Microsoft Office Communicator A General Introduction

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

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

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

START CONTACTS

OCS Components Contacts Contacts are the core of the OCS system All further actions require interaction with your contacts

OCS Components Contacts Contacts are the core of the OCSsyste All further actions require interaction with your contacts There are 4 categories of contacts: 1.ARU Contacts 2.Public IM Contacts 3.Federated contacts 4.External Contacts

OCS Components Contacts Contacts are the core of the OCSystem All further actions require interaction with your contacts There are 4 categories of contacts: 1.ARU Contacts 2.Public IM Contacts 3.Federated contacts 4. External Contacts These contacts are ‘authenticated’ contacts

OCS Components Contacts 1.ARU Contacts 2.Public IM Contacts 3.Federated Contacts 4. External Contacts ‘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 Students can be integrated into ARU OCS through these contact categories

OCS Components Contacts 1.ARU Contacts 2.Public IM Contacts 3.Federated Contacts 4. External Contacts These Contacts are generally contacted through to initiate further actions These Contacts can not be authenticated.

OCS Components Contacts These are typically ‘internal’ ARU Contacts and will be registered within the Global Address Book usually accessed via Outlook and Active Directory 1.ARU Contacts 2.Public IM Contacts 3.Federated Contacts 4. External Contacts The Rest of this section will focus on this user category.

OCS Components Contacts – Adding & Selecting This screen will be displayed on startup by default.

OCS Components Contacts - Adding You can locate contacts matching search criteria entered in the Search Box Results are displayed below the Search Box

OCS Components Contacts - Adding Select Contact and Add to a Specific Contact Group

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

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

END CONTACTS

START INSTANT MESSAGE

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

OCS Components Instant Messaging Or start a Meeting and then Invite Contact(s) to Join

OCS Product Overview Instant Messaging And then commence conversation by typing in the text box

OCS Product Overview Instant Messaging Each Response and Respondent is recorded and time-stamped

OCS Components Instant Messaging Multiple sessions A number of IM sessions can be open simultaneously [Current setting is 10 sessions max]

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

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

END INSTANT MESSAGE

START PRESENCE

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

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

OCS Components Presence Status will also use info. from Outlook calendar to set presence status

OCS Components Presence Access Levels Presence Information details are set per contact type – may be changed individually PRESENCE INFORMATION BLOCKPUBLICCOMPANYTEAMPERSONAL Offline Presence  Presence  Capabilities  Display Name  Address  Work Phone *  Mobile Phone *  Home Phone *  Other Phone  Company  Office *  Work Address *  Sharepoint Site  Meeting Location  Meeting Subject  Free Busy  Working Hours  Endpoint Location  Notes (Out of Office Note)  Notes (Personal)  Last Active  

OCS Components Presence Access Levels ARU contact default level = COMPANY Presence Information details are set per contact type – may be changed individually PRESENCE INFORMATION BLOCKPUBLICCOMPANYTEAMPERSONAL Offline Presence  Presence  Capabilities  Display Name  Address  Work Phone *  Mobile Phone *  Home Phone *  Other Phone  Company  Office *  Work Address *  Sharepoint Site  Meeting Location  Meeting Subject  Free Busy  Working Hours  Endpoint Location  Notes (Out of Office Note)  Notes (Personal)  Last Active  

OCS Components Presence Access Levels Federated Contacts Default= Public Presence Information details are set per contact type – may be changed individually PRESENCE INFORMATION BLOCKPUBLICCOMPANYTEAMPERSONAL Offline Presence  Presence  Capabilities  Display Name  Address  Work Phone *  Mobile Phone *  Home Phone *  Other Phone  Company  Office *  Work Address *  Sharepoint Site  Meeting Location  Meeting Subject  Free Busy  Working Hours  Endpoint Location  Notes (Out of Office Note)  Notes (Personal)  Last Active  

` END PRESENCE

START OUTLOOK INTEGRATION

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

OCS Components Further Integration with Outlook OCS also integrates with Outlook In these examples, Presence information is displayed for OCS contacts in an message

OCS Components Further Integration with Outlook Launch the OCS command menu by selecting (right-click) the contact in an message ……

END OUTLOOK INTEGRATION

OCS Product Overview Video 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.

START DESKTOP SHARE

OCS Product Overview Desktop 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

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

OCS Product Overview Desktop 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 !!

END DESKTOP SHARE

START WEB ACCESS

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

OCS Components Web Access – ARU OCS users 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

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

OCS Components Web Access – ARU OCS users A web version of OCS is presented. But without Audio/Video Telephony

OCS Components Web Access – External Contacts Invite External Contacts to Join a Session by sending meeting details via …….

OCS Components Web Access – External Contacts ………ARU Session Leader generates an Outlook ……

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

OCS Components Web 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

OCS Components Web Access – External Contacts ARU Session leader cannot verify External Contacts, Presence Status or Meeting Features

OCS Components Web Access External User has restricted functionality : IM and desktop sharing available Video/Audio not available

END WEB ACCESS

Questions?