Cisco IP Communicator User manual

Corporate Headquarters

Cisco Systems, Inc.

170 West Tasman Drive

San Jose, CA 95134-1706

USA

http://www.cisco.com

Tel: 408 526-4000

800 553-NETS (6387)

Fax: 408 526-4100

Cisco IP Communicator

User Guide

Version 1.1

Customer Order Number:

Text Part Number: OL-5051-01

Cisco IP Communicator User Guide iii

Contents

Getting Started with Cisco IP Communicator 1

What is Cisco IP Communicator? 1

Hardware and Platform Requirements 2

Quick Start Checklist 2

Installing Audio Devices 3

Installing and Launching Cisco IP Communicator 4

Installing Cisco IP Communicator on Your Computer 4

Launching Cisco IP Communicator 5

Using the Audio Tuning Wizard 6

Configuration and Registration Tasks 8

Testing Cisco IP Communicator 9

An Overview of Cisco IP Communicator 10

Cisco IP Communicator Features 10

Using the Cisco IP Communicator Interface 10

Phone Screen Features 14

Call-Handling and Navigation Tips 15

Using Keyboard Shortcuts 15

Using the Right-Click Menu 16

Closing and Minimizing Cisco IP Communicator 17

Understanding Lines vs. Calls 17

Going On-Hook and Off-Hook 18

Using Online Help 18

Understanding Feature Availability 18

Using Cisco IP Communicator to Handle Calls 19

Basic Call Handling 19

Placing a Call 20

iv OL-5051-01

Answering a Call 22

Ending a Call 23

Using Hold and Resume 24

Using Mute 24

Transferring a Connected Call 25

Switching Between Calls 25

Starting or Joining a Standard Conference Call 26

Forwarding Your Calls to Another Number 27

Advanced Call Handling 28

Storing and Retrieving Parked Calls 28

Redirecting a Ringing Call to Cisco IP Communicator 29

Starting or Joining a Meet-Me Conference Call 29

Understanding Shared Lines 30

Adding Yourself to a Shared-Line Call 30

Customizing Cisco IP Communicator Settings 31

An Overview of Settings 31

Adjusting the Volume for a Call 31

Customizing Rings and Message Indicators 32

Customizing the Phone Screen 33

Setting Up Speed Dial Buttons 33

Viewing and Customizing Preferences 34

User Settings 34

Network Settings 36

Audio Settings 38

Understanding Audio Modes 39

Network Audio Settings 42

Advanced Audio Settings 43

Directories Settings 45

Using Headsets and Other Audio Devices 46

Using a Headset 46

Using Your Computer as a Speakerphone 48

Using a USB Handset 49

Removing and Re-Installing Audio Devices 50

Cisco IP Communicator User Guide v

Obtaining Audio Devices 50

Using Voice Messaging, Call Logs, and Directories 51

Using a Voice Message Service 51

Searching Your Call Logs and Directories 52

Using the Quick Search Feature 53

Entering Password Information for Quick Search 53

Accessing Your User Options Web Pages 55

Logging In to the User Options Web Pages 55

Subscribing to Phone Services 56

Troubleshooting Cisco IP Communicator 57

General Troubleshooting Issues 57

Voice Quality Issues 60

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Cisco IP Communicator User Guide 1

Getting Started with Cisco IP Communicator

These sections give you the basic information you need to start using your new

CiscoIPCommunicator.

•What is Cisco IP Communicator?, page 1

•Hardware and Platform Requirements, page 2

•Quick Start Checklist, page 2

•Installing Audio Devices, page 3

•Installing and Launching Cisco IP Communicator, page 4

•Using the Audio Tuning Wizard, page 6

•Configuration and Registration Tasks, page 8

•Testing Cisco IP Communicator, page 9

What is Cisco IP Communicator?

Cisco IP Communicator is a desktop application that turns your computer into a full-featured

Cisco IP Phone, allowing you to place, receive, and otherwise handle calls. If you install

Cisco IP Communicator on a laptop or portable computer, you can use Cisco IP Communicator (and

all of your phone services and settings) from any location where you can connect to the corporate

network. For example, if you are on a business trip you can use Cisco IP Communicator to receive calls

and check voice messages while online. Or, if you are working from home, co-workers can reach you

by dialing your work number.

To get started installing and using Cisco IP Communicator, see the “Quick Start Checklist” section on

page 2.

For an introduction to Cisco IP Communicator features, see the “An Overview of

Cisco IP Communicator” section on page 10.

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Hardware and Platform Requirements

To use Cisco IP Communicator, you need a computer with a sound card and/or USB audio device. The

table that follows shows the minimum and recommended requirements for the computer and operating

system on which Cisco IP Communicator runs. Providing a faster CPU and additional RAM

(recommended configuration) allows Cisco IP Communicator to be more responsive and launch faster.

In addition to requirements outlined in the table above, Cisco IP Communicator requires the

following:

•A minimum of 100 MB free disk space

•A non-ISA full-duplex sound card or USB audio headset or handset

•A 10/100 Mbit Ethernet network interface card

•SVGA video card

To get started installing and using Cisco IP Communicator, see the “Quick Start Checklist” section on

page 2.

Quick Start Checklist

Follow the checklist below to get Cisco IP Communicator set up on your desktop so that you can start

making calls. The checklist provides pointers to sections in this User Guide where you can find details.

Requirements Operating System Minimum CPU

Minimum

RAM

Screen

Resolution

Minimum

Configuration

•Windows 2000 Professional with

service pack 3.0 or later

•Windows XP Professional with

service pack 1.0 or later

450 MHz

Pentium III or

equivalent

128 MB 800 x 600

Recommended

Configuration

•Windows 2000 Professional with

service pack 3.0 or later

•Windows XP Professional with

service pack 1.0 or later

733 MHz

Pentium III or

equivalent

192 MB 1.024 x 768

Quick Start task For more information, see...

1. Install any sound cards or USB audio devices that

you want to use, including a USB headset or handset.

Installing Audio Devices, page 3

2. Install the Cisco IP Communicator application. Installing Cisco IP Communicator on Your

Computer, page 4

3. Launch Cisco IP Communicator. Launching Cisco IP Communicator, page 5

Getting Started with Cisco IP Communicator

Cisco IP Communicator User Guide 3

Installing Audio Devices

You can install audio devices any time, but the ideal time to do this is before you install and launch

Cisco IP Communicator.

What kind of audio devices can I use?

You can use several audio devices with Cisco IP Communicator. The table below provides an

overview. If you want a list of specific brand-name audio devices that you can use with

Cisco IP Communicator, ask your system administrator.

4. Use the Audio Tuning Wizard to select audio

modes and tune audio devices.

•Using the Audio Tuning Wizard, page 6

•Understanding Audio Modes, page 39

5. Accomplish network configuration or registration

steps required by your system administrator.

Configuration and Registration Tasks,

page 8

6. Place test calls. Testing Cisco IP Communicator, page 9

Audio device Description Notes

USB devices:

•a USB handset

•a USB headset

USB devices require device

driver software and have

rectangular plugs.

Follow the device manufacturer’s instructions

to install USB devices. If prompted, complete

the Microsoft Windows Found New Hardware

Wizard.

External analog

devices:

•an analog

headset

•external speakers

or microphones

Analog audio devices do not

require software. They

work as extensions of your

computer’s sound card.

Plug analog devices into audio jacks on your

computer.

Cisco IP Communicator recognizes analog

devices as extensions of your sound card;

choose your sound card when you want to

modify or view settings for analog devices.

Internal audio

devices:

•built-in

microphone

•built-in speakers

These audio devices are

internal to your computer

and work with your

computer’s sound card.

Internal audio devices only work when you do

not have external audio devices plugged into

the audio jacks on your computer; otherwise,

sound will be routed to the external devices.

Quick Start task For more information, see...

4OL-5051-01

Note If you install or insert an audio device that requires a driver (a USB handset, USB headset, or

sound card) after launching Cisco IP Communicator, you will need to close and relaunch the

application before Cisco IP Communicator will recognize the device.

The next step

After installing audio devices, you are ready to install and launch Cisco IP Communicator. The Audio

Tuning Wizard will recognize your installed audio devices and give you the opportunity to select and

tune them. See the “Installing and Launching Cisco IP Communicator” section on page 4.

Related topics

•Using Headsets and Other Audio Devices, page 46

•Removing and Re-Installing Audio Devices, page 50

Installing and Launching Cisco IP Communicator

This section covers these topics:

•Installing Cisco IP Communicator on Your Computer, page 4

•Launching Cisco IP Communicator, page 5

Installing Cisco IP Communicator on Your Computer

Your system administrator will provide you with an executable file or an installation link. Follow the

procedure below to install the Cisco IP Communicator software on your computer.

Note If you use a laptop computer, be sure that you are not connected to a docking station when

launching Cisco IP Communicator for the first time after installation.

Procedure

Step 1 Open CiscoIPCommunicatorSetup.exe by double-clicking on this file or on the installation

link provided by your system administrator.

The InstallShield wizard opens and begins preparing for installation.

Step 2 When prompted, click Next to initiate the InstallShield wizard.

Step 3 Read the license agreement carefully, then click “I accept” and Next.

Step 4 Enter data in the Customer Information window and click Next. If you think other people

need to use Cisco IP Communicator on this computer, select yes.

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