Setting up an administrative assistant to take calls for the manager

Office Communications Server Attendant is designed so that administrative assistants can easily handle calls on behalf of their managers. This is particularly important if a manager receives a large number of phone calls during the work day, and cannot personally handle them.

Setting up an administrative assistant to take calls for the manager

On the manager's computer, do the following steps:

  1. Open Office Communicator – not Communications Server Attendant – and make sure that the manager's computer is running version 3.0. If it is not running version 3.0, contact your system administrator to get it installed on your computer. Previous versions of Communicator do not have this functionality.

    Note: To check your Communicator version, click the down arrow next to the Menu button (the button in the upper left that displays the Office Communicator logo), click Help, and then click About Microsoft Office Communicator.

  2. Once you have Communicator 3.0 installed, click the down arrow next to the Menu button (the button in the upper left that displays the Office Communicator logo), and then click Tools.

  3. Click Call Forwarding Settings

  4. Under Do the following when I get calls, select either Ring me and my delegates or Forward to my delegates.

  5. Click Add, and then type the name of the administrative assistant in the Search box.

  6. When the administrative assistant's name appears in the Results list, double-click it, and it appears in the Delegates list.

  7. Click Close, make sure Simultaneously ring delegates or a team is set to Me and all delegates at the same time, and then click OK.

    Note: The administrative assistant receives an alert notifiying him or her that he or she has been added as a delegate to the manager's account. Also, the manager is added to the administrative assistant's People I Support group.

Now, every call that is placed to the manager will ring the assistant's phone at the same time. Both the manager's and assistant's call alerts will include hints that let each know who the caller is trying to reach.

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