Communicate with your colleagues

Introduction

Oodrive Work allows you to communicate with your colleagues through the discussion and videoconferencing features. These tools make everyday collaboration easier by allowing you to send real-time messages or start a video call from the application.

Discussion types

There are two types of discussion:

• Direct conversations allow you to chat with one or more colleagues of your choice.

• Team discussions gather all members of a teamspace.

In each type of discussion, a video call button is also available. It allows you to start a videoconference directly from the discussion window.

Access discussions

You can access your conversations from the home page by clicking the Discussions icon in the upper-right corner of the screen:

• To access direct conversations: go to the Direct tab.

• To access teamspace discussions: go to the Spaces tab.

If you want to find a specific conversation, enter the name of the colleague or teamspace in the search bar.

Discussion notifications

If you have authorized your browser to send you notifications from Oodrive, you will be notified when you receive a message or when a videoconference has started. If you have not, you can authorize them later in your browser's notification settings.

To enable browser notifications:

Browser	Procedure
Chrome	Go to: Customize and control Google Chrome > Settings > Privacy and security > Site settings. Under Permissions, click Notifications and go to the Customized behaviour section. Next to Allowed to send notifications, click Add, then enter "https://sharing.oodrive.com" and click Add again.
Edge	Go to: Settings and more > Settings > Privacy, search, and services > Site permissions > All permissions > Notifications. Under Customized behaviors > Allowed to send notifications click Add site, enter "https://sharing.oodrive.com" and click Add.
Firefox	Click the menu button and go to Settings > Privacy and Security > Permissions section. Click Notifications and find the line “https://sharing.oodrive.com”, then select Allow from the dropdown menu.

A blue dot also appears on the Chat icon to let you know you have unread messages. When you have been tagged in a conversation, the dot becomes red and an @ symbol appears on the conversation tile:

New message	New message you're tagged in

Start a direct conversation

You can start a direct conversation with one or more colleagues in your workspace from the Oodrive Work home page.

1. On the home page, click the Discussions icon , then the Direct tab.

2. To start a new conversation, click + New discussion.

3. In the new discussion menu, select one or more colleagues in your address book.

4. When you have finished, click Submit.

A new chat room is created and you can start chatting.

Send a message

1. Start a new discussion or open an existing one.

2. In the open discussion, enter your message.

   Insert emoticons: click the icon and select the emoticon of your choice.

   Paste an image from the clipboard: copy an image of your choice and paste it into the text field. Your image must be less than 5MB in size and in PNG, JPEG, GIF, or WEBP format.

   Tag a colleague: enter @ and select a colleague in the list. You can also tag all members by selecting @Everyone.

   

3. When your message is ready, click or press the Enter key.

Edit a message

You can edit a message you have already sent.

1. Hover over the message and click the Edit icon  .

2. Edit your message, then confirm by clicking the Edit icon  .

To discard your changes, click the Cancel icon then on Delete.

Messages that have been edited are labeled as such.

Delete a message

If necessary, you can delete one of your sent messages.

1. Hover over the message and click the Delete icon .

2. Click Delete again to confirm.

React to a message

1. Hover over the message and click the React icon .

2. In the pop-up window, select an emoticon.

Reply to a message

1. Hover over the message and click the Reply icon .

2. Enter your reply and click or press the Enter key.

Manage members of a direct discussion

If you are a member of a group discussion, you can add or delete members at any time.

View members in a direct discussion

You can view the members in a group discussion by clicking on the Members icon along the top of the discussion panel.

If you want to find a participant in particular, enter the collaborator's name in the search bar.

Add members

1. On the home page, click the Discussions icon , then the Direct tab.

2. Go to the group discussion for which you want to manage members.

3. Click the Members icon along the top of the discussion panel

4. Click Add members.

5. Using the address book, select the collaborators you want to add to your group discussion.

   

6. When you have finished, click Add.

Added collaborators can now take part in the discussion and view the message history.

Delete members

1. On the home page, click the Discussions icon , then the Direct tab.

2. Go to the group discussion for which you want to manage members.

3. Click the Members icon along the top of the discussion panel

4. Enter the name of the member you want to remove in the search bar to find it easily.

5. Hover over the member you want to remove and click the X next to their name.

6. Click Submit.

Start a videoconference from a direct discussion

You can start a videoconference with one or more colleagues in your workspace from a direct discussion.

Start a video call

1. On the home page, click the Discussions icon , then the Direct tab.

2. Start a new discussion or open an existing one.

3. In the open discussion, click the Start a Call icon.

4. Your video call will open in a new tab:

   • If prompted, allow the browser to access your device's microphone and camera.

   • By default, you join the videoconference with your microphone enabled and your camera disabled.

5. Members of direct discussions are notified that the call has started and can join you.

   If no one in the discussion picks up, the call will automatically end after one minute. You can choose to hang up or or call back.

Please note

A Partner-type collaborator can start a video call from any teamspace or direct discussion they have been added to.

Join an ongoing call

When someone starts a call in a direct discussion, you are notified by a ringtone and a notification. You may join the ongoing call by doing either of the following:

• If you see the call notification: click Accept to join the call.

  

  Click Reject to decline the call. The caller will be notified that you have declined the call.

• If you missed the call notification, you can join the call while it is in progress.

  To do so, open the discussion with an ongoing call and click on the Join the call button.

  

Options available during a call

During a video call, you can perform the following actions:

Videoconferencing options
	Microphone Enable/disable the microphone. Select the microphone you want to use.
	Camera Enable/disable the camera. Select the camera you want to use.
	Share screen One or more participants can share their screen simultaneously during the call.
	Discussion access the discussion from the videoconference tab.
	Members Display the list of call members and the status of those who have not yet joined the videoconference. Participants: discussion members who are connected to the call. Others: discussion members who have not yet joined the call. The search bar allows you to quickly find a member of the discussion.
	Invite to join Call a member who hasn't joined yet. In the Others section of the member list, hover over a member's Rejected or No reply status, then click Invite to join. Please note: This button is only available when the absent member is logged in to theOodrive Work platform.
	Reactions Reacting during a videoconference allows you to express your opinion or feelings without interrupting the ongoing conversation. These reactions appear instantly on your video and are visible to other participants.
	Raise hand Raise your hand to indicate that you want to speak without interrupting other participants during the videoconference.
	Mute the microphone Mute another participant's microphone to remove background noise. Participants are notified when their microphone has been muted.
	Remove from call Remove a participant from the call to ensure that only the right people are present. Participants are removed from the videoconference and notified.
	Settings Blur and video effects: Blur and custom backgrounds: allows you to blur the background (None, Light blur, Blur) or upload a background of your choice. Once uploaded, the background is automatically set by default for your videoconferences. Please note: Custom backgrounds are only available on the device and in the browser used to upload them. You will need to re-upload them if you clear browsing data. Ambient backgrounds: allows you to select a background illustration in the gallery Audio effects Enhanced Noise Cancellation: filters out unwanted sounds. Echo Cancellation: prevents echo effects. Voice Isolation: isolates the participant's voice.
	Leave Leave the call.
	Call back Call the discussion members again if none of them answered on your first attempt.

Member status during a call

During a videoconference, you can follow the responses of guests in real time, including those who have not yet joined the call, using the Members button .

The status of guests who have not yet joined the call is displayed in the Others section.

Status	Description
Calling...	The call notification and ring tone are active at the recipient's end.
Rejected	The recipient rejected the call.
No reply	The recipient did not answer the call or is not logged into their Oodrive account.
Left	The recipient joined the call and then left it.

Share your screen during a call

1. During the call, click Share screen.

2. Choose what you want to share:

   • Entire screen: to show everything displayed on your desktop.

   • Application window: to show only one program window (PowerPoint, browser, etc.).

   • Browser tab: useful for sharing only a single web page.

   You can also share audio when sharing a tab or screen.

3. Click Share.

   The shared screen is now visible to all participants.

   

4. Depending on the type of screen share, a banner will appear, allowing you to manage your screen sharing options. These may vary depending on the type of screen share

   • When sharing a tab: A fixed banner along the top of each tab in your browser allows you to:

     • Stop sharing,

     • Modify the shared tab,

     • Return to the videoconference,

     • Return to the shared tab.

     

   • When sharing a window or the entire screen: a floating banner allows you to stop sharing. You can hide it if you wish.

     

5. You can stop screen sharing at any time by clicking Stop Share screen from the videoconference tab.

Participate in a team discussion

Oodrive Work's discussion and videoconferencing features are also available within teamspaces. This allows you to send messages in real time or start a video call with your team members.

For more information on team discussions, please refer to Participate in the team discussion.