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Jabber for Windows Getting Started Guide

Last modified: 8 October 2014 (version 1.1)

Information Services 8 October 2014 - 3 - CRICOS No. 00233E

Jabber for Windows

Copyright © 2014 Australia

By Griffith University

Version Control

Last Update: 8/10/2014

Version Number: 1.1

Contact details:

Griffith University

Web: www.griffith.edu.au/unifiedcollaboration

First Published in August 2014

Screen Shots © 2014 Griffith University. All rights reserved.

Disclaimer

Every effort has been made to provide accurate and complete information. However, Griffith University assumes no responsibility for any direct, indirect, incidental, or consequential damages arising from the use of information in this document. Data and case study examples are intended to be fictional. Any resemblance to real persons or companies is coincidental.

Copyright Notice

This publication is protected in accordance with the provisions of the Copyright Act. Apart from permissions expressed in the Copyright Act pertaining to copying for study, review, or research, no part of this publication may be reproduced in any form, or stored in a database or retrieval system, or transmitted or distributed in any form by any means, electronic, mechanical photocopying, recording, or otherwise without written permission from Griffith University.

Getting Started with Jabber for Windows

Information Services 8 October 2014 - i - CRICOS No. 00233E

Contents

Introduction to Jabber for Windows ................................................................................................. 1

Sign In .................................................................................................................................................... 1

Sign Out ................................................................................................................................................. 1

Calls ........................................................................................................................................................ 2

Setting up Jabber for Calls ............................................................................................................. 2

Using your computer for calls .................................................................................................. 3

Using your phone for calls ....................................................................................................... 3

Making Calls ..................................................................................................................................... 3

Receiving a Call (using computer for calls) ......................................................................................... 4

Forward Calls ................................................................................................................................... 5

Forward all calls to voicemail ................................................................................................... 5

Forward all calls to a specific phone number ........................................................................ 5

Transfer Calls ................................................................................................................................... 5

Hold and Resume Calls .................................................................................................................. 6

Call History ...................................................................................................................................... 7

Authorization Code ........................................................................................................................ 8

Making Calls ............................................................................................................................... 8

Contacts ................................................................................................................................................. 9

Add a Griffith contact .................................................................................................................... 9

Add a Custom contact .................................................................................................................... 9

Find a contact ................................................................................................................................ 10

Delete a contact ............................................................................................................................. 10

Create a contact Group ................................................................................................................ 11

Move a contact to another contact Group ................................................................................ 11

Delete a contact Group ................................................................................................................ 11

Chat ....................................................................................................................................................... 12

Chat Controls ................................................................................................................................. 12

Start a Chat ..................................................................................................................................... 12

Add an additional person to an existing conversation ............................................................. 13

Start a Group Chat ........................................................................................................................ 13

Change the font in a Chat ............................................................................................................ 13

Send a file during a Chat .............................................................................................................. 14

Information Services 8 October 2014 - ii - CRICOS No. 00233E

Send a Screen Capture during a Chat ......................................................................................... 14

Escalating a Chat message to a Voice Call ................................................................................ 15

Voicemail ............................................................................................................................................. 16

Listen to voicemail ........................................................................................................................ 16

Call back the person who left the message ................................................................................ 16

Mark a message as unread ............................................................................................................ 16

Delete a voicemail message.......................................................................................................... 16

Conferencing ....................................................................................................................................... 17

Set up a Conference Call .............................................................................................................. 17

Merge Calls into a Conference .................................................................................................... 18

Status Availability of Contacts (presence) ........................................................................................... 19

Change your status availability .................................................................................................... 19

Customise your status ................................................................................................................... 20

Delete custom statuses ................................................................................................................. 20

Settings ................................................................................................................................................. 21

Change your Settings .................................................................................................................... 21

Getting Started with Jabber for Windows


Introduction to Jabber for Windows Jabber for Windows is a phone (softphone) that allows you to answer your desk phone number on your desktop computer. You will also be able to make calls, join a conference call with participants both internal and external to the university, access your voicemail, communicate using instant messaging (chat), and much more.

Once you have successfully signed in, you will be able to:

Add people to your Contacts list

Initiate or answer a phone call

Create a conference call

Initiate a text chat

Check your voicemail

See the availability of your colleagues

Sign In Once you have installed and configured Cisco Jabber for Windows, you should see a shortcut on your start menu and or computer desktop.

1. Double click on either Cisco Jabber in the start menu or on the desktop shortcut.

Cisco Jabber will open. 2. You will be prompted to login if you did not tick sign me in when Jabber starts

when you installed Jabber. 3. In the Username field: type your Snumber. 4. In the Password field: type your Portal password. 5. Click Sign in.

Sign Out When you are ready to sign out, click the File menu at the top right, then select Sign Out.


Calls You can use Jabber to make and receive phone calls instead of using your desk phone. When you use Jabber on your computer for calls, your computer becomes your phone and will ring when there is an incoming call.

When you use Jabber on your computer to receive phone calls, your desk phone will also ring at the same time.

Setting up Jabber for Calls

There are two ways to receive calls with Jabber.

Use my computer for calls This allows you to use a headset with your computer to answer calls.

Use my phone for calls This allows you to use the features of jabber through your desk phone for all calls.

Select the option you prefer by clicking the phone control menu at the bottom right corner of the Jabber window.


Using your computer for calls

When you select use my computer for calls, your computer becomes your phone and will ring when there is an incoming call. You will need a headset with a microphone for audio and a webcam for video.

Using your phone for calls

When you select Use my phone for calls, you can use the features of Jabber without a headset and webcam. This will direct the call through to your desk phone (audio and video).

When you use your phone for calls, you can still answer calls using Jabber. However, audio and video will be directed through to your desk phone.

Making Calls To call a person in your contacts list or the Griffith directory:

Enter the name, extension number or phone number of the person you wish to 1.call in the search box.

Select the desired entry from the search results. 2. Click the telephone symbol that appears to the right of their name. 3.

The call window will appear. When the recipient answers, your video is displayed automatically to the caller if 4.

you have set up a web cam OR

If someone is entered in your contact list hover over their name and click the 1.telephone symbol that appears to the right of their name. The call window will appear.

When the recipient answers, your video is displayed automatically to the caller if 2.you have set up a web cam.

To call a none contact or Griffith directory person: Enter their phone number in the search box. 1. Press the Enter key on your keyboard to place the call. 2.

The call window will appear. When the recipient answers, your video is displayed automatically to the caller if 3.

you have set up a web cam.


Receiving a Call (using computer for calls)

When someone calls you, an incoming call dialog window appears. You may choose to answer the call or send the caller to your voicemail by clicking either Answer or Decline.

To answer the call, click the Answer button. 1. To decline the call and divert the caller to your voicemail, click the Decline button. 2.

If you answer the call, your video is displayed automatically to the caller if you have 3.set up a web cam.

By default, all calls start with video. However, if your configuration is set to not automatically start calls with video, you can start your video any time during a call by selecting the Start my video button in the upper right hand corner of the call window.


Forward Calls

You can forward all calls from Jabber to voicemail or a specific phone number.

Forward all calls to voicemail Select the phone control menu at the bottom right of the main jabber window. 1. Select Forward calls to and then select Voicemail. 2.

Forward all calls to a specific phone number Select the phone control menu at the bottom right of the main jabber window. 1. Select Forward calls to and then select New number. 2.

Transfer Calls During a call, click the Show more menu button. 1. Click Transfer. 2.

You will see the following window. 3.

In the search box, enter the name or phone number of the person you wish to 4.transfer the caller to.


Click the telephone symbol that appears to the right of the person’s name or 5.double click on the telephone phone number you entered.

Click the green Transfer button or wait for the recipient to answer then click the 6.green Transfer button.

Alternatively, click Cancel to cancel the transfer. 7.

Hold and Resume Calls 1. During a call, click the Show more menu button. 2. Click Hold.

3. You will see the following window.

4. To resume the call, click the green Resume key.

You can call multiple people and place them on hold and switch between them or join them in a conference call. Conferencing is covered in the ‘Conferencing’ section of this user guide.


Call History Call history is an overview of your latest outgoing, incoming and missed calls. To view your call history in Jabber, do the following:

Click the Calls icon located on the left side of the Jabber window. 1.Your call history is displayed.

From the View menu select the date range for which you would like to display call 2.history for.

From the Type menu select the type of call history you would like to display. 3.

Calls you have placed are indicated with grey text and include a phone icon with an arrow pointing to the right.

Calls you have received are indicated with grey text and include a phone icon with an arrow pointing to the left.

Calls you have missed are indicated with red text and include a phone icon with an arrow pointing to the left.

Right click on a history item to call back, chat, delete, send email, view/edit 4.profile, add to contact or create a custom contact for that individual.


Authorization Code A phone authorization code number is used by people who require a certain level of telephone call access that may not be available on their desk phone due to the location of the phone (i.e. in an open shared space). If you have a phone authorization code assigned to you that code allows for a specific level of telephone call access. You can go to any video phone in the University and make a call to that level, even if the phone normally would not allow it.

You are not automatically assigned a phone authorization code because in most cases, the level of access provided on your desk phone is sufficient for your needs. In some circumstances a phone in an open or shared area may have a lower level of access to prevent unauthorized calls, and in those cases a phone authorization code may be requested.

Making Calls 1. Enter the phone number you wish to call.

You will hear two beeps. 2. Click the Show keypad menu button. 3. Enter your unique authorization code followed by #.

For security reasons, the phone displays ******* instead of the numbers entered.

4. If the authorization code is entered correctly, the call will be placed.

This phone authorization code is not synchronised with the PIN number used for voicemail or for logging into another video phone.


Contacts You can add contacts from the online Griffith directory to your contacts list. Once you have added a contact to your contacts list, you can quickly see their availability status, send the contact an instant message or call them.

Add a Griffith contact From the main Jabber window, enter the name of the person you want to add as a 1.

contact in the search box.

Hover over the name of the person you wish to add from the list. 2. Click the sign button that appears next to their name. 3. Select an existing contact group from Add to or click New group to create a new 4.

group to add the contact to. Note: All contacts must be placed in a Contact Group.

Click Add. 5.

Add a Custom contact From the main Jabber window, select File then New then Custom contact. 1.

The Create Custom contact window appears. Enter the credentials of your contact. 2. Select an existing contact group from Add to or select New group to create one. 3.

Note: All contacts must be placed in a Contact Group, Click Create. 4.


Find a contact From the main Jabber window, enter the name or number of the contact in the 1.

search box.

The name will appear below the search box. 2.Note: If the contact does not appear, you can dial the number directly by entering it in the search box.

Delete a contact From the main Jabber window, select the Contacts tab. 1.

Right click on the contact name you wish to delete. 2. Select Remove. 3. Select Remove a second time to confirm removal. 4.


Create a contact Group From the main Jabber window, click File 1. Select New. 2. Select Group. 3.

Enter the group name. 4. Click Create. 5.

Move a contact to another contact Group From the main Jabber window, select the Contacts tab. 1. Right click on the contact that you wish to move. 2. Select Move to Group. 3.

Select the group you wish to move the contact to. 4.Note: More than one contact group must exist to initiating Move to group.

Delete a contact Group From the main Jabber window, select the Contacts tab. 1. Right click on the contact group you wish to delete. 2. Select Remove. 3. Select Remove a second time to confirm deletion. 4.

Note: If you remove a group, all contacts in that group will also be deleted.


Chat Chat allows you to send an instant message to someone that can be viewed immediately. You can share your screen, talk to multiple people at the same time, send a file and ring someone through the chat feature.

Chat Controls Controls Actions

Take a screen capture

Send files

Send emoticons

Adjust font size and colour

Add participants to create a group chat

Start a Chat

From the main Jabber window, locate the name of the person you wish chat with in 1.your Contacts or perform a search of the Griffith directory.

Double click on their name. 2. A Chat window will open. 3. Type your message in the box at the bottom of the page. 4. Press Enter on the keyboard to send the message. 5.

You can chat with multiple people at the same time. Simply repeat steps 1 to 4 above and the Chat conversation will be added to the left hand side of the open Chat Window.


Add an additional person to an existing conversation

During a Chat conversation you can add another person to create a group chat.

From the bottom right hand corner of the Chat window, click the Add participants 1.

symbol.

The Start Group Chat window opens.

Enter the name of the person you wish to add to the conversation. 2. Double click on their name. 3. Repeat steps 2 to 3 to add multiple people to the conversation at the same time. 4. Click Start. 5.

Start a Group Chat From the Contacts tab, select the people you want to start a conversation with by 1.

holding down the Ctrl key on your keyboard whilst selecting each contact. Once all the contacts have been selected, right click over one of the highlighted 2.

names and select Start Group Chat. Click Start. 3.

Change the font in a Chat Click the T symbol at the bottom of the Chat window. 1.

From here you can select the font colour, size, type and formatting options. 2.Note: The changes will only apply to the current conversation.


Send a file during a Chat During a Chat conversation you can send files on your computer to the recipient.

Start a Chat conversation with someone. 1. Click the paperclip symbol in the bottom right hand corner of the Chat window. 2.

Browse to and select the file you want to share. 3. Click Open. 4. The file will now load and wait for the receiver to accept it. 5. Once the receiver has accepted the file, it will show file transfer as complete. 6.

Note: It is not possible to Send a File during a Group Chat.

Send a Screen Capture during a Chat Start a Chat conversation with someone. 1. Click the square with scissors symbol in the bottom right hand corner of the Chat 2.

window.

Click and drag the dotted lines to select the region of the screen you want to capture. 3.

Press Enter on your keyboard to send the screen capture. 4. The sent screen capture will appear in your Chat window. 5.

Note: It is not possible to send a Screen Capture during a Group Chat.


Escalating a Chat message to a Voice Call

During a Chat conversation, you can escalate the conversation to a voice and or video call, by pressing the phone symbol in the top right hand corner of the Chat window then select the phone number required from the menu that appears to the right.


Voicemail You can use Jabber to listen to, delete, restore and reply to voicemail messages.

Listen to voicemail Click the voicemail icon on the left side of the main Jabber window. 1.

A list of your voicemail messages is displayed. New messages will display in bold text. The time the message was left, the length of the message and the name of the caller are also displayed.

To listen to a voicemail, click the play icon to the right of the message. 2. Whilst the message is playing you can click at points on the message to repeat 3.

sections of the message. Once you have listened to a message, the message will no longer be displayed in 4.

bold text and the red indicator light on your desk phone (which indicates a new message) will go out.

Call back the person who left the message Click the voicemail icon on the left side of the main Jabber window. 1. Right click over the caller you wish to call back and select Call back. 2.

The call window will appear.

Mark a message as unread Click the voicemail icon on the left side of the main Jabber window. 1. Right click over the message you want to mark as unread. 2. Select Mark as unread. 3.

Note: When you do this, the missed-event counter on top of the voicemail button will display and the message will be display in bold text.

Delete a voicemail message Click the voicemail icon on the left side of the main Jabber window. 1. Right click over the message you want to delete. 2. Select Delete. 3.

Interacting with your voicemail in Jabber is the same as interacting with your voicemail via your desk phone. For example, if you delete a voicemail message through Jabber, it is deleted from the voicemail box.


Conferencing Conference allows you to talk simultaneously with multiple people. When you are talking on a call, use the Conference option to dial another person and add them to the call.

Set up a Conference Call Call the first person you wish to be in a conference call. 1.

Making calls are covered in the Making Calls section of this guide. Click the Show more menu button and then click Conference. 2.

You will see the following screen: 3.

In the search box, enter the name or telephone number of the person you wish to 4.add to the conversation.

Click the telephone symbol that appears to the right of the person’s name or 5.double click on the telephone phone number you entered.

When the recipient answers they will appear in the call list. 6. Press the green button to the right of their name to add them to the conference. 7.


The conference begins. 8. To add more participants to the conference, repeat steps 4 to 7 above. 9. To leave the conference, simply hang up. All other participants remain in the 10.

conference.

Anyone in a conference can add participants to the conference call. You do not have to be the conference initiator.

Merge Calls into a Conference You can make calls to other contacts while you are already on a call or in a conference call by placing the first caller or conference on hold, dialling a second contact then merge the caller on hold into the existing conference or create a new conference.

During a call, click the Show more menu button. 1. Click Hold. 2. Enter the name, extension number or phone number of the person you wish to 3.

call in the search box. Select the desired entry from the search results. 4. Click the telephone symbol that appears to the right of the person’s name or 5.

double click on the telephone phone number you entered. The conversations window will appear.

When the recipient answers click the Show More Menu button. 6.

Select Merge and then select from the list that appears the caller you placed on 7.hold.

Note: If you select Conference at this stage instead of Merge, the caller on hold will not be merged into a conference.


Status Availability of Contacts (presence) Jabber allows you to see the availability of other Jabber users. For example, are they currently on the phone? The coloured dot that appears next to a contacts name indicates their availability.

The status availability categories are Available, Away, Do Not Disturb and Offline.

Note: The availability of a contact in Jabber is also linked to their desk phone, i.e. if a contact is on a call on their desk phone, this will show as busy call in Jabber.

Status Status Description

Available – indicates that the user is available to contact.

Away - This indicator displays automatically with the following

messages:

Away - When the user is idle for a period of time On a call - When the user is involved in an active phone call In a meeting - When the user is in a meeting, for example a Webex meeting.

Note: You can manually change the status to Away, or design a custom Away message to display beside the icon (for example, “Out to lunch”)

Do Not Disturb - indicates that the user does not want to be contacted.

Note: You can create a custom Do Not Disturb message to display beside the icon (for example, “‘Working on a 5 .m. deadline”).

Offline - Indicates that the user is not signed in to Cisco Jabber. Offline

users cannot receive any chat messages.

Note: When you sign in after being offline, you will receive any chats and voicemails that arrived while you were offline. A missed event counter will appear alongside the Calls, Voicemail tabs indicating the number of events you have missed.

Change your status availability

Click the down arrow to the right hand side of the present status. 1. Click on the status you require. 2.

Note: This will override any automatic statuses.


Customise your status Change the category status (Available, Away and Do Not Disturb) to the category 1.

you wish to add a custom status setting to. Hover over your present status, until the white box appears around the text 2. Click into the box. 3. Type in the status you wish to display. 4.

Note: You can create up to 3 custom statuses for each category.

Delete custom statuses

Click the down arrow to the right hand side of the present status. 1. Click Delete custom statuses. 2.

This action will delete all the custom statuses you have created.


Settings There are a number of settings for Jabber that you can change according to your requirements.

The following table details the settings you can change.

General Allows you to select whether Jabber starts when you start your computer.

Chats Allows you to set the font, colour, size and formatting options for incoming and outgoing instant messages.

Audio Allows you to select the speaker and microphone that is used and where ringer/alerts will be played from.

Video Allows you to preview your web cam picture and also select the camera you use.

Calls Allows you to set whether calls immediately start up your video or not.

Status Allows you to set how long you are away from your computer before your status turns to ‘Away’.

Sounds and Alerts Allows you to set when you receive sound notifications when you receive chat messages.

Privacy Allows you to set who can send you messages and see your status.

Meetings Allows you to create, start and join WebEx meetings from Jabber.

Integration Allows you to select the calendar you integrate with. For example, Griffith Google Calendar.

Change your Settings 1. From the main Jabber window, select File. 2. Select Options 3. Choose the settings you require. 4. Click OK.

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