Avaya for Windows Communicator User manual
Avaya Communicator for Windows is a software client for the IP Office system, enabling users to make and receive voice and video calls, send instant messages, manage their contacts, and access their call history. It is designed to provide enterprise users with a simple and intuitive way to manage their communication needs.
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Using Avaya Communicator for Windows on IP Office
Release 9.1.2
April 2015
©
2014-2015
All Rights Reserved.
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Contents
Changing the password at first login
................................................................................. 18
............................................................................................... 20
Selecting contacts from the Contact fan
................................................................................. 27
Adding a contact to Communicator contacts
............................................................................ 28
........................................................................................ 30
Authorization code and Account code
..................................................................................... 32
Making a voice call using the dialpad
................................................................................ 33
Making a call from a contact card
...................................................................................... 33
Making a call from a call history record
.............................................................................. 33
Making a voice call from an instant message
..................................................................... 34
Making a video call from the dialpad or number input field
.................................................. 35
Making a video call from a contact card
............................................................................. 35
Making a video call from a history record
........................................................................... 36
Making a video call from an instant message
..................................................................... 37
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Contents
Enabling the auto-answer feature
..................................................................................... 39
................................................................................................. 39
Resuming a call that is on hold
......................................................................................... 40
.............................................................................................. 41
Turning off ringing for all incoming calls
............................................................................. 42
.......................................................................................... 43
Merging two existing calls into a conference
............................................................................ 46
................................................................................................ 46
Adding an existing call to an Adhoc conference
....................................................................... 47
............................................................................................... 47
Accessing Web Collaboration through Avaya Communicator for Windows
................................. 48
Adding a participant to a conference
....................................................................................... 49
Dropping a participant from a conference
................................................................................ 50
Calling a participant who dropped from the conference
............................................................. 50
Muting a participant in a conference
........................................................................................ 51
Muting all participants in a conference call
............................................................................... 52
Viewing the participants who dropped from a conference
.......................................................... 53
Promoting a participant as the moderator in a conference
......................................................... 53
Turning the lecture mode on/off
.............................................................................................. 54
Turning the Conference Continuation feature on/off
................................................................. 55
Turning the Entry and Exit Tones feature on/off
....................................................................... 55
Accessing voicemail using short code
..................................................................................... 56
Accessing voicemail using Message Waiting Indicator
.............................................................. 56
Starting a new Instant Messaging session
............................................................................... 57
Resuming an Instant Messaging session
................................................................................. 57
Ending an Instant Messaging session
..................................................................................... 58
Sending an instant message to a contact on a call
................................................................... 58
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Contents
.............................................................................................. 61
Viewing instant message history
....................................................................................... 62
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Chapter 1: About Avaya Communicator
About Avaya Communicator
Avaya Communicator for Windows provides enterprise users with simple access to all the communication channels in a single interface.
Avaya Communicator enables you to log into your company IP Office server and make and receive, voice and video calls from your deskphone extension using your PC. Avaya Communicator supports audio over Secure Real-time Transfer Protocol (SRTP). You can also:
• send email messages
• send instant messages
• view the presence status of other users
• access your call history
• access your system and enterprise contacts, as well as your personal contacts and Microsoft
®
Office
®
contacts
• manage your presence status
You must have access to your company network to use Avaya Communicator.
Avaya Communicator is available in two modes:
• Avaya Communicator
• Avaya Communicator with telephony-only features
You can confirm which mode you are using by contacting your system administrator.
Related Links
on page 8
on page 11
Main window
This section provides information about the layout of the Avaya Communicator for Windows interface and its controls.
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About Avaya Communicator
The following figure shows the components of the main window of Avaya Communicator for
Windows.
2
3
No.
Name
1 Presence area
4
5
6
Features button
Message Waiting
Indicator
Options and
Settings button
History List tab
Conference tab
Description
Displays your presence setting and enables you to log into and out of the server.
Gives the option to enable and disable the auto-answer feature.
Displays the number of unread voicemails when you have new voicemails in a badge over the Message Waiting Indicator. You can click the Message Waiting
Indicator to listen to the voicemail messages.
Note:
When you have more than 99 messages in your inbox the system displays the number of unread messages as 99+
You can adjust the volume from Volume. Displays the Settings dialog box where you configure your servers, dialing rules, enterprise directory search settings, contacts search settings, audio, video, conference server, language, and window. You can also see information about the version of the software and report a problem with Avaya Communicator to support personnel.
Displays the Call History fan and the call history tab buttons. The Call History fan displays cards for the calls you made and received using the Avaya
Communicator client or missed using the Avaya Communicator. The call history tab buttons enable you to sort the call history cards in the Call History fan.
Using the call history tab buttons, you can view all calls that you made, received or missed using the Avaya Communicator client.
A number appears on the Call History tab to indicate the number of calls you missed since the last time you viewed the Call History fan.
Displays the conference tab buttons. The conference fan displays cards for the participants in the conference. You can sort the cards in the Conference fan by most recent or alphabetically (that is, from A to Z). The conference tab buttons enable you to sort the conference participants in the Conference fan. Using the conference tab buttons, you can view:
• all participants in the conference
Table continues…
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About Avaya Communicator
No.
7
8
9
Name
IM tab
New Conversation
+ button
Contact List
button
Description
• the participants who dropped from the call
Displays the Instant Messaging fan. The Instant Messaging fan displays cards for all of your instant messaging sessions (or “chats”).
Expands the list of contacts and displays the conversation area for you to start a new conversation.
Displays the Contacts fan. The Contacts fan provides the following options:
System contacts, Personal contacts, Local contacts, or Enterprise search. The
Contacts fan displays the contacts for the option that you select.
The Contacts fan can also display cards for your Microsoft
®
Outlook
®
contacts in your Personal contacts list. To use this feature, you must enable Microsoft
Outlook contacts in the Settings > Contacts panel. For more information about including Microsoft Outlook contacts in your Contacts fan, see
page 26.
10 Dialpad field
Note:
You must be logged into the server to view your IP Office contacts.
Gives you the option to dial a number for audio or video call.
Avaya Communicator uses the conversation setup stage to manage calls.
The following figure shows Avaya Communicator with the user logged in and no calls present.
Related Links
on page 8
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About Avaya Communicator
Button descriptions
The following table describes the icons and buttons on the Avaya Communicator client interface.
Button Name
Call button
Video button
Instant Message button
More button
Options and Settings button
End button
Answer button
Mute button
Dialpad button
Hold button
Ignore button
Description
Enables you to make a voice call.
Enables you to make video call.
Enables you to send an instant message.
Enables you to access the conversation setup stage and moderator controls.
Opens a dialog box where you can configure application settings such as server settings, Enterprise search settings, and dialing rules.
Hangs up a voice call.
If there is an active call that has not been answered by the Avaya
Communicator client, the call appears in a conversation setup stage where you can answer or join the call by clicking this button.
Mutes or unmutes the audio.
When the call is muted, the button is blue.
Opens the dialpad. You can enter touch-tone digits during a call from the dialpad.
Places the current call on hold or resumes a call on hold. When the call is on hold, the button is blue.
Cancels the incoming call.
When you receive a call, the incoming call panel appears, displaying the Answer and the Ignore buttons. The panel displays the extension number of the caller, along with an image of the caller, if one is available.
Depending on the connectivity between the Avaya Communicator client and Avaya one-X
®
IP Office the incoming call toast differs.
Portal for
Related Links
on page 8
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Chapter 2: Getting started
Getting started
Use the information in this section to verify that your computer system meets the minimum requirements, and to install the application.
Related Links
System requirements on page 12
on page 13
on page 17
Logging into the server on page 17
Changing the password at first login
on page 18
on page 18
on page 19
on page 20
System requirements
Make sure that the computer meets all of the hardware, software, and connectivity requirements described in this chapter.
Related Links
on page 12
Computer hardware requirements on page 12
Computer operating system requirements on page 13
Computer software requirements
on page 13
Computer hardware requirements
Use the information in this chapter to ensure that your computer meets the requirements for Avaya
Communicator for Windows.
The computer must have network connectivity and meet the following minimum hardware requirements:
• Dual-core 2.4 GHz processor
• 2 GB of RAM
• 1.5 GB of free hard disk space
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Getting started
• Keyboard
• Mouse or other compatible pointing device
• Network interface card
• USB camera
Related Links
System requirements on page 12
Computer operating system requirements
Note:
A virtual machine environment does not support Avaya Communicator for Windows.
The computer must have one of the following 32-bit or 64-bit operating systems:
• Microsoft
®
Windows 7 Enterprise, Ultimate, or Professional Edition
• Microsoft
®
Windows 8.1 Enterprise, Ultimate, or Professional Edition
Related Links
System requirements on page 12
Computer software requirements
The computer must have the following software installed:
• Microsoft .NET Framework 4 Extended
• Microsoft .NET Framework 4 Client Profile
If your system does not have the requirements listed above, an error message prompts you to install them when you begin the installation.
To use the email features of Avaya Communicator for Windows, you must install Microsoft Outlook.
Related Links
System requirements on page 12
Installing the application
Use this procedure to install Avaya Communicator on a Windows machine.
Before you begin
Ensure that the Microsoft .NET Framework 4 Extended is installed on your computer. If the application is not already installed on your computer, you must install them before you install the
Avaya Communicator client. These applications are included with Avaya Communicator and are located in the Prerequisites folder.
About this task
The Avaya Communicator client is available from the Avaya support web site at http:// www.avaya.com/support .
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Getting started
Procedure
1. Using Windows Explorer, go to the folder to which you saved the Avaya Communicator for
Windows Installer, and double-click on the installer.
2. In the Welcome to the Avaya Communicator Setup Wizard dialog box, select the language you want to use from the Select language box.
3. Click the Next button.
4. In the End-User License Agreement dialog box, read the license agreement.
5. Click the I accept the terms in the License Agreement check box to accept the license agreement.
6. Click the Next button.
7. In the Destination Folder dialog box, click the Change button if you want to change the folder to which the software will be installed. By default, the software will be installed in C:\Program
Files (x86)\Avaya\Avaya Communicator or C:\Program Files\Avaya\Avaya Communicator for a 32 bit machine.
8. Click the Next button.
9. In the Ready to install Avaya Communicator dialog box, click the Install button.
The Installing Avaya Communicatormessage box appears, showing the status of the install.
When the install is complete, the Avaya Communicator Setup Wizard dialog box appears.
10. In the Completed the Avaya Communicator Setup Wizard dialog box, make sure the Launch
Avaya Communicator when setup exits check box is selected.
11. Click the Finish button.
Avaya Communicator starts and displays the General Settings dialog box.
12. Enter the server settings described in the table below.
13. Click the OK button.
Related Links
on page 12
on page 14
Server settings
Use the information in the following table to configure the server settings for Avaya Communicator for Windows.
Name
Server IP Address
Server Port
Description
The IP address of the IP Office system.
The port number of the IP Office system. The Avaya
Communicator client uses port 5060 as the default setting for TCP.
Table continues…
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Name
Transport Type
Domain
Presence Server IP Address
Getting started
Description
The transport method used for connection to the IP
Office system.
Note:
TLS is supported between Avaya Session
Border Controller for Enterprise (ASBCE) and
Avaya Communicator client with the following limitations:
• When you enable TLS on Avaya
Communicator client, the SIP signalling between ASBCE and Avaya Communicator client is encrypted.
• In IP Office when you enable TLS on Avaya
Communicator client, the Avaya
Communicator client does not authenticate the certificate that ASBCE provides.
For the audio communication to start in SRTP mode, log into Avaya Communicator using the TLS mode.
The IP address of your IP Office system.
This field does not apply when Avaya Communicator connects to an IP Office system. Leave this field blank.
Related Links
on page 13
Installing certificates
If your administrator decides to use a customized trusted root certificate, you must install the certificate using your browser. Request your administrator to share the trusted root certificate with you.
Installing a trusted root certificate in Chrome
Before you begin
Get the trusted root certificate from your administrator.
Procedure
1. On Google Chrome, navigate to Customize and control Google Chrome > Settings.
2. On the Settings window, navigate to Show advanced settings > Manage Certificates.
3. In the Certificates dialog box, click Trusted Root Certification Authorities.
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Getting started
4. Click Import, and select the trusted root certificate that your administrator has shared with you.
Installing a trusted root certificate in Firefox
Before you begin
Get the trusted root certificate from your administrator.
Procedure
1. On Firefox, navigate to the menu and click Options.
2. In the Options dialog box, navigate to Advanced > Certificates.
3. In the Certificate Manager dialog box, click Import and select the trusted root certificate that your administrator has shared with you.
Installing a trusted root certificate in Internet Explorer
Before you begin
Get the trusted root certificate from your administrator.
Procedure
1. On Internet Explorer, navigate to Tools > Internet Options.
2. In the Internet Options dialog box, navigate to Content > Certificates.
3. In the Certificates dialog box, click Trusted Root Certification Authorities.
4. Click Import, and select the trusted root certificate that your administrator has shared with you.
Browser support for certificates
Firefox
Collab
Yes
Chrome
Upload Collab
No Yes Hostname +
Without Trusted
CA
Hostname + With
Trusted CA
IP Address +
Without Trusted
CA
IP Address +
With Trusted CA
Yes
Yes
Yes
Yes
No
No
Yes
Yes
Yes
Internet Explorer
Upload Collab Upload
Safari
Collab
Yes Yes Yes Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Yes
Upload
No
Yes
No
No
Legend:
• Hostname: Hostname to access Web Collaboration
• IP Address: IP address to access Web Collaboration
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Getting started
• Without Trusted CA: Self Signed or Avaya provided certificate
• With Trusted CA: Certificate from a trusted signing authority
• Collab: Using Collaboration
• Upload: Using document sharing services
About upgrade
You can use Avaya Communicator Release 1.1 Service Pack 4 even if you are configured as a user on IP Office Release 8.1 or IP Office 8.1 Feature Pack 1. However, to use the latest features and capabilities of Avaya Communicator Release 1.1 Service Pack 4 you should upgrade IP Office
Release 8.1 or IP Office 8.1 Feature Pack 1 to IP Office Release 9.1.
Related Links
on page 12
Logging into the server
Use this procedure to log in to the Avaya Communicator client.
When you log into the Avaya Communicator client, you can be logged into other Avaya applications that use the same extension number as the Avaya Communicator client, such as a SoftPhone.
Although you can log into multiple applications at the same time, doing so affects the availability of voice devices.
Before you begin
You must log into the IP Office system to use the Avaya Communicator client using the following credentials:
• your extension number
• your password
Note:
Your password is assigned by your system administrator for use with Avaya Communicator and is not the same as the login code that you use to access your deskphone. You cannot log into Avaya Communicator.
After you login
Contact your system administrator for your login credentials.
Procedure
1. Launch the Avaya Communicator client.
The login dialog box displays.
2. In the Extension field, enter your extension number.
3. In the Password field, enter your password.
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Getting started
4. Click Log in.
Related Links
on page 12
Changing the password at first login
When you log into the Avaya Communicator client for the first time, the Avaya Communicator displays a message for you to change the password.
About this task
Do the following to change the password when you log into Avaya Communicator for the first time:
Procedure
1. Log into Avaya Communicator.
The Avaya Communicator client displays a message for the user to change the password.
2. Click Change Password.
Avaya Communicator displays the password change screen.
3. In the Current Password field enter the current password.
4. In the New Password field, enter the new password.
5. In the Confirm Password field, enter the new password to confirm.
6. Click Confirm.
If the password is changed successfully, then Avaya Communicator displays the message:
Your password is changed successfully. Please login again with the new password.
Related Links
on page 12
Changing the password
You can change the password for Avaya Communicator.
About this task
Do the following to change the password:
Procedure
1. Log into Avaya Communicator.
2. Click Options and Settings> Settings.
3. Click Change Password.
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Avaya Communicator displays the password change screen.
4. In the Current Password field enter the current password.
5. In the New Password field, enter the new password.
6. In the Confirm Password field, enter the new password to confirm.
7. Click Confirm.
If the password is changed successfully, then Avaya Communicator displays the message:
Your password is changed successfully. Please login again with the new password.
Related Links
on page 12
Password security rules
Avaya communicator follows certain rules to set a password based on the low, medium, or high level of security settings.
Password security rules for Avaya Communicator for Windows
Security Level
Low
Medium
High
Password Rules
1. Password length must be between 6 to 31 characters.
1. Password length must be between 6 to 31 characters.
2. The password characters used must include characters from at least 2 of the code point sets listed below. In addition, there should not be any adjacent repeated characters.
• Lower case alphabetical characters
• Upper case alphabetical characters
• Numeric characters
• Non-alphanumeric characters, for example # or *.
1. Password length must be between 6 to 31 characters.
2. The password characters used must include characters from at least 3 of the code point sets listed below. In addition, there should not be any adjacent repeated characters.
• Lower case alphabetical characters
• Upper case alphabetical characters
• Numeric characters
• Non-alphanumeric characters, for example # or *.
Insert content for the first section.
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Getting started
Related Links
on page 12
Configuring the application
Use the information in this section to configure the settings for Avaya Communicator.
Related Links
on page 12
Modifying the dialing rules on page 20
Modifying the Enterprise search settings
on page 21
Modifying the Contacts settings
on page 22
Modifying the audio settings on page 22
Modifying the video settings on page 23
Modifying the language settings
on page 24
Modifying the dialing rules
Procedure
1. Click the Settings icon in the Avaya Communicator for Windows main screen.
2. In the left pane of the General Settings dialog box, click Dialing Rules.
3. In the Dialing Rules dialog box, complete the fields as appropriate.
4. When finished, click the OK button.
Related Links
on page 20
Dialing Rules field descriptions on page 20
Dialing Rules field descriptions
Use the information in the table below to configure the dialing rules.
Field Name
Apply Dialing Rules
Number to dial to access an outside line
Your country code
Your area/city code
PBX main prefix
Description
When you select this field, the Avaya Communicator client applies the specified dialing rules for the calls.
Digits to dial to access an outside line.
Your country code.
Area code or the city code where your telephone server is located.
This field does not apply when Avaya Communicator connects to an IP Office system. Leave this field blank.
Table continues…
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Field Name
Number to dial for long distance calls
Number to dial for international calls
Length of internal extensions
Length of national phone numbers (including area/city code)
Description
Digits to dial to make a long distance call.
International prefix for dialing an international telephone number. For example, in Canada and the
United States, the international prefix for dialing international telephone numbers is 011.
Number of digits that comprise an internal extension.
It is either:
• number of digits to dial (including area/city code) for a call within your country.
• supported telephone number lengths separated by a comma for countries with multiple telephone number lengths.
Related Links
Modifying the dialing rules on page 20
Modifying the Enterprise search settings
About this task
Use this procedure to configure the Avaya Communicator client to search an Enterprise directory.
Procedure
1. Click the Settings button on the Top bar of the Avaya Communicator client window.
2. In the left navigation pane of the Settings dialog box, click Enterprise Search.
3. On the Enterprise Search page, enter the appropriate information to configure the Avaya
Communicator client to search an enterprise directory.
4. When finished, click the OK button.
Related Links
on page 20
Enterprise search settings on page 21
Enterprise search settings
Use the information in the table below to configure Enterprise search settings for Avaya
Communicator for Windows.
Name
Directory type
Directory name
Description
Type of enterprise directory. IP Office supports the following option:
• Active Directory
Name of the enterprise directory.
Table continues…
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Getting started
Name
Server address
User name
Password
Search root
Server port
Timeout
Max entries
Active directory GSS bind
Description
The server address of the enterprise directory.
Your user name.
Your password.
The search root for the enterprise directory. An example is ou=people, o=company.
The port number. The default value is 389.
The search time out interval (in seconds). The default value is 100 seconds.
The maximum number of matching entries to display.
The default value is 50.
Indicates whether Avaya Communicator client uses the login and password of the current user to bind with the Active Directory LDAP server.
Related Links
Modifying the Enterprise search settings
on page 21
Modifying the Contacts settings
Use this procedure to include your Microsoft Outlook contacts in your Personal contacts fan.
Procedure
1. Click the Settings button on the Top bar of the Avaya Communicator client window.
2. In the left navigation pane of the Settings dialog box, click Contacts.
3. On the Contacts page, select Use Microsoft
®
Outlook
®
contacts to display your Microsoft
Outlook contacts in your Personal contacts fan.
4. Click the OK button.
Related Links
on page 20
Modifying the audio settings
About this task
Use this procedure to specify the following settings:
• the microphone the Avaya Communicator client uses.
• the speaker the Avaya Communicator client uses.
• whether the Avaya Communicator client provides ringing on the selected speaker when you receive an incoming call.
• whether the Avaya Communicator client provides ringing on an additional device.
Procedure
1. Click the Settings button on the Top bar of the Avaya Communicator client for windows.
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2. In the left navigation pane of the Settings dialog box, click Audio.
3. On the Audio page, complete the fields as appropriate. See Audio page field descriptions
on page 23 for more information.
4. When finished, click the OK button.
Related Links
on page 20
Audio page field descriptions on page 23
Audio page field descriptions
Name
Microphone
Speaker
Ring on incoming calls
Ring additional device
Description
Microphone to be used for a call.
Speaker to be used for ringing and calls.
Must be checked to enable ringing on incoming calls.
When an incoming call arrives, the device you selected in the Speaker drop-down list box rings.
Additional device to be used for ringing.
Related Links
Modifying the audio settings on page 22
Modifying the video settings
Before you begin
You must be logged out of the server to modify the video settings.
About this task
Use this procedure to specify whether you want to make and handle video calls.
Procedure
1. Log out of the server.
2. Click the Settings button on the Top bar of the Avaya Communicator client window.
3. In the left navigation pane of the Settings dialog box, click Video.
5. When finished, click the OK button.
Related Links
on page 20
Video settings page field descriptions
on page 24
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Video settings page field descriptions
Name
Enable video
Available camera
Description
Must be checked if you want to make and handle video calls.
Camera to be used for video calls.
Related Links
Modifying the video settings on page 23
Modifying the language settings
You can modify the language settings in Avaya Communicator under Options and Settings
Before you begin
Make sure that you are logged out of Avaya Communicator.
About this task
Use the following procedure to modify the language settings for Avaya Communicator.
Procedure
1. On the Avaya Communicator window, click Options and Settings.
2. Click Settings>Language.
3. From the list of languages, click the language of your choice.
4. Click OK.
The system displays a pop-up window.
5. Do one of the following:
• Click Restart Now.
• Click Restart Later.
The language settings apply after you restart Avaya Communicator.
Related Links
on page 20
Application Modes
You can use Avaya Communicator for Windows in hidden mode or in agent mode. To use Avaya
Communicator for Windows in agent mode, you must log in to Avaya Communicator for Windows.
Related Links
on page 12
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Getting started
Activating Agent Mode
Before you begin
Log in to Avaya Communicator.
Procedure
1. In settings, click Window.
2. In the Window area, select the Enable Agent Mode check box.
When you activate the Agent Mode, Avaya Communicator selects the Minimize
Communicator to the notification area option by default. You cannot edit the setting when the agent mode is active.
3. Click OK.
The system displays an Agent mode is enabled pop-up window in the notification area.
Note:
When the agent mode is active, the system displays the Avaya Communicator ( ) icon, which is slightly cut at the top left. When the agent mode is inactive, the system displays the Avaya Communicator ( ) icon.
4. (Optional) To change the settings, in the Agent mode is enabled pop-up window, click
Settings.
Related Links
on page 12
Activating Hidden Mode
Procedure
1. In settings, click Window.
2. In the Window area, select one of the following options:
• Quit Communicator: The system closes Avaya Communicator.
• Minimize Communicator to the task bar: The system minimizes Avaya Communicator to the task bar.
• Minimize Communicator to the notification area: The system minimizes Avaya
Communicator to the notification area.
3. Click OK.
4. To maximize Avaya Communicator, in the notification area, right-click the Avaya
Communicator icon ( ) and click Open Avaya Communicator. Alternatively, double-click the Avaya Communicator icon ( ) in the notification area.
Related Links
on page 12
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Chapter 3: Managing contacts
Contact types
Avaya Communicator for IP Office uses the contacts from Avaya one-X
®
Portal for IP Office server.
It supports the following types of contacts:
System contacts
System contacts in Avaya Communicator for IP Office are the contacts stored in the system directory of Avaya one-X
®
Portal for IP Office. Hunt Group entries are included in the System contacts. These contacts are configured by your system administrator and they appear in your contacts fan after you log in to Avaya Communicator. You cannot edit, modify, or delete the contacts in the system directory. However, you can copy a contact from the system directory to your personal directory.
If a connection to Avaya one-X
®
Portal for IP Office is not available, the System contacts list contains only the names and extensions of IP Office users. Personal contact, presence information, and instant messaging are not available.
Personal contacts
Personal contacts in Avaya Communicator for IP Office are the contacts stored in the personal directory. This is your own directory of names and numbers. You can add a Personal contact from the System contacts list, and you can delete Personal contacts from the Contacts fan in Avaya
Communicator. You can edit or modify your Personal contacts from Avaya one-X
Office application.
®
Portal for IP
You can also display your Microsoft Outlook contacts in your Personal contacts list. Microsoft
Outlook contacts are listed on their own cards in the Personal contacts fan. If you have the same person listed in both your Microsoft Outlook contact list and your personal directory on Avaya one-
X
®
Portal server, there will be one card for each entry. For example, if you have the home address of a person in your Microsoft Outlook contacts, and the work address of the same person on the
Avaya one-X
®
Portal server, Avaya Communicator will display two cards for that person. To use this feature, you must enable Microsoft Outlook contacts in the Settings > Contacts panel.
If you are using Avaya Communicator in telephony-only mode, personal contacts will list only the
Microsoft Outlook contacts if it is enabled.
Enterprise contacts
Enterprise contacts are the contacts in the Enterprise directory that you configured in Avaya
Communicator. You can perform an Enterprise search from Avaya Communicator and then add an
Enterprise contact to your Personal contact list by clicking the + button on the contact card.
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Selecting contacts from the Contact fan
Selecting contacts from the Contact fan
You can select system, personal, local, or enterprise contacts from the contact fan.
Procedure
1. To select a contact from Contact List, click All Contacts.
2. Select System Contacts, Personal Contacts, Local Contacts, or Search Enterprise
Directory.
If you select Search Enterprise Directory, type the contact name and press Enter.
Filtering contacts
You can filter the contacts based on the following categories:
• System contacts
• Personal contacts
• Local contacts
• Enterprise directory contacts
About this task
Use the following procedure to filter contacts.
Procedure
1. Click Contact List. The contact list expands.
2. Click All Contacts.
3. You can filter the contacts in one of the following ways:
• Click System Contacts to filter system contacts.
The system displays a list of system contacts.
• Click Personal Contacts to filter personal contacts.
The system displays a list of personal contacts.
• Click Local Contacts to filter local contacts.
The system displays a list of local contacts.
• Click Search Enterprise Directory to filter enterprise directory contacts.
The system displays the search field to search for enterprise directory contacts.
Example
Next steps
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Managing contacts
Adding a contact to Communicator contacts
You can search for a contact and add it to the Communicator contacts.
About this task
Do the following to add a contact to Communicator Contacts.
Procedure
1. Click Search to search for the contact that you want to add to the Communicator contacts.
2. In the search field, enter the name or number of the contact.
3. Hover the mouse on the contact that you want to add to the communicator contacts
4. Click Add to Communicator contacts.
The contact is added to Communicator contacts.
Locating Enterprise contacts
Before you begin
You must configure the search settings for enterprise contacts. See Configuring the application on
page 20 for more information.
Procedure
1. Click Contact List.
2. Click Search Enterprise Directory.
The system displays an empty contact fan with a text box.
3. To start the search, in the text box, type the name of the contact and press Enter.
Avaya Communicator searches the enterprise database for the surname, common name, and given name of the contact. The contact card displays the surname and given name of the contact.
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Chapter 4: Managing status information
Managing status information
The Avaya Communicator client allows you to set information about your own availability and view information about the availability of your contacts.
Status indicators
Contact status:
When your contacts log in to your corporate network, they can set their status and enter a status message. The contact card displays the Presence states along with other options available for user.
4
5
2
3
Number
1
Description
Presence icon
Voice Call icon
Video Call icon
Instant Messaging icon
More icon
Instant messaging status:
The contact card uses the following icons to indicate the instant messaging status of the selected contact. The icons show a federated presence status from other instant messaging systems, such as Google Talk or Pidgin. Avaya Communicator updates the status shown on the contact card whenever there are status changes in these clients. The length of time it takes for the updated status to display on Avaya Communicator depends on the client that you use, and the speed of the network connection. Status changes can take from 3 seconds to 60 seconds to display.
Presence icon State
Available
Table continues…
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Managing status information
Presence icon
Related Links
Setting your availability on page 30
on page 30
State
Busy
Unavailable
When users of other instant messaging systems, such as
Pidgin, set their presence to Away, Avaya Communicator displays this icon with the status of Unavailable.
Offline
Setting your availability
Use this procedure to set your presence status (availability). Your presence status is displayed to other users who track your presence.
About this task
When you set your presence to Offline, you do not receive updated instant messaging and XMPP presence status updates from your contacts. To receive these updates, you must set your presence to Available, Busy, or Unavailable.
Procedure
On the Top bar, click in the presence area and choose a setting:
• Available
• Busy — When you select Busy, your phone is automatically set to Do Not Disturb (DND).
• Unavailable — This status corresponds to the Away status in other Avaya clients, such as Avaya one-X
®
Portal.
• Offline.
Related Links
on page 29
Changing your status message
About this task
Use this procedure to specify a custom presence status message. For example, if you are busy until
2 pm and do not want to be disturbed, you can enter the custom presence status message Busy until 2 pm. If you specify a custom presence status message and set your presence to be automatically updated, the custom presence status message will be displayed.
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Managing status information
Your presence status message is displayed to other users who track your presence.
Procedure
1. Click your extension number on the Top bar.
The Presence panel appears.
2. To clear the contents of the Status Message box, click X.
3. Enter your new message in the Status Message box.
4. When finished, press the ENTER key on your PC keyboard.
Related Links
on page 29
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Chapter 5: Making calls
Authorization code and Account code
Authorization code
If you are an authorized user, then you can make a restricted call from any extension without first having to log in to that extension and then log out after the call. Contact your system administrator for an authorization code.
Example
If you are an authorized user, dial the number of the person you want to call, when the system plays a tone, enter the authorization code followed by #. The system establishes a call between you and the contact only if the authorization code is valid.
Account code
The administrator of IP Office system sets an account code to control cost allocation and restrict out-going call. You may be prompted to enter the account code even for an incoming call, the system triggers account code automatically by matching the Caller ID stored with the account code.
Contact your system administrator for an account code.
Example
Dial the number of the person you want to call, when the system plays a tone enter the account code followed by #. The system establishes a call between you and the contact only if the account code is valid.
Note:
If your system administrator has set both authorization code and account code for you to make an external call, then after you dial the external number, you must enter the authorization code and then the account code.
Voice calls
This section provides information about making voice calls using the Avaya Communicator client.
Related Links
Making a voice call using the dialpad on page 33
Making a call from a contact card
on page 33
Making a call from a call history record on page 33
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Voice calls
Making a voice call from an instant message on page 34
Making a voice call using the dialpad
Procedure
1. To open the dialpad, click Call on the conversation setup stage.
2. Using the dialpad, enter the telephone number.
3. Click the green Call button on the dialpad.
The call appears in the conversation setup stage. A card displaying the name or telephone number of the caller and picture (if available) appears in the conversation setup stage. When the call is answered, the top of the conversation setup stage displays the call timer.
Related Links
Making a call from a contact card
Before you begin
Open the Avaya Communicator for Windows client.
Procedure
1. On the top bar, click Contact List.
2. From the contacts fan, select the contact card.
3. Drag the contact card onto the conversation setup stage and release it.
4. Click Call.
The system dials the primary number for this contact.
The call displays in the conversation setup stage. The system also displays a card with the contact name or telephone number and picture , if available, in the conversation setup stage.
When the call is answered, the top of the conversation setup stage displays the call timer.
Related Links
Making a call from a call history record
Before you begin
Open the Avaya Communicator for Windows client.
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Making calls
Procedure
1. On the top bar, click History List.
2. From the History fan, select the history card of the contact that you want to call.
3. Drag the history card onto the conversation setup stage and release it.
4. Click Call.
The system dials the previously dialed telephone number for this contact.
Related Links
Making a voice call from an instant message
Procedure
To make a voice call from an existing instant messaging session, perform one of the following steps:
• On the instant messaging panel, click Call.
• Click IM on the top bar, and then click Call on the appropriate instant messaging card.
• Click IM on the top bar, drag the appropriate instant messaging card onto the conversation setup stage, release it, and then click Call.
• Click IM on the top bar, drag the appropriate instant messaging card onto the conversation setup stage, release it, right-click on the card and select Call. To display the contact telephone numbers, click the telephone number you want to dial, and then click Call.
• Click IM on the top bar, right-click Call on the appropriate instant messaging card to display the associated telephone numbers, and then select the telephone number you want to dial.
The call appears in the conversation setup stage. A card displaying the caller name or telephone number and picture, if available, appears in the conversation setup stage. When the call is answered, the top of the conversation setup stage displays the call timer.
Related Links
Video calls
This section provides information about making video calls using the Avaya Communicator client.
Related Links
Making a video call from the dialpad or number input field
on page 35
Making a video call from a contact card
on page 35
Making a video call from a history record
on page 36
Making a video call from an instant message on page 37
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Video calls
Making a video call from the dialpad or number input field
About this task
You can make video calls to any contact.
Note:
You can make a video call to a contact even if that contact is not logged in on a video enabled device. However, the system does not provide a video path in such calls.
Procedure
1. In the conversation setup stage, click New conversation +.
2. Place your cursor in the Dialpad field and type the telephone number.
3. On the conversation setup stage, click Video.
The call appears in the conversation setup stage. A card displaying the caller name or telephone number and picture (if available) appears in the center conversation setup stage.
When the call is answered, a call timer displays at the top of the conversation setup stage.
The Video window also appears. If the caller is transmitting a video, the Video window displays a video when the call is answered. The Video window also displays the caller name, number, and call timer.
If you were active on a call when you clicked the Video button, the system places your existing call on hold and moves it off the conversation setup stage.
Related Links
Making a video call from a contact card
Use this procedure to initiate a video call from a contact card.
About this task
If the contact information does not include a phone number, the Video button on the contact's card is disabled.
Procedure
1. On the top bar, click Contacts.
2. From the Contacts fan, select the appropriate contact card.
3. Perform one of the following steps:
• To dial the primary telephone number for a contact, on the contact card, click Video.
• Drag the contact card onto the conversation setup stage, release it, and click Video. The primary telephone number for this contact is dialed.
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Making calls
• Drag the contact card onto the conversation setup stage, release it, right-click the card and select Call. To display the contact telephone numbers, click the telephone number you want to dial, and then click Video.
• On the contact card, right-click Video to display the contact telephone numbers, and then click the telephone number you want to dial.
The call appears in the conversation setup stage. A card displaying the caller name or telephone number and picture, if available, appears in the conversation setup stage. The top of the conversation setup stage displays the call timer.
The Video window also appears. When the caller answers, the Video window displays a video from the calling party (if that party is transmitting a video).
If you were active on a call when you clicked Video, the system places your existing call on hold and moves it off the conversation setup stage.
Related Links
Making a video call from a history record
About this task
You can make video calls to any contact in the history record.
Procedure
1. On the top bar, click History.
2. From the History fan, select the appropriate history card of the person you want to call.
3. Perform one of the following steps:
• To dial the previously dialed telephone number for a contact, on the selected history card, click Video.
• To dial the previously dialed telephone number for a contact, drag the history card onto the conversation setup stage, release it, and click Video.
• To display the contact telephone numbers, including the previously dialed telephone number, drag the history card onto the conversation setup stage, release it, right-click the card and select Call. Click the telephone number you want to dial, and then click Video.
• To display the contact telephone numbers, including the previously dialed telephone number, on the history card, right-click Video, and then click the telephone number you want to dial.
The call appears in the conversation setup stage. A card displaying the caller name or telephone number and picture, if available, appears in the conversation setup stage. The top of the conversation setup stage displays the call timer.
The Video window also appears. When the call is answered, the Video window displays video from the calling party (if that party is transmitting a video).
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Video calls
If you were active on a call when you clicked Video, the system places your existing call on hold and moves it off the conversation setup stage.
Related Links
Making a video call from an instant message
About this task
You can make video calls to any contact from an instant message session.
Procedure
To make a video call from an existing instant messaging session, perform one of the following steps:
• To dial the primary telephone number for a contact, on the appropriate instant messaging card in the Instant Messaging fan, click Video.
Note:
If there are no existing conversations, click the dialpad and type the number.
• To dial the primary telephone number for a contact, drag the appropriate instant messaging card onto the conversation setup stage, release it, and then click Video in the conversation setup stage.
• To display the contact telephone numbers, drag the appropriate instant messaging card onto the conversation setup stage, release it, right-click the card and select Call. Click the telephone number you want to dial, and then click Video in the conversation setup stage.
• To display the associated telephone numbers, right-click Video on the appropriate instant messaging card, and then select the telephone number you want to dial.
The call appears in the conversation setup stage. A card displaying the name or telephone number of the caller and a picture, if available, appears in the conversation setup stage. The call timer displays at the top of the conversation setup stage.
The Video window also appears. When the caller answers, the Video window displays the video from the calling party (if that party is transmitting video).
If you were active on a call when you clicked the Video button, the system places your existing call on hold and moves it off the conversation setup stage.
Related Links
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Chapter 6: Handling calls
About handling calls
This section provides information about the call controls available in Avaya Communicator. Use the procedures in this section to handle active calls.
When you log into Avaya Communicator, you can be logged into other Avaya applications that use the same extension number as the Avaya Communicator client, such as a softphone or Avaya one-
X
®
Portal. If you are logged into Avaya one-X
®
Portal while you are logged into Avaya
Communicator from the same extension number, the status of an active call may not be shown in both applications. For example, if you use Avaya Communicator to answer a call and then place the call on hold, Avaya one-X
®
Portal may not indicate that the current call is on hold.
Related Links
on page 38
Enabling the auto-answer feature
on page 39
Ignoring an incoming call on page 39
Placing a call on hold on page 40
Resuming a call that is on hold on page 40
on page 41
on page 41
Turning off ringing for all incoming calls
on page 42
on page 42
Pausing a video call on page 43
on page 43
Answering a call
About this task
When you receive a call, the incoming call panel appears, displaying the Answer and Ignore buttons with an image of the caller, if one is available. The panel shows the extension number of the caller, along with an image of the caller, if one is available.
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About handling calls
If you are already active on a call, and you answer an incoming call, the current call is put on hold.
The call that you just answered appears in the conversation setup stage.
Note:
If there is an active call that you have not answered in the Avaya Communicator client, that call appears in the conversation setup stage. You can answer or join the call by clicking Answer in
the conversation setup stage. See Button descriptions
on page 11 for more information.
Procedure
To answer a call, click Answer.
The call appears in the conversation setup stage. A card displaying the caller name or telephone number and picture (if available) appears in the conversation setup stage. The top of the conversation setup stage displays the call timer.
Related Links
About handling calls on page 38
Enabling the auto-answer feature
Avaya Communicator supports an auto-answer feature. You can enable or disable the auto-answer feature.
About this task
Use the following procedure to enable the auto-answer feature.
Procedure
1. On the Avaya Communicator window, click Features.
2. In the Features call out, click Auto-answer.
Note:
To disable the auto-answer feature, clear the Auto-answer check box.
The Features icon glows and Avaya Communicator displays a message:
Auto-answer is ON.
Related Links
About handling calls on page 38
Ignoring an incoming call
About this task
Use this procedure to disable ringing for an incoming call.
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Handling calls
Procedure
To ignore an incoming call, click the Ignore button for the call.
Ringing stops for this call.
Related Links
About handling calls on page 38
Placing a call on hold
Procedure
To place a call on hold, click Hold for the call.
The Hold button turns blue.
Note:
The Avaya Communicator for Windows client disables the End, Mute, and dialpad buttons when you place a call on hold. Click || to enable these buttons and resume the call.
Avaya Communicator for Windows does not support the call hold timeout feature.
Related Links
About handling calls on page 38
Resuming a call that is on hold
Procedure
To resume a call that is on hold, perform one of the following steps:
• If the call you want to resume is already in the conversation setup stage, click Hold.
• If the call you want to resume is not in the conversation setup stage, click the conversation setup stage for that call. Click Hold.
Note:
The system does not display an incoming call alert until you are on another call. The system does not forward the call to a different destination or to your voicemail.
Related Links
About handling calls on page 38
Muting a call
Procedure
To mute a call, click Mute for the call.
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About handling calls
The Mute button turns blue.
Related Links
About handling calls on page 38
Unmuting a call
Procedure
The Mute button works as a toggle. To unmute a call that is on mute, click the Mute button.
Related Links
About handling calls on page 38
Entering digits during a call
Procedure
1. To select the keypad, click Keypad.
Note:
When a call is on hold, the system disables the keypad.
2. Click the digits you require to enter.
3. When finished, click Close at the top of the keypad.
Related Links
About handling calls on page 38
Hanging up a call
Procedure
To hang up a call, click the End button for the call.
Related Links
About handling calls on page 38
Adjusting the volume
About this task
Use this procedure to adjust the volume of the audio device you are using with the Avaya
Communicator for Windows client.
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Handling calls
Note:
You can also adjust the volume from your PC. However, when you adjust the volume from your
PC, the volume change is not reflected accurately on the volume slider in the Avaya
Communicator for Windows client.
Procedure
1. To adjust the volume, on the top bar, click Options and Settings.
2. On Volume, perform one of the following steps:
• Move the slider to the right to increase the volume.
• Move the slider to the left to decrease the volume.
Related Links
About handling calls on page 38
Turning off ringing for all incoming calls
About this task
If you turn off ringing, the Avaya Communicator for Windows client will not provide an audible
“ringing” alert when you receive calls.
Procedure
1. On the top bar, click Options and Settings.
2. In the left pane of the Settings dialog box, click Audio.
3. Clear the Ring on incoming calls check box to mute ringing on all incoming calls. By default, this check box is selected so that Avaya Communicator for Windows client provides an audible “ringing” alert when you receive calls.
4. When finished, click the OK button.
Related Links
About handling calls on page 38
Transferring a call
You can transfer a voice call to another contact after consulting the contact.
Note:
IP Office release 8.1 FP1, 8.1 FP1 service pack and 9.0 releases do not support transfer of a video call.
About this task
Do the following when you receive or make a voice call to a contact and if you want to transfer the call to a different contact:
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About handling calls
Procedure
1. Call the contact to whom you want to transfer the call.
2. Drag the contact card of the contact over the contact card to whom you want to transfer the call.
The system displays a pop up screen with a message asking if you would like to transfer the call.
3. Click Transfer.
Note:
To cancel the transfer process, click Cancel.
The system displays the transfer of the call in process.
Related Links
About handling calls on page 38
Placing a call on hold on page 40
Pausing a video call
About this task
When you pause a video call, the Avaya Communicator client stops transmitting your video to the other party.
Note:
When a video call is paused, the other party can still hear audio from you.
Procedure
To pause a video call, click the Hold button at the bottom of the Video window for the call.
The Hold button turns blue. The mute and camera buttons are unavailable.
Related Links
About handling calls on page 38
Resuming a paused video call
Use this procedure when you want to resume a video call that is paused.
Procedure
To resume transmitting a video for a paused video call, click the blue Hold button at the bottom of the Video window.
Related Links
About handling calls on page 38
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Chapter 7: Conferencing
You can initiate the following types of audio conference call:
• Meet Me conference — To initiate a Meet Me conference you need a Meet Me conference short code.
• Adhoc conference — To initiate an Adhoc conference you need to establish two calls.
The following figure shows an active conference call with two contacts:
The following figure shows the moderator controls:
Related Links
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Merging two existing calls into a conference
on page 46
on page 46
Adding an existing call to an Adhoc conference
on page 47
Starting a Meet Me conference on page 47
Accessing Web Collaboration through Avaya Communicator for Windows on page 48
Adding a participant to a conference
on page 49
Dropping a participant from a conference
on page 50
Calling a participant who dropped from the conference
on page 50
on page 51
Muting a participant in a conference
on page 51
Muting all participants in a conference call
on page 52
Viewing the participants who dropped from a conference on page 53
Promoting a participant as the moderator in a conference
on page 53
on page 54
Turning the lecture mode on/off
on page 54
Turning the Conference Continuation feature on/off
on page 55
Turning the Entry and Exit Tones feature on/off
on page 55
Conference tab
Conference tab
The following figure shows the components of the Conference tab of Avaya Communicator for
Windows.
Name
Filter button
Sort button
List of participants
Moderator button
Description
Allows you to switch participant views. The options are:
• All participants currently in the conference.
• Participants in collaboration.
• Users dropped from the call.
Click this button to rearrange the organization of participants listed.
Shows the list of participants in the conference. You can use the Sort button to reorganize the list, and the Filter button to view a specific group of participants.
This symbol appears next to the moderator of the conference.
Table continues…
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Conferencing
Name
Conference card button
Related Links
on page 44
Description
Contact card for the conference. The name of the active talker is listed on this card.
Merging two existing calls into a conference
Before you begin
The service URI to access an Adhoc conference must be configured.
Procedure
1. Make sure the two calls you want to merge are in the Avaya Communicator for Windows client.
2. Drag the card of the active call and drop it over the held call, or drag the card of the held call and drop it on the active call.
3. Click the Merge button.
Related Links
on page 44
Starting an Adhoc conference
Before you begin
The server certificates must be installed in Trusted Root Certification Authority. The Conference
Factory URI must be set properly for the Avaya Communicator for Windows client.
Procedure
1. Make a call to a contact.
2. Place the call on hold.
3. Make a call to another contact.
4. Drag the card of the contact you want to include in the conference and drop it onto the conversation setup stage.
The system displays the following options:
• Merge
• Transfer
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Adding an existing call to an Adhoc conference
• Cancel
5. Click Merge.
Repeat Step 4 for each contact you want to include in the conference.
Result
The system merges the calls into an adhoc conference.
Related Links
on page 44
Adding an existing call to an Adhoc conference
Before you begin
Make sure the two calls you want to merge are in Avaya Communicator client.
Procedure
1. Drag the card of the active call and drop it on the conversation setup stage of the call on hold.
You can also drag the card of the call on hold and drop it on the conversation setup stage of the active call.
2. Click the Merge button.
Result
The system adds the participants of the existing call in the conference.
Related Links
on page 44
Starting a Meet Me conference
You can initiate or join a specific conference by using a conference ID number.
Note:
The extension number of the user is the Conference ID number in a Meet Me conference.
Before you begin
• You need to have a Meet Me conference short code. Contact your system administrator to get the short code that is configured on your communication system. For example, if the short code is *66*N# , where N is the extension number of the user.
• The server certificates must be installed in Trusted Root Certification Authority.
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Conferencing
Procedure
1. Click Call under the conversation setup stage to open the dialpad.
2. In the dialpad, enter your extension number and #
3. Click the Call button on the dialpad.
Result
The system displays the participants who have called into the conference in the conversation setup stage.
Related Links
on page 44
Accessing Web Collaboration through Avaya
Communicator for Windows
Before you begin
Your administrator must enable Web Collaboration for you..
Procedure
In the Avaya Communicator window:
• To start a web collaboration session as the conference owner, click the Web Collaboration icon.
• To join web collaboration session as a participant, click the Collaboration is available pop-up window.
Note:
The Collaboration is available pop-up window is displayed only when the conference owner starts a web collaboration session.
The Web Collaboration session starts in a separate window.
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Adding a participant to a conference
Related Links
on page 44
Adding a participant to a conference
Before you begin
Start a Meet Me conference.
Procedure
Perform one of the following steps:
• To add one of your contacts to the conference: a. Click the Contacts tab on the top bar.
b. From the Contacts fan, drag the card of the contact you want to add in the conference and drop the card onto the conversation setup stage of the conference.
• To dial the number of the person you want to add to the conference: a. Click the More button for this call to access the Moderator Controls tab.
b. On the Moderator Controls tab, click the Add button.
c. Use the dialpad to enter the telephone number.
d. Click the Call button on the dialpad.
• To add a participant from a history card to the conference: a. Click the History tab on the top bar.
b. From the History fan, drag the history card of the person you want to add to the conference and drop the card onto the conversation setup stage of the conference.
• To add a participant from an instant messaging card to the conference: a. Click the IM tab on the top bar.
b. From the IM fan, drag the instant messaging card of the person you want to add to the conference and drop the card onto the conversation setup stage of the conference.
Result
The system adds the person to the conference and displays the contact card of the person you added in the conversation setup stage.
Related Links
on page 44
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Conferencing
Dropping a participant from a conference
About this task
You cannot drop a participant who is yet to join the conference. You can drop a participant from a conference only if the participant has already joined the conference or the call of the participant into the conference is in progress.
Procedure
1. In the conversation setup stage of the conference, click the card of the participant you want to drop.
2. Perform one of the following:
• Press DELETE on your keyboard.
• Right-click the card, and select Drop from call.
• Click the More button to access the Moderator controls tab, and then click the Drop button.
• On the Conference fan, right-click the card of the participant you want to drop, and select
Drop.
Result
The system drops the participant from the conference and does not display the contact card on the conversation setup stage of the conference.
Related Links
on page 44
Calling a participant who dropped from the conference
About this task
Use this procedure to call a participant who dropped from the conference or never connected to the conference.
Procedure
1. Click the Conference tab on the top bar.
2. At the bottom of the Conference fan, click the Disconnected Participants button.
The Conference fan displays a card for each participant who dropped from the conference or never connected to the conference.
3. On the Conference fan, right-click the card of the participant you want to call, click Call from the menu, and select the telephone number you want to dial.
Result
The system calls the selected participant and invites that person to join the conference.
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Ending a conference
Related Links
on page 44
Ending a conference
About this task
If you are the moderator of a conference and you end a conference using the End button on the conversation setup stage of the conference, the conference does not end immediately for all participants. If you disable the Conference Continuation feature (the default setting), the system plays a hold tone for the participants of the conference after the moderator drops from the conference. If you enable the Conference Continuation feature, the conference continues indefinitely after the moderator drops. The system does not end the conference until all participants drop from
on page 55.
Note:
If you are the moderator of a conference and you end a conference using the End Call for
Everyone button in the Moderator Controls panel, the conference ends immediately.
Procedure
Perform one of the following:
• To end the conference, click the End button for the call.
• To end the conference immediately, perform the following: a. Click Conference for the conference call to access the Moderator Controls panel.
b. Click Moderator Controls > End Call for Everyone
Related Links
on page 44
Muting a participant in a conference
Before you begin
You can mute a participant in a conference only if you are the moderator of the conference.
About this task
Note:
Even if the moderator mutes a participant in a conference, the participants can unmute themselves.
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Conferencing
Procedure
Perform one of the following steps:
• On the Conference fan, right-click the card of the participant you want to mute, and select Mute.
• On the conversation setup stage of the conference, right-click the card of the participant you want to mute, and select Mute.
• Perform the following steps: a. On the conversation setup stage of the conference, click the card of each participant you want to mute.
b. On the conversation setup stage of the conference, click More.
c. On the Moderator Controls tab, click Mute.
To unmute a participant, click Unmute.
Result
The system displays a check to indicate that the audio is muted for a participant. The system also displays the mute icon on the card of the participant in both the conversation setup stage of the conference and the Conference fan to indicate that the audio is muted for this participant.
Related Links
on page 44
Muting all participants in a conference call
Before you begin
You must be the moderator of the conference.
Note:
If the conference is in lecture mode and all participants are muted, the participants can only listen to the moderator. They are cannot unmute themselves.
Procedure
1. On the conversation setup stage of the conference, click Conference.
2. Click Moderator Control > Mute All.
To unmute the audio for the conference, click Unmute All.
Related Links
on page 44
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Viewing the participants who dropped from a conference
Viewing the participants who dropped from a conference
About this task
Use this procedure to view the list of participants who dropped from the conference, never connected to the conference, or failed to join the conference.
Procedure
1. Click Conference on the top bar.
2. At the bottom of the Conference fan, click Disconnected Participants.
Result
The Conference fan displays a card for each participant who dropped from the conference, never connected to the conference, or failed to join the conference.
Related Links
on page 44
Promoting a participant as the moderator in a conference
Before you begin
You must be the moderator of the conference.
About this task
Use this procedure to promote a participant to moderator in a conference. There can only be one moderator in a conference. When you promote a participant to moderator, you lose your moderator privileges.
Procedure
Perform one of the following steps:
• On the Conference fan, right-click the card of the participant you want to promote to moderator, select Moderator, and click OK.
• On the conversation setup stage of the conference, right-click the card of the participant you want to promote to moderator, select Moderator, and click OK.
• Perform the following steps: a. On the conversation setup stage of the conference, click the card of the participant you want to promote.
b. On the conversation setup stage of the conference, click More.
c. On the Moderator Controls tab, click Promote.
d. Click OK.
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Conferencing
Result
The system displays the moderator icon on the card of the participant you selected.
Related Links
on page 44
Locking a conference call
Before you begin
You must be the moderator of the conference.
You must be in a Meet Me conference.
About this task
If you are the moderator of a conference, you can lock the conference to prevent new participants from joining the call. When a conference is locked, the moderator can continue to add participants to the conference. After the you unlock the conference, the participants can join the call.
Procedure
1. On the conversation setup stage of the conference, click Conference.
2. Click Moderator Controls > Lock Call to lock the conference.
Click Lock Call to unlock the conference.
Related Links
on page 44
Turning the lecture mode on/off
Before you begin
You must be the moderator of the conference.
About this task
When the Lecture mode feature is enabled, all participants in the conference are muted. The participants can only listen to the moderator, and they cannot unmute themselves. The system also displays a badge to indicate lecture mode.
Procedure
1. On the conversation setup stage of the conference, click Conference.
2. Click Moderator Controls > Lecture Mode to toggle Lecture mode on and off.
Related Links
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Turning the Conference Continuation feature on/off
on page 44
Turning the Conference Continuation feature on/off
Before you begin
You must be the moderator of the conference.
About this task
Use this procedure to determine what happens to the current conference when you are the moderator of the conference and you drop from the conference. When the Conference Continuation feature is enabled, the conference will remain active after the moderator drops. When the
Conference Continuation feature is disabled, the system plays a hold tone after the moderator drops from the call.
Procedure
1. On the conversation setup stage of the conference, click Conference.
2. Click Moderator Controls > Continuation to toggle the Conference Continuation feature on and off.
Related Links
on page 44
Turning the Entry and Exit Tones feature on/off
Before you begin
You must be the moderator of the conference.
About this task
If you enable the Entry and Exit Tones feature, the system plays a tone when a participant joins or leaves the conference.
Procedure
1. On the conversation setup stage of the conference, click Conference.
2. Click Moderator Controls > Entry Tones to toggle this feature on and off.
Related Links
on page 44
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Chapter 8: Voicemail
Accessing voicemail using short code
The system displays the number of unread voicemails when you have new voicemails in a badge over the Message Waiting Indicator. Use this procedure to collect voicemail messages by dialing a short code from the Avaya Communicator client dialpad.
Before you begin
This feature is available only if the system administrator has configured a short code on the IP Office system to enable this feature. Check with your system administrator to see if this feature is available. If so, your system administrator can provide the short code that you need.
Procedure
1. On the dialpad, enter the short code (for example, *17) to connect to the IP Office voicemail system.
2. Follow the prompts to hear your voicemail messages.
Related Links
on page 41
Accessing voicemail using Message Waiting Indicator
The system displays the number of unread voicemails when you have new voicemails in a badge over the Message Waiting Indicator. Use this procedure to listen to your voicemail messages.
About this task
To listen to your unread voicemail messages:
Procedure
1. Click Message Waiting Indicator.
The system initiates a voice call.
2. Follow the prompts to listen to your voicemail messages.
Related Links
on page 41
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Chapter 9: Using instant messaging
Starting a new Instant Messaging session
Before you begin
Open the Avaya Communicator for Windows client.
Procedure
1. Perform one of the following steps:
• Drag the contact card onto the conversation setup stage, release it, and click IM.
• On the contact card, click IM.
• To display the IM addresses of the contact, on the contact card, right-click IM, and then click the IM address you require to use.
2. In the Instant Messaging window, type your message and click Send.
3. Close the Instant Messaging window.
The Instant Messaging window compresses to an instant messaging card that appears under the IM tab. The instant messaging card displays the last instant message you sent to that contact.
Note:
The system does not end the instant messaging session with the contact.
Resuming an Instant Messaging session
Before you begin
Open the Avaya Communicator for Windows client.
Procedure
Perform one of the following steps:
• Click the IM tab and then click the instant messaging card of the contact.
• Click the Contacts tab, select the contact, and then click IM on the contact card.
• Click the Call History tab, select the contact, and then click IM on the contact card.
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Using instant messaging
Ending an Instant Messaging session
Procedure
To end an instant messaging session, click the IM tab and on the instant messaging card of that contact, click Leave conversation.
Sending an instant message to a contact on a call
Procedure
1. In the conversation setup stage, click IM.
The system displays the instant messaging panel.
2. In the Instant Messaging window, type your message.
3. Click Send.
Viewing an instant message
About this task
IP Office An instant messaging card for this contact is also added to the Instant Message fan.
Note:
If you receive an instant message from an Enterprise contact who has added you to their contact list, but you have not added them to your contact list, the name of the contact does not display in the Instant Message window. The Instant Message window displays one of the following:
• the instant message address of the contact
• the Gtalk ID if the contact has a Gtalk address
Procedure
1. To view an instant message, click the IM tab on the Top bar, and then click on the appropriate instant messaging card.
The instant messaging card displays the last message sent or received during this instant messaging session.
2. To view all of the messages in this instant messaging session, double-click on the instant messaging card.
The Instant Message window appears and displays all of the messages in the selected instant messaging session.
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Viewing an instant message
3. To end this instant messaging session, click the X button on the instant messaging card, and then click the OK button.
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Chapter 10: Managing history records
About history records
Avaya Communicator displays history records for calls and instant messaging sessions.
Call history records
A maximum number of 30 history records for each call type can be stored in the call history log. For example, the call history stores 30 missed calls, 30 incoming calls, and 30 outgoing calls.
Once the maximum number of history records are stored, the oldest history record is deleted to store a new history record. A history record is generated each time a call is made, received, or missed while you are logged into the server with Avaya Communicator client. A number appears on the Call History tab to indicate the number of missed calls.
Each history record displays the following:
• an image of the contact
• the name or number of the party
• the date and time
• the duration of the call
• missed calls, indicated by an x
• incoming calls, indicated by a down arrow
• outgoing calls, indicated by an up arrow
Call history records do not support the following functions:
• adding the contact from the Call History to the Personal directory
• deleting Call History records
Instant messaging history records
Avaya Communicator maintains a history of your instant messaging sessions while you are logged in. When you log out of Avaya Communicator, your instant messaging history is cleared. You can delete the history of individual sessions.
Each history record displays the following:
• an image of the contact
• the name of the contact
• the time of the last message
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About history records
Icons in history records
The history records provide buttons that allow you to communicate with the selected contact. The table below lists the functions available.
Icon Description
Use this icon to initiate a voice call to the contact.
When you click the icon,Avaya Communicator dials the primary number for the contact; the primary number is the work number configured in Avaya one-X
®
Portal.
Right-click on the phone icon to see the telephone numbers for the contact.
If the contact has multiple phone numbers, you can select which one you want to call.
Use this icon to initiate a video call with the contact.
Right-click the video icon in order to see the video call number for the contact. If the contact uses multiple video clients, the system displays a list of address and you can select which one you want to use.
Use this icon to initiate a chat session with the contact.
Right-click on the chat icon in order to see the instant messaging address for the contact. If the contact uses multiple instant messaging clients, a list of address displays and you can select which one you want to use.
Related Links
Viewing call history records on page 61
Viewing instant message history on page 62
Viewing call history records
You can use Avaya Communicator to view call history records. When you use Avaya
Communicator, it accesses the call history records from Avaya one-X
®
Portal. If you are using
Avaya Communicator with telephony-only features, application-level call logs are available.
Procedure
1. On the top bar, click History List.
The system displays Call History and the history records of all your calls in a chronological order showing the most current record first.
The call history panel displays the history records with details such as, the Avataar, Name,
Number of Calls, Date of Call, Time of Call, and duration of call. You can filter the history records using All Calls, Missed Calls, Incoming Calls or Outgoing Calls.
2. To return a missed call, place the mouse pointer on the call record and click Call or Video
call.
Related Links
About history records on page 60
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Managing history records
Viewing instant message history
When you are logged in to Avaya Communicator, it maintains a history of your instant messaging sessions. Use this procedure to view your instant messaging history.
Procedure
1. On the top bar, click Instant Message.
The system displays the Instant Message fan and the history of all your chat sessions in a chronological order showing the most current record first.
2. Choose one of the following options:
• To resume the session, drag the history entry onto the conversation setup stage and release it.
• To delete the selected history, click X Cancel.
Note:
When you log out of Avaya Communicator, history records for all instant messages are cleared.
Related Links
About history records on page 60
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Chapter 11: Troubleshooting
Error messages
The table below lists the error messages that the system displays on the Avaya Communicator interface.
Error message
Presence and IM will be unavailable.
Unable to connect to Avaya one-X
®
Portalserver.
Personal contacts, presence, and IM will be unavailable.
• When you click the presence drop down, the system displays: The Presence Server is not responding. Please contact your support team.
Connectivity to Avaya one-X
®
Portal server has been restored. Personal contacts, presence, and IM are available.
Connectivity to Avaya one-X
®
Portal server has been lost. Personal contacts, presence, and IM are unavailable.
Unable to add contact, phone number is missing.
Login error (licensing); contact Admin.
Loading Contacts . . .
Action cannot be completed.
Failed to transfer calls
Incorrect Extension or password
Description
Presence and instant messaging are not available due to an error connecting to Avaya one-X
®
Portal server. Click OK to continue using Avaya
Communicator.
A network or server error is preventing Avaya
Communicator from connecting with the Avaya one-
X
®
Portal server. Personal contacts, presence, and instant messaging are not available. Click OK to continue using Avaya Communicator.
Connectivity to the Avaya one-X been restored.
®
Portalserver has
Avaya Communicator has lost its connection with the
Avaya one-X
®
Portal server. Personal contacts, presence, and instant messaging are not available.
Click OK to continue using Avaya Communicator.
If an Enterprise contact does not have a phone number, you cannot add that contact to your
Personal contacts list.
Please contact your system administrator. The correct licence to use for Avaya Communicator is not configured
Avaya Communicator is attempting to load contacts.
Avaya Communicator is not able to transfer the call.
Avaya Communicator is not able to transfer the call.
When you login to Avaya Communicator and logout, later when you login to Avaya Communicator within
Table continues…
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Troubleshooting
Error message Description
five minutes after you logout, the system displays this error message.
The system displays this message if you are configured as a user in a standalone mode. The system does not log you out of Avaya Communicator for approximately 5 minutes.
To resolve: After you logout, login after 5 minutes.
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Chapter 11: Keyboard shortcuts
Avaya Communicator has a set of keyboard shortcuts. You can use the following keyboard shortcuts.
Avaya Communicator for Windows keyboard shortcuts
Insert a section title
Heading for Column 1
Alt + A
Alt + L
Alt + S
Alt + P
F4
F3
X
ESC
Ctrl + D
Ctrl + K
Heading for Column 2
Display All contacts
Display Local contacts
Display System contacts
Display Personal contacts
Opens the enterprise directory search text box
Opens the local search
Clears the search field
Collapses the search text box
Opens the dial pad when a call is not active
Opens the dial pad when a call is active
Insert content for the first section.
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Index
A
activate ................................................................................
adding a participant .............................................................
adhoc conference ................................................................
agent mode ..........................................................................
agent mode, hidden mode ...................................................
answer a call ........................................................................
application ............................................................................
Audio page field descriptions ...............................................
audio volume .......................................................................
auth code account code ................................................................
contacts: Microsoft Outlook .................................................
D
data types
Avaya Communicator ...................................................
Dialing Rules field descriptions ............................................
disconnecting a call .............................................................
dropped participant ..............................................................
dropping a participant ..........................................................
B
buttons .................................................................................
E
end an Instant Messaging session ......................................
ending a call .........................................................................
enter digits during a call .......................................................
Enterprise contacts ..............................................................
Enterprise Search page field descriptions ...........................
Entry and Exit tones conference ....................................................................
error messages ....................................................................
existing call ..........................................................................
C
call; entering digits ...............................................................
call; unmute .........................................................................
call controls ..........................................................................
call history: about .................................................................
call history records ...............................................................
call on hold ...........................................................................
calls video call using the dialpad ..........................................
voice calls from an instant message .............................
calls; mute ............................................................................
calls: from a contact card .....................................................
calls: from a history record ...................................................
calls: resuming calls on hold ................................................
calls: using the dialpad ........................................................
certificate .......................................................................
,
certificates ......................................................................
,
changing your availability presence .......................................................................
changing your status message ............................................
conference ...........................................................................
Conference Continuation conference ....................................................................
conference tab .....................................................................
configure ..............................................................................
configuring audio settings ...............................................................
dialing rules ..................................................................
enterprise search settings ............................................
connectivity issues ...............................................................
contact cards: making a call from ........................................
contact cards: making video calls from ................................
contacts, system, personal, local, or enterprise ...........................
I
F
filter contacts ........................................................................
H
hanging up a call ..................................................................
hidden mode ........................................................................
history record making a video call .......................................................
history records: about ..........................................................
history records: making calls from .......................................
ignoring an incoming call .....................................................
install ..............................................................................
,
installation ......................................................................
,
installing the application install ............................................................................
requirements .................................................................
instant message making a video call .......................................................
making a voice call from ...............................................
instant message history: about ............................................
instant message history records ..........................................
Instant Messaging: resuming a session ...............................
Instant Messaging session
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Index
Instant Messaging session (continued) end ................................................................................
interface: buttons .................................................................
L
lecture mode conference ....................................................................
locate
Enterprise contacts .......................................................
Lock/unlock conference call .............................................................
login .....................................................................................
sending instant message; contacts on a call .......................
send instant message to contacts on a call .........................
server settings .....................................................................
short code ............................................................................
start a new instant messaging session .................................
status ...................................................................................
supporting browser ..............................................................
system contacts, personal contacts, local contacts, or enterprise contacts ..............................................................
T
transfer .................................................................................
turning off ringing for all incoming calls ................................
M
main window ..........................................................................
Meet Me ...............................................................................
merging calls ........................................................................
moderator ............................................................................
modifying dialing rules ..................................................................
mute .....................................................................................
muting conference call .............................................................
muting a call .........................................................................
muting calls ..........................................................................
U
unmuting a call .....................................................................
unmuting calls ......................................................................
upgrade ................................................................................
N
new instant messaging session ...........................................
O
overview .................................................................................
P
pausing a video call .............................................................
placing a call on hold ...........................................................
R
requirements ........................................................................
computer hardware .......................................................
computer operating system ..........................................
computer software ........................................................
resuming: an Instant Messaging session .............................
resuming: a paused video call .............................................
resuming: calls on hold ........................................................
V
video ....................................................................................
video call: using the dialpad .................................................
video calls making a video call from an instant message ...............
video settings page field descriptions ..................................
view from a contact card .......................................................
making a video call from a history record .....................
call history records ........................................................
instant message history records ...................................
viewing an incoming instant message .................................
viewing dropped participants conference ....................................................................
voice ....................................................................................
voice calls using the dialpad ..........................................................
voicemail messages ............................................................
volume .................................................................................
W
web collaboration .................................................................
windows ...............................................................................
S
select contacts from the contact fan .......................................
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Key features
Make and receive voice and video calls
Send email messages
Send instant messages
View presence status of other users
Access call history
Manage contacts
Manage presence status
Frequently asked questions
You can make a voice call by using the dialpad or by calling from a contact card or call history record. You can also make a voice call from an instant message.
You can find the system requirements listed in the "System requirements" section of the manual.
You can change your password in the "Changing the password" section of the manual.
You can transfer a call during a call by pressing the transfer button and then entering the number or selecting a contact from your contact list.
You can mute a call by pressing the mute button on the interface or by using keyboard shortcuts.