Customize your presence information

Communicator provides a full set of personal presence attributes that you can make available to other contacts to help them get in touch with you. Presence attributes include information about you, such as your work phone, mobile phone, and home phone, along with additional information, such as your work schedule, the ways you can be reached, and a personal note. When you first start using Communicator, it is generally best to customize and publish your presence information, and then set access levels for your contacts to control the type and amount of presence information that they see. In this way, you can make presence information, such as your home or mobile phone numbers, available to your closest contacts, but not available to everyone in your company.

What do you want to do?


Overview of presence attributes

Your presence information includes a diverse set of attributes that describe your availability, activity, contact information, schedule, location, and notes, both Personal and Out of Office. The table below provides a full list of Communicator presence attributes that others can potentially see. The left side of the table shows the Presence information attributes, while the right side of the table shows whether the attribute is available for a specific access level.

Presence Attributes and Access Levels   

Presence Information Blocked Public Company Team Personal
Offline Presence
Presence
Capabilities
Display Name
Email Address
Title *
Work Phone *
Mobile Phone *
Home Phone *
Other Phone
Company *
Office *
Work Address *
Sharepoint Site *
Meeting Location
Meeting Subject
Free Busy
Working Hours
Endpoint Location
Notes (Out of Office Note)
Notes (Personal)
Last Active

*If these attributes are defined in Microsoft Active Directory, they are visible to all contacts in your company, regardless of Access Level. They are also visible to federated contacts, depending on the assigned Access Level. They are not visible to public instant messaging contacts.

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Add and publish additional phone numbers

Most of your presence information is automatically supplied to Communicator by Office Communications Server, so you do not need to supply much additional information. However, there are a few presence attributes, such as your mobile and home phone numbers, which are not automatically supplied to Communicator that you will want to make available to others. As a best practice, you should add additional phone numbers, including your mobile number, to your presence information.

To add and publish additional phone numbers

  1. In the Office Communicator window, in the Title bar, click the Menu button, and then click Tools.
  2. Click Options, and then click the Phones tab.
  3. Click the button for the phone number you want to add.
  4. In the Edit Phone number text box, enter the number you want to add and then click OK. Use the E.164 format. E.164 numbers can have a maximum of 15 digits and are usually written with a + prefix. Enter the country code, followed by the area code, followed by the local phone number. For example, for a United States number: +15555555555. Phone numbers should contain only the digits 0123456789.
  5. To make the number available as part of your presence information, click the Publish this phone number check box next to the phone number.
  6. To accept your changes, in the Options dialog box, click OK.

 Important   Remember that once you publish your phone numbers, it is important to set access levels for those contacts with whom you want to share the numbers. For example, if you do not grant a Personal or Team access level to a contact, they do not see the published phone numbers. For more information about controlling access to your Presence information, see Control Access to Your Presence Information.

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Manually change your presence information

Your Presence information is constantly being updated by Communicator and Office Communications Server, based on a variety of factors, including your Outlook Calendar, and whether you are in a call or conference. However, there may be times when you want to manually change your presence status. For example, if you are working on something that is time-critical, you may want to change your status to Do Not Disturb to avoid being interrupted.

To set your status to Do Not Disturb

  • In the Office Communicator window, in the Status area, click your Presence button and change your Presence status to Do Not Disturb.

 Important   When you change your Presence status to Do Not Disturb, Communicator's default behavior is to allow only those people with the Team access level to contact you.

 Note   For more information about setting Do Not Disturb options, see Setting Alerts Options.

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Applies to:
Communicator 2007 R2