When you are ready for users to begin using dial-in conferencing, you can announce support for dial-in conferencing by sending e-mail to your users using one of the e-mail templates included with the Office Communications Server 2007 R2 documentation. For your convenience, the same e-mail text is provided in text (.txt), Microsoft Office Word 97-2003 document (.doc), Word 2007 document (.docx), Word 97-2003 template (.dot), Word 2007 template (.dotx), and Microsoft Office Outlook message (.msg) format.

Ensure that you notify users that the Conferencing Add-in for Microsoft Office Outlook is a prerequisite to scheduling Web conferences.

To edit the e-mail template

Before you use the e-mail template to announce support for dial-in conferencing to users, you must replace the placeholder text in the e-mail template with connection information specific to your organization.
  1. Do one of the following:

    • Install documentation for Office Communications Server 2007 R2 by running the Microsoft Windows Installer file (.msi) UCDocumentation.msi.

    • Download one or more of the dial-in conferencing e-mail templates from the Microsoft Download Center at http://go.microsoft.com/fwlink/?LinkId=151776 .

  2. On the computer where you installed documentation for Office Communications Server 2007 R2 using the Microsoft Windows Installer file (.msi) UCDocumentation.msi or where you downloaded the dial-in conferencing e-mail templates, use a text editor to open one of the files in the <drive>:\Program Files\Microsoft Office Communications Server 2007 R2\Documentation\Dial-in Conferencing\Welcome E-mail Templatesfolder.

  3. In the file, under Set Your PIN, do the following:

    • If you deployed Communicator Web Access to support unsecured HTTP connections, in place of https, type http.

    • In place of the placeholder text <domainnameofyourCWAserver>, type the URL of your Communicator Web Access virtual server.

      Verify that the URL of the virtual server can be accessed by the users to which you send this e-mail. For example, if you send this e-mail to users who are outside the organization’s firewall, ensure that you type the URL of the external virtual server as published when you deployed Communicator Web Access.
  4. Replace the default conference access phone number with the phone number that public switched telephone network (PSTN) phone users can dial to join conferences that are hosted on your organization’s on-premises servers.

  5. Make additional optional modifications, if necessary, and then save your changes.

See Also