponentsContacts These Contacts are generally contacted through email to initiate further actions These Contacts can not be authenticated. • ARU Contacts • Public IM Contacts • Federated Contacts • External Contacts

10. OCS ComponentsContacts These are typically ‘internal’ ARU Contacts and will be registered within the Global Address Book usually accessed via Outlook and Active Directory • ARU Contacts • Public IM Contacts • Federated Contacts • External Contacts The Rest of this section will focus on this user category.

11. OCS ComponentsContacts – Adding & Selecting This screen will be displayed on startup by default.

12. OCS ComponentsContacts - Adding You can locate contacts matching search criteria entered in the Search Box Results are displayed below the Search Box

13. OCS ComponentsContacts - Adding Select Contact and Add to a Specific Contact Group

14. OCS ComponentsContacts - Selecting 1 2 3 • Type in (part) name in search box • Highlight contact required • Right-click on highlighted contact to choose communication function required.

15. OCS ComponentsContacts - Selecting Select Individual Contact, Group Contact or Multiple Contacts (CTRL key) then initiate contact action with Right-click.

16. OCS ComponentsInstant Messaging The simplest way to Start an Instant Messaging session is to select the Contact(s) and ‘Right-click’ to invoke IM

17. OCS ComponentsInstant Messaging Or start a Meeting and then Invite Contact(s) to Join

18. OCS Product OverviewInstant Messaging And then commence conversation by typing in the text box

19. OCS Product OverviewInstant Messaging Each Response and Respondent is recorded and time-stamped

20. OCS ComponentsInstant MessagingMultiple sessions A number of IM sessions can be open simultaneously [Current setting is 10 sessions max]

21. OCS ComponentsInstant Messaging……. and keeps logs A log of your IM sessions can be held within a standard Outlook folder Conversation History …………….

22. OCS ComponentsInstant Messaging……. and keeps logs ……Requires option setting by User [There is no systematic message archiving]

23. OCS Components Presence • Presence is the basis for: • Successful use of OCS • Productivity improvement • It lets contacts know the availability and location of Contacts • OCS presents overview at Startup

24. OCS Components Presence Can be set Manually Setting Presence Status notifies your contacts of your availability There are a number of ‘Standard’ Status settings

25. OCS ComponentsPresence Status will also use info. from Outlook calendar to set presence status

26. OCS ComponentsPresence Access Levels Presence Information details are set per contact type – may be changed individually

27. OCS ComponentsPresence Access Levels ARU contact default level = COMPANY Presence Information details are set per contact type – may be changed individually

28. OCS ComponentsPresence Access Levels Federated Contacts Default= Public Presence Information details are set per contact type – may be changed individually

29. OCS ComponentsPresence Status will display messages from Outlook Hover over a contact to display additional information In this case, an Out of Office Message from Outlook

30. OCS ComponentsFurther Integration with Outlook OCS also integrates with Outlook email In these examples, Presence information is displayed for OCS contacts in an email message

31. OCS ComponentsFurther Integration with Outlook Launch the OCS command menu by selecting (right-click) the contact in an email message ……

32. OCS Product OverviewVideo Conferencing By selecting the webcam during an IM session, A Videoconference session will start. All other active OCS sessions (e.g. IM, Presence Management) will remain running alongside.

33. OCS Product OverviewDesktop Sharing Desktop Sharing provides access to the desktop during an IM session Leader sets control of the desktop Note: Other parties will see total desktop

34. OCS Product OverviewDesktop Share • Share your desktop with your contact(s) by • selecting the Desktop Share Button • The contact is required to accept the request 2 1

35. OCS Product OverviewDesktop Share You can also give control of your desktop to a contact Click on the desktop share control box drop-down menu Select the contact The Contact will now have control of your desktop !!

36. Web Access is required for: ARU User without access to OCS Client OR ‘External’ OCS user (Refer Contacts Section) OCS ComponentsWeb Access

37. OCS ComponentsWeb Access – ARU OCS users https://im.anglia.ac.uk/ • If an ARU user has no access to the OCS client software, but has access to a browser the OCS system can be accessed • Using the web browser • navigate to • https://im.anglia.ac.uk/

38. OCS ComponentsWeb Access – ARU OCS users Select the computer environment (Private/Public) And Sign in with standard ARU access credentials

39. OCS ComponentsWeb Access – ARU OCS users • A web version of OCS is presented. • But without • Audio/Video • Telephony

40. OCS ComponentsWeb Access – External Contacts Invite External Contacts to Join a Session by sending meeting details via email…….

41. OCS ComponentsWeb Access – External Contacts ………ARU Session Leader generates an Outlook email ……

42. OCS ComponentsWeb Access – External Contacts …….External party receives email and joins meeting by Selecting ‘…using Web browser’ link

43. OCS ComponentsWeb Access – External Contacts When Accessing the ARU ‘OCS’ website externally, this screen is initially displayed. • External User (or ARU user without OCS Client Access) selects • ‘NO’ for Anglia Account Question • An arbitrary Name

44. OCS ComponentsWeb Access – External Contacts ARU Session leader cannot verify External Contacts, Presence Status or Meeting Features

45. OCS ComponentsWeb Access • External User has restricted functionality : • IM and desktop sharing available • Video/Audio not available

46. Questions?