Using Communicator with Office Outlook 2007 and Office OneNote 2007

Using Office Communicator 2007 with Office Outlook adds a number of very useful and powerful features to the Office Communicator experience. For example, you can do the following:

  • View the availability of contacts and access Office Communicator calling and instant messaging features in Outlook 2007.

  • Automatically retrieve Out of Office settings from Outlook and display your Out of Office message in the Communicator 2007 status note area.

  • Set Communicator to update free or busy status according to your Outlook Calendar and update your Contact List according to Outlook Contacts data.

  • Keep a record of incoming, outgoing, and missed calls in Outlook.

  • Start or restart an instant messaging, audio, or video conversation from an e-mail message in Outlook.

  • Retrieve OneNote 2007 notes that were taken during a previous call from the Outlook Conversation History folder.

Depending on your configuration, you may also be able to access the rich note-taking features of Office OneNote 2007 from within the Communicator Conversation window.

What do you want to do?

Configure Outlook integration options in Communicator

Send e-mail from an instant messaging session

Send an instant message from an e-mail

Use the Conversation History Folder in Outlook

View missed calls in Outlook 2007

Play your voicemail in Outlook 2007

View any Outlook alerts you may have missed

Take notes during a conversation with Office OneNote 2007

Configure Outlook integration options in Communicator

  1. In the Office Communicator Title bar, click the Menu button, point to Tools, and then click Options.

  2. On the Personal tab, under Personal information manager, select Microsoft Office Outlook from the drop-down list.

  3. Select or clear the following options, as appropriate:

    • Display my Outlook Out Of Office information to contacts in my Personal, Team and Company Access Levels.

    • Update my presence status based on my Outlook calendar information

    • Show meeting subject and location to contacts in my Team Access Level.

    • Save my instant message conversations in the Outlook Conversation History folder.

    • Save my call logs in the Outlook Conversation History folder.

      Note   Any change to these options is automatically copied to all of your computers and devices running Communicator 2007.

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Send e-mail from an instant messaging session

  1. During an instant messaging session, choose the name of the contact you want to send an e-mail to in the Participant list.

  2. Right-click the contact's name, and then click Send an E-mail Message.

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Send an instant message from an e-mail

  • In the Outlook 2007 Message window, click the presence status indicator next to the contact's name, and then click Reply with Instant Message.

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Use the Conversation History Folder in Outlook

Communicator 2007 creates a special folder in Outlook called Conversation History to track and log information about your conversations. The folder appears in the Outlook 2007 folder list, along with other folders such as Inbox, Outbox, and Sent Items, and contains a record of instant messaging sessions, phone calls, and forwarded calls.

Each item in the Conversation History folder contains the time and date of the message, the subject and content of the conversation, participant names, and the direction of conversation (incoming or outgoing). In addition, the folder contains information about any conversations that included audio, and, if you have specified that option, a complete record of all instant messaging conversations.

To view the conversation history folder

  1. In the Outlook navigation pane, under All Mail Folders, click Mailbox to expand the folder list.

  2. Click Conversation History.

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View missed calls in Outlook 2007

Outlook 2007 keeps track of missed phone calls, voice mail, and missed conversations. A record of these events is saved in your Inbox.

  • In the Outlook navigation pane, under All Mail Folders, double-click Search Folders, and then click Missed Conversations.

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Play your voicemail in Outlook 2007

  1. In the Outlook navigation pane, under All Mail Folders, double-click Search Folders, and then click Voice Mail.

  2. Find the e-mail message containing a recording of the message you missed, and then dobule-click the attachment (Outlook 2003) or click Play (Outlook 2007).

    Windows Media Player opens and plays your voice mail message.

Note   In Outlook 2007, you can also chose to play the voice mail on your telephone rather than on your computer, and you can annotate the voice mail message by clicking the Edit Notes button at the top of the e-mail message.

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View any Outlook alerts you may have missed

When Communicator 2007 is integrated with Outlook 2007, you receive an alert in Communicator whenever you have unread voice mail or missed conversation e-mails in your Inbox. If there are no missed alerts, the Missed Alerts notification is not present.

  • In the Office Communicator main window, click the Missed Alerts button. A list of missed alerts is displayed.

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Take notes during a conversation with Office OneNote 2007

  • In the Conversation window, click the Conversation Options button in the upper-right corner, and then click Take Notes Using OneNote.

    If it is a continued conversation, you can also use the View more options button to reopen any of your previous notes.

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Applies To: Communicator 2007



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