Control access to your presence information

With Communicator, you use access levels to control the amount of your presence information that others see. For example, you probably have a short list of co-workers who you want to have access to your mobile and home phone numbers. To share these additional phone numbers with a contact, you need to assign that contact to the Personal or Team access level. Setting access levels is generally done in one of three following three ways:

  • You set an access level for a contact when you add them to your Contact List. By default, when you add a contact to your Contact List, they are given the Company access level.
  • After you add a contact to your Contact List, you can easily change his or her access level to increase or decrease the amount of presence information you share with them.
  • When a contact adds you to his or her Contact List, you receive an alert. From this alert, you can set an access level for the contact to control the contact's access to your presence information.
What do you want to do?


Control access to your presence information with access levels

After you add a contact to your Contact List, you can easily change his or her access level. For example, if you want your mobile phone number to be available to a contact, you need to assign the contact to the Team or Personal access level.

To change a contact's access level

  • In the Contact List, right-click a contact, point to Change Level of Access, and then select an access level for the contact.

Assign an access level when someone adds you to his or her Contact List

When someone adds you to his or her Contact List, you receive an alert. In the alert, you can set the person’s access level.

  • In the Communicator alert, in the This person’s level of access drop-down list, select an access level, and then click OK. To understand how access levels control what others see, see the following section, “Access levels and phone numbers example.”

Access levels and phone numbers example

One of the most important aspects of access levels is controlling the exposure of your mobile and home phone numbers to others. After all, you probably want your closest co-workers to have your mobile number, but not the entire company. In addition, you will want to make you home phone number available only to a short list of people. If you want to make your mobile phone number available to a contact, you assign that contact to the Team access level. If you want to make all your phone numbers available to a contact, you assign that contact to the Personal access level.

 Important   Sharing mobile, home, and other phone numbers with contacts is a two-step process. First you must add and publish the numbers you want to share and then you must assign Team or Personal access levels to those contacts with whom you want to share the numbers. For more information about publishing phone numbers, see Customize Your Presence Information.

The following table provides an example of how access levels assigned to a contact affect the phone numbers that they see.

If Peter Krebs assigns Heather Murchison this Access Level Heather Murchison can see these phone numbers for Peter Krebs in her Communicator user interface
Personal Work Phone, Mobile Phone, Home Phone, Other Phone
Team Work Phone, Mobile Phone
Company Work Phone
Public None
Blocked None

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Block a user from contacting you

  1. Right-click on the contact name in the Contacts Lst. If the contact is not in the Contacts List, type the contact's name or e-mail address in Search text box, and then right-click on the contact name in the Search results.
  2. Point to Change Level of Access, click Blocked, and then click OK.

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Applies to:
Communicator 2007