Sun Java Communications Suite 2005Q4 Evaluation Guide

Chapter 3 Communications Suite Walkthrough

This chapter provides a tutorial-type walk through of the key features of the Sun Java Communications Suite. You experience working with the messaging, calendaring, and address book components of the Communications Express UI, as well as use Connector for Microsoft Outlook and Instant Messaging.

This chapter contains the following topics:

Communications Suite Through Portal Server

Now that you have created a few user accounts and have added data to these accounts, you can see the possibilities offered by Sun Java Communications Suite. The main accounts are duncan, kathy, robert, and tina. For most of the evaluation, you are logged in as duncan.

Sun Java System Portal Server is not a core component of Sun Java Communications Suite but it is a logical place to view the aggregated services provided by Sun Java Communications Suite. The Portal Server desktop puts all of the content into a single view separated into channels or portlets. In addition, Sun Java System Access Manager provides single sign-on and the access layer responsible for role and policy-based access control, which is evident in the Instant Messaging exercises.

This section uses the Portal Server desktop to view the Communications Suite channels to start the Communications Express UI.

ProcedureTo Start the Portal Server Desktop and Launch Communications Express

Steps
  1. Start a web browser.

    For this demo, use Internet Explorer.

  2. Type the URL of the Portal Server desktop in your browser.


    http://hostname/portal/dt

    For example, http://wireless.map.beta.com/portal/dt.

  3. When the Portal Server desktop appears, use the Log In portlet to log in as duncan with password demo.

    The desktop reappears with its various channels presenting information about Communications Suite services to which duncan has access.

    An Instant Messaging channel shows the status of online buddies and a Calendar channel shows outstanding events and tasks. A Mail channel and an Address Book channel are also present.

  4. Launch the Calendar channel by clicking the Launch Calendar link.

    The Communications Express UI appears in a new browser window.

  5. Continue with the Communications Express demo.

The Communications Express Demo

This section describes how to use the Communications Express UI to compose mail, create calendar events, and use the address book.

ProcedureTo Forward a Message and Schedule a Meeting

The following scenario highlights the integration between mail, calendar, and address book: Duncan, upon starting Communications Express, views his inbox and sees an urgent email with a document that he must review. He forwards this message to his team for review and suggests a follow-up calendar appointment to discuss the document.

Before You Begin

Ensure that you are logged in as user duncan as explained in To Start the Portal Server Desktop and Launch Communications Express.

Steps
  1. Click the email message with the subject URGENT: Please Review.

    This urgent message must be forwarded to Duncan's team for review.

  2. Click the Forward button.

    The New Message window appears. Integration with Address Book is provided in the New Message window.

  3. Click the To icon (represented by a rolodex) to view Duncan's personal address book and select recipients.

    The Add From Address Book window appears. Duncan can search members of his Personal Address Book or the Corporate Directory. This demo uses the Personal Address Book.

  4. Select the To check box for Tina and Kathy to forward to them the mail Duncan received. Then click Add Recipients.

    The names of Tina and Kathy are filled in the To line in the New Message window.

  5. Compose a message and select the priority as Urgent from the Priority drop-down menu.

    Also click the Spell Check link at the top of the window to perform an automatic spell check.

    Compose the message in plain text or rich text.

  6. Click Send when you are done composing Duncan's message.

  7. To schedule a follow-up meeting with Duncan's team, click the Calendar tab in Communications Express.

    The Calendar view appears.

    In general, you see the day view. If any group scheduling events exist for the day, a color code is assigned to the appointment indicating how many invitees have accepted or declined the invitation.

  8. Click the Week view to see appointments for the week.

  9. Click any of the + icons for the following work day to schedule an appointment.

    A New Event window appears.

  10. In the Invitee field, click Add from Address Book to add Tina, Kathy, and Duncan.

    Select the check box next to their names and click Add Invitees. You can also type RoomA in the Invitee field because Calendar Server can be used to schedule resources as well. Be sure to click Add to add the RoomA resource.

  11. Click Check Availability.

    A Check Availability window appears showing the entire free busy for the group.

  12. Select a free time by clicking the + icon above the time that is free.

  13. Click Close to close the Check Availability window.

  14. Continue filling in the New Event template.

    You can modify the event type or category, the location, the frequency, or other attributes. Be sure to include the Title, in this case, Emergency Meeting.

  15. Click Save to schedule the event in the calendar.

    The New Event window closes, and the event appears on the calendar.

    You have used the Communications Express interface to use the address book, send mail, and schedule a calendar resource.

  16. Continue with the next demo.

The Messaging Demo

In this section, you explore more advanced features such as message searching, sharing and subscribing to folders, and message filtering. In the mail UI, there is a Quick Search that enables you to search for a mail by subject and a more advanced Search that enables you to search by several criteria.

ProcedureTo Search Messages

Steps
  1. While still logged in as user Duncan, click the Mail tab in the Communications Express UI.

    A list of Duncan's messages appears.

  2. Click the Search icon.

    A Search pop-up appears. Search Duncan's Inbox for any email that has the word herbal in its body. You can search on subject, sender, body, to, or cc.

  3. Select Body from the first drop-down menu and make sure that the next drop-down menu shows contains.

  4. Type herbal in the blank field and click Search.

    The focus changes to the Communications Express UI where the results of the search are displayed.

  5. Click one of the returned search messages and read it.


    Note –

    You can search any of your folders, not just your inbox. You can also specify up to three search criteria.


  6. Return to the Search pop-up and click Close.

  7. Continue with the next task.

ProcedureTo Share Folders

Steps
  1. While still logged in as user Duncan, click the Manage Folders icon.

    The Folders view appears.

  2. Click the New icon to create a new folder.

    A dialog box appears, prompting for a folder name.

  3. Type the name of the new folder Presos, and click OK.

    The new folder appears in the Folders list.

  4. To share this folder, select the radio button beside the new folder.

  5. In the Folder Actions drop-down menu, select Share Folder.

    The Share Folder window appears.

  6. From the Permissions drop-down menu, choose Read and Write to give all users read and write permission.


    Note –

    You can give a folder read-only permission, or read, write, and manage permission. Also, you can share your folder with specific individuals by typing their user ID in the permissions list.


  7. Click OK to share the folder.

    The Share Folder window closes, and the Preso folder in the Folders list now has a check mark indicating that it is shared.

  8. Start a separate web browser and type the URL of Communications Express.


    http://hostname.map.beta.com/uwc

    For example, http://wireless.map.beta.com/uwc.

    The browser should be completely separate. For example, if you used Internet Explorer to perform the previous steps, launch Firefox or Mozilla. You can also launch a browser from a separate client system.

  9. Log in as user robert and a password of demo.

  10. Follow steps 1 through 7 to create a folder called Test Messages.

  11. Click Log Out to log off Robert from Communications Express.

  12. Continue with the next task.

ProcedureTo Subscribe to a Shared Folder

Steps
  1. In Duncan's Communications Express session, click the Subscribe icon at the top of the Folders window.

    A Subscribe to Shared Folders window appears.

  2. In the Select from Folders drop-down menu, choose All Shared Folders and click Go.

    A list of shared folders appears.

  3. Select the check box next to the Test Messages folder and click Subscribe.

    You have just subscribed to the Test Messages folder and can now read mail in the folder or move mail into the folder, provided that you have the proper permissions.

  4. Continue with the next task.

ProcedureTo Use Mail Options and Filters

Steps
  1. In the Communications Express UI, click the Options tab to access the Mail Filters category.

    Mail options are selected by default. You use the links to specify the category of Mail options that you can modify. In addition to Mail Filters, you can also specify Settings, Layout, Vacation Message and more.

  2. To add a mail filter, click Mail Filters.

    The Options-Mail Filters UI is displayed.

  3. To define a mail filter, click New.

  4. Type Spamfree as the filter name.

  5. Select the Match All of the Following Conditions radio button.

  6. Select Subject from the left-most drop-down menu and contains from the middle drop-down menu.

  7. In the text entry box, type free.

  8. Click Add to add a new condition.

  9. Select Sender from the left-most drop-down menu and does not contain from the middle drop-down menu.

  10. In the text entry box, type beta.com.

  11. Select the Move Message to the Folder check box and select Trash from the drop-down menu.

  12. Click Save to save the filter.

    Now any messages that contain the word free that are not from your domain are automatically discarded.

  13. Continue with the next section.

The Calendar Demo

In this section, you see the benefits of a flexible calendaring system by creating new calendars, subscribing to calendars, grouping calendars, viewing calendars, and searching for calendars. You also use Communications Express to create tasks. Finally, you export and import a calendar, and you personalize your calendar by modifying calendar options.

ProcedureTo View Calendars: User Interface

Steps
  1. While still logged in as Duncan, in the Communications Express UI, click the Calendar tab.

    When you first select the Calendar tab, your default calendar is displayed in the default view. You can later select a calendar from the Current Calendar drop-down list to view and create events and tasks. The Current Calendar drop-down list may include personal calendars, subscribed calendars, calendar groups, and temporary virtual calendars. For the selected calendar, you can see events and tasks in traditional or object oriented views that include the Day View, Week View, Month View, Year view, Tasks View, Events View, and Invitations View.

    In the Day View, the main calendar view displays a color-coded appointment for group events. The green box indicates the number of invitees who have confirmed the appointment, the yellow box indicates the number who have tentatively accepted, and the red box indicates the number who have declined the invitation. The grey box indicates the number who have not yet responded to the invitation.

    At the bottom of the Calendar tab, Duncan's calendar is: http://wireless.map.beta.com:80/uwc/?calid=duncan. Every calendar has its own unique URL that you can send to other users. If you give users permission to view your calendar, they can view it by using this URL.

    Above this URL is the quick-event feature that enables you to create an event with a minimal set of attributes such as event title, date, and time. This feature is ideal for creating non-recurring events with no attendees.

  2. Click the Week view, located as a sub-tab of the Calendar tab.

    Examine the events in the calendar for the week.

  3. To view other calendars, select a calendar from the Current Calendar drop-down menu.

    Since you haven't yet subscribed to or created additional calendars, you do not see many calendars in this list. However, after you subscribe to or create new calendars, you are able to select and view them.

    You can view the calendars of other individuals provided that you have their permission. For example, if you had previously subscribed to Kathy's or Robert's calendar, select kathy or robert to view their calendars.

  4. Continue with the next task.

ProcedureTo Create and Subscribe to Calendars

Creating and subscribing to calendars is similar to mail folder operations. In this task, you create a publicly viewable calendar called Demos and a private calendar called Family.

Steps
  1. Select Manage Calendars from the Current Calendar drop-down menu.

    The Manage Calendars view appears.

  2. Click the New Calendar button to create a new calendar.

    The New Calendar window appears.

  3. Type the calendar information.

    1. Type a Calendar Name with no embedded spaces (for example, Demos).

    2. Type a Display Name, which can include spaces (for example, Demos Calendar).

  4. Select the Anyone Can Read My Calendar check box so that this calendar is viewable by everyone.

    You might need to scroll the window to see this option.

    You can also share this calendar with specific users by typing their user ID and selecting the individual permissions check boxes.

  5. Specify a delegated owner for this calendar by typing kathy in the Owner Name text entry area and click Add.

    You can also specify a time zone for this calendar or use the default time zone.

  6. Click Save to create the calendar.

  7. Click New Calendar to create another calendar.

    The New Calendar window appears.

  8. Type the calendar information.

    1. Type a Calendar Name with no embedded spaces, for example, Family.

    2. Type a Display Name, which can include spaces, for example, Family Calendar.

  9. Click Save to create the calendar.

    This calendar is not publicly readable because read permission is disabled by default.

  10. Click Subscribe to subscribe to an existing calendar.

    The Subscribe to Calendar window appears.

  11. Type tina in the Search field and click Search.

    Search results are returned to the window.

  12. Select the check box next to the calendar you want to subscribe to and click Subscribe to Calendar(s).

    The new calendar is displayed in the Manage Calendars view.

  13. Continue with the next task.

ProcedureTo Create Calendar Groups

Calendar groups are composite calendars formed by individual calendars superimposed upon each other to create a single virtual calendar.

Steps
  1. While logged in as Duncan, click New Calendar Group.

  2. Type the Group Name MyCals.

  3. Select duncan and duncan:Family from the Quick Add Personal or Subscribed Calendar drop-down menu to create a calendar group composed of these two calendars.

  4. Click Save.

  5. Click the New Calendar Group button again to create a group composed of personal and subscribed calendars.

  6. Type the Group Name AllCals.

  7. Select duncan, duncan:Family, and tina from the Quick Add Personal or Subscribed Calendar drop-down menu to create a calendar group composed of these calendars.

  8. Click Save.

  9. Choose Duncan's Family calendar (duncan:Family) from the Current Calendar drop-down menu.

  10. Click Week to see the Week view.

  11. Select MyCals from the Current Calendar drop-down menu to show a composite of personal and family calendars.

    Communications Express enables you to layer your calendars on top of each other to present a single virtual calendar.

  12. Select AllCals from the Current Calendar drop-down menu to show all calendars that you have subscribed to layered on top of your own calendars.

    Click Month to see all events for the month.

  13. Select duncan (Duncan Hoff) from the Current Calendar drop-down menu to return to duncan's calendar.

  14. Continue with the next task.

ProcedureTo Use Other Calendar Views

Steps
  1. Click the Events link to get an Events view.

  2. Select Events for Week from the Show drop-down menu.

    You can list the events by day, week, month, and by type. You can also filter these events. For example, you might only want to show Accepted events or Declined events.

  3. Click the Invitations link to get an Invitations view.

  4. Select Invitations for Week from the Show drop-down menu.

    You can accept a meeting from Kathy, Tina, or Robert directly from this view.

  5. Click the Events link.

  6. Choose AllCals from the Current Calendar drop-down menu.

  7. Continue with the next task.

ProcedureTo Search Calendars

Steps
  1. Type Emergency in the Search for Events field and click Search.

    All events with the keyword Emergency appear.

    You can also search for Calendars in addition to events within calendars.

  2. Click the Search for Calendar icon at the top of the Calendar UI.

    The Search for Calendar window appears.

  3. Type Family in the Search for Calendar text entry box and click Search.

    All calendars with the word Family are displayed.

  4. Click the Cancel button in the Search for Calendar window to dismiss the window.

  5. Continue with the next task.

ProcedureTo Create New Calendar Tasks

A task is a single item that you need to do. Tasks are similar to events and are created in almost the same way. The difference between tasks and events is that tasks appear in a tasks bar to the left of the calendar and events appear within the Calendar itself. Tasks also have a completion status whereas events do not. If team members collaborate with one another, the task feature lets members notify one another of a task's status or when a task is completed. In this demo, you create a public task that others can view when they subscribe to your calendar.

Steps
  1. Click the Week view tab.

  2. Click the New Task icon.

    The New Task window appears.

  3. Fill in the task template.

    1. Type Progress Report in the Title field.

    2. Verify that the Start Date and Due Date are today's date.

    3. Set the Due Time for 5:00 PM or some other time in the future.

    4. Select 25% from the Status drop-down menu.

    5. Select Public Task from the Privacy drop-down menu.

    6. Type a Location.

  4. Click the Save button.

    The newly created task appears in the task bar to the left of the Calendar.

  5. Continue with the next task.

ProcedureTo Import and Export Calendars

Occasionally, you export a calendar to a file to import into another calendar. For example, you have subscribed to a read-only calendar but you want your own copy that you can modify. Or, you want to share a calendar with others who do not have access to your calendar server. You might also want to export your calendar to make a backup copy.

Sun Java System Calendar Server supports the iCalendar standard calendar schema definition (RFC 2445), and consequently can import and export calendar data in this format. Calendar Server can also import and export calendar data in an XML format.

In this demo, will export your default calendar to a file and then import that file into an empty calendar.

Steps
  1. Click the Import/Export icon.

    The Import and Export Calendar window appears. You will first perform a calendar export.

  2. In the Calendars to Export drop-down menu, select duncan (Duncan Hoff).

    This is Duncan's default calendar.

  3. In the File Format drop-down menu, select iCal.

    An XML format is also available.

  4. Select All for the Date Range.

  5. Click Export to export the calendar data.

    You see one or more dialog boxes requiring you to verify that you want to save a file. Additionally, you are prompted for a location to save the file. Note the location where the export.ics file is saved.

  6. Approve all dialog windows to save the calendar file and dismiss any pop-up windows that remain after the file has been saved.

    The Import and Export Calendar window should stay visible. Do not dismiss this window because you use it to import the recently saved file.

  7. In the Import to Calendar drop-down menu, select the recently created empty calendar called Demos.

    If you do not have an empty calendar, create one. See To Create and Subscribe to Calendars.

  8. Click Browse to select the recently exported file that is inserted into the Import from File field.

    When you click Browse, a window appears prompting you to select the file that you exported earlier. By default, the file name is export. When you have located and selected the file, click Open to insert the file name into the Import from File field.

  9. In the File Format menu, select iCal.

    An XML format is also available.

  10. Select All for the Date Range.

  11. Click Import to import the calendar data into the Demos Calendar.

    The following message appears at the top of the Import and Export Calendar window: Successfully Imported the data to the selected calendar

  12. Click Close to close the Import and Export Calendar window.

  13. From the Current Calendar menu, select the duncan:Demos calendar to view the results.

    Notice that this calendar has the same events that are in Duncan's default calendar. Also notice that it is not possible to modify these events because the calendar id (calid) of the Organizer does not match the calid of the Demos calendar. To modify events, edit the export.ics file and change the value of the ORGANIZER's calid from duncan to duncan:Demos.

  14. Continue with the next task.

ProcedureTo Set Calendar Personalization Options

In this demo, you familiarize yourself with some of the calendar personalization options.

Steps
  1. In the Communications Express UI, click the Options tab.

    The Calendar Options user interface appears. The option interface allows you to personalize the appearance of the calendar user interface. You can change the default calendar view, the daily time scale, how you want the work week to appear, and more. The default calendar time zone is a global property that other applications can use.

  2. Click the Global tab just beneath the Mail tab to access the global time zone property.

    You see the default time zone for this calendar. Change the time zone by selecting it from the list that appears.

  3. Select your appropriate time zone then click the Save button.

  4. Continue with the next demo.

The Address Book Demo

The Address Book is the core component of Communications Express that ties together mail and calendar functionality. Not only can the Address Book be used to create a rich amount of information for each contact, but it can also be used to launch a variety of actions for each contact.

ProcedureTo Experience Address Book

In this exercise, you create a contact, and you perform an action using that contact. You also familiarize yourself with the methods to create contacts.

Steps
  1. Click the Address Book tab at the top of the Communications Express UI.

  2. Select the check box next to Kathy's name and select View Calendar from the Select action drop-down menu.

    Kathy's calendar is displayed.


    Tip –

    You can also send email by selecting Send email.


  3. Click the Address Book tab and click the double checked box above all the check boxes.

    All check boxes are selected.

  4. Select View Calendar again.

    All selected calendars can be viewed at the same time.

  5. (Optional) Create new contacts.

    Click the New Contact icon, or use the quick add feature, to add a contact. You can also use the Address Book user interface to search, group, import, export, and print.

    For now, you have now finished the Communications Express evaluation.

  6. Do not close your browser; stay logged on as the current user.

    If you log off, you end the current Access Manager session, which prevents you from launching new applications from the Portal Server desktop until you re-authenticate.

  7. Minimize the Communications Express browser window.

  8. Continue with the next demo.

The Connector for Microsoft Outlook Demo

Clients are generally classified as either thick clients (also known as a fat client or rich client) or thin clients (also known as web clients). A thick client performs the bulk of any data processing operations itself and relies on the server it is associated with primarily for data storage. A thin client relies on a web server for data processing operations. So far, you have seen how to use the Communications Express thin client for evaluating Sun Java Communications Suite. Now you will learn how to use a thick client such as Evolution or Microsoft Outlook. Thick clients provide certain features that the Communications Express web client does not, such as drag and drop capability and disconnected support. The Sun Java Communications Suite supports the use of Microsoft Outlook on the front end for email, calendar, and address book.

ProcedureTo Experience Connector for Outlook

Steps
  1. Install and configure Sun Java System Connector for Microsoft Outlook on your desktop system.

    For this demo, use the ports and organization DN specified in Using the Single Host Deployment Example. You then create a profile for Duncan Hoff.

    See the Connector for Outlook documentation for instructions on how to install and configure Connector for Outlook: http://docs.sun.com/app/docs/coll/1312.1

  2. Execute Duncan's profile then start Microsoft Outlook.

    You do this only one time. Upon starting Microsoft Outlook, you see the Outlook Today view, which provides a summary of your appointments, tasks, and messages.

  3. Click the Calendar icon in the Outlook Shortcuts pane.

    Your weekly schedule is displayed.

  4. Drag and drop one of the meetings to a new time, for example, drag the Emergency Meeting you created earlier.

    You might have to advance to the following day to see this meeting. If this event has invitees, approve attendees being notified of the event change.

  5. Maximize the Communications Express window and refresh the Calendar view.

    The event time has changed for the event you dragged.

  6. Click the Inbox in the Outlook Shortcuts pane.

    You should see your Inbox.

  7. Click on a message in your Inbox to view it.

    For example, click the Urgent message from Robert Smith.

    The mail displays.

  8. In Microsoft Outlook, click the New icon to compose a new message.

    A new window allows you to compose a message.

  9. Click the To: or CC: buttons to address your email.

    You can show names from your Contacts, but you can also select the Global Address List.

  10. Select Global Address List from the menu.

    Connector for Microsoft Outlook requires access control changes to the directory server to support the Global Address List. See Chapter 6, Sun Java System Connector for Microsoft Outlook 7 2005Q4 Release Notes, in Sun Java System Communications Services 2005Q4 Release Notes for more information. If the directory server has been configured to support the Global Address List, you are able to view all the users in the Directory. You do not actually send email to anyone is this list.

  11. Click Cancel to close the Select Names window.

  12. Close the Compose window and reject any requests to save changes.

  13. Click Contacts in the Outlook Shortcuts pane.

    You should see your address book contacts.

  14. In Microsoft Outlook, create a new contact.

    1. Type a full name and an email address.

    2. Save the contact.

  15. Click the Address Book tab in Communications Express to see the new contact.

  16. Experiment with other Connector for Outlook features.

  17. Continue with the next demo.

The Instant Messaging Demo

Now return to the Portal Server desktop demo (Communications Suite Through Portal Server) where Instant Messaging was presented as a channel within the Portal Server desktop. The channel displayed all of Duncan's online buddies.

In this section, you start the Sun Java System Instant Messaging client, Instant Messenger, and use it on its own. Like Sun Java System Messaging Server and Sun Java System Calendar Server, Sun Java System Instant Messaging is also standards based. Java System Instant Messaging uses the XMPP protocol, which is an IETF standard also referred to as the Jabber standards. Because the Instant Messaging server and client communicate using XMPP, they can interoperate with any other XMPP-compliant server or client.

ProcedureTo Chat

Before You Begin

Robert is already logged in as a Gaim user and Kathy is logged in as a Sun Java System Instant Messaging user. For more information about Gaim, see To Create Sample Instant Messaging Data. You access the Portal Server desktop as Duncan.

Steps
  1. From the Portal Server desktop channel, start Instant Messaging by clicking the Instant Messenger link in the channel.

    The Instant Messaging window appears with a list of Duncan's contacts and contact groups. If there are no contact groups, you can create one later.

  2. From Duncan's Instant Messaging window, double-click the presence icon for Robert to initiate a chat with this online buddy.

  3. Start chatting with Robert.

    Robert's name appears in a tab in the chat window. You can change the text font, size, color and more while chatting. Instant Messaging also supports emoticons and file attachments.

  4. From Duncan's buddy list, start a chat with Kathy by double-clicking on Kathy's presence icon.

    Duncan's chat window now shows two tabs: one for Robert and one for Kathy. You can have multiple simultaneous chat sessions from the same chat window through this tabbed interface.

  5. Continue with the next task.

ProcedureTo Manage Individual and Multiple Buddy Chat Sessions

Use this procedure to end one chat session while keeping other chat sessions active.

Steps
  1. In Duncan's chat window, click the tab for Robert.

  2. Click the File link and select Leave.

  3. Approve any verifications.

    This does not affect your chat session with Kathy.

  4. Chat more with Kathy.

  5. Continue with the next task.

ProcedureTo Invite Others to Chat

You can invite others to join your current chat window.

Steps
  1. In Duncan's chat window, click Invite Users to Chat (icon of a person's head).

  2. Invite Robert to rejoin the chat then click OK.

    To invite Robert, you can either select his name from the Contacts List and click the Add button; or, you can enter his name or User ID in the appropriate field.

  3. Type an invitation such as Welcome and click OK.

  4. As Robert, click Accept to accept the chat invitation.

    Robert is now part of the chat room. This is a dynamic conference room which is different from the persistent conference rooms you will explore later.

  5. Close Robert's chat window and quit Gaim.

  6. Close all other chat windows from Duncan and Kathy.

    Do not quit the Instant Messaging applications for Duncan and Kathy.

  7. Continue with the next task.

ProcedureTo Create Alerts and Polls

Alerts are pop-up notifications that can be sent to others. Polls are instant surveys that can be sent to others.

Steps
  1. From Duncan's main Instant Messaging window, select Kathy and choose Alert from the Tools drop-down menu.

    The Send Alert window appears.

  2. Type a subject and compose your alert message.

    You can vary the text font, color, place an image, and more.

  3. Select the Show Delivery Status check box and click Send.

    The alert appears.

  4. Close all alert windows.

  5. From Duncan's main Instant Messenger window, select Kathy again.

  6. Choose Poll from the Tools drop-down menu.

    The Poll Users window appears.

  7. Type a poll question.

    To change the available answers, highlight the existing answers and remove them. Click Add Answer to add your own answers.

  8. When your poll question is complete, click Send.

    The poll question is sent. As the poll sender, Instant Messaging informs you of the recipients' answers to the poll.

  9. Continue with the next task.

ProcedureTo Create Conference Rooms

No conference rooms exist for you to subscribe to. However, at the beginning of this evaluation, you used Access Manager to grant Duncan permission to create conference rooms, so you now exercise this functionality to create a few conference rooms.


Note –

Users Tina and Kathy do not have permission to create conference rooms. You can modify their permissions by using Access Manager.


Steps
  1. In Duncan's main Instant Messenger window, click the Conferences tab. In Kathy's main Instant Messenger window, click the Conferences tab.

  2. In Duncan's Instant Messenger client, choose Manage Conferences from the File drop-down menu.

    The Manage Conferences pop-up window appears.

  3. Click New Conference to create a conference room.

    You are asked for a conference room ID and name. For simplicity, choose the same name for both the ID and the name, for example, ID: Stocks, name: Stocks).

  4. Change the Default Access to WRITE then click OK.

    The Manage Conferences pop-up displays the new conference room.

  5. Click the New Conference button a second time to create a moderated conference room.

  6. When prompted for ID and name, type moderated, leave the Default Access at READ and click OK.

    The Manage Conferences pop-up window displays the new conference room.

  7. As Kathy, click Add Conferences to add a conference room to the list of subscribed rooms.

    The Add Conferences pop-up window appears.

  8. Click Browse Conferences to get a list of all available conference rooms.

  9. Select any conference other than the moderated room, for example, select Stocks, and click OK.

    The selected room appears in the Add Conferences window.

    1. Click OK to add the conference in the Conferences tab.

    2. Make sure that both Duncan and Kathy have the same conference in their main Instant Messenger window.

  10. As Duncan, double-click the name of the conference to join it.

  11. As Kathy, double-click the name of the same conference.

    Now both members can chat in this conference room.

  12. Continue with the next task.

ProcedureTo Moderate Conference Rooms

Because Duncan created the moderated room, he is the moderator by default. He can add additional moderators by giving them Manage access.

Steps
  1. Close all chat windows for both Duncan and Kathy.

  2. As Duncan, double-click the moderated conference room.

  3. In Kathy's Instant Messenger window, double-click the moderated conference room.

    Notice that Kathy's chat window behaves differently than Duncan's window. Kathy has only read permission, but Duncan has read, write, and moderate permission.

  4. In Duncan's chat window, choose Moderate from the File menu.

    Both Kathy's and Duncan's windows change. Resize the corner to change the vertical size of Duncan's window to see all of the options.

  5. As user Kathy, type in a chat message and send it.

  6. As user Duncan (the moderator), accept the message.

    To accept the message, highlight it and click Accept.

    Upon accepting it, the message appears in the main chat portion of the window for all participants to see.

  7. Continue with the next task.

ProcedureTo Define Access and Privacy Filters

Users can define their own privacy filters that can be used to block Instant Messaging from certain individuals or prevent users from seeing another user's presence status.

Steps
  1. As Duncan, choose Settings from the Tools menu.

  2. Select the Privacy tab.

    A short list of Privacy Profiles have already been defined.

  3. Click New Profile to add a new privacy profile.

    The New Profile pop-up window appears.

    1. In the Name field, type PriorityIM and check the Only Users in My Contacts radio button.

      Checking the radio button limits the presence updates to only those users in Duncan's contact list.

    2. Under Block Instant Messages From, check the Only These Users radio button and click Add to define a list of users whose instant messaging traffic you want to block.

      The Block Users pop-up window appears.

    3. In the Name field, type Test and click Find Recipient.

    4. Select the Test user and click OK to add this user to the blocked list.

      The Test user appears in the Only These Users list in the New Profile window.

  4. Click OK to create the PriorityIM privacy profile.

    This new profile appears in the list of available privacy profiles. You can select any profile to activate it.

  5. Click Close to close the Settings window.

    You have now completed the basic evaluation demos. You can continue with a look at more advanced Communications Suite features described in Chapter 4, Communications Suite Advanced Features