What is Cisco IP Communicator?

What is Cisco IP Communicator?
Phone Guide
Cisco IP Communicator Release 2.0
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CISCO CONFIDENTIAL
CISCO CONFIDENTIAL
Contents
iii
Getting Started with Cisco IP Communicator 7
What is Cisco IP Communicator? 7
Hardware and Platform Requirements 8
Installing a Hotfix for USB Audio Devices 9
Quick Start Checklist 9
Installing Audio Devices 10
Installing and Launching Cisco IP Communicator 11
Installing Cisco IP Communicator on Your Computer 11
Launching Cisco IP Communicator 12
Using the Audio Tuning Wizard 13
Configuration and Registration Tasks 14
Testing Cisco IP Communicator 16
An Overview of Cisco IP Communicator 18
Cisco IP Communicator Features 18
Using the Cisco IP Communicator Interface 19
Phone Screen Features 22
Call-Handling and Navigation Tips 24
Using Keyboard Shortcuts 24
Using the menu 25
Using the Window Control Buttons 26
Using the Incoming Call Notification 27
Understanding Lines vs. Calls 28
Understanding Call and Line Icons 28
Going On-Hook and Off-Hook 28
Selecting Calls 29
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CISCO CONFIDENTIAL
Viewing and Switching Between Calls 30
Choosing Phone Screen Items 31
Using Feature Menus 31
Entering and Editing Text 32
Accessing Online Help 32
Understanding Feature Functionality and Availability 33
Using Cisco IP Communicator to Handle Calls 34
Basic Call Handling 34
Placing a Call 35
Answering a Call 39
Ending a Call 40
Using Hold and Resume 41
Using Mute 41
Transferring a Connected Call 42
Switching Between Calls 42
Forwarding Your Calls to Another Number 44
Advanced Call Handling 45
Storing and Retrieving Parked Calls 45
Redirecting a Ringing Call to Cisco IP Communicator 46
Making Conference Calls 46
Types of Supported Conference Calls 46
Starting and Joining a Standard Conference 47
Starting or Joining a Meet-Me Conference Call 49
Understanding Shared Lines 49
Adding Yourself to a Shared-Line Call 50
Customizing Cisco IP Communicator Settings 51
An Overview of Settings 51
Adjusting the Volume for a Call 51
Customizing Rings and Message Indicators 52
Customizing the Phone Screen 53
Setting Up Speed Dial Buttons 54
Viewing and Customizing Preferences 55
User Settings 55
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CISCO CONFIDENTIAL
Network Settings 57
Audio Settings 59
Understanding Audio Modes 61
Network Audio Settings 63
Advanced Audio Settings 64
Directories Settings 67
Using Headsets and Other Audio Devices 69
Using a Headset 69
Using Your Computer as a Speakerphone 71
Using a USB Handset 72
Removing and Re-Installing Audio Devices 73
Obtaining Audio Devices 73
Using Voice Messaging, Call Logs, and Directories 74
Accessing Voice Messages 74
Using Call Logs and Directories 75
Using the Quick Search Feature 76
Entering Password Information for Quick Search 76
Accessing Your User Options Web Pages 78
Logging In to the User Options Web Pages 78
Subscribing to Phone Services 79
Troubleshooting Cisco IP Communicator 80
General Troubleshooting Issues 80
Voice Quality Issues 83
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Getting Started with Cisco IP Communicator
These sections give you the basic information you need to start using your new
Cisco IP Communicator.
• What is Cisco IP Communicator?, page 7
• Hardware and Platform Requirements, page 8
• Quick Start Checklist, page 9
• Installing Audio Devices, page 10
• Installing and Launching Cisco IP Communicator, page 11
• Using the Audio Tuning Wizard, page 13
• Configuration and Registration Tasks, page 14
• Testing Cisco IP Communicator, page 16
What is Cisco IP Communicator?
Cisco IP Communicator is a desktop application that turns your computer into a full-featured
Cisco IP Phone, allowing you to place, receive, and otherwise handle calls. If you install
Cisco IP Communicator on a laptop or portable computer, you can use Cisco IP Communicator (and
all of your phone services and settings) from any location where you can connect to the corporate
network. 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.
To get started installing and using Cisco IP Communicator, see the “Quick Start Checklist” section on
page 9.
For an introduction to Cisco IP Communicator features, see the “Cisco IP Communicator Features”
section on page 18.
Cisco IP Communicator Release 2.0
7
Hardware and Platform Requirements
To use Cisco IP Communicator, you need a computer with a sound card and/or USB audio device. The
tables that follow shows the minimum and recommended requirements for the computer and operating
system on which Cisco IP Communicator runs. Providing a faster CPU and additional RAM
(recommended configuration) allows Cisco IP Communicator to be more responsive and to launch
faster.
Table 1
Cisco IP Communicator Only
Requirements
Operating System
• Windows 2000 Professional with
service pack 3.0 or later
Minimum
Configuration
• Windows XP Professional with
service pack 1.0 or later
Recommended
Configuration
• Windows 2000 Professional with
service pack 3.0 or later
• Windows XP Professional with
service pack 1.0 or later
Table 2
Minimum
RAM
Screen
Resolution
450 MHz
Pentium III or
equivalent
128 MB
(Win2K)
800 x 600
733 MHz
Pentium III or
equivalent
256 MB
Minimum CPU
192 MB
(WinXP)
1024 x 768
Cisco IP Communicator Interoperating with Cisco Unified Video Advantage
Requirements
Minimum
Configuration
Operating System
• Windows 2000 Professional with
service pack 4.0 or later
• Windows XP Professional with
service pack 1.0 or later
Recommended
Configuration
• Windows 2000 Professional with
service pack 4.0 or later
• Windows XP Professional with
service pack 1.0 or later
Minimum
RAM
Screen
Resolution
2.5 GHz
Pentium IV or
equivalent
256 MB
800 x 600
2.8 GHz
Pentium IV or
equivalent
512 MB
1024 x 768
Minimum CPU
In addition to requirements outlined in the table above, Cisco IP Communicator requires the
following:
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Getting Started with Cisco IP Communicator
• A minimum of 100 MB free disk space
• A non-ISA full-duplex sound card or USB audio headset or handset
• A 10/100 Mbit Ethernet network interface card
To get started installing and using Cisco IP Communicator, see the “Quick Start Checklist” section on
page 9.
Installing a Hotfix for USB Audio Devices
Caution
If you are using Cisco IP Communicator with a USB audio device, you may need to install
the specified Microsoft hotfix to avoid system crashes.
You must install a Microsoft Windows hotfix if you use Cisco IP Communicator with both of the
following:
• Windows 2000 Service Pack 3 or later releases
• USB audio devices
To get the hotfix, contact your system administrator.
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.
Quick Start task
For more information, see...
1. Install any sound cards or USB audio devices that Installing Audio Devices, page 10
you want to use, including a USB headset or handset.
2. Install the Cisco IP Communicator application.
Installing Cisco IP Communicator on Your
Computer, page 11
3. Launch Cisco IP Communicator.
Launching Cisco IP Communicator, page 12
4. Use the Audio Tuning Wizard to select audio
modes and tune audio devices.
• Using the Audio Tuning Wizard, page 13
• Understanding Audio Modes, page 61
5. Accomplish network configuration or registration
steps required by your system administrator.
Configuration and Registration Tasks,
page 14
6. Place test calls.
Testing Cisco IP Communicator, page 16
Cisco IP Communicator Release 2.0
9
Installing Audio Devices
You can install audio devices any time, but the ideal time to do this is before you install and launch
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.
Audio device
Description
Notes
USB devices:
USB devices require device
driver software and have
rectangular plugs.
Follow the device manufacturer’s instructions
to install USB devices. If prompted, complete
the Microsoft Windows Found New Hardware
Wizard.
• a USB handset
• a USB headset
External analog
devices:
• an analog
headset
Analog audio devices do not Plug analog devices into audio jacks on your
require software. They
computer.
work as extensions of your
computer’s sound card.
• external speakers
or microphones
Internal audio
devices:
• built-in
microphone
Cisco IP Communicator recognizes analog
devices as extensions of your sound card;
choose your sound card when you want to
modify or view settings for analog devices.
These audio devices are
internal to your computer
and work with your
computer’s sound card.
Internal audio devices only work when you do
not have external audio devices plugged into
the audio jacks on your computer; otherwise,
sound will be routed to the external devices.
• built-in speakers
Note
10
If you install or insert an audio device that requires a driver (a USB handset, USB headset, or
sound card) after launching Cisco IP Communicator, you will need to close and relaunch the
application before Cisco IP Communicator will recognize the device.
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Getting Started with Cisco IP Communicator
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. See the “Installing and Launching Cisco IP Communicator” section on page 11.
Related topics
• Using a Headset, page 69
• Removing and Re-Installing Audio Devices, page 73
Installing and Launching Cisco IP Communicator
This section covers these topics:
• Installing Cisco IP Communicator on Your Computer, page 11
• Launching Cisco IP Communicator, page 12
Installing Cisco IP Communicator on Your Computer
Your system administrator will provide you with an executable file or an installation link. Follow the
procedure below to install the Cisco IP Communicator software on your computer.
Note
If you use a laptop computer, be sure that you are not connected to a docking station when
launching Cisco IP Communicator for the first time after installation.
Procedure
Step 1
Open CiscoIPCommunicatorSetup.exe by double-clicking on this file or on the installation
link provided by your system administrator.
The InstallShield wizard opens and begins preparing for installation.
Step 2
When prompted, click Next to initiate the InstallShield wizard.
Step 3
Read the license agreement carefully, then click “I accept” and Next.
Step 4
Enter data in the Customer Information window and click Next. If you think other people
need to use Cisco IP Communicator on this computer, select yes.
Step 5
In the Ready to Install window, click Install.
Installation might take a few minutes.
Cisco IP Communicator Release 2.0
11
Step 6
If you want to launch Cisco IP Communicator now, click the “Launch the program” check
box and click Finish. (In some cases, you will be prompted to reboot at this point and will not
see the “Launch the program” check box.)
The next step
See the “Launching Cisco IP Communicator” section on page 12.
Launching Cisco IP Communicator
Note
If you use a laptop computer, be sure that you are not connected to a docking station when
launching Cisco IP Communicator for the first time after installation.
If you clicked the “Launch the program” check box as a final step in installation,
Cisco IP Communicator will automatically launch.
To launch manually, choose Start > Programs > Cisco IP Communicator, or double-click the
Cisco IP Communicator desktop shortcut.
The first time that you launch Cisco IP Communicator, the Audio Tuning Wizard opens. On
subsequent launches, you might be prompted to use the Audio Tuning Wizard to revert to previous
volume settings. See the “Using the Audio Tuning Wizard” section on page 13.
Accepting updates
Additionally, you might be prompted upon launching to accept an AutoUpdate software installation.
You can accept or decline. In general, you should accept AutoUpdate prompts as soon as possible in
order to maintain the latest version of the product on your computer. However, if you are using
Cisco IP Communicator over a remote connection, you might choose to postpone running AutoUpdate
until you are connected locally. (For example, if you are working from home, you might wait until you
return to the office.) 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 13.
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Using the Audio Tuning Wizard
The Audio Tuning Wizard guides you through the process of selecting and tuning installed audio
devices.
• Selecting means assigning an audio device to one or more audio modes and/or to the ringer. See
the “Understanding Audio Modes” section on page 61 for more information about audio modes.
• Tuning involves testing and, if necessary, modifying the speaker and microphone volume for each
selected device.
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 menu as needed on
subsequent launches. The table below provides more information about the Audio Tuning Wizard and
other audio setting options.
If you...
Then....
Just installed
Cisco IP Communicator
and need to use the
Audio Tuning Wizard for
the first time
Tune each audio device when the
Audio Tuning Wizard appears.
See the Check Audio
Settings window on a
subsequent launch after
installing
Choose one of these buttons:
Tuning a device is a different
task from changing the volume
setting for a call. Ideally, you
The Audio Tuning Wizard gives you
the opportunity to select audio devices will tune each device only once
and re-tune only if you
for audio modes. For more
encounter voice quality issues.
information about making these
selections, see the “Understanding
Audio Modes” section on page 61.
• Revert—to reinstate previous
settings for this audio device
• Tune—to re-tune this device
• Cancel—to maintain modified
settings (for example, to keep the
sound card muted)
If your audio settings have been
working properly, choose Revert.
Want to change the
volume for a call
Notes
Click
on the
Cisco IP Communicator interface. To
save your settings, click Save.
Cisco IP Communicator Release 2.0
The Check Audio Settings
window appears on subsequent
launches if you modified (or
muted) the volume for a device
since you last tuned it. For
example, if you muted your
computer’s sound card or
changed the volume controls on
a USB handset or USB headset.
This is the best way to change
volume settings on a per-call
basis. See the “Adjusting the
Volume for a Call” section on
page 51 for details.
13
If you...
Then....
Notes
Want to re-tune an audio
device to address voice
quality issues
Access the Audio Tuning Wizard
manually. To do so, click the menu
button on the top of the interface,
right-click on
Cisco IP Communicator, or choose
Start > Programs >
Cisco IP Communicator > Audio
Tuning Wizard.
See the “Voice Quality Issues”
section on page 83 for help with
troubleshooting.
Want to change your
audio mode selections
without re-tuning audio
devices
Click the menu button on the top of
the interface, or right-click on
Cisco IP Communicator and choose
Preferences> Audio.
For more information about
changing audio mode selections,
see the “Understanding Audio
Modes” section on page 61.
Note
Before you use the Audio Tuning Wizard to tune an audio device that has its own volume
adjustor, such as a headset with inline volume controls, increase the device’s volume level to
the highest setting.
The next step
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 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.
Note
The following tasks vary by company and phone system; your system administrator will give
you specific instructions. Do not perform these tasks unless instructed to do so.
Choosing a device name
You have two options when deciding how to configure a device name for Cisco IP Communicator. In
the first option, Cisco IP Communicator relies on your network adapter selection to identify itself to
the network; the correct network adapter must be selected for Cisco IP Communicator to function
properly. To select a network adapter, right-click on the Cisco IP Communicator interface, then
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Getting Started with Cisco IP Communicator
choose Preferences > Network > Device Name, and choose a network adapter from the Network
Adapter drop-down menu. Your system administrator will tell you which network adapter to choose.
In general, you should choose the adapter that is most likely to provide permanent connectivity or the
adapter that is always enabled—even if it is not plugged in. Avoid choosing a wireless card.
Note
This setting is used for network identification, not audio transmission. You do not need to
change this setting once it is established unless you are permanently removing or disabling the
selected network adapter. In this case, coordinate with your system administrator before
selecting a new adapter.
Your second option is to configure Cisco IP Communicator to use a free-form device name. This
option can only be used when connecting to a Cisco CallManager release 5.0(1) or later. To do this,
right-click on Cisco IP Communicator or click on the menu icon. Then, choose Preferences > Network
> Use this Device Name. Enter a string for the device name. The string must be less than 15 characters,
can only contain ASCII characters and cannot contain any spaces. Your system administrator should
tell you what device name to use.
Locating a device name
To view the device name of your selected network adapter, access the menu, then choose Preferences
> Network > Device Name. Note the device name and send it to your system administrator, if
requested.
Specifying a TFTP server
Your system administrator might ask you to specify one or two TFTP server addresses in the
Cisco IP Communicator interface. To do this, access the menu, then choose Preferences > Network >
Use these TFTP servers, and enter a TFTP address in the field.
Your system administrator will tell you if you need to perform this task.
Registering with TAPS
After you install and launch Cisco IP Communicator, you might need to auto-register using TAPS (the
Tool for Auto-Registered Phones Support).
To register with TAPS, use Cisco IP Communicator to dial the TAPS extension provided by your
system administrator and follow the voice prompts. You might need to enter your entire extension,
including the area code. 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 16.
Cisco IP Communicator Release 2.0
15
Testing Cisco IP Communicator
If you are following the “Quick Start Checklist” section on page 9 and have performed the
configuration and registration tasks required by your system administrator, Cisco IP Communicator
is ready to test. Make sure that you can see your extension number and hear a dial tone after going
off-hook.
• If you cannot see your extension number or hear a dial tone, ask your system administrator for
help. There may be further steps that your system administrator requires of you.
• Otherwise, place a few test phone calls and ask other parties how your voice sounds. Read the
sections below for more information.
If you need to adjust the volume
Start by adjusting the audio mode volume on the Cisco IP Communicator interface. Click
or press the Page Up/Page Down keys on your keyboard. For more information, see
the“Adjusting the Volume for a Call” section on page 51. If you experience voice quality problems,
see the “Voice Quality Issues” section on page 83.
If you are using a remote connection
If you are using Cisco IP Communicator over a remote connection (for example, on a VPN connection
from home or a hotel), enable the “Optimize for low bandwidth” feature. To do so, access the menu
and choose Preferences > Audio.
After optimizing for low bandwidth, call someone and ask how your voice sounds. If you or the other
party sound muffled or unnatural, try applying audio filters during the call. Audio filters can improve
sound quality when low bandwidth is enabled. For information about applying audio filters, see the
“Advanced Audio Settings” section on page 64.
The next step
Now that you have set up and tested your new phone, you might want to learn more about the features
and services that it offers. See the “An Overview of Cisco IP Communicator” section on page 18.
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Cisco IP Communicator Release 2.0
17
An Overview of Cisco IP Communicator
These sections provide an overview of Cisco IP Communicator:
• Cisco IP Communicator Features, page 18
• Using the Cisco IP Communicator Interface, page 19
• Call-Handling and Navigation Tips, page 24
Cisco IP Communicator Features
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.
In addition to call-handling features, Cisco IP Communicator supports:
• An Audio Tuning Wizard
• Quick Search directory dialing
• Easy access to your User Options web pages and phone services
• A comprehensive online help system
• You can change the look of Cisco IP Communicator
• Drag-and Drop dialing
• Cut-and-Paste dialing
• Pop-up Incoming Call Notification
• Alphanumeric dialing
• New keyboard shortcuts
• Video interoperability with Cisco Unified Video Advantage Release 2.0
For an overview of Cisco IP Communicator components, see the “Using the Cisco IP Communicator
Interface” section on page 19.
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Using the Cisco IP Communicator Interface
Use your mouse to click buttons and menu items and your computer keyboard to enter letters,
numbers, and keyboard shortcuts.
Cisco IP Communicator comes with two desktop appearances called skins:
• Figure 1 shows Cisco IP Communicator with compact mode selected.
• Figure 2 shows Cisco IP Communicator with the default mode selected.
Table 3 identifies buttons and other components shared by both skins.
Figure 1
Cisco IP Communicator with the compact mode selected
1
2
3
141209
16
4 8
7
5
6
14
Cisco IP Communicator Release 2.0
9
12 11 10
19
Figure 2
Cisco IP Communicator with the default mode selected
1
2
3
17
16
4
5
6
7
8
15
Table 3
14 13
12
11
10
105031
9
Buttons and other components
1
Phone screen
Allows you to view call status and feature menus, and activate items. See the
“Phone Screen Features” section on page 22 for details.
2
Window control
buttons
Allows you to view the menu, hide the Cisco IP Communicator interface,
toggle between skins, or quit the application. See the “Understanding
Feature Functionality and Availability” section on page 33.
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Table 3
3
Buttons and other components
Line buttons and
Each button opens or closes a line or speed dials a number. (Ctrl + numbers
speed dial buttons 1 - 8 are keyboard shortcuts). Line buttons indicate line status as follows:
•Green, steady—Active call on this line (off-hook)
•Green, blinking—Call on hold on this line
•Orange, blinking—Incoming call ringing on this line
•Red—Shared line, currently in use
•No color—No call activity on this line (on hook)
You can convert extra line buttons into speed-dial buttons. See the “Setting
Up Speed Dial Buttons” section on page 54.
4
Messages button
Typically auto-dials your voice message service (varies by service).
(Ctrl + M is the keyboard shortcut.) For more information, see item 16 in
this table and the “Using Voice Messaging, Call Logs, and Directories”
section on page 74.
5
Directories button Opens or closes the Directories menu. Use it to view and dial from call logs
and a corporate directory. (Ctrl + D is the keyboard shortcut.) Alternately,
you can use the Quick Search feature (Alt + K) to search directories. See
“Using Voice Messaging, Call Logs, and Directories” section on page 74.
6
Help button
Activates the Help menu. (Ctrl + I is the keyboard shortcut.) See the
“Selecting Calls” section on page 29.
7
Settings button
Opens or closes the Settings menu. Use it to control phone screen
appearance and ring sounds. (Ctrl + S is the keyboard shortcut.) See the
“Customizing Cisco IP Communicator Settings” section on page 51.
8
Services Button
Opens or closes the Services menu. (Ctrl + R is the keyboard shortcut.) See
the “Logging In to the User Options Web Pages” section on page 78.
9
Volume button
Controls audio mode volume and other settings. (Page up/Page down are
keyboard shortcuts). See the “Customizing Cisco IP Communicator
Settings” section on page 51.1
10 Speaker button
Toggles speakerphone mode on or off. (Ctrl + P is the keyboard shortcut.)
See the “Using Headsets and Other Audio Devices” section on page 69.
11 Mute button
Toggles the Mute feature on or off. (Ctrl + T is the keyboard shortcut.) See
the “Using Mute” section on page 41.
12 Headset button
Toggles headset mode on or off. (Ctrl + H is the keyboard shortcut.) See the
“Using Headsets and Other Audio Devices” section on page 69.
Cisco IP Communicator Release 2.0
21
Table 3
Buttons and other components
13 Navigation button Allows you to scroll through menus and highlight items. Use in conjunction
with softkeys to activate highlighted items. Also, while the
Cisco IP Communicator is on-hook, click the Navigation button to access
phone numbers from your Placed Calls log.
14 Launch Video
button
Launches Cisco Unified Video Advantage. You must be running
Cisco Unified Video Advantage release 2.0 and Cisco IP Communicator
release 2.0 on the same PC in order to use this feature.
15 Dial Pad
Allows you to enter numbers and letters, and choose menu items. (Not
available on the optional skin.) Alternately, use your computer keyboard.
16 Softkey buttons
Each activates a softkey. You can click softkey labels (instead of buttons) to
activate softkeys, as well. (F2 - F6 are the keyboard shortcuts.) See the
“Using Cisco IP Communicator to Handle Calls” section on page 34.
17 Voice message and Indicates an incoming call and new voice message. See the “Using Voice
ring indicator
Messaging, Call Logs, and Directories” section on page 74.
1. In all releases prior to release 2.0, the keyboard shortcut is Ctrl + V
Tips
• You can click the menu icon at the top of either skin, or right-click on the Cisco IP Communicator
interface to view and configure settings, choose skins, and enable screen-only mode. See the
“Using the menu” section on page 25.
• The default mode (Figure 2) and the compact mode (Figure 1) use the same set of button icons.
However, button shapes and locations may differ by skin.
• For a complete list of shortcuts, see the “Using Keyboard Shortcuts” section on page 24.
• See the “Phone Screen Features” section on page 22 for information about how calls and lines are
displayed on the Cisco IP Communicator phone screen.
Phone Screen Features
This is what your Cisco IP Communicator phone screen might look like with active calls and several
feature menus open.
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1
Primary phone Displays the phone number (extension number) for your primary phone line.
line
2
Icons for
Icons indicate how programmable buttons
are set up on your phone:
programmable
Phone line icon—Corresponds to a phone line. Line icons can vary.
buttons
Speed-dial icon—If available, corresponds to a speed-dial button.
Phone service icon—If available, corresponds to a web-based phone
service, such as the Personal Address Book.
Feature icon—If available, corresponds to a feature, such as Privacy.
3
Softkey labels
Each displays a softkey function.
4
Status line
Displays audio mode icons, status information, and prompts.
5
Call activity
area
Displays calls and call information for the highlighted line (standard view).
6
Phone tab
Indicates call activity. Click this tab to return to the call activity area, if needed.
7
Feature tabs
Each indicates an open feature menu.
Related topics
• Using the Cisco IP Communicator Interface, page 19
• Call-Handling and Navigation Tips, page 24
Cisco IP Communicator Release 2.0
23
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 24
• Using the menu, page 25
• Using the Window Control Buttons, page 26
• Understanding Lines vs. Calls, page 28
• Understanding Call and Line Icons, page 28
• Selecting Calls, page 29
• Understanding Feature Functionality and Availability, page 33
Using Keyboard Shortcuts
Keyboard shortcut
Function
Ctrl + Shift + A
Answers an incoming call
Ctrl + D
Opens or closes the Directories menu
Ctrl + S
Opens or closes the Settings menu
Ctrl + R
Opens or closes the Services menu1
Ctrl + M
Opens the voice message system
Ctrl + I
Opens or closes the online help system
Ctrl + H
Toggles headset mode on/off
Ctrl + P
Toggles speakerphone mode on/off
Ctrl + T
Toggles the Mute feature on/off
Ctrl + (number keys 1 through 8)
Opens or closes line buttons or speed dial buttons 1 - 8
Ctrl + V
Pastes a name or phone number
Alt + S
Opens the Preferences dialog box
Alt + K
Opens the Quick Search directory feature
Alt + X
Exits Cisco IP Communicator
Alt + F4
Closes Cisco IP Communicator
Enter
Dials a call
Esc
Hangs up a call
Page up
Increases volume for the current audio mode
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Keyboard shortcut
Function
Page down
Decreases volume for the current audio mode
F2 - F6
Activates softkeys 1 - 5
/ (with NumLk function enabled)
Activates the # key
1. In all releases prior to Release 2.0, the keyboard shortcut is Ctrl + V
Using the menu
You can access these menu items by clicking the menu icon on the top right corner of the interface, or
by right-clicking anywhere on the interface.
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
mode) and an compact skin (right-click > Skins > Compact mode).
Figure 2 and Figure 1 show illustrations of the skins.
Screen Only
Toggles the screen-only view on and off. Keyboard shortcuts are
particularly useful if you are using Cisco IP Communicator in
screen-only view. See the “Using Keyboard Shortcuts” section on
page 24.
Always on top
Toggles this feature on and off. When enabled, this feature keeps the
Cisco IP Communicator interface visible on your desktop, even if other
applications are active. (You can still minimize the interface.) See the
“Understanding Feature Functionality and Availability” section on
page 33.
Audio Tuning Wizard
Launches the Audio Tuning Wizard, a tool that helps you select and tune
audio devices. See the “Using the Audio Tuning Wizard” section on
page 13 and the “Troubleshooting Cisco IP Communicator” section on
page 80.
Paste
Allows you to copy the number from any Windows program, paste it into
the dialing box, and click Dial or Enter to place the call. (The keyboard
shortcut for this feature is Ctrl + V.) Cisco IP Communicator will run the
number through any appropriate dialing rules, and dial it automatically.
Quick Search
Opens the Quick Search dialog box. (The keyboard shortcut for this
dialog box is Alt + K.) Quick Search allows you to search one or more
directories with a single search command. See the “Using the Quick
Search Feature” section on page 76.
Cisco IP Communicator Release 2.0
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Item
Description
Cisco User Options
Opens the Cisco IP Phone User Options web page where you can
configure features, settings, and IP phone services—including Speed Dial
buttons. This menu option remains disabled until you fill out the user
name and password fields in the User Preferences window. See the
“Setting Up Speed Dial Buttons” section on page 54 and “Logging In to
the User Options Web Pages” section on page 78.
Preferences...
Opens the Preferences dialog box, which includes User, Network, Audio,
and Directories windows. See the “Viewing and Customizing
Preferences” section on page 55. (The keyboard shortcut for accessing
Preferences is Alt + S.)
Help
Provides a link to an online help version of the Cisco IP Communicator
User Guide.
About
Cisco IP Communicator
Displays Cisco IP Communicator software version information.
Exit
Allows you to quit the Cisco IP Communicator interface.
Using the Window Control Buttons
If you want to...
Then...
Access the menu
Do one of the following:
• Click the menu button in the top right corner of the interface
• Right-click anywhere on the interface
Minimize the
interface
Do one of the following:
• Click the minimize button in the top right corner of the interface
• Click the Cisco IP Communicator taskbar button one or more times
Toggle between
modes
Do one of the following:
• Click the mode button in the top right corner of the interface
• Choose Skins from the menu
Hide the
interface
26
Right-click the system tray icon and choose Hide. This removes the
Cisco IP Communicator icon from your taskbar but does not close the
application.
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If you want to...
Then...
Retrieve the
interface
Do one of the following:
• Double-click the system tray icon
• Click the button icon in the task bar
Quit
Do one of the following:
• Click the close icon in the top right corner of the interface
• Choose Exit from the menu
• 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
Incoming Call Notification window will pop up. If you have enabled the Always On Top feature,
the interface will be retrieved automatically and will appear on the foreground of your desktop.
• If you want the Cisco IP Communicator interface to remain visible on your desktop even if you
have other applications active, choose Always on top from the menu. (You can still choose to
minimize the interface with the Always on top feature selected.)
Using the Incoming Call Notification
If you want to...
Then...
Answer a call
• Click the anywhere on the pop-up box (except on the mute icon)
Mute the ringer
• Click mute icon on the pop-up box
Hide the
Incoming Call
Notification
• Navigate to Preferences > User, then check the Hide the Incoming Call
Notification checkbox.
Tip
If you mute the ringer on the Incoming Call Notification pop-up box, you must remember to
disable mute to avoid muting the ringer for all subsequent incoming calls.
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Understanding Lines vs. Calls
To avoid confusion about lines and calls, refer to these descriptions:
• Lines—Each corresponds to a phone number (or extension) that others can use to call you. Your
Cisco IP Communicator can support one to eight lines, depending on configuration. To see how
many lines you have, look at the right side of your phone screen. You have as many lines as you
have phone numbers and phone line icons:
.
• Calls—Each line can support multiple calls. By default, your Cisco IP Communicator supports
four connected calls per line, but your system administrator can adjust this number according to
your needs. Only one call can be active at any time; other calls are automatically placed on hold.
Understanding Call and Line Icons
Your Cisco IP Communicator displays icons to help you determine the call and line state (on-hook, on
hold, ringing, connected, and so on).
Icon
Call or line state
Description
On-hook line
No call activity on this line. If you are dialing on-hook (pre-dial), the call
is not in-progress until you go off-hook.
Off-hook line
You are actively dialing a number or an outgoing call is ringing. See the
“Placing a Call” section on page 35 for dialing options.
Connected call
You are connected to the other party.
Ringing call
A call is ringing on one of your lines. See the “Answering a Call” section
on page 39 for more information.
Call on hold
You have put this call on hold. See the “Using Hold and Resume” section
on page 41 for details.
Remote-in-use
Another phone that shares your line has a connected call. See the
“Understanding Shared Lines” section on page 49 for details.
Going On-Hook and Off-Hook
Some Cisco IP Communicator tasks and instructions differ depending on whether the
Cisco IP Communicator is on-hook or off-hook.
• On-Hook—No calls are active, and you do not have an active dial tone. Your
Cisco IP Communicator provides on-hook dialing (pre-dial), which enables you to enter or choose
phone numbers before activating the call. When your Cisco IP Communicator is on-hook, this icon
appears next to each phone number:
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• Off-Hook—The speakerphone is active, or any of several other methods are used to get a dial tone
or to answer an incoming call. When your phone is off-hook, one of these icons appears,
depending on the call or line state:
,
, or
. See the “Understanding Call and Line Icons” section on page 28
Selecting Calls
Many Cisco IP Communicator features require that you select the calls you want to use with a
particular feature. For example, if you have four held calls but only want to join two of them in a
conference call, you can select the calls that you want to add to the conference before activating the
feature.
If you want to...
Then...
Highlight a call
Use your mouse to click any call in a call list. Highlighted calls appear on a
lighter and brighter background.
Select a call
Highlight a connected or held call and click Select. Selected calls are indicated
with a
next to them.
Verify selected calls
Click the Navigation button to scroll through the list of calls. Selected calls
are indicated with a
and are grouped together in the call list.
Cisco IP Communicator Release 2.0
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Viewing and Switching Between Calls
These tips can help you switch between calls on one or more lines. If the call that you want to switch
to is not automatically highlighted, click the call appearance on your phone screen.
If you want to...
Then...
Switch between calls on Highlight the call you are switching to and click Resume. The other call is
one line
placed on hold automatically.
Switch from a
connected call to
answer a ringing call
Click Answer or the blinking amber button
places the first call on hold.
. Doing so automatically
Switch between calls on Click the blinking green button
for the line that you are switching to.
different lines
If there is a single call holding on the line, the call will resume
automatically. If there are multiple calls holding on the line, highlight the
specific call (if necessary) and click Resume.
See all calls on a
specific line
Click
, then immediately click the line button. Doing so shows call
details but will not impact the call state; it is therefore useful if you are
talking on one line and want to view held calls on another line.
See an overview of line
activity (one call per
line)
Click
for the highlighted line. (A line appears highlighted when the calls
associated with it are displayed on the phone screen.)
Doing so prompts the phone to switch to call overview mode and display
one call per line. This call is either the active call or, if all calls are on hold,
the held call with the longest duration.
To return to the standard view, click
button.
, then immediately click the line
Tips
• Only one call can be active; other calls will be placed on hold automatically.
• When you have multiple calls on one line, calls with the highest precedence and longest duration
display at the top of the call list.
• Calls of a similar type are grouped together in the call list. For example, calls that you have
interacted with are grouped near the top, selected calls are grouped next, and calls that you have
not yet answered are grouped last.
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Choosing Phone Screen Items
To choose a phone
screen item...
Do this...
By clicking
Use your mouse to click an item on the phone screen. Note that clicking a
phone number on the phone screen can cause the Cisco IP Communicator
to dial the number.
By item number
Click the corresponding number on your dial pad. For example, click 4 to
choose the fourth item in a menu.
By scrolling
Click on the Navigation button, or use the arrow keys on your keyboard
to scroll through a list and to highlight an item. Click a relevant softkey
such as Select or Dial to finish the action.
Using Feature Menus
If you want to...
Then...
Open or close a feature
menu
Click a feature button:
Messages
Services
Help
Directories
Settings
Scroll through a list or
menu
Click the Navigation button.
Go back one level in a
feature menu
Click Exit. (Note that if you click Exit from the top level of a menu, the
menu will close.)
Switch among open
feature menus
Click a feature tab on your phone screen. (Each feature menu has a
corresponding tab. The tab is visible when the feature menu is open.)
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Entering and Editing Text
If you want to...
Then...
Enter a letter on your
phone screen
Click to highlight a call feature and use your keyboard to enter letters or
numbers.
Delete within an entry
or move your cursor
Use the backspace key on your keyboard, or click << or Delete on the phone
screen to remove a letter or digit. Use your mouse or click >> on the phone
screen to move the cursor to the right.
Accessing Online Help
Your Cisco IP Communicator provides a comprehensive online help system. Help topics appear on the
phone screen. See the table below for details.
If you want to...
Then...
View the main menu
Click
on your Cisco IP Communicator and wait a few seconds for the
menu to display. If you are already in Help, click Main.
Main menu topics include:
• About Your Cisco IP Communicator—Descriptive details about your
Cisco IP Communicator
• How do I...?—Procedures and information about common
Cisco IP Communicator tasks
• Calling Features—Descriptions and procedures for calling features
• Help—Tips on using and accessing Help
Learn about a button or Click
softkey
, then quickly click a button or softkey.
Learn about a menu
item
Click
, then quickly click the menu item on the phone screen.
Get help using Help
Click
. After a second or two, click
Main Menu.
Access the User Guide
Click menu > Help, or right-click on the application, and select Help.
32
Or, click
twice quickly with the menu item highlighted.
again or choose Help from the
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Understanding Feature Functionality and Availability
The operation of your Cisco IP Communicator and the features available to you may vary, depending
on the call processing agent used by your company and also on how your company’s phone support
team has configured your phone system. Therefore, some of the features included in this User Guide
might not be available to you or might work differently on your phone system. Contact your support
desk or system administrator if you have questions about feature operation or availability.
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Using Cisco IP Communicator to Handle Calls
These sections describe how to handle calls using Cisco IP Communicator:
• Basic Call Handling, page 34
• Advanced Call Handling, page 45
Basic Call Handling
This section covers basic call-handling tasks such as placing, answering, and transferring calls. The
features required to perform these tasks are standard and available on most phone systems.
This section contains the following topics:
• Placing a Call, page 35
• Answering a Call, page 39
• Ending a Call, page 40
• Using Hold and Resume, page 41
• Using Mute, page 41
• Transferring a Connected Call, page 42
• Switching Between Calls, page 42
• Forwarding Your Calls to Another Number, page 44
Tip
34
For more information about placing, receiving, and ending calls while using a handset,
speakerphone, or headset, see the “Using Voice Messaging, Call Logs, and Directories”
section on page 74.
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Placing a Call
To place a call, use one of several options to go off-hook before or after dialing a number.
If you want to...
Then...
Pre-dial (dial on-hook,
without first getting a
dial tone)
Do one of the following:
• Enter a phone number. (The Auto-Dial feature might pop up to suggest
matching phone numbers from your Placed Calls log.)
• Click the Navigation button to display phone numbers from your
Placed Calls log.
Next, click the phone number appearance on your phone screen to dial. Or
do one of the these actions to go off-hook and dial the highlighted phone
number:
• Click
or
• Click Dial or the Enter key on your keyboard
• Click
(a line button)
• Click the Enter key on your keyboard
or
• Drag a number from any Windows program, drop it anywhere on the
Cisco IP Communicator interface, and click Dial or the Enter key on
your keyboard.
• Drag a vCard and drop it anywhere on the Cisco IP Communicator
interface. If the vCard contains more than one number, select the one
you want from the pop-up window, and click Dial or the Enter key on
your keyboard.
or
• Copy a number from any source, then click Menu > Paste. The number
will automatically be entered. Click Dial or the Enter key on your
keyboard. You can also paste a phone number by using the Ctrl + V
keyboard shortcut.
Dial off-hook (after
invoking a dial tone)
Click NewCall,
Redial the most
recently dialed number
Click Redial. By default, Redial uses your primary line. However, you can
open a secondary line and then click Redial. To open a line, click
.
Cisco IP Communicator Release 2.0
,
, or
(a line button), then enter a number.
35
If you want to...
Then...
Speed dial a number
Do one of the following:
• Click
(a speed-dial button) before or after going off-hook.
• Enter a speed dial index number (1-99 on the keypad) while on-hook
and click AbbrDial.
Place a call when
another call is active
(using another line)
Click
for the new line. The call on the first line will be placed on hold
automatically.
Place a call when
another call is active
(using the same line)
Click Hold, then click New Call. You can now dial, redial, or speed dial a
number. Or you can continue talking on the active call while preparing to
dial from a call log or directory. (See the next two rows in this table for
details.)
Dial from a call log
Choose
> Missed Calls, Received Calls, or Placed Calls. To dial,
click the listing or scroll to it and go off-hook.
If you want to dial from a call log while on another active call, scroll to a
call record and click Dial or the Enter key on your keyboard. Then choose
a menu item to handle the original call:
• Hold—Puts the first call on hold and dials the second.
• Transfer—Transfers the first party to the second. (Then click Transfer
again to complete the action.)
• Conference—Creates a conference call with all parties. (Then click
Confrn to complete the action.)
• End Call—Disconnects the first call and dials the second.
Dial from a corporate
directory on the phone
Choose
> Corporate Directory (exact name can vary). Use your
keyboard to enter letters, then click Search. To dial, click the listing or
scroll to it and go off-hook.
If you want to dial from a directory while on an active call, scroll to a
listing and click Dial or the Enter key on your keyboard. Then choose a
menu item to handle the original call:
• Hold—Puts the first call on hold and dials the second.
• Transfer—Transfers the first party to the second. (Then click Transfer
again to complete the action.)
• Conference—Creates a conference call with all parties. (Then click
Confrn to complete the action.)
• End Call—Disconnects the first call and dials the second.
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If you want to...
Then...
Dial from a corporate
directory web page
Use the Cisco WebDialer feature. Open a web browser and go to your
company directory. Click on a phone number in the directory. Click Dial
or the Enter key on your keyboard to place the call. Click Hangup to end
the call. See the Customizing Your Cisco IP Phone on the Web guide for
more details:
http://www.cisco.com/univercd/cc/td/doc/product/voice/c_ipphon/index.ht
m
Dial using headset
mode
Do one of the following:
• If
is unlit, click it before or after dialing, re-dialing, or
speed-dialing a number.
• If
is lit, click New Call, Redial, a speed dial button, or
(a line
button). If necessary, enter a phone number and click Dial or the Enter
key on your keyboard. For more information, see the “Using a
Headset” section on page 69
Dial using
speakerphone mode
First make sure that an analog headset is not plugged in to the audio jacks
on your computer. Click New Call or
and enter a phone number. Or,
use another method to place the call, then click
to switch over to
speakerphone mode.
Many of the actions you take to dial a number will automatically trigger
speakerphone mode. For more information, see the “Using Your Computer
as a Speakerphone” section on page 71.
Dial using handset
mode
Lift or otherwise enable the handset before or after dialing, re-dialing, or
speed-dialing a number. See the “Using a USB Handset” section on
page 72.
Dial on a secondary line Click
Dial from a Personal
Address Book (PAB)
entry
for the line that you want to use.
Choose
> PAB service (exact name might vary). (Depending on
configuration, you might be able to use Quick Search, as well. See the
“Using the Quick Search Feature” section on page 76.)
Before you can use the PAB service, you must subscribe to it. For help, see
the “Logging In to the User Options Web Pages” section on page 78.
Dial using a Fast Dial
code
choose
> Fast Dials (exact name might vary). To dial from a listing,
click it, or scroll to it and go off-hook.
For help subscribing to the Fast Dial service, see the “Logging In to the User
Options Web Pages” section on page 78.
Place a call using a
Dial a number and enter a client matter code (CMC) or a forced
billing or tracking code authorization code (FAC) when prompted by a distinctive tone. Your
system administrator will tell you if you need to enter CMC or FAC codes
and can provide you with detailed instructions.
Cisco IP Communicator Release 2.0
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If you want to...
Then...
Place a call when
another call is active
Click Hold. Next, click New Call. Then dial, redial, or speed dial a number.
To return to the held call, click resume.
Place a priority
(precedence) call
Enter the MLPP access number (provided by your system administrator)
followed by the phone number.
Place a call using your
Cisco Extension
Mobility profile
Make sure that you are logged in to Extension Mobility (EM). Choose
> EM Service (exact name might vary), then use your keypad to
enter login information. If you are sharing a phone, you might need to log
in to EM before you can access certain features or complete a call.
EM is a special, non-default feature that your system administrator can
assign to phones and phone users. Refer to the Customizing Your
Cisco IP Phone on the Web:
http://www.cisco.com/univercd/cc/td/doc/product/voice/c_ipphon/index.ht
m
Place a video call using
Cisco Unified Video
Advantage
Check the phone screen display for this icon:
Receive notification
when a busy or ringing
extension becomes
available
Call the number and click CallBack while listening to the busy tone or ring
sound. Hang up. When the extension becomes available, your phone will
provide you with an audio and visual alert. (The call back to this number
is not automatic; you must place the call.) CallBack is a special feature that
your system administrator might configure for your phone. Note that
CallBack will fail if the other party has call forwarding enabled.
If the icon is present, your Cisco IP Communicator is video-enabled and
can support Cisco Unified Video Advantage release 2.0 (earlier releases are
Cisco IP Communicator). Contact your system administrator for assistance
and refer to the Cisco Unified Video Advantage User Guide:
http://www.cisco.com/univercd/cc/td/doc/product/voice/c_ipphon/index.ht
m
Tips
• To add a prefix to a number in one of your call logs, scroll to the number and click EditDial.
• If you are dialing without a dial tone, you cannot use * or # as the leading digit. If you need to
use these digits, go off-hook to invoke a dial tone, then dial.
Related topics
• Answering a Call, page 39
• Ending a Call, page 40
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Answering a Call
To answer a call, go-off hook. See the table below for details.
If you want to...
Answer with headset mode
Then...
Click
, if unlit.
Or, if
is already lit, click Answer or
button).
(a flashing line
For more information, see the “Using a Headset” section on
page 69.
Answer with speakerphone
mode
Click
, Answer, or
. See the “Using Your Computer as a
Speakerphone” section on page 71.
Answer with handset mode
Lift (or otherwise enable) the handset. See the “Using Your
Computer as a Speakerphone” section on page 71.
Answer with the Incoming Call
Notification
Click on the ringing telephone icon, or on the caller ID
information.
If you click the Mute icon on the Incoming Call Notification
pop-up window for a new call that comes in while you are on an
active call, the ringer will mute and the pop-up window will
disappear. You must return to the application interface to see call
details for the muted call and to disable mute on all future
incoming calls.
Switch from a connected call to
answer a ringing call
Click Answer or
. Doing so answers the new call and
automatically places the first call on hold. See the “Using Hold and
Resume” section on page 41 for more information.
Set up Cisco IP Communicator Ask your system administrator to set up the AutoAnswer feature
to automatically connect an
for one or more of your lines. You can use AutoAnswer with either
incoming call after a ring or two speakerphone mode or headset mode. For more information, see
the “Using Headsets and Other Audio Devices” section on
page 69.
Retrieve, or allow someone else
to retrieve, a held call on
another phone (such as a phone
in a conference room)
Use Call Park. See the “Storing and Retrieving Parked Calls”
section on page 45.
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 46.
Answer a priority call
Hang up the current call and click Answer.
Send an incoming call directly to Click iDivert. The incoming call automatically transfers to your
your voice messaging system
voice message greeting.
Cisco IP Communicator Release 2.0
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Related topics
• Using Hold and Resume, page 41
• Transferring a Connected Call, page 42
• Switching Between Calls, page 42
Ending a Call
To end a call, hang up. See the table below for details.
If you want to...
Then...
Hang up while using handset
mode
Disable the handset, click EndCall or click the Esc key. See the
“Using a USB Handset” section on page 72.
Hang up while using headset
mode
Click
, if lit.
If you want headset mode to remain active, keep the button lit by
clicking EndCall or click the Esc key. See the “Using a Headset”
section on page 69.
Hang up while using
speakerphone mode
Click
or EndCall or click the Esc key. See the “Using Your
Computer as a Speakerphone” section on page 71.
Hang up one call but preserve
another call on the same line
Click EndCall or click the Esc key. If necessary, first click Resume
to remove the call from hold.
Tip
You need to keep headset mode activated if you want to use AutoAnswer with your headset.
(First, your system administrator must configure AutoAnswer for you.) If you use a headset
but do not use AutoAnswer, you might still prefer to keep headset mode activated. For more
information, see the “Obtaining Audio Devices” section on page 73.
Related topics
• Placing a Call, page 35
• Answering a Call, page 39
• Transferring a Connected Call, page 42
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Using Hold and Resume
Only one call can be active at any given time; all other remaining connected calls must be placed on
hold. You cannot continue, end, transfer, or otherwise handle a call while it is on hold.
If you want to ...
Then...
Put a call on hold
Make sure the call you want to put on hold is selected and click
Hold.
Remove a call from hold on
the current line
Make sure that the appropriate call is highlighted and click Resume.
Remove a call from hold on a
different line
Click
(a blinking line button). If there is a single call holding on
this line, the call will resume automatically. If there are multiple calls
holding, make sure that the appropriate call is highlighted and click
Resume. Note that a held call is indicated by the call-on-hold icon:
Tips
• Engaging the Hold feature typically generates music or a beeping tone. For this reason, avoid
putting a conference call on hold.
• In situations where there are multiple calls on a single line, the active call always appears at the
top of your screen; the held call appears below.
Using Mute
Mute disables the audio input for your audio devices, such as a headset, speakerphone, or microphone.
With Mute enabled, you can hear other parties on a call but they cannot hear you.
If you want to...
Then...
Toggle Mute on
Click
.
Toggle Mute off
Click
.
Note
If you launch Cisco IP Communicator while your audio device or computer is muted, the
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. If you want to keep the device muted, choose
Cancel.
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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
talking to the transfer
recipient
During a connected call, click Transfer and enter the target number.
When you hear the call ringing, click Transfer again.
Talk to the transfer
During a connected call, click Transfer and enter the target number.
recipient before transferring Wait for the transfer recipient to answer. If the recipient accepts the
a call (“consult transfer”)
transferred call, click Transfer again. If the recipient refuses the call,
click Resume to return to the original call.
Transfer two current calls
to each other
(direct transfer)
Highlight any call on the line and click Select. Repeat this process for
the second call. With one of the selected calls highlighted, click
DirTrfr. (You might need to click more to see DirTrfr.) The two calls
connect to each other and drop you from the call.
If you want to stay on the line with the callers, use Join to create a
conference instead. For details, see the“Making Conference Calls”
section on page 46.
Send a call to your voice
messaging system
Click iDivert. The call is automatically transferred to your voice
message greeting. You can use iDivert with a call that is active, ringing,
or on hold.
Tips
• When on-hook transfer is enabled, you can either hang up or click Transfer, then hang up.
• If on-hook transfer is not enabled on your Cisco IP Communicator, be aware that hanging up
instead of clicking Transfer cancels the transfer action and places the party to be transferred on
hold.
• You cannot use Transfer to redirect a call on hold. Click Resume to remove the call from hold
before transferring it.
Switching Between Calls
You can switch between connected calls on one or more lines. If the call you want to switch to is not
automatically selected (highlighted), click the call appearance on your phone screen.
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If you want to...
Then...
Switch between connected
calls on one line
Select the call you are switching to and click Resume.
Switch between connected
calls on different lines
Click the appropriate
(blinking line button) for the line (and call)
you are switching to. If necessary, select the call and click Resume.
Switch from a connected call
to answer a ringing call
Click Answer or
(a flashing line button). Doing so answers the
new call and places the first call on hold automatically.
Switch between incoming
calls using the Incoming Call
Notification pop-up window
Click anywhere on the Incoming Call Notification pop-up window
for the incoming call (except on the mute ringer icon). This will put
the active call on hold, and allow you to answer the incoming call.
Display an overview of active
calls
Click
while a call is active to return to the main background
screen, hiding the active call information. This gives you an overview
of all active calls on each of your lines. Click
again to return to
the original view.
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; the held call appears below.
Cisco IP Communicator Release 2.0
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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.
For example, enter an access code such as 9 or the area code, if necessary.
If you want to...
Then...
Set up call forwarding on
your primary line
Click CFwdALL and enter a target phone number.
Cancel call forwarding on Click CFwdALL.
your primary line
Verify that call
forwarding is enabled on
your primary line
Look for this icon above the primary phone number:
. Also, check
that the status text near the bottom of the phone screen displays the call
forwarding target number.
Set up or cancel call
forwarding for any line
Log in to your User Options web pages, choose your
Cisco IP Communicator from the device list, then choose Forward all
calls... from the main menu. You can set up or cancel call forwarding for
each line on your Cisco IP Communicator. See the “Logging In to the
User Options Web Pages” section on page 78 for login instructions.
When call forwarding is enabled for any line other than the primary line,
your Cisco IP Communicator does not provide you with any
confirmation that calls are being forwarded. Instead, you must confirm
your settings in the User Options pages.
Tips
• You can forward your calls to a traditional analog phone or to another IP phone, although your
system administrator might restrict the call forwarding feature to numbers within your company.
• You must configure this feature per line; if a call reaches you on a line where call forwarding is
not enabled, the call will ring as usual.
Related topics
• Answering a Call, page 39
• Transferring a Connected Call, page 42
• Advanced Call Handling, page 45
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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.
This section contains the following topics:
• Storing and Retrieving Parked Calls, page 45
• Redirecting a Ringing Call to Cisco IP Communicator, page 46
• Making Conference Calls, page 46
• Understanding Shared Lines, page 49
• Adding Yourself to a Shared-Line Call, page 50
Storing and Retrieving Parked Calls
You can “park” a call when you want to store the call so that you or someone else can retrieve it from
another phone in the Cisco CallManager system (for example, at a co-worker’s desk or in a conference
room). Call Park is a special feature that your system administrator might configure for you.
If you want to...
Then...
Store an active call using
Call Park
During a call, click Park (you might need to click the more softkey
first). This prompts Cisco IP Communicator to store the call. Note the
call park number displayed on the phone screen and hang up.
Retrieve a parked call
Enter the call park number from any Cisco IP Communicator or
Cisco IP Phone in your network to connect to the call.
Note
You have a limited amount of time to retrieve the parked call before it reverts to ringing at its
original destination. See your system administrator for this time limit.
Related topics
• Basic Call Handling, page 34
• Using Hold and Resume, page 41
• Transferring a Connected Call, page 42
Cisco IP Communicator Release 2.0
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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.
For example, you might use this feature if you share call-handling responsibilities with co-workers.
If you want to...
Then...
Answer a call ringing on another
extension within your group
Click
(an available line button) and PickUp. The call now
rings on your line.
Answer a call ringing on another
extension outside of your group
Click
(an available line button) and GPickUp. Enter the
call group pickup code number provided by your system
administrator. The call now rings on your line.
Related topics
• Transferring a Connected Call, page 42
Making Conference Calls
Your Cisco IP Communicator allows you to join three or more people into one telephone conversation,
creating a conference call.
Types of Supported Conference Calls
There are two types of conference calls: Standard and Meet-Me.
Standard Conference Calls
In standard (or “ad hoc”) conference calls, the conference organizer must call participants to add them
to the conference. Using your Cisco IP Communicator, you can create standard conference calls in
different ways, depending on your needs and your Cisco IP Communicator’s configuration:
• Confrn—Use this softkey to establish a standard conference by calling each participant. Standard
conference calling is a default feature available on most phones.
• Join—Use this softkey to establish a standard conference among several calls already on one line.
• cBarge—Use this softkey to add yourself to an existing call on a shared line and to turn the call
into a standard conference call. This is an optional feature available only for shared lines, and your
system administrator must configure it for you. See the “Understanding Shared Lines” section on
page 49 for details.
See the “Starting and Joining a Standard Conference” section on page 47 for additional instructions.
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Meet-Me Conference Calls
Meet-Me conferencing allows participants to join a conference by calling the conference number
directly, rather than waiting for the conference initiator to call them.
To start a Meet-Me conference, click the MeetMe softkey on your Cisco IP Communicator, then dial
the Meet-Me phone number provided by your system administrator.
To participate in a Meet-Me conference, dial the Meet-Me phone number at a specified time.
Conference participants hear a busy tone if they call into the conference before the conference initiator
has dialed in. Once the conference initiator has dialed in, the Meet-Me conference is established and
can continue even if the conference initiator disconnects.
Meet-Me conferencing is a special feature that your system administrator must configure for you.
Starting and Joining a Standard Conference
A standard conference allows at least three people to participate in a single call. See the table below
for details.
If you want to...
Then...
Start a standard conference
call by calling participants
During a connected call, click Confrn to add another party to the
call. (You may need to click the more softkey to see Confrn.) Enter
the conference participant’s phone number. After the call connects
and you have spoken to the conference participant, click Confrn
again to add this party to your call. Repeat to add additional participants.
Invite current callers to join a
standard conference
With two or more calls on a single line, scroll to highlight any call
on the line and click Select. Repeat this process for each call you
want to add to the conference. From one of the selected calls, click
Join. (You may need to click the more softkey to see Join.) Note that
the active call is selected and added to the conference automatically.
Participate in a standard con- Answer the phone when it rings. You do not need to do anything
ference
special to participate in a standard conference call.
Barge (add yourself to) a call
on a shared line and turn the
call into a standard conference call
Highlight a remote-in-use call on a shared line and click cBarge.
(You may need to click the more softkey to display cBarge.) Other
parties on the call will hear a barge tone. See the “Understanding
Shared Lines” section on page 49 for details.
View a list of conference participants
Highlight an active conference, and click ConfList. Participants are
listed in the order in which they join the conference with the most
recent additions at the top.
Get an updated list of confer- While viewing the conference list, click Update.
ence participants
See who started the conference
Cisco IP Communicator Release 2.0
While viewing the conference list, locate the person listed at the
bottom of the list with an asterisk (*) next to the name.
47
If you want to...
Then...
Drop the last party added to
the conference
Highlight the participant’s name at the top of the conference list and
click Remove. (The last participant is always listed at the top of the
list.) Or, when not viewing the conference list, click RmLstC. You
can remove participants only if you initiated the conference call.
Remove any conference participant
Highlight the participant’s name and click Remove. You can remove
participants only if you initiated the conference call.
End your participation in a
standard conference
Hang up or click EndCall. If you did not initiate the conference call,
hanging up will not disrupt the connection for the remaining parties.
If you initiated the conference call, hanging up might end the conference (depending on how your system administrator configured your
Cisco IP Communicator). To avoid this, you can transfer the conference to another caller before hanging up. That caller then acts as the
“virtual controller” for the conference. A virtual controller cannot
add or remove parties; however, the conference continues with the
established participants.
Tips
• Calls must be on the same line before you can add them to a standard conference call. If calls are
on different lines, transfer them to a single line before using Confrn or Join.
• If you get an error stating, “No Participant Info” when attempting to use Join, be sure that you
have selected at least one call in addition to the active call, which is selected automatically.
• Depending on how your Cisco IP Communicator is configured, if you leave a conference after
creating it, the conference might end. See the last row of the above table for more information.
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Starting or Joining a Meet-Me Conference Call
Meet-Me conferencing allows participants to join a conference by calling the conference number
directly, rather than waiting for the conference initiator to call them. See the following table for
details.
If you want to...
Then...
Establish a Meet-Me
conference
Click NewCall or go off-hook. Then click MeetMe and dial the
Meet-Me conference number. (See your administrator for a list of valid
numbers.)
Remember to inform participants about the conference number so that
they can dial in. Participants will hear a busy tone if they call the
conference number before you have dialed in.
Participate in a Meet-Me
conference
Dial the Meet-Me conference number (provided by the conference
initiator). You will be connected to the conference only after the
conference initiator has dialed in.
End a Meet-Me conference
Hang up or click EndCall.
Note
The feature described in this section is a standard conference calling feature available on most
phone systems. You might have access to Meet-Me conference calling, as well. Your system
administrator must set up Meet-Me conference calling for you.
Related topics
• Placing a Call, page 35
• Forwarding Your Calls to Another Number, page 44
Understanding Shared Lines
Your system administrator might give you a “shared” line. Typically, a shared line has two main uses:
• One person applies a shared line to multiple phones that he or she uses—For example, your shared
line, extension 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.
• Multiple people share a line—For example, you are a manager who shares a line and extension
number with your assistant. An incoming call to the extension rings on both your phone and your
assistant’s phone. If your assistant answers, you can use a shared line feature called Barge to add
yourself to the connected call. (See the “Adding Yourself to a Shared-Line Call” section on
page 50 for more information about Barge.)
Cisco IP Communicator Release 2.0
49
Your system administrator will tell you if you use a shared line. Shared line features, such as Barge,
do not apply to standard, unshared lines.
Adding Yourself to a Shared-Line Call
If you use a shared line, you can use Barge to join an established conversation. When you use Barge,
other parties on the call hear a beep tone announcing your presence. When you hang up, the remaining
parties hear a disconnect tone, and the original call continues. Barge applies to shared lines only.
If you want to...
Then...
Add yourself to a call in-progress on Select the call on the phone screen and click Barge. (You might
a shared line
need to click the more softkey first.)
End a barge conference
Hang up.
Tips
• You will be disconnected from a call you have barged if the call is put on hold, transferred, or
turned into a conference call.
• You cannot answer a second line while you are on a barged call.
• Click
while a call is active to return to the main background screen. This shows you an
overview of all active calls.
Related topics
• Basic Call Handling, page 34
• Understanding Shared Lines, page 49
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Customizing Cisco IP Communicator Settings
This section contains these topics:
• An Overview of Settings, page 51
• Adjusting the Volume for a Call, page 51
• Customizing Rings and Message Indicators, page 52
• Customizing the Phone Screen, page 53
• Setting Up Speed Dial Buttons, page 54
• Viewing and Customizing Preferences, page 55
An Overview of Settings
Here is some useful information to keep in mind about Cisco IP Communicator settings:
• Most settings are accessible by choosing Preferences from the menu. You can access the menu from
the menu icon in the window control button bar, or by right-clicking anywhere on the interface.
See the “Viewing and Customizing Preferences” section on page 55.
• Ring sounds and background image settings are available from
“Customizing Rings and Message Indicators” section on page 52.
> User Preferences. See the
• Most settings are accessible on your IP Communicator, but a few are accessed online from your
User Options web pages. See the “Logging In to the User Options Web Pages” section on page 78
for more information.
• If
is not responsive, your system administrator might have disabled this button on your
phone. Ask your system administrator for more information.
Adjusting the Volume for a Call
.
If you want to...
Then...
Adjust the volume
level during a call
Click
or click the Page Up/Page Down keys on your keyboard
during a call or after invoking a dial tone. Click Save to preserve the new
volume as the default level for the currently active audio mode.
You can also adjust the volume level using your computer’s volume controls
or any volume controls that are available on the audio device. (See the Tips
that follow for more information about this method.)
Cisco IP Communicator Release 2.0
51
If you want to...
Then...
Adjust the volume
level for the ringer
Click
while Cisco IP Communicator is on-hook (no calls or dial
tone active). The new ringer volume is saved automatically.
Tips
• You can adjust the volume only for the currently active audio mode. For example, if you increase
the volume while using speakerphone mode, you have not affected the headset mode volume.
• If you adjust the volume without saving the change, the volume will revert to the previously-saved
level the next time you use that audio mode.
• If you adjust the volume on a selected audio device directly (for example, if you adjust your
computer’s volume controls), the Check Audio Settings window might appear the next time you
launch Cisco IP Communicator. See the “Using the Audio Tuning Wizard” section on page 13.
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. For example, you can choose a chirping sound to
indicate an incoming call on Line 1 and a drumbeat to indicate an incoming call on Line 2
.
If you want to...
Then...
Change the ring sound
Choose
> User Preferences > Rings and select a phone line or
the default ring setting. Choose a ring type to play a sample of it. When
you have selected the ring you want, click Select and Save. Click
Default to reset the ring sound back to the original default setting.
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If you want to...
Then...
Change the ring pattern
(flash-only, ring once,
beep-only, etc.)
Log in to your User Options web pages, select your device, then choose
Change the Ring Settings for your phone from the main menu. See the
“Logging In to the User Options Web Pages” section on page 78.
Change the way that the
voice message indicator
behaves
Log in to your User Options web pages, select your device, then choose
Change the Message Waiting Lamp policy... from the main menu.
Typically, the default policy tells the indicator to “always light” when
you receive a new voice message.
Note the location of the message waiting indicator:
• If you are using Default Mode (right-click > Skins > Default
Mode), the indicator is the light strip on the left side of the
interface.
• If you are using Optional Mode (right-click > Skins > Optional
Mode), the indicator is the blinking envelope icon beside the line
button.
Related topics
• Adjusting the Volume for a Call, page 51
• Customizing the Phone Screen, page 53
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 the button
image
to the left of the image you want, then click Preview if you want to see how
the background will look. Click Exit to return to the selection menu. Click
Save to accept the image or Cancel to revert to the previously saved setting.
Change the language on Log in to your User Options web pages, select your device, then choose
your phone screen
Change the Locale... from the main menu.
Related topics
• Customizing Rings and Message Indicators, page 52
• Logging In to the User Options Web Pages, page 78
Cisco IP Communicator Release 2.0
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Setting Up Speed Dial Buttons
Speed dial features allow you to click a button or enter an index code to place a call.
You can set up speed dialing for your phone in two ways:
• Speed dialing with a button—You can assign a speed dial number to any available programmable
button on your IP Communicator that has not already been configured as a line, feature, or service
button.
• Speed dialing with an index code—Using the Abbreviated Dialing feature, you can enter an
assigned index number (1 to 99) rather than dialing the entire phone number.
Set up both types of speed dial features from your User Options web pages, as described in the table
below. (See the “Logging In to the User Options Web Pages” section on page 78 for more information
about your User Options pages.)
If you want to...
Then...
Add speed dial numbers Log in to your User Options web pages, select your device, then choose
to phone buttons
Add/Update Speed Dials from the main menu.
In the Speed Dial Settings on Phone section, enter a phone number and
label for each available speed dial button. Enter the number exactly as you
would dial it from your desk. For example, enter an access code such as 9
or the area code, if necessary.
The label you enter appears next to the speed dial button on your phone
screen.
Add speed dial numbers Log in to your User Options web pages, select your device, then choose
to use with Abbreviated Add/Update Speed Dials from the main menu.
Dialing
In the Speed Dial Settings not associated with a phone button section, enter
a phone number and label for each available speed dial button. Enter the
number exactly as you would dial it from your desk phone. For example,
enter an access code such as 9 or the area code, if necessary.
Remove a speed dial
number
Delete the phone number and label from either of the speed dial web pages.
Tips
• For details on making calls using either speed dial feature, see the “Placing a Call” section on
page 35.
• Your system administrator can assign speed dial buttons to your Cisco IP Communicator and
restrict the number of speed dial buttons that you can configure.
Related topics
• Basic Call Handling, page 34
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• Logging In to the User Options Web Pages, page 78
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, click the Menu button, or right-click on
Cisco IP Communicator and choose Preferences.
The topics below describe the windows in the Preferences dialog box:
• User Settings, page 55
• Network Settings, page 57
• Audio Settings, page 59
• Directories Settings, page 67
User Settings
Access the User settings window by choosing Alt + S > User, menu > Preferences > User, or right-click
> Preferences > User.
Cisco IP Communicator Release 2.0
55
#
Item
Description
1
User Information Enter your Cisco CallManager username and
area
password in order to access:
• Your User Options web pages and phone
services
• Your Personal Address Book from the
Quick Search feature
For related information, see...
• Using the Quick Search
Feature, page 76
• Logging In to the User
Options Web Pages,
page 78
If you do not know your Cisco CallManager
username and password, ask your system
administrator.
2
Enable Logging
check box
When enabled, allows your system
administrator to retrieve detailed
Cisco IP Communicator logs for
troubleshooting purposes.
Troubleshooting
Cisco IP Communicator,
page 80
Your system administrator might ask you to
enable this setting.
3
Hide on
Minimize
Answering a Call, page 39
When this feature is enabled and the user
minimizes the application,
Cisco IP Communicator does not appear as a
toolbar button, but appears in the system icon
tray. Double-click the icon in the system tray
to restore the application.
4
Bring to Front on When enabled, this feature brings the
Answering a Call, page 39
Active Call
application to the top of all other applications
when an incoming call is received. If disabled,
the application does not appear on the top
when an incoming call is received, and the
only indication of the incoming call is the
ringer sound and the incoming call
notification pop-up window.
5
Hide Incoming
When you enable this feature, the Incoming
Call Notification Call Notification will no longer pop up when
Answering a Call, page 39
you receive a call.
Related topics
• An Overview of Settings, page 51
• Network Settings, page 57
• Audio Settings, page 59
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• Directories Settings, page 67
Network Settings
Access the Network settings window by choosing Alt + S > Network, or right-click > Preferences >
Network.
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57
For related information,
see...
#
Item
Description
1
Use Network Adapter
to generate Device
Name
Configuration and
This setting, which is established right
after installation, allows
Registration Tasks, page 14
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
established unless you are permanently
removing or disabling the selected
network adapter. In this case, coordinate
with your system administrator before
selecting a new adapter.
If you have multiple adapters and are
prompted to choose one immediately
after installing Cisco IP Communicator,
choose the adapter that is most likely to
provide permanent connectivity or is
always enabled—even if unplugged.
Your system administrator can tell you
which adapter to choose.
2
Use this Device Name
This option also allows the user to enter
a free-form device name by which
Cisco IP Communicator can identify
itself to the network. This device name
must match the configured device name
for the user. Your system administrator
may provide the text that you should
enter for the device name.
3
TFTP Servers area
Allows you to specify TFTP servers, or to Configuration and
return to using the default TFTP server. Registration Tasks, page 14
Your system administrator will tell you
if you need to modify this setting.
Note
Configuration and
Registration Tasks, page 14
The network settings shown in the above illustration are examples only.
Related topics
• An Overview of Settings, page 51
• Audio Settings, page 59
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• Directories Settings, page 67
Audio Settings
Access the Audio settings window by choosing Alt + S > Audio, Menu > Preferences > Audio, or
right-click > Preferences > Audio.
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#
Item
Description
For related information, see...
1
Audio Modes
area
Allows you to assign devices to audio modes.
The drop-down menu associated with each
audio mode displays your currently available
audio devices.
• Installing Audio Devices,
page 10
Depending on what devices you installed
before launching Cisco IP Communicator,
your available audio devices can include:
• Using Headsets and
Other Audio Devices,
page 69
• Understanding Audio
Modes, page 61
• a USB handset
• a speakerphone
• a USB headset
2
Device for
Ringer
Allows you to assign a device to the ringer.
Installing Audio Devices,
page 10
2
Advanced...
button
Opens the Advanced Audio Settings window. Advanced Audio Settings,
page 64
3
Network...
button
Opens the Network Audio Settings window.
4
Optimize for low If you are using Cisco IP Communicator over
bandwidth
a remote connection (for example, on a VPN
check box
connection from home or a hotel), voice
quality might suffer from insufficient
bandwidth. Enabling the “Optimize for low
bandwidth” feature when you are using
Cisco IP Communicator over a remote
connection can prevent robotic-sounding
audio and other problems.
Network Audio Settings,
page 63
• Advanced Audio Settings,
page 64
• Troubleshooting
Cisco IP Communicator,
page 80
To enable this feature, right-click on the
Cisco IP Communicator interface and choose
Preferences > Audio.
You might choose to apply audio filters to
enhance voice quality when using low
bandwidth.
Note
The audio settings shown in the above illustration are examples only.
Related topics
• Understanding Audio Modes, page 61
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• Network Audio Settings, page 63
• Advanced Audio Settings, page 64
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
• Speakerphone mode
The ringer, which alerts you to an incoming call, must have a device assigned to it, as well.
Audio mode selection tells Cisco IP Communicator which audio devices you want to use for audio
input and output.
The first time that you launch Cisco IP Communicator, you have an opportunity to assign audio
devices to audio modes using the Audio Tuning Wizard. Subsequently, you can assign audio devices
to modes by right-clicking on Cisco IP Communicator and choosing Preferences > Audio.
Tip
For a description of analog and USB audio devices, see the “Installing Audio Devices” section
on page 10.
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. For example, if you have a USB headset, you can select it for headset
mode, then activate it by clicking
.
You can maintain the default configuration or customize it. If you choose to customize the
configuration, follow these recommendations:
• If you use a USB handset, assign it to handset mode.
• If you use a USB headset, assign it to headset mode.
• If you use an external USB spearkerphone, assign it to headset mode.
• If you use an analog headset, assign your computer’s sound card to headset mode.
• Select your computer’s sound card for speakerphone mode.
• Assign the ringer to the device that you want to alert you when you receive call. Be aware,
however, that if you assign the ringer to a sound card and plug an analog headset into your
computer, you will not be able to hear the ringer unless you are wearing the headset.
Cisco IP Communicator Release 2.0
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How to activate audio modes
• To activate headset mode, click
. To activate speakerphone mode, click
activate whatever device you have selected for each mode.
. Doing so will also
• By default, speakerphone mode will be activated when you click softkeys, line buttons, and speed
dial buttons (unless you have a USB handset enabled). If you want headset mode to be the default
mode instead, click
, then click EndCall. Headset mode will act as the default audio mode as
long as
remains lit (unless you have a USB handset enabled).
• To activate handset mode, go off-hook with your USB handset (assuming this device is available
and assigned to handset mode). The method you use to take a USB handset off-hook depends on
how the handset is designed. You might need to press a hook-switch or “on” button.
• The ringer becomes active when you receive an incoming call.
Tip
See the “Using Headsets and Other Audio Devices” section on page 69 for more information.
How audio devices are displayed in audio mode menus
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.
• Not all installed audio devices appear in audio mode menus. The devices that do appear are the
devices that require drivers (meaning USB handsets, USB headsets, and sound cards).
• Analog audio devices, which plug into the audio jacks on your computer, do not appear in your
audio mode menus. Cisco IP Communicator does not distinguish between analog audio devices
and your sound card. To select an analog device, select your sound card. (See the “Installing Audio
Devices” section on page 10 if you need help installing or identifying analog audio devices.)
• If you do not see an installed USB audio device or sound card in the menu, make sure the device
is inserted and re-launch Cisco IP Communicator. Cisco IP Communicator will only recognize
audio devices that are installed and plugged in when the application launches. (See the “Installing
Audio Devices” section on page 10 if you need help installing or identifying USB audio devices.)
Related topics
• Using the Audio Tuning Wizard, page 13
• Viewing and Customizing Preferences, page 55
• Removing and Re-Installing Audio Devices, page 73
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Network Audio Settings
Access the Network Audio settings window by choosing Alt + S > Audio > Network..., or right-click
> Preferences > Audio > Network....
#
Item
Description
1
Audio IP Address area
The default setting for this area is “Detect automatically.”
Do not change this setting unless asked to do so by your
system administrator.
2
Audio Port Range area
The default setting for this area is “Use the default port
range.” Do not change this setting unless asked to do so by
your system administrator.
Note
The network audio settings shown in the above illustration are examples only.
Related topics
• Audio Settings, page 59
• Advanced Audio Settings, page 64
• Troubleshooting Cisco IP Communicator, page 80
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Advanced Audio Settings
Access the Advanced Audio settings window by choosing Alt + S > Audio > Advanced..., or
right-click > Preferences > Audio > Advanced....
#
Item
Description
1
Mode menu
Use this menu if you want to apply a
speaking or listening filter to one audio
mode in particular.
64
For related information, see...
• Understanding Audio
Modes, page 61
• Using Headsets and Other
Audio Devices, page 69
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#
Item
Description
2
Filters
Applying a speaking filter can alter the
sound of your voice; applying a listening
filter can alter the sound of the other
party’s voice.
• Speaking
• Listening
For related information, see...
• Audio Settings, page 59
• Troubleshooting
Cisco IP Communicator,
page 80
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.
You can experiment with applying filters
during a call. To gauge the effect of a
speaking filter, ask the other party how
you sound.
3
Volume Limit
check box
Your system administrator might advise
you to enable this feature if calls
originating outside of your company’s
network consistently sound louder than
calls originating within the network.
• Using the Audio Tuning
Wizard, page 13
Applies the filter settings to the selected
audio mode only.
Understanding Audio Modes,
page 61
4
OK button
5
Apply to all button Applies the filter settings to all audio
modes.
6
Silence Suppression Do not disable silence suppression unless
check box
advised to do so by your network
administrator.
Cisco IP Communicator Release 2.0
• Adjusting the Volume for a
Call, page 51
• Troubleshooting
Cisco IP Communicator,
page 80
Understanding Audio Modes,
page 61
65
#
Item
Description
7
Audio Quality and
Performance Area
To test which latency setting is best for
your particular set of audio devices (USB
headsets, USB handsets, or sound cards),
test your device against the delay settings
in the drop down list.
For related information, see...
• Using the Audio Tuning
Wizard, page 13
• Best (Low Delay)
• Very Good (MediumDelay)
• Good (High Delay)
Make a test phone call and verify that
the audio sounds good to you and to the
other party. If you hear distortion, audio
dropouts, or robotic sound, proceed to
the next item on the list and repeat the
previous steps.
Related topics
• Audio Settings, page 59
• Network Audio Settings, page 63
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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. First, try using
Quick Search without entering this information. If Quick Search does not respond, obtain your
Directories username and password from your system administrator and enter them here.
Additionally, you must specify your Directories username and password in this window if you want
to use Quick Search to search your Personal Address Book. See the “Using the Quick Search Feature”
section on page 76 for more information.
Related topics
• An Overview of Settings, page 51
• User Settings, page 55
• Audio Settings, page 59
• Entering Password Information for Quick Search, page 76
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Using Headsets and Other Audio Devices
This chapter provides information about using audio devices such as a handset, headset, and your
computer’s speaker and microphone with Cisco IP Communicator’s audio modes (handset mode,
headset mode, and speakerphone mode).
This section contains the following topics:
• Using a Headset, page 69
• Using Your Computer as a Speakerphone, page 71
• Using a USB Handset, page 72
• Removing and Re-Installing Audio Devices, page 73
• Obtaining Audio Devices, page 73
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.
• An analog headset has rounded plugs that connect to your computer’s audio jacks.
Analog headsets work in conjunction with your computer’s sound card and do not require device
drivers.
Cisco IP Communicator Release 2.0
69
Refer to the table below for details.
If you...
Then...
Want to use a
headset to place
and receive calls
Make sure that
is activated (lit) to indicate that Cisco IP Communicator is
operating in headset mode. You can toggle headset mode on and off by clicking
or by entering the keyboard shortcut Ctrl + H.
If you use a headset as your primary audio device, you might want to keep
lit even after you end a call by clicking 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.
You can use a headset in conjunction with all of the controls on
Cisco IP Communicator, including
and
.
Note
An analog headset will work in speakerphone mode, but using it in
headset mode can improve audio quality.
Use an analog
headset as your
only audio device
Follow the guidelines listed above. In addition, be aware the ringer will be
audible only through your headset speakers when the headset is plugged in to
your computer. You must be wearing your headset to hear the phone ring.
Use AutoAnswer
with a headset
Keep
activated (lit) by clicking EndCall to hang up. (Click
first, if
necessary). When
is lit, Cisco IP Communicator is operating in headset
mode.
Want to switch to a Click
or enter the keyboard shortcut Ctrl + H. If you were using a USB
headset during a
handset before switching, you can turn it off or hang it up.
call
Tip
AutoAnswer is a special feature that your system administrator might enable for you if you
receive a high volume of incoming calls or handle calls on behalf of others. When AutoAnswer
is enabled, Cisco IP Communicator answers phone calls automatically and routes them
through speakerphone mode or headset mode, depending on configuration.
Related topics
• Basic Call Handling, page 34
• Understanding Audio Modes, page 61
• Using Your Computer as a Speakerphone, page 71
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Using Your Computer as a Speakerphone
You can use your computer’s sound card to place and receive calls in speakerphone mode. See the table
below for details.
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.
By default, speakerphone mode is active. This means that many of the
actions you take to place or answer a call will automatically trigger
speakerphone mode, such as using a speed dial button or softkey.
Note
If you have an analog headset plugged in to the computer, you will
not be able hear audio through your computer’s speakers in
speakerphone mode.
Switch to the
speakerphone during a
call
Click
or the keyboard shortcut Ctrl + P. If you were using a handset
before switching, turn it off or hang it up.
Use your computer’s
speaker as a ringer to
alert you to incoming
calls
Make sure that your sound card is assigned to the ringer mode and that you
have not muted your computer’s speaker. Additionally, if you plug an
analog headset into your computer, the ringer will be audible from the
headset speakers only.
Use AutoAnswer with
speakerphone mode
Click
or
to place, answer, and end calls, open and close lines, and
to switch from other audio devices to speakerphone mode. Because
speakerphone mode is active by default, you do not need to keep the
corresponding button lit as you do for headset mode.
(AutoAnswer is a non-standard feature that your system administrator
might enable for you.)
Related topics
• Basic Call Handling, page 34
• Understanding Audio Modes, page 61
• Using a Headset, page 69
• Using a USB Handset, page 72
Cisco IP Communicator Release 2.0
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Using a USB Handset
You can use a USB handset with Cisco IP Communicator. See the table below for details.
Note
You should assign a USB handset to handset mode; this configuration allows
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. For more information about this
assignment, see the “Understanding Audio Modes” section on page 61.
If you want to...
Then...
Place or end a call with the
handset
Enable or disable the USB handset. Many handsets have a
hook-switch or on/off button. Lift or enable the handset to take it
“off-hook.”
You can use a USB handset in conjunction with all of the controls
on Cisco IP Communicator, including
and
.
Switch to the handset during a
call
Lift (or otherwise) enable the handset.
Related topics
• Installing Audio Devices, page 10
• Basic Call Handling, page 34
• Using a Headset, page 69
• Using Your Computer as a Speakerphone, page 71
• Removing and Re-Installing Audio Devices, page 73
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Removing and Re-Installing Audio Devices
If you use Cisco IP Communicator on a laptop, you might find that you often remove and re-install
audio devices as you travel between locations. Refer to the table below for information about
reinstalling an audio device when you are ready to use it again.
If you want to...
Then...
Re-install a
previously tuned
USB handset, USB
headset, or sound
card
1. Install the audio device (for example, plug in the USB handset) when
Cisco IP Communicator is not running.
2. Launch Cisco IP Communicator.
3. Select and, if necessary, tune the device. (To manually access the Audio
Tuning Wizard, right-click on the Cisco IP Communicator interface and
choose Preferences > Audio.)
4. If necessary, assign the device to the desired audio mode(s). See the
“Understanding Audio Modes” section on page 61.
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.
• If you install an audio device that requires device drivers (a USB handset, USB headset, or a sound
card) after launching, Cisco IP Communicator will not recognize the device until you re-launch
the application.
• If you are using Cisco IP Communicator over a remote connection, establish VPN connectivity
before launching Cisco IP Communicator.
Related topics
• Installing Audio Devices, page 10
• Using the Audio Tuning Wizard, page 13
Obtaining Audio Devices
Your system administrator might supply you with audio devices. If you plan to purchase them, ask
your system administrator for the most up-to-date list of supported devices.
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Using Voice Messaging, Call Logs, and Directories
This section contains these topics:
• Accessing Voice Messages, page 74
• Using Call Logs and Directories, page 75
• Using the Quick Search Feature, page 76
Accessing Voice Messages
Your company determines the voice message service that your phone system uses. For the most
accurate and detailed information about this service, refer to the documentation that came with it. For
a general overview of voice message service features, refer to the table below.
If you want to...
Then...
Set up and personalize
your voice message
service
Click
and follow the voice instructions. If a menu appears on your
touchscreen, choose an appropriate menu item.
See if you have a new
voice message
Look at your IP Communicator for the following indicators:
• A steady red light on default skin.
• A flashing envelope icon
and text message on your phone screen.
Listen to your voice
messages or access the
voice messages menu
Click
. Depending on your voice message service, doing so either
auto-dials the message service or provides a menu on your phone screen.
Send a call to your
voice message system
Click iDivert. The iDivert feature automatically transfers a call (including
a ringing or held call) to your voice message system. Callers will hear your
voice message greeting and can leave you a message.
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Using Call Logs and Directories
Your Cisco IP Communicator maintains logs of your missed, placed, and received calls. You can use
the Directories button to access these records. You can also access a corporate directory (if available).
If you want to...
Then...
View your call logs
Choose
> Missed Calls, Placed Calls, or Received Calls. Each log can
store up to 100 records.
Dial from a call log
Choose a listing and go off-hook. If you need to edit the number displayed in
the record (to add or to remove a prefix, for example), press EditDial
followed by << or >> to erase digits or move the cursor.
If you want to dial from a call log while on an active call, scroll to a call
record and click Dial or the Enter key on your keyboard. Then choose a menu
item to handle the original call:
• Hold—Puts the first call on hold and dials the second.
• Transfer—Transfers the first party to the second and drops you from the
call. (Press Transfer again after dialing to complete the action.)
• Conference—Creates a conference call with all parties, including you.
(Press Confrn after dialing to complete the action.)
• End Call—Disconnects the first call and dials the second.
Erase your call logs
Choose
, then press Clear. Doing so erases your Missed, Placed, and
Received call logs.
Dial from a corporate Choose
> Corporate Directory (exact name can vary). Search for a
directory
listing by entering letters with your keyboard. (You can search using a partial
name.) To dial from a listing, click it and go off-hook.
If you want to dial from a directory while on an active call, scroll to a listing
and click Dial. Then choose a menu item to handle the original call:
• Hold—Puts the first call on hold and dials the second.
• Transfer—Transfers the first party to the second and drops you from the
call. (Press Transfer again after dialing to complete the action.)
• Conference—Creates a conference call with all parties, including you.
(Press Confrn after dialing to complete the action.)
• End Call—Disconnects the first call and dials the second.
Note
If the network shuts down or is reset, you might lose information in your call logs.
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Using the Quick Search Feature
Quick Search allows you to search one or more directories with a single search command. These
directories can include multiple corporate directories and your personal address book, depending on
how your system administrator configured the Quick Search feature.
To access Quick Search, right-click on Cisco IP Communicator and choose Quick Search or enter the
keyboard shortcut (Alt + K).
In the Quick Search window, enter a name or extension number, then click Quick Dial or Search:
• Quick Dial—Automatically dials when the search yields one match. (You still need to click the
Dial softkey to place the call). If the search yields multiple matches, Quick Dial displays them.
• Search—Displays search results without automatically dialing a number.
To place a call from search results, click a listing in the Quick Search window, then click the Dial
softkey on Cisco IP Communicator.
See the “Entering Password Information for Quick Search” section on page 76 for more information.
Entering Password Information for Quick Search
Depending on how you want to use Quick Search, you might need to enter credential information,
including a user name and password:
Searching a corporate directory
If you do not use the Personal Address Book service and will use Quick Search to look up co-workers
in the corporate directory only, you may not need to take any configuration steps. Test this by
choosing Quick Search from the right-click menu or by entering Alt + K:
• If Quick Search opens, no configuration is necessary on your part.
• If Quick Search does not open, you need to enter a username and password in the Directories
window of the Preferences dialog box (right-click > Preferences > Directories). Ask your system
administrator to provide you with the values to enter.
Searching your Personal Address Book
If you use the Personal Address Book (PAB) service, Quick Search can look for matches in your PAB
first and in your corporate directory second. Before Quick Search will access your PAB, however, the
following conditions must be met:
• Your system administrator must configure Quick Search to integrate with personal directories.
• You must subscribe to the PAB service from the Cisco CallManager User Options web pages.
• Your Cisco CallManager username must appear in the User window (Preferences > User).
• You must enter your Directories username and password (Preferences > Directories).
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Alternate search methods
If you want to use an alternate search method instead of using Quick Search, try these:
• To search corporate directories, choose
> Corporate Directory (exact name can vary).
• To search your Personal Address Book, choose
> PAB service (exact name might vary).
Enter search information and click Search.
Related topics
• Using Cisco IP Communicator to Handle Calls, page 34
• Customizing Cisco IP Communicator Settings, page 51
• Using Call Logs and Directories, page 75
• Logging In to the User Options Web Pages, page 78
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Accessing Your User Options Web Pages
Because your Cisco IP Communicator is a network device, it can share information with other network
devices in your company, including your computer and web-based services accessible using a web
browser on your computer.
You can establish phone services, and control settings and features from your computer using the
Cisco CallManager User Options web pages. Once you configure features and services on the web
pages, you can access them on your phone.
Note
To access your User Options web pages, you must first enter your username and password in
the User area of the Preferences page. To access the username and password fields, choose Alt
+ S > User, Menu > Preferences > User, or right-click > Preferences > User. See the “Using the
menu” section on page 25 for more information.
For example, you can set up speed dial buttons from your web pages, then access them on your phone.
This section describes how to access your User Options web pages and how to subscribe to phone
services. For more details about the features you can configure and the phone services to which you
can subscribe, refer to Customizing Your Cisco IP Phone on the Web at the following URL:
http://www.cisco.com/univercd/cc/td/doc/product/voice/c_ipphon/index.htm
This chapter contains these sections:
• Logging In to the User Options Web Pages, page 78
• Subscribing to Phone Services, page 79
Logging In to the User Options Web Pages
Procedure
Step 1
Click the Menu button or 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” drop-down list.
After you make your selection, a context-sensitive menu appears with options appropriate for
your device type. (If you do not see your device type listed, see your system administrator.)
See the “Subscribing to Phone Services” section on page 79 for related information.
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Tips for Navigating the User Options Pages
• Select your device from the menu page to see all of your options.
• Click Update to apply and save your changes.
• Click Return to the Menu to get back to the context-sensitive menu.
• Click Log Off to exit the User pages.
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 78 if you need help logging in.)
Services can include:
• Web-based information, such as stock quotes, movie listings, and weather reports
• Network data, such as corporate calendars and searchable directories
• Phone features, such as My Fast Dials and a Personal Address Book
Your system administrator determines the services that are available to you.
Refer to the table below for more information.
If you want to...
Then do this after you log in and select your device type...
Subscribe to a service
From the main menu, choose Configure your Cisco IP Phone Services.
Select a service from the “Available Services” drop-down list and click
Continue. Enter more information upon request (such as a zip code or
PIN), then click Subscribe.
Change or end
subscriptions
From the main menu, choose Configure your Cisco IP Phone Services.
Click a service in the “Your Subscribed Services” panel. Click Update
after making changes, or click Unsubscribe.
Add a service to a
programmable button
After subscribing to a service, choose Add/Update your Service URL
Buttons from the main menu. For each available button, select a service
from the drop-down list and enter a text description. Click Update after
making changes. Your system administrator determines how many
programmable buttons are available for services and might assign service
buttons to your phone.
Access a service on
Cisco IP Communicator
Click
on Cisco IP Communicator. Doing so allows you to use
services that you have subscribed to or that your system administrator
has assigned to you.
Learn how to use phone
services
See Customizing Your Cisco IP Phone on the Web:
http://www.cisco.com/univercd/cc/td/doc/product/voice/c_ipphon/index.
htm
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Troubleshooting Cisco IP Communicator
This section contains these topics:
• General Troubleshooting Issues, page 80
• Voice Quality Issues, page 83
Note
If you are experiencing problems with Cisco IP Communicator, you might want to run the
Error Reporting Tool to capture relevant data for troubleshooting purposes. Choose Start >
Programs > Cisco IP Communicator. Write down the location where the error reporting tool
saves data so that you can send the file to your system administrator.
General Troubleshooting Issues
The table below can help you troubleshoot general issues you may experience. with
Cisco IP Communicator.
Note
80
If you are using Cisco IP Communicator on a computer that is running Microsoft Windows
2000, you cannot use the Audio Tuning Wizard to tune the microphone level of an audio
device that is currently active. Choose a time when you are not on a call and when the audio
device is not in use by another application to tune it. (Not an issue for Windows XP users.)
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For more information,
see...
If...
Then try this...
After first launch, no
extension number
appears and the status
line area shows
“Registering”
Make sure that you chose a TFTP server, if
necessary. Your system administrator should
provide you with the TFTP address if one is
needed.
After launching,
Cisco IP Communicator
cannot locate your
network adapter and asks
you to reinsert it
Replace the missing network interface
device, if possible. (For example, replace a
wireless card or a USB Ethernet adapter.)
• Configuration and
Registration Tasks,
page 14
If you first launched Cisco IP Communicator
on laptop that was connected to a docking
station, try docking to see if this fixes the
problem. If so, ask your system administrator
to help you configure your device name so
that Cisco IP Communicator will work
without the docking station attached.
• Network Settings,
page 57
If you are a remote user, make sure to
establish network connectivity before you
launch Cisco IP Communicator.
• Configuration and
Registration Tasks,
page 14
• Network Settings,
page 57
If you have permanently removed or disabled
your selected network adapter, coordinate
with your system administrator before
selecting a new adapter.
Your audio device does
not show up in an audio
mode drop-down menu
If the device is a USB handset, USB headset,
or sound card, make sure that the device is
properly installed and re-launch
Cisco IP Communicator. (Devices installed
after launching are not recognized until the
next launch.)
If the device is an analog device, it will not
appear in the audio mode list because analog
devices are extensions of your sound card.
Choose your sound card instead.
Cisco IP Communicator Release 2.0
• Installing Audio
Devices, page 10
• Understanding Audio
Modes, page 61
• Removing and
Re-Installing Audio
Devices, page 73
81
If...
Then try this...
After launching,
Cisco IP Communicator
shows no extension
number or the wrong
extension number
Contact you system administrator for
assistance.
You might have selected the wrong network
adapter. If you have multiple adapters and
are prompted to choose one immediately
after installing Cisco IP Communicator,
choose the adapter that is most likely to
provide permanent connectivity or is always
enabled—even if it is not plugged in. Your
system administrator can tell you which
adapter to choose.
For more information,
see...
• Configuration and
Registration Tasks,
page 14
• Network Settings,
page 57
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. In this case,
coordinate with your system administrator
before selecting a new adapter.
When you invoke
Quick Search, nothing
happens
Choose right-click > Preferences >
Directories and enter a username and
password (Your system administrator can
tell you what user name and password to
use.)
• Directories Settings,
page 67
• Using the Quick
Search Feature,
page 76
If you want to search your Personal Address
Book using Quick Search, you must also
choose right-click > Preferences > User and
enter your user name.
Your phone ringer is not Adjust your ringer volume by clicking
audible or is hard to hear
on the Cisco IP Communicator
interface when no calls are active.
If you use a USB handset, do not select it to
serve as your ringer. In general, you should
choose your sound card for the ringer.
• Installing Audio
Devices, page 10
• Understanding Audio
Modes, page 61
If your sound card is selected for ringer
mode, and a headset is plugged in to the
audio jacks on your computer, then you must
be wearing your analog headset in order to
hear the ringer.
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Related topics
• Using the Audio Tuning Wizard, page 13
• An Overview of Settings, page 51
• Voice Quality Issues, page 83
Voice Quality Issues
The table below can help you troubleshoot voice quality issues you may experience with
Cisco IP Communicator.
Note
If you are using Cisco IP Communicator on a computer that is running Microsoft Windows
2000, you cannot use the Audio Tuning Wizard to tune the microphone level of an audio
device that is currently active. Choose a time when you are not on a call and when the audio
device is not in use by another application to tune it. (Not an issue for Windows XP users.)
Before you begin
Note the following information before you use the troubleshooting table below.
• If the problem is related to volume, first try adjusting the volume by clicking
Cisco IP Communicator interface.
on the
• 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
modifying settings using the Audio Tuning Wizard (as these modifications might not be broadly
applicable).
Note
Your system administrator might ask you to enable logging in order to capture detailed
information for troubleshooting purposes. To enable logging, choose Alt + S > User, Menu >
Preferences > User, or right-click > Preferences > User, and click Enable Logging. Write down
the location where the error reporting tool saves data so that you can send the file to your
system administrator.
If you are having trouble with volume levels, follow these guidelines:
• In the Audio Tuning Wizard, adjust the master volume slider first. Because this setting affects all
applications that play sound, test the setting against other applications (such as Microsoft
Windows Media Player and RealPlayer) to ensure that volume levels are appropriate.
• In the Audio Tuning Wizard, adjust the wave volume slider to a comfortable level for phone calls
after adjusting the master volume.
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• If you have changed the volume settings from Microsoft Windows, run the Audio Tuning Wizard
again (according these guidelines) to re-tune the master and wave volume settings.
If...
Then try this...
The other party
sounds too loud
•
Try adjusting the volume by clicking
.
The other party
reports that you
sound too loud
• Move the microphone boom slightly away from your mouth and toward your
chin if you are using a headset.
• Launch the Audio Tuning Wizard and adjust the speaker volume for the
current audio device.
• If the problem persists, launch the Audio Tuning Wizard and decrease the
microphone volume for the current audio device.
• If you still sound too loud to the other party, disable the Microphone Boost
feature, if it is enabled for that device. Do this from the Audio Tuning
Wizard.
The other party
sounds too quiet
• Try adjusting the volume by clicking
.
The other party
reports that you
sound too quiet
• Make sure, if you are using a headset, that Cisco IP Communicator is
operating in headset mode and not speakerphone mode. Headset mode is
operating if
is lit. If it is unlit, click it.
• Launch the Audio Tuning Wizard and adjust the speaker volume for the
current audio device.
• Make sure that the microphone boom is positioned correctly if you are using
a headset.
• If the problem persists, launch the Audio Tuning Wizard and increase the
microphone volume for the current audio device. Before you tune an audio
device that has its own volume adjustor, such as a USB headset with volume
controls on the wire, increase the device’s volume level to the highest setting.
• If you still sound too quiet, enable the Microphone Boost feature for the
audio device from the Audio Tuning Wizard.
The other party
sounds muffled
• If you are using Cisco IP Communicator remotely and have enabled the
“Optimize for low bandwidth” feature (Preferences > Audio), apply a
Listening audio filter. See the “Audio Settings” section on page 59.
• If you are not using Cisco IP Communicator over a remote connection,
disable the low bandwidth option.
• Ask the other party to decrease his or her microphone volume, if possible.
84
OL-7599-01
If...
The other party
reports that you
sound muffled
Then try this...
• Launch the Audio Tuning Wizard and adjust the microphone volume for the
current audio device.
• If you have enabled the “Optimize for low bandwidth” feature (Preferences >
Audio), try applying a speaking filter and asking how you sound. See the
“Advanced Audio Settings” section on page 64 for information about
applying audio filters. See the “Audio Settings” section on page 59 for
information about the low bandwidth feature.
• If you are not using Cisco IP Communicator over a remote connection,
disable the low bandwidth option.
The other party
sounds distant or
unnatural
• Make sure, if you are using a headset, that Cisco IP Communicator is
operating in headset mode and not speakerphone mode. (The
button
should be lit.)
• If you have enabled an audio filter to use with low bandwidth, try disabling
it. (Preferences > Audio > Advanced....)
The other party
reports that you
sound distant or
unnatural
The other party’s
voice is disrupted
by unintended
silences or
sounds jittery
If you have enabled the “Optimize for low bandwidth” feature (Preferences >
Audio), try applying a speaking filter and asking how you sound.
See the “Advanced Audio Settings” section on page 64 for information about
applying audio filters. See the “Audio Settings” section on page 59 for
information about the low bandwidth feature.
• Close any unnecessarily applications. Be aware that launching applications
and performing network-intensive tasks such as sending email may affect
audio quality.
• Verify that you are not on speakerphone
• Try choosing a different audio setting by going to Preferences > Audio >
Advanced and changing the Audio Quality setting.
• If you are using Cisco IP Communicator over a remote connection (for
example, on a VPN connection from home or a hotel), voice quality is
probably suffering from insufficient bandwidth. Enable the “Optimize for
low bandwidth” feature by right-clicking on the Cisco IP Communicator
interface and choosing: Preferences > Audio.
• Verify that your sound cards and audio drivers are correctly installed.
Note
You may hear occasional pops, clicks, or broken audio when the network
is experiencing congestion or data traffic problems.
Cisco IP Communicator Release 2.0
85
If...
You hear echo
Then try this...
• 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.
• Make sure that your sound card is not feeding back audio from the
microphone to the speaker. Follow these steps:
1. Right-click on the microphone icon in the system try and choose Open
Volume Controls.
2. Choose Options > Properties > Playback and make sure that all the
check boxes in the lower part of the window are selected, then click OK.
3. In the Volume Control window, make sure that Mute is selected for the
Microphone Balance column.
The other party
hears echo
• Launch the Audio Tuning Wizard and reduce the microphone volume for the
current audio device.
• If you are using your computer as a speakerphone, keep the
button lit.
• As a last resort, change your audio device.
The other party
cannot hear you
at all (but you
can hear
him/her)
• Make sure that you have not enabled Mute from controls on the headset wire
or on the USB handset.
• Make sure that your speaker and microphone plugs are inserted into the
correct audio jacks on your computer.
• Make sure that no other application is using your microphone, such as a
sound recorder or another software-based phone.
The other party Make sure that your speaker and microphone plugs are inserted into the correct
can hear you, but audio jacks on your computer.
you cannot hear
any audio
Simultaneous
speaking fails
• Make sure that you are using a full-duplex sound card.
You cannot hear
any audio, not
even a dial tone
• If you are using a docking station, and your audio device is plugged into it,
make sure that your computer is connected to the docking station, as well.
• Make sure that you are not in speakerphone mode.
• Try restarting Cisco IP Communicator.
Related topics
• Using the Audio Tuning Wizard, page 13
• An Overview of Settings, page 51
• General Troubleshooting Issues, page 80
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CISCO CONFIDENTIAL
Index
understanding menus for 62
A
audio port range, setting for 63
about window, accessing 26
audio quality, troubleshooting 83
address book
audio settings window, using 59
dialing from 37
username and password for 56, 67, 76
audio settings, changing 13, 51
Audio Tuning Wizard
advanced audio settings window, using 64
accessing 13
always-on-top feature 25
and the check audio settings window 13
answering calls, options for 39
description of 13
audio devices
with Microsoft Windows 2000 80
for audio modes 60
AutoAnswer
for ringer mode 60
description of 70
how displayed 62
using with headset mode 70
installing 10, 73
using with speakerphone mode 71
purchasing 73
using, general 39
removing and replacing 73
AutoDial 35
selecting and tuning 13
auto-dial, description of 35
types supported 10
AutoUpdate, using 12
using 69
volume, during a call 51
audio IP address, setting for 63
audio modes
activating 62
description of 61
B
background, changing 53
barge, using 50
help selecting 61
selecting devices for 60
setting for 60
troubleshooting menus for 81
Book Title
C
call forwarding, using 44
87
CISCO CONFIDENTIAL
call logs
Cisco IP Communicator
dialing from 35
configuring 14
erasing 75
features of 7, 18
viewing and dialing from 75
illustration of 19
call park, using 45
installing 11
call pickup, using 46
launching 12
CallBack 38
software version information 26
call-handling, advanced 45
testing 16
call-handling, basic 34
updating 12
calls
with VPN 60
answering 39
compared to lines 28
conference features for 46
displaying 43
ending 40
Cisco IP Phone
feature configuration for 33
conference calls
Meet-Me 47, 49
standard 46, 47
forwarding 44
configuring, checklist for 9
handling multiple 30, 42
corporate directory
holding and resuming 41
dialing from web page with 37
icons for 28
using on phone 36
maximum per line 28
multiple parties on 46
muting 41
D
parking 45
device name
placing 35
locating 14
redirecting while ringing 39, 46
setting for 58
selecting 29
troubleshooting 82
storing and retrieving 45
dial pad, identifying 22
transferring 42
dialing
troubleshooting 83
viewing 30
volume for 51
options for 35
directories
button, identifying 21
check audio settings window, using 13
directories settings window, using 67
checklist, for installation 9
directory
88
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CISCO CONFIDENTIAL
dialing from web page with 37
using on phone 36, 75
disrupted audio 85
H
docking station, and first launching 12
handset
purchasing 73
E
handset mode
echo problems 86
enable logging, setting for 56
error logs, enabling 56
error messages, troubleshooting 80
error reporting tool, using 80
activating 62
selecting audio device for 60
using 37, 72
handsets
installing 10
using 72
hanging up
F
options for 40
fast dial service
dialing with 37
subscribing to 79
feature menus 31
features, availability of 33
filters
applying 65
troubleshooting with 84
forwarding calls, options for 44
with multiple lines 40
hardware, requirements 8
headset
answering calls with 39
button, identifying 21
hanging up with 40
installing 10
placing calls with 37
types of 69
using 69
headset mode
G
group call pickup, using 46
activating 62
selecting audio device for 60
using 70
headsets
Book Title
89
CISCO CONFIDENTIAL
purchasing 73
L
help
button for 21
hold
laptop, and first launching 12
launching
and switching between calls 42
and Audio Tuning Wizard 13
and switching calls 30
and check audio settings window 13
display for 41
and laptop docking stations 12
using 41
Cisco IP Communicator 12
with conference calls 41
configuration tasks after 14
troubleshooting 80
updating after 12
I
lines
icons, for call states 28
installing
audio devices 10, 73
checklist for 9
Cisco IP Communicator 11
requirements 8
testing after 16
interface
always-on-top feature for 25
exiting closing
instructions for 26
call forwarding for 44
description of 28
identifying buttons for 21
shared, using 49
using barge with 50
using multiple 42
wrong or missing at startup 82
low bandwidth
enabling 60
troubleshooting with 85
with filters 65
illustration of 19
navigating 24
M
screen-only view 25
Meet-Me conferences 47, 49
K
keyboard shortcuts, using 24
keypad
entering text with 32
menus, using 31
messages
button, identifying 21
indicator for 22, 52, 74
listening to 74
missed calls, records of 75
multiple calls, handling 30
90
78-xxxxx-xx
CISCO CONFIDENTIAL
mute
and check audio settings window 41
button, identifying 21
optimize for low bandwidth setting 60
using 41
P
N
password setting
navigation button 22
for directories window 67
network adapter
for user window 56
choosing 14
personal address book
setting for 58
troubleshooting 82
network audio settings window, using 63
network settings window, using 57
no audio 86
username and password for 76
phone lines
description of 28
phone screen
customizing image for 53
displaying multiple calls on 43
O
off-hook
identifying 20
placed calls, records of 75
platform, requirements 8
description of 28
pre-dial 28, 35
with answering 39
preferences
with dialing 35
advanced audio settings 64
with hanging up 40
audio settings 59
with USB handset 62
dialog box, accessing 55
one-way audio problems 86
directories settings 67
on-hook
network audio settings 63
description of 28
network settings 57
dialing 35
user settings 55
with dialing 35
Book Title
91
CISCO CONFIDENTIAL
Q
services
button, identifying 21
quick dial, using 76
quick search
subscribing to 79
settings
password for 67
advanced audio window 64
troubleshooting 82
audio window 59
using 76
button, identifying 21
directories window 67
network audio window 63
R
network settings window 57
received calls, records of 75
overview of 51
redial 35
user window 55
registration
tasks associated with 14
troubleshooting 80
with TAPS 14
reinserting audio devices 73
shared lines
description of 49
with barge 50
shortcuts, keyboard 24
skins
removing audio devices 73
buttons on 22
requirements, for installing 8
changing 25
resume softkey, using 41
illustration of 19
right-click menu, description of 25
softkeys, about 22
ring sound, changing 52
sound card, using in speakerphone mode 71
ringer
speaker button, identifying 21
adjust volume for 52
speakerphone mode
indicator for 22, 52
activating 62
selecting devices for 60
selecting audio device for 60
troubleshooting 82
using 37, 71
speakerphone, using 71
speed dial
S
buttons, configuring 54
screen-only view 25
buttons, identifying 21
searching
using 36
password for 76
switching calls 30
selecting calls 29
92
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CISCO CONFIDENTIAL
T
TAPS, using 14
testing, after installation 16
V
text, entering on phone 32
TFTP server
selecting 14, 58
setting for 58
touchscreen
choosing items 31
voice message indicator 74
identifying 22, 53
voice message service 74
voice quality, troubleshooting 83
volume
transferring, options for 42
adjusting with Audio Tuning Wizard 13
troubleshooting
button, identifying 21
at startup 80
for a call 51
enable logging for 56
for ringer 52
error messages 80
saving 51
general 80
using error reporting tool for 80
troubleshooting 83
volume limit setting 65
tuning, audio devices 13
W
U
updating, Cisco IP Communicator 12
WebDialer 37
wireless card, as selected adapter 81
user options web pages
accessing 78
for services 79
username and password for 56, 78
user settings window, using 55
username setting
for quick search 76
for user window 56, 67
Book Title
93
CISCO CONFIDENTIAL
94
78-xxxxx-xx
Corporate Headquarters
Cisco Systems, Inc.
170 West Tasman Drive
San Jose, CA 95134-1706
USA
www.cisco.com
Tel: 408 526-4000
800 553-NETS (6387)
Fax: 408 526-4100
European Headquarters
Cisco Systems International BV
Haarlerbergpark
Haarlerbergweg 13-19
1101 CH Amsterdam
The Netherlands
www-europe.cisco.com
Tel: 31 0 20 357 1000
Fax: 31 0 20 357 1100
Americas Headquarters
Cisco Systems, Inc.
170 West Tasman Drive
San Jose, CA 95134-1706
USA
www.cisco.com
Tel: 408 526-7660
Fax: 408 527-0883
Asia Pacific Headquarters
Cisco Systems, Inc.
168 Robinson Road
#28-01 Capital Tower
Singapore 068912
www.cisco.com
Tel: +65 6317 7777
Fax: +65 6317 7799
Cisco Systems has more than 200 offices in the following countries. Addresses, phone numbers, and fax numbers are listed on the
Cisco Website at www.cisco.com/go/offices
Argentina • Australia • Austria • Belgium • Brazil • Bulgaria • Canada • Chile • China PRC • Colombia • Costa Rica • Croatia • Cyprus • Czech Republic • Denmark • Dubai, UAE
Finland • France • Germany • Greece • Hong Kong SAR • Hungary • India • Indonesia • Ireland • Israel • Italy • Japan • Korea • Luxembourg • Malaysia • Mexico
The Netherlands • New Zealand • Norway • Peru • Philippines • Poland • Portugal • Puerto Rico • Romania • Russia • Saudi Arabia • Scotland • Singapore
Slovakia • Slovenia • South Africa • Spain • Sweden • Switzerland • Taiwan • Thailand • Turkey • Ukraine • United Kingdom • United States • Venezuela • Vietnam • Zimbabwe
CCSP, CCVP, the Cisco Square Bridge logo, Follow Me Browsing, 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 Access Registrar, Aironet, ASIST, BPX, Catalyst, CCDA, CCDP, CCIE, CCIP, CCNA, CCNP, Cisco, the Cisco Certified
Internetwork Expert logo, Cisco IOS, Cisco Press, Cisco Systems, Cisco Systems Capital, the Cisco Systems logo, Cisco Unity, Empowering the Internet Generation,
Enterprise/Solver, EtherChannel, EtherFast, EtherSwitch, Fast Step, FormShare, GigaDrive, GigaStack, HomeLink, Internet Quotient, IOS, IP/TV, iQ Expertise, the iQ logo, iQ
Net Readiness Scorecard, LightStream, Linksys, MeetingPlace, MGX, the Networkers logo, Networking Academy, Network Registrar, Packet, PIX, Post-Routing, Pre-Routing,
ProConnect, RateMUX, ScriptShare, SlideCast, SMARTnet, StrataView Plus, TeleRouter, The Fastest Way to Increase Your Internet Quotient, and TransPath are registered
trademarks of Cisco Systems, Inc. and/or its affiliates in the United States and certain other countries.
All other trademarks mentioned in this document or Website are the property of their respective owners. The use of the word partner does not imply a partnership relationship
between Cisco and any other company. (0502R)
© 2006 Cisco Systems, Inc. All rights reserved.
The Java logo is a trademark or registered trademark of Sun Microsystems, Inc. in the U.S. or other countries.
Printed in the USA on recycled paper containing 10% postconsumer waste.
OL-7599-01
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