Using Windows Messenger v4.5

Get Started with Windows Messenger

Windows Messenger provides real–time voice, video, and text communications, application sharing, whiteboard sharing, and file transfer capability. Windows Messenger is presence–enabled. This means that you can see who is available online before you try to contact them. Using Windows Messenger you can also initiate Remote Assistance, multiplayer games and other applications.

This how–to article will help you get started using Windows Messenger.

When you are communicating with Windows Messenger, you will use one or both of these networking services:

This section discusses how to sign in to the .NET Messenger Service and how to begin working with your contacts. You must be connected to the Internet to perform this procedure.

To sign in to the .NET Messenger service

Figure 1. Windows Messenger window: Click here to sign in

The .Net Messenger Service window will ask for an e–mail address and password as shown in Figure 2 below. If you already have an MSN® Hotmail® account or a .NET Passport account, enter the information. If you have more than one account, choose your account from the drop–down list.

If you do not have one of these accounts, click Get a .NET Passport in the lower left corner. Follow the instruction in the .NET Passport Wizard.

Figure 2. .NET Messenger Service: Sign in with your Hotmail account, or .NET Passport

Note  If you are also using a Microsoft Exchange Instant Messaging service, you will be prompted to enter the Exchange account information.

After you sign–in, Windows Messenger will open, displaying your list of contacts and online status. Your first time using Windows Messenger, click Add to start building a contact list. See Figure 3 below.

Figure 3. Click Add a Contact to start creating your list.

You can organize contacts into groups to make it easier to find people as shown in Figure 4 below.

Click on the arrow beside a group to expand or contract that list.

Figure 4. Organize contacts into groups.

To create a group of contacts

You can switch between views to see your contacts sorted by online status, or by the groups you created.

Figure 5. Sorting contacts into groups.

The I want to... area at the bottom of the Windows Messenger screen provides quick access to common tasks, such as Add a Contact, and Send an Instant Message. Click on More to expand the list, as shown in Figure 6 below.

Figure 6. Expand the list for More tasks.

Note  This how–to article describes use of the .NET Messenger service. The procedure is identical when using the Microsoft Exchange IM server. You can sign–in to your private Exchange IM account and a public .NET Messenger Service account at the same time. Windows Messenger will display contacts from both accounts in the same window.

Instant messaging gives you the best advantages of e–mail with more immediacy and the added bonus of knowing when your contacts are available online. In Windows Messenger, you can start with instant messaging, then add voice and video.

To send an instant message with Windows Messenger

1. Start Windows Messenger. (Double–click the Windows Messenger icon located in the status area on the right–hand side of your taskbar.)
    
2. Click on the link to sign–in and then enter your .NET Passport e–mail address and password. Click OK.
    
3. On your contacts list, double–click the name of the person you want to contact. (Alternatively, on the I want to... list, click Send an Instant Message; or, click the Actions menu, and click Send an Instant Message.)
    
4. Your Conversation window will open as shown in Figure 1 below.

Figure 1. The Conversation window: Send an instant message.

5. Type your message in the lower part of the window. To start a new paragraph in your message, hold down SHIFT and press ENTER. To turn on the ability to type emoticons, click Show Emoticons on the Edit menu. Each message can be up to 400 characters long.
    
6. Click Send or press ENTER to send your message. Your message will appear in the top window.
    
7. Your contact will receive a pop–up box as shown in Figure 2 below in the lower right corner of his screen, and an audible alert indicates a message from you. Clicking on the pop–up box will open his Conversation window.

Figure 2. A pop–up box indicates a new instant message.

In the status bar at the bottom of the Conversation window, you can see when your contact is typing, as well as the date and time of the last message you received.

You can add emoticons, the smiley faces and other graphic symbols, to your messages as shown in Figure 3 below.

Figure 3. Add emoticons to your instant messages.

You cannot initiate an instant message conversation with more than one person; you can only add people to a conversation once the message window is open. A total of five can take part in a conversation, including you.

To add people to a conversation

To send an instant message to someone not on your contacts list

1. Click the Send button, and then click Other.
    
2. Type the person's Passport address (for example, an e–mail address ending in @hotmail.com, @passport.com, or @msn.com).

The person to whom you send the instant message must have Windows Messenger installed. If an instant message cannot be delivered, make sure your contact can accept outside messages.

To determine if you accept outside messages

You can do most of your instant messaging tasks from the icon in the taskbar (near the clock). Click the icon to see a menu and then select whether to send an instant message, sign in or sign out, change your status, or exit Windows Messenger. This is the only way to shut down Windows Messenger. Closing the main window does not close the program; it closes the window, but the program keeps on running in the taskbar. If you want to open the main window in Windows Messenger, just double–click the icon in the taskbar.

Windows Messenger in Windows XP provides live, real–time voice communications on your computer. You can use the PC-to-PC communications capabilities of Windows Messenger to talk to your contacts anywhere in the world over the Internet. In addition, when you sign up to a PC-to-phone service provider, you can call any telephone from your computer.

What You Need for Voice Communications with Windows XP

You and your contact need Windows XP, a sound card, a microphone and speakers, or a headset; and a connection to the Internet or local area network. For telephone communications, you need to choose a service provider.

To start voice communications

1. Open Windows Messenger. (Double–click the Windows Messenger icon near the clock on the lower right side of your screen.)
2. Click on the link to sign–in, enter your .NET Passport e–mail address and password. Click OK.
3. Double–click the name of a contact on your list. The Conversation window will open.
4. Click Start talking. The Speakers and Microphone controls will expand. Windows Messenger will notify you that an invitation was sent. See Figure 1 below.

Figure 1. The Conversation window: Inviting a contact to talk

5. Your contact receives an invitation such as:
   Jon would like to have a voice conversation with you. Do you want to Accept (Alt+T) or Decline (Alt+D) the invitation?
6. Wait for notice that your contact has accepted, then start talking.

If you do not see the speakers and microphone controls, click on the View menu, and then click Sidebar.

If the person you are calling doesn't have Windows XP, they won't be able to accept the invitation.

To end the conversation, click Stop talking.

If you are on a local area network behind a firewall (for example, a corporate network), you can talk to someone who is behind the same firewall that you are, but you may not be able to connect on a computer–to–computer call with someone outside the firewall. For more information on Windows Messenger and firewalls, read Windows Messenger in Windows XP: Working with Firewalls and Network Address Translation Devices.

Making Phone Calls: PC-to-Phone

You must have an account with a service provider to make calls from your computer to telephones. The first time you attempt to make a phone call, Windows Messenger will display a list of service providers and you can select one.

With the right equipment and network connections, Windows Messenger in Windows XP provides live, real–time videoconferencing on your computer. You can talk to people anywhere in the world and see their faces and surroundings.

What You Need to Videoconference with Windows XP

You and your contact both need Windows XP, a sound card, a microphone, and speakers, or a headset; a Web camera, and preferably a broadband connection to the Internet, such as a cable modem, digital subscriber line (DSL), or local area network connection. (Using video in a conversation over a standard, dial–up Internet connection is possible but performance improves greatly with a broadband connection.)

To start a videoconference

1. Open Windows Messenger. (Double–click the Windows Messenger icon near the clock on the lower right side of your screen.)
2. Click on the link to sign–in, enter your .NET Passport e–mail address and password. Click OK.
3. Double–click the name of a contact on your list. The Conversation window will open.
4. Click Start camera. Windows Messenger will notify you that an invitation was sent. See Figure 1 below.

Figure 1. Your contact accepts a videoconference invitation

5. Your contact receives an invitation such as:
   Jon would like to have a voice and video conversation with you. Do you want to Accept (Alt+T) or Decline (Alt+D) the invitation?
6. When your contact clicks Accept on the invitation, his or her picture will appear in your Conversation window as shown in Figure 1 above. Likewise, your picture is transmitted to his or her Conversation window.

To see your picture inset in your contact's picture, click Options and then click Show My Video as Picture–in–Picture. See Figure 2 below.

Figure 2. See your picture as an inset in the videoconference window.

To stop sending your video image, click Options, and then click Stop Sending Video. You will continue to receive the other person's image, but your image will freeze in your contact's instant message window.

If you do not see the video, speakers, and microphone controls, click on the View menu, and then click Sidebar.

If a contact does not accept your invitation, it may be because the person does not have Windows XP, or a sound card, a microphone, or a camera. If the person you are calling doesn't have a camera (and you do), then they will see you, but you won't see them. If you invite someone to a video conversation and you don't have a camera, you will see them if they have a camera. If the person you are calling doesn't have Windows XP, they won't be able to accept the invitation.

To end the conversation, click Stop talking or Stop camera.

If you are on a local area network behind a firewall (for example, a corporate network), you can talk to someone who is behind the same firewall that you are, but you may not be able to connect on a computer–to–computer call with someone outside the firewall.

Using Windows Messenger, you can simultaneously communicate and collaborate with others. This section shows how to send and receive files or photos in Windows Messenger.

To send a file or photo

1. Start Windows Messenger and sign–in. Double–click on the name of a contact.
2. Click Send a File of Photo in the Conversation window as shown in Figure 1 below.

Figure 1. Windows Messenger window: Send a file

3. Select a file to send, and then click Open.
4. When your contact accepts the file, you will receive a notice such as:

To receive a file

1. When someone starts to send you a file, you receive a notice such as:

2. Click Accept. You will receive a warning notice that some files may contain harmful viruses or scripts. If you trust the source, click OK.
3. When the transfer is complete, you will receive a notice such as:

You can click on the link to open the file. Or browse to the folder and scan the file before opening it.

You can block anyone, or everyone, from seeing when you are online. If someone adds you to his or her contact list, you receive a notice. See Figure 1 below.You can block that person from ever seeing your online status and contacting you. You can also block people any time by click on Block in the Conversation window.

Figure 1. You can choose to allow contacts to see when you are online, or not.

If you allow contacts to see your online status, you can control how your status appears to them when you are online.

Three status types are automatic:

However, you can force your status to appear as any option. For example you can appear to be offline—even while working online at your desk.

To change your online status

Figure 2. Change your status.

When you sign in, or change your status to Online, a pop–up dialog box and an audible alert informs your contacts that you are available.

You can change the time period at which Windows Messenger automatically changes your status to Away.

To change the Away time period

Figure 3. Change the Away time period.

With Windows Messenger for Windows XP, you can share programs and a whiteboard with online contacts for collaboration and fun. Windows Messenger uses the terms application and program synonymously. Both of these terms refer to the software you use for such tasks as word processing, spreadsheets, presentations, or games.

To share programs or the whiteboard with your contacts

1. If it is not already running, start the program that you want to share. (Click Start, click All Programs, and then click the program of your choice.)
2. Start Windows Messenger and sign in. (To start Windows Messenger, double–click the Windows Messenger icon near the clock on the taskbar, click Sign–in, and then enter your e–mail address and password.)
3. Choose a contact who is online, and start a conversation –– either an instant message or voice conversation.
4. Click Start Application Sharing, as shown in Figure 1 below.

Figure 1. Conversation window: Invite a contact to start application sharing

5. In the instant messaging window, you will receive a notice such as this:
   You have invited Jim to start using Application Sharing. Please wait for a response or Cancel (Alt+Q) the pending invitation.
6. Your contact will receive an invitation such as this:
   Jon is inviting you to start using Application Sharing. Do you want to Accept (Alt+T) or Decline (Alt+D) the invitation?
7. After your contact clicks Accept, the Sharing Session toolbar shown in Figure 2 below will open automatically on both computers. Wait while Windows Messenger establishes the connection.

Figure 2. Data sharing connection being established...

8. When the connection is established, the Sharing–Programs dialog box opens as shown in Figure 3 below. This lists all of the programs running on your computer.
9. Click the program you want to share, and then click Share. The program will open on your computer, and in a window on your contact's computer. It will be partially hidden on your contact’s computer until you turn over control.

Figure 3. Sharing Programs dialog box

10. Click Allow Control, and then choose either Automatically accept requests for control or Do not disturb with requests for control right now. (This allows your contact to control the program whenever he requests control. If you clear the check box, you will be asked to confirm permission each time your contact requests control. Your contact will be unable to use the program until you allow control. After you allow control, he can use the program as if it were on his own computer.)
    
    
11. To gain control of the shared program, your contact clicks Control, and then clicks Request Control as shown in Figure 4 below. You can take back control at any time by pressing ESC.
12. Tip The person who was invited to share the program can take control by double-clicking on the shared screen. The person who sent the invitation can take back control with a single click.

Figure 4. Requesting control of the shared program

Using the Whiteboard to Collaborate Online With Graphics

You can use the whiteboard feature of Windows Messenger to collaborate online with graphic information. You can share control while drawing a house plan or wiring diagram, for example. You can cut, copy, and paste information from any Windows–based program into the whiteboard. You can prepare a whiteboard graphic before a conference, then drag and drop it into the Whiteboard during a meeting.

To use the whiteboard

1. Start a conversation, and then click Start Whiteboard.
2. If you are already sharing a program, click Whiteboard in the Sharing Session dialog box.

Remote Assistance

Remote Assistance is a great new feature in Windows XP that allows people to assist each other remotely over the Internet. You can start Remote Assistance from within Windows Messenger and invite someone to assist you.

The example companies, organizations, products, domain names, e-mail addresses, logos, people, places, and events depicted herein are fictitious. No association with any real company, organization, product, domain name, email address, logo, person, places, or events is intended or should be inferred.

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