Using Communicator
Where is the Communicator phone dial pad?
How do I set up an archive of my messages and conversations?
How do I view my achieved messages and conversations?
How do I view and show presence with public IM (MSN and Yahoo) clients?
Adding Contacts to Communicator
How do I add an outside contact that is not federated or a public IM contact to my Communicator Contact List?
How are contacts sorted in the Contact List? Can I re-sort them?
Live Meeting and Conference Calls
How do I configure my Live Meeting account?
When I call in to a scheduled conference call, do I need to Join by using the Communicator and also call in via telephone?
Why can’t I set my presence status to “In a Meeting”?
Communicator and Exchange Troubleshooting
How do I login if I have lost my password?
Why do I see the Exchange Connection error in Communicator?
Why am I not able to send email?
Why I am not able to receive email?
How can I reduce the amount of Spam I am receiving in my email box?
When I use the communicator to make a phone call or Live Meeting, I am hearing an echo. How do I eliminate the echo?
I am not able to log into Communicator?
WorkSpace Communications and 911
What can you tell me about e911 calls on your platform and how will it affect my service?
Using Communicator
Where is the Communicator phone dial pad?
- The dial pad is available to you during and after your Communicator connection. While a call is being connected, the dial paid is available in the Call Control area on the right side of the Conversation window. After the call is connected, the dial pad is available in the Call Control area on the left side.
How do I set up an archive of my messages and conversations?
- Verify that you are using Microsoft Office Outlook 2007.
- In the Office Communicator title bar, click the Menu button, point to Tools, and the click Options.
- On the Personal tab, select the Save my instant message conversations in the Outlook Conversation History folder option, and then click OK.
How do I view my achieved messages and conversations?
- Requires integration with Outlook 2007
- To view your Conversation History, in the Office Communicator title bar, click the Menu button, point to Tools, and then click View Conversation History. Communicator activates Outlook 2007 and displays the Conversation History folder. You can also view conversations in outlook in a folder called Conversation History.
- To find a previous IM session for a specific contact, in the Office Communicator main window, right-click the contact whose previous IM session you want to view, and then click Find Previous Conversations. (Note that this command is only available if you have had a previous IM session with the contact.)
How do I view and show presence with public IM (MSN and Yahoo) clients?
- In Office Outlook, open the Contacts folder, and then click New.
- In the Full Name box, enter a name for the contact. Entering information in the Company, Job title, and File as boxes is optional.
- Under Internet, enter an e-mail address for the contact, and then fill in the following boxes:
- Enter phone numbers for the contact using the E.164 format of country code, area code, and local number with no hyphens. For example, a U.S. number might look like: 14255550101, where 1 is the country code, 425 is the area code, and 5550101 is the local number.
- Save the contact.
- Open Office Communicator, and in the Search box, type the name you entered into the Display as field in Outlook. The contact name will appear in the Search Results box.
- Drag the contact from the Search Results box into a group in the Contact List. You can now have IM conversations with the contact. You can also click the phone button to the right of the contact’s name. Communicator calls are not supported for public IM contacts, but you can make calls to the contact’s home, business, or mobile phone numbers.
–Display as The name that you want to appear in the Communicator Contact List.
–IM address The IM address of the contact. If this field is not filled in, you cannot add the contact to the Communicator Contact List. (If the contact does not have an IM address or if you do not know their IM address, enter a fictitious address as a placeholder, such as username@msn.com, and then replace it later with the correct address.)
Adding Contacts to Communicator
To add a contact outside the company that is not federated or a public IM contact to your Contact List, use the Outlook Contacts folder to add their home, mobile, and other phone numbers. If you have mobile communicator set up on your phone this is automatic.
- In Outlook, open the Contacts folder, and then click New.
- In the Full Name box, enter a name for the contact. Entering the Company, Job title, and File as boxes are optional.
- Under Internet, enter an e-mail address for the contact, and then fill in the following boxes:
- If this field is not filled in, you cannot add the contact to the Contact List. (If the contact does not have an IM address or if you do not know their IM address, enter a fictitious address as a placeholder, such as username@msn.com, then replace it later with the correct address.)
- Enter phone numbers for the contact using the E.164 format of country code, area code, and local number with no hyphens. For example, a U.S. number might look like: 14255550101, where 1 is the country code, 425 is the area code, and 5550101 is the local number.
- Save the contact.
- Open Office Communicator and then, in the Search box, type the name you entered into the Display as field in Outlook. The contact name will appear in the Search Results box.
- Drag the contact from the Search Results box into a group in the Contact List. You can now have IM conversations with the contact. You can also click the phone button to the right of the contact’s name. Communicator calls are not supported for public IM contacts, but you can make calls to the contact’s home, business, or mobile phone numbers.
–Display as The name that you want to appear in the Communicator Contact List.
–IM address The IM address of the contact .Example: username@msn.com
How are contacts sorted in the Contact List? Can I re-sort them?
- By default, Communicator sorts contacts in each group in the Contact List first by availability, and then alphabetically. Available contacts (those that can be contacted) have either the Available or Busy presence status. The Recent Contacts group is an exception, and sorts contacts top-to-bottom according to those contacts with whom you’ve most recently communicated. To change the way contacts are sorted in the Contact List, select the Change View button in the Communicator window, and then select Sort Contacts by Availability. This option moves contacts with Away, Unavailable, and Unknown status into groups, leaves contacts with Busy or Available status in their groups, and then sorts the contacts alphabetically.
Live Meeting and Conference Calls
How do I configure my Live Meeting account?
- Launch the Live Meeting client, click the Menu button in the Live Meeting Title bar, and then select Open User Accounts. (The first time you run Live Meeting, the User Accounts dialog box appears automatically.)
- Enter your Live Meeting login information or portal URL.
- Click Test Connection to verify.
- No. You can join simply by using the Communicator on your PC. You can adjust your volume on your PC to hear the caller or to be heard as appropriate. You will be on MUTE automatically when you join the conference call, in order to be heard, you will need to click on the MUTE button located on the key pad in your communicator.
- If you do not have access to your Communicator, you have a choice to join by using a Web browser.
- If you do not have access to a computer, you can join a conference call from your phone by dialing the information listed in the meeting invitation.
Why can’t I set my presence status to "In a Meeting"?
- Your Presence status is tied to our Outlook calendar. By default, your Presence status is tied to your Outlook calendar. Consequently, if a meeting is currently scheduled in your Outlook calendar, your status automatically appears as In a meeting in Communicator. If you join a call your status will automatically change to in a call. You cannot manually change your status to In a meeting. Instead, use the Busy presence status.
Communicator and Exchange Troubleshooting
How do I login if I have lost my password?
- Your password for Office Communicator is the same password that you use to login to Windows. If you recently changed your Windows password, try the new password when logging in to Office Communicator.
- If you still do not have the correct password for logging in to Office Communicator, check with your system administrator by emailing CXO Support at CXOSupport@cxogs.com.
Why do I see the Exchange Connection error in Communicator?
- The “Exchange Connection” error in Office Communicator appears when Communicator cannot contact Microsoft Exchange to get calendar information, such as when a contact is free. There may be problems with the Exchange Server to which you are connected. When you see the “Exchange Connection” error, try to schedule a meeting through Outlook and see if free-busy information is available for contacts. Contact your system administrator if you see if a discrepancy between the free-busy information in Outlook and Communicator.
Why am I not able to send email?
Please check the following items:
- Can you get to the internet? If not, you have a network issue at your location.
- Have you validated the address you are sending to? If yes, check to make sure your Outlook is connected to exchange see next bullet. If connected, send your error message to CXO support via CXOsupport@cxogs.com or call 1-800-834-8444.
- Does your Outlook show connected to exchange (bottom of Outlook screen see below) if not exit outlook and check to make sure you can get to the internet. If you can get to the internet, log back into outlook. Can you send a message now? If not then contact CXO Support
Why I am not able to receive email?>
- Can you get to the internet? if not you have a network issue at your location
- Does your Outlook show connected to exchange (bottom of Outlook screen see below) if not exit outlook and check to make sure you can get to the internet. If you can get to the internet, log back into outlook. Can you send a message now? If not then contact CXO Support @ CXOsupport@cxogs.com or call 1-800-834-8444.
How can I reduce the amount of Spam I am receiving in my email box?
- If it is a specific site turn on a filter in your outlook to point those emails to the junk folder, notify CXOsupport @ CXOsupport@cxogs.com or call 1-800-834-8444.
- Contact CXO Support @ CXOsupport@cxogs.com or call 1-800-834-8444.
I am not able to log into Communicator?
- Can you get to the internet? If not you have a network issue at your location.
- Do you have the correct information input when you login. If yes Contact CXO Support CXOsupport@cxogs.com or call 1-800-834-8444 with the error message you are receiving.
WorkSpace Communications and 911
Question: What can you tell me about e911 calls on your platform and how will it affect my service?
Answer: Disclaimer – Workspace cares about your safety and the quality of your experience! VoIP can dramatically reduce costs and keep you connected to your family, friends, and co-workers.
If you are currently using traditional phone service but experience frequent issues with your broadband or Internet connection and/or electrical failures, we suggest that you avoid using VoIP based services at this time.
There are some important caveats to keep in mind. In order to use our VoIP service, you must agree to and acknowledge the following:
1. VoIP 911 service can be adversely affected or rendered useless by power interruptions, broadband and Internet outages, computer viruses and worms that may your network, and/or device failure.
2. VoIP 911 service must be activated by following the instructions provided by Workspace. If you suffer from a life threatening medical condition or your needs or location require readily available access to emergency service, Workspace suggests that you maintain a traditional plain old telephone system (POTS) line or and/or mobile phone service.
3. You must notify others at the location(s) where the Service will be used of the non-availability of traditional 911 emergency dialing over the Service. Workspace can provide labels that you should affix to all phones, handsets, and/or headsets that are associated with the Service.
4. VoIP 911 service makes a best-effort attempt to route emergency calls to the PSAP (Public Safety Answering Point) closest to your location. It is your responsibility to provide Workspace with location information and ensure that the broadband telephony service will only be used at that location.
5. Workspace acquires the information used to perform the emergency call routing from third parties and is not responsible for the accuracy of the information. All emergency calls are recorded. In order to prevent call failures, emergency calls will be monitored by a live agent who can assist in the event your call is not routed to the correct location or there is an issue with the delivery of your location information. Live agents will intervene if an emergency call has failed or you are unable to speak and will dispatch emergency services to the Service location.
6. You agree to defend, indemnify, and hold harmless Workspace, its officers, directors, employees, affiliates and agents and any other service provider who furnishes services in connection with this Agreement or the Service, from any and all claims, losses, damages, casualties, and fines resulting from the use of the service including the use, fitness, and availability of 911 services.
