Placing and Receiving Phone Conference Calls

You can start a phone conference call from the Office Communicator 2007 R2 Contact List by selecting multiple contacts, or a group. You can also start a conference from a one-to-one phone or video conversation between two people by simply inviting another person to the conversation.

What do you want to do?


Place a conference call

  1. In the Communicator Contact List, do one of the following:
    • Select multiple contacts by holding down CTRL as you click the contacts that you want to invite to the conference, right-click the last contact, and then point to Start a Conference Call.
    • Right-click a contact group and then point to Start a Conference Call.
  2. Click one of the following options:
    • Start Conference Now Using     Click Communicator to start the conference from your default USB phone device or computer (if you have a headset or speakers and microphone), and to place a VoIP call to the conference invitees.
    • Start Conference Call By Calling Me At     Click a phone number to have Communicator call the phone number and join you to the conference when you answer the phone. Communicator will also place the call to the conference invitees. You can also enter a new phone number from which to join the conference.

In the Office Communicator Conversation window, the Inviting status for each contact appears as the contact is called and invited to the conference. When the contact accepts the call and joins the conference, you see the phone indicator to the right of the contact name.

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Invite others to a conference call

During a conference call, you can easily invite other participants to the call. You can invite a contact in the Communicator Contact List or you can call a phone number outside your organization.

To invite others to a conference call

  • To invite a contact, click the Invite button, and then select a contact from the list.
  • To call a contact by using Communicator or one of their published phone numbers, click the Invite button, click the arrow next to the contact’s Call button, and then select Communicator Call or select a phone number.
  • To call someone inside or outside of your organization, click the arrow next to the Invite button, and then click Invite by Phone. In the Invite someone by phone box, type the person’s phone number, and then click Call.
  • To invite someone outside your organization by e-mail, click the arrow next to the Invite button, and then click Invite by E-mail. An e-mail message opens in Microsoft Outlook. (If you do not have Outlook, you can copy the invitation text to the e-mail program of your choice.) Send the e-mail to the invitee, who can click one of the following links in the e-mail to join the conversation:
    • Join using Communicator     If the invitee has Communicator installed, Communicator opens and joins the conference call.
    • Join using a Web browser     This option opens a conversation in a Web browser. In the Conversation window, the invitee can click Join From, and then type a phone number in the Answer call by calling me at box.

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Send an instant message during a conference call

While conducting a conference all, you can send an instant message to all particpants in the call or to individual particpants.

To send an instant message during a conference call

  • Do one of of the following:
    • To send an instant message to all participants in a call, click the Show Instant Message Area button, type your message in the Message Entry area, and then press ENTER.
    • To send an instant message to an individual particpant in a call, right-click the participant name in the Participant List, click Send an Instant Message, type a message in the Message Entry area, and then press ENTER.

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Add video to a conference call

If you have a webcam attached to your computer, you can add video to your conference call. When you add video, call participants see a Join the Video Conference alert in their Communicator Conversation window. When they click the alert to join, their Conversation window expands to show the video feed.

To add video to a conference call

  • In the Communicator Conversation window, click the Start Video Conference Call button.

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Add desktop sharing to a conference call

You can share a view of your desktop with other participants in the conference if they have joined by using Communicator or a Web browser. You can also share control of your keyboard and mouse with participants.

To start desktop sharing

  • Click the Sharing button, and then click Share Desktop. Other participants see the message Click to accept invitation to sharing session.

To share control with a participant

  • Click the down arrow next to In Control: <your name>, and then under Share Control, click the name of the participant.

To allow any participant to request control

  • Click Share Control with All Participants. Any participant can click Request Control to begin controlling your keyboard and mouse.

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Join a conference call

When you place a conference call, the recipients of the call see a conference call invitation alert.

To join a conference call

  • Click the left pane of the conference invitation alert.

You can join a conference call from an alternate phone, for example, you may want to join the conference from your mobile phone, rather than your computer or desktop phone.

To join a conference call from another phone

  • Click Join From in the conference call invitation alert and then select the phone from which you want to join the conference. Communicator calls the phone number and when you answer the call, Communicator joins you to the conference on that number.

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Decline a conference call

When you decline a conference call, in the Communicator Conversation window, your "not available" status is displayed for the person who placed the conference call.

To decline a conference call

  • Click the left pane of the conference invitation alert.

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Temporarily set your phone status to Do Not Disturb from a conference call invitation

When you receive a conference call invitation alert, you can click the Do Not Disturb button to temporarily change your status to Do Not Disturb.

To temporarily set your phone status to Do Not Disturb from a conference call invitation

  • In the conference call invitation alert, click Redirect, and then click Set to Do Not Disturb.

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Applies to:
Communicator 2007 R2