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Cisco IP Communicator User Manual

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Cisco IP Communicator
User Guide
Version 1.1
Corporate Headquarters
Cisco Systems, Inc.
170 West Tasman Drive
San Jose, CA 95134-1706
USA
http://www.cisco.com
Tel:
408 526-4000
800 553-NETS (6387)
Fax:
408 526-4100
Customer Order Number:
Text Part Number: OL-5051-01

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Summary of Contents for Cisco IP Communicator

  • Page 1 Cisco IP Communicator User Guide Version 1.1 Corporate Headquarters Cisco Systems, Inc. 170 West Tasman Drive San Jose, CA 95134-1706 http://www.cisco.com Tel: 408 526-4000 800 553-NETS (6387) Fax: 408 526-4100 Customer Order Number: Text Part Number: OL-5051-01...

  • Page 3: Table Of Contents

    Hardware and Platform Requirements Quick Start Checklist Installing Audio Devices Installing and Launching Cisco IP Communicator Installing Cisco IP Communicator on Your Computer Launching Cisco IP Communicator Using the Audio Tuning Wizard Configuration and Registration Tasks Testing Cisco IP Communicator...
  • Page 4 Starting or Joining a Standard Conference Call Forwarding Your Calls to Another Number Advanced Call Handling Storing and Retrieving Parked Calls Redirecting a Ringing Call to Cisco IP Communicator Starting or Joining a Meet-Me Conference Call Understanding Shared Lines Adding Yourself to a Shared-Line Call...
  • Page 5 Using the Quick Search Feature Entering Password Information for Quick Search Accessing Your User Options Web Pages Logging In to the User Options Web Pages Subscribing to Phone Services Troubleshooting Cisco IP Communicator General Troubleshooting Issues Voice Quality Issues Cisco IP Communicator User Guide...
  • Page 6 OL-5051-01...

  • Page 7: Getting Started With Cisco Ip Communicator

    For example, if you are on a business trip you can use Cisco IP Communicator to receive calls and check voice messages while online. Or, if you are working from home, co-workers can reach you by dialing your work number.

  • Page 8: Hardware And Platform Requirements

    2. Quick Start Checklist Follow the checklist below to get Cisco IP Communicator set up on your desktop so that you can start making calls. The checklist provides pointers to sections in this User Guide where you can find details.

  • Page 9: Installing Audio Devices

    Cisco IP Communicator. What kind of audio devices can I use? You can use several audio devices with Cisco IP Communicator. The table below provides an overview. If you want a list of specific brand-name audio devices that you can use with Cisco IP Communicator, ask your system administrator.

  • Page 10: Installing And Launching Cisco Ip Communicator

    Cisco IP Communicator will recognize the device. The next step After installing audio devices, you are ready to install and launch Cisco IP Communicator. The Audio Tuning Wizard will recognize your installed audio devices and give you the opportunity to select and tune them.

  • Page 11: Launching Cisco Ip Communicator

    AutoUpdate might take longer to complete over a remote connection. The next step After installing and launching Cisco IP Communicator, the next step is to select and tune audio devices. See the “Using the Audio Tuning Wizard” section on page 6.

  • Page 12: Using The Audio Tuning Wizard

    The Audio Tuning Wizard appears automatically the first time that you launch Cisco IP Communicator after installation. Or you can access it manually from the right-click menu as needed on subsequent launches. The table below provides more information about the Audio Tuning Wizard and other audio setting options.
  • Page 13 If you are completing the Quick Start Checklist and have finished using the Audio Tuning Wizard, the next step is to perform any necessary configuration tasks required before you begin using Cisco IP Communicator to make calls. See the “Configuration and Registration Tasks” section on page 8.

  • Page 14: Configuration And Registration Tasks

    After you have installed the Cisco IP Communicator application, completed the Audio Tuning Wizard, and can see the Cisco IP Communicator interface on your desktop, you may need to complete one or more of the configuration and registration tasks listed below before you can start making calls.

  • Page 15: Testing Cisco Ip Communicator

    After Cisco IP Communicator displays a confirmation message, you can end the call. Cisco IP Communicator will re-start. The next step The next step is to make sure Cisco IP Communicator is ready for use. See the “Testing Cisco IP Communicator” section on page 9. Testing Cisco IP Communicator If you are following the “Quick Start Checklist”...

  • Page 16: An Overview Of Cisco Ip Communicator

    Cisco IP Communicator functions much like a traditional telephone, allowing you to place and receive phone calls, put calls on hold, speed dial numbers, transfer calls, and so on. Cisco IP Communicator also supports special telephony features (such as Call Park and Meet-Me conferencing) that can extend and customize your call-handling capabilities.

  • Page 17: Cisco Ip With Default Skin Selected

    An Overview of Cisco IP Communicator Figure 1 Cisco IP Communicator with an optional skin selected Figure 2 Cisco IP Communicator with the default skin selected 2 pt Cisco IP Communicator User Guide...
  • Page 18 Allows you to view call status and feature menus, and activate items. See the “Phone Screen Features” section on page 14 for details. Minimize and Allows you to hide the Cisco IP Communicator interface or quit the close icons application. See the “Understanding Feature Availability” section on page 18.
  • Page 19 Messaging, Call Logs, and Directories” section on page 51. Tips • You can right-click on the Cisco IP Communicator interface to view and configure settings, choose skins, and enable screen-only mode. See the “Using the Right-Click Menu” section on page 16.

  • Page 20: Phone Screen Features

    Phone Screen Features This is what your Cisco IP Communicator phone screen might look like with a call active and several feature menus open. You can click screen items to select or activate them. Primary line Displays your primary extension number and the time and date. If several tabs are open, the time and date alternate with the extension number.

  • Page 21: Call-Handling And Navigation Tips

    An Overview of Cisco IP Communicator Call-Handling and Navigation Tips These sections provide guidelines to help you handle calls and navigate the Cisco IP Communicator interface: • Using Keyboard Shortcuts, page 15 • Using the Right-Click Menu, page 16 • Closing and Minimizing Cisco IP Communicator, page 17 •...

  • Page 22: Using The Right-Click Menu

    Using the Right-Click Menu Right-click on any part of the Cisco IP Communicator interface to access these menu items. Item Description Skins Allows you to change the look of the interface. Cisco IP Communicator comes with two skins: the default skin (right-click > Skins > Default.xml) and an optional skin (right-click >...

  • Page 23: Closing And Minimizing Cisco Ip Communicator

    • Right-click the system tray icon and choose Exit Tips • If you receive a new call when the Cisco IP Communicator interface is hidden or minimized, the interface will be retrieved automatically and appear on the foreground of your desktop.

  • Page 24: Going On-Hook And Off-Hook

    Some call-handling tasks and instructions differ depending on whether Cisco IP Communicator is on-hook or off-hook. • On-Hook—No calls are active, and you do not have an active dial tone. Cisco IP Communicator provides on-hook dialing, which allows you to enter or choose phone numbers before activating a dial tone.

  • Page 25: Using Cisco Ip Communicator To Handle Calls

    Using Cisco IP Communicator to Handle Calls Using Cisco IP Communicator to Handle Calls These sections describe how to handle calls using Cisco IP Communicator: • Basic Call Handling, page 19 • Advanced Call Handling, page 28 Basic Call Handling This section covers basic call-handling tasks such as placing, answering, and transferring calls.

  • Page 26: Placing A Call

    If you need to edit the number first, scroll to the number and click EditDial. Dial from a corporate Right-click on Cisco IP Communicator to access Quick Search. Alternately, directory choose > Corporate Directory (exact name can vary). For more information, see the “Using Voice Messaging, Call Logs, and Directories”...
  • Page 27 Hang up. When the extension becomes available, extension becomes Cisco IP Communicator will provide an audio and visual alert. (The call available back to this number is not automatic; you must place the call.) CallBack is a special feature that your system administrator might configure for you.

  • Page 28: Answering A Call

    Use your line to answer a call Use Call Pickup. See the “Redirecting a Ringing Call to that is ringing on another phone Cisco IP Communicator” section on page 29. Related topics • Using Hold and Resume, page 24 • Transferring a Connected Call, page 25 •...

  • Page 29: Ending A Call

    Using Cisco IP Communicator to Handle Calls Ending a Call To end a call, hang up. See the table below for details. If you want to... Then... Hang up while using the handset Disable the handset or click EndCall. See the “Using a USB Handset”...

  • Page 30: Using Hold And Resume

    Click Toggle Mute off Click If you launch Cisco IP Communicator while your audio device or computer is muted, the Note Check Audio Settings window might appear to ask you if you want to Revert, Tune, or Cancel your audio settings. If your audio settings have been working properly, choose Revert. If you want to view or change them, choose Tune.

  • Page 31: Transferring A Connected Call

    Using Cisco IP Communicator to Handle Calls Transferring a Connected Call Transfer redirects a connected call. The target is the number to which you want to transfer the call. If you want to... Then... Transfer a call without During a connected call, click Transfer and enter the target number.

  • Page 32: Starting Or Joining A Standard Conference Call

    Tips • Only one call can be active at any given time; other connected calls will be placed on hold automatically. • In situations where there are multiple calls on a single line, the active call always appears at the top of your screen;...

  • Page 33: Forwarding Your Calls To Another Number

    Using Cisco IP Communicator to Handle Calls Forwarding Your Calls to Another Number You can use Call Forward All to redirect your incoming calls from your Cisco IP Communicator to another number. Note Enter the Call Forward All target number exactly as you would need to dial it from your desk phone.

  • Page 34: Advanced Call Handling

    Advanced Call Handling Advanced call-handling tasks involve special (non-standard) features that your system administrator might configure for you to use on Cisco IP Communicator, depending on your call-handling needs and work environment. You will not have access to these features by default.

  • Page 35: Redirecting A Ringing Call To Cisco Ip Communicator

    Call PickUp allows you to redirect a call that is ringing on a co-worker’s phone to your Cisco IP Communicator so that you can answer it. Call PickUp is a special feature that your system administrator might configure for you, depending on your call-handling needs and work environment.

  • Page 36: Understanding Shared Lines

    23456, applies to your Cisco IP Communicator and your desktop phone. In this case, an incoming call to extension 23456 rings on your Cisco IP Communicator and your desktop phone, and you can use either phone to answer the call.

  • Page 37: Customizing Cisco Ip Communicator Settings

    > User Preferences. See the “Customizing Rings and Message Indicators” section on page 32. • A few settings are accessed online from your Cisco CallManager User Options web pages. See the “Accessing Your User Options Web Pages” section on page 55.

  • Page 38: Customizing Rings And Message Indicators

    Cisco IP Communicator. See the “Using the Audio Tuning Wizard” section on page 6. Customizing Rings and Message Indicators You can customize the way Cisco IP Communicator indicates the presence of an incoming call or a new voice mail message for each of your lines. Customized ring sounds and other indicators can help you quickly differentiate between multiple lines.

  • Page 39: Customizing The Phone Screen

    Customizing Cisco IP Communicator Settings Customizing the Phone Screen You can change the language and background image that your phone screen uses. If you want to... Then... Change the background Choose > User Preferences > Background Images. Click a image thumbnail image, then click Select.

  • Page 40: Viewing And Customizing Preferences

    Viewing and Customizing Preferences Most Cisco IP Communicator settings can be accessed from windows in the Preferences dialog box. To access Preferences, enter the Alt + S keyboard shortcut or right-click on Cisco IP Communicator and choose Preferences. The topics below describe the windows in the Preferences dialog box: •...
  • Page 41 Options Web Pages, page 55 • Your Personal Address Book from the Quick Search feature If you do not know your Cisco CallManager username and password, ask your system administrator. USB Handset Allows you to choose among multiple USB •...

  • Page 42: Network Settings

    Network Settings Access the Network settings window by choosing Alt + S > Network, or right-click > Preferences > Network. OL-5051-01...
  • Page 43 Network Adapter menu This setting, which is established right Configuration and after installation, allows Registration Tasks, page 8 Cisco IP Communicator to identify itself to the network; it is not used for audio transmission. For this reason, you do not need to change this setting once it is...

  • Page 44: Audio Settings

    • Understanding Audio your currently available audio devices. Modes, page 39 Depending on what devices you installed • Using Headsets and before launching Cisco IP Communicator, Other Audio Devices, your available audio devices can include: page 46 • a USB handset •...

  • Page 45: Understanding Audio Modes

    • Network Audio Settings, page 42 • Advanced Audio Settings, page 43 Understanding Audio Modes Each audio device that you plan to use with Cisco IP Communicator must be assigned to an audio mode: • Handset mode • Headset mode •...
  • Page 46 Audio mode selection tips By default, Cisco IP Communicator selects one audio device for all of your audio modes and the ringer. This device could be a sound card, for example. If you have multiple audio devices available, you have additional configuration options.
  • Page 47 Audio mode menus are drop-down menus that contain one or more audio devices. (Right-click > Preferences > Audio). Here is some information about what you might see in these menus: • If you have only one audio device installed when Cisco IP Communicator launches, you will see one audio device in each menu.

  • Page 48: Network Audio Settings

    Do not change this setting unless asked to do so by your system administrator. The network audio settings shown in the above illustration are examples only. Note Related topics • Audio Settings, page 38 • Advanced Audio Settings, page 43 • Troubleshooting Cisco IP Communicator, page 57 OL-5051-01...

  • Page 49: Advanced Audio Settings

    57 As a rule, keep filters set to “None” unless you are using Cisco IP Communicator over a VPN connection and have enabled low bandwidth (Preferences > Audio). With low bandwidth enabled, applying filters can make your voice or the other party’s voice sound sharper and more natural.
  • Page 50 • Adjusting the Volume for a network consistently sound louder than Call, page 31 calls originating within the network. • Troubleshooting Cisco IP Communicator, page 57 “OK” button Applies the filter settings to the selected Understanding Audio Modes, audio mode only.

  • Page 51: Directories Settings

    Customizing Cisco IP Communicator Settings Directories Settings Access the Directories settings window by choosing Alt + S > Directories, or right-click > Preferences > Directories. Before you can use the Quick Search feature to search corporate directories, you might need to enter a username and password in the Directories window of the Preferences dialog box.

  • Page 52: Using Headsets And Other Audio Devices

    • Obtaining Audio Devices, page 50 Using a Headset You can use a USB headset or an analog headset with Cisco IP Communicator. • A USB headset has a flat, rectangular plug that connects to a USB port on your computer.
  • Page 53 EndCall instead of to hang up. When is not lit, Cisco IP Communicator uses speakerphone mode as the default audio mode. Cisco IP Communicator responds to softkeys, speed dial buttons, and other features by routing audio through the active mode.

  • Page 54: Using Your Computer As A Speakerphone

    If you want to... Then... Use your computer like Make sure that is lit so that Cisco IP Communicator will operate in a speakerphone to place speakerphone mode. Unlike other modes, speakerphone mode provides and answer calls echo suppression. You can toggle speakerphone mode on and off by clicking or by entering the keyboard shortcut Ctrl + P.

  • Page 55: Using A Usb Handset

    Using Headsets and Other Audio Devices Using a USB Handset You can use a USB handset with Cisco IP Communicator. See the table below for details. You should assign a USB handset to handset mode; this configuration allows Note Cisco IP Communicator to recognize if the handset is on-hook or off- hook, allowing you to end a call by hanging up the USB handset, for example.

  • Page 56: Removing And Re-Installing Audio Devices

    “Understanding Audio Modes” section on page 39. Tips • Each time that you launch, Cisco IP Communicator checks to see if the audio device that you used during your previous session is installed. If the device is not found, the Cisco IP Communicator will prompt you to re-install it.

  • Page 57: Using Voice Messaging, Call Logs, And Directories

    If you are using the optional skin (right-click > Skins > Mercurio.xml) – the indicator is the Cisco IP Communicator icon in the left corner of the interface. The behavior of the message waiting indicator can vary. See the “Customizing Rings and Message Indicators”...

  • Page 58: Searching Your Call Logs And Directories

    Searching Your Call Logs and Directories The table below provides an overview of how to search—and dial from—listings in your call logs and corporate and personal directories. Note For more information about Quick Search, see the “Using the Quick Search Feature” section on page 53.

  • Page 59: Using The Quick Search Feature

    Quick Search feature. To access Quick Search, right-click on Cisco IP Communicator and choose Quick Search or enter the keyboard shortcut (Alt + K).
  • Page 60 > PAB service (exact name might vary). Enter search information and click Search. Related topics • Using Cisco IP Communicator to Handle Calls, page 19 • Customizing Cisco IP Communicator Settings, page 31 • Searching Your Call Logs and Directories, page 52 •...

  • Page 61: Accessing Your User Options Web Pages

    • Subscribing to Phone Services, page 56 Logging In to the User Options Web Pages Procedure Step 1 Right-click in the Cisco IP Communicator interface and choose User Options..Step 2 Enter the user ID and default password provided by your system administrator. Step 3 From the general menu, select your device type from the “Select a device”...

  • Page 62: Subscribing To Phone Services

    Subscribing to Phone Services Before you can access subscription phone services on your Cisco IP Communicator, you need to subscribe to them from the User Options web pages. (See the “Logging In to the User Options Web Pages” section on page 55 if you need help logging in.) Services can include: •...

  • Page 63: Troubleshooting Cisco Ip Communicator

    • General Troubleshooting Issues, page 57 • Voice Quality Issues, page 60 If you are experiencing problems with Cisco IP Communicator, you might want to run the Note Error Reporting Tool to capture relevant data for troubleshooting purposes. Choose Start >...
  • Page 64 USB Ethernet adapter.) page 8 network adapter and asks If you first launched Cisco IP Communicator • Network Settings, you to reinsert it on laptop that was connected to a docking page 36 station, try docking to see if this fixes the problem.
  • Page 65 Note that the network adapter setting allows Cisco IP Communicator to identify itself to the network; it is not used for audio transmission. For this reason, do not change this setting once it is established unless you are permanently removing or disabling the selected network adapter.

  • Page 66: Voice Quality Issues

    Cisco IP Communicator interface. • Try to determine if the source of the problem lies with your Cisco IP Communicator or with the remote party’s phone by calling additional parties. If you suspect that the problem lies with the other party’s phone, adjust the volume on the Cisco IP Communicator interface, but avoid...
  • Page 67 • Launch the Audio Tuning Wizard and adjust the speaker volume for the current audio device. The other party • Make sure, if you are using a headset, that Cisco IP Communicator is reports that you operating in headset mode and not speakerphone mode. Headset mode is...
  • Page 68 • If you are not using Cisco IP Communicator over a remote connection, disable the low bandwidth option. The other party • Make sure, if you are using a headset, that Cisco IP Communicator is sounds distant or operating in headset mode and not speakerphone mode. (The...
  • Page 69 You hear echo • Ask the other party to decrease his or her microphone or speaker volume, if possible. • If the other party is using Cisco IP Communicator in speakerphone mode, ask him/her to make sure that the button is lit.
  • Page 70 OL-5051-01...
  • Page 71 AutoUpdate, using types supported using volume, during a call audio IP address, setting for background, changing audio modes barge, using activating description of help selecting selecting devices for call forwarding, using setting for Cisco IP Communicator User Guide...
  • Page 72 Cisco IP Communicator dialing from OL-5051-01...
  • Page 73 Cisco IP Communicator User Guide...
  • Page 74 Cisco IP Communicator using configuration tasks after with conference calls troubleshooting with multiple lines updating after lines call forwarding for compared to calls...
  • Page 75 Cisco IP Communicator User Guide...
  • Page 76 troubleshooting shared lines with TAPS description of reinserting audio devices with barge removing audio devices shortcuts, keyboard requirements, for installing skins resume softkey, using buttons on right-click menu, description of changing ring sound, changing illustration of ringer softkeys, about adjust volume for sound card, using in speakerphone mode indicator for speaker button, identifying...
  • Page 77 Audio Tuning Wizard button, identifying for a call for ringer saving troubleshooting Cisco IP Communicator User Guide...
  • Page 78 OL-5051-01...
  • Page 80 CCIP, CCSP, the Cisco Arrow logo, the Cisco Powered Network mark, Cisco Unity, Follow Me Browsing, FormShare, and StackWise are trademarks of Cisco Systems, Inc.; Changing the Way We Work, Live, Play, and Learn, and iQuick Study are service marks of Cisco Systems, Inc.; and Aironet, ASIST, BPX, Catalyst, CCDA, CCDP, CCIE, CCNA,...

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