Unified Communications. Using Jabber for Mac Common Tasks

Transcription

1 Unified Communications Using Jabber for Mac Common Tasks April 2015

2 Table of contents Introduction to Jabber... 3 Contacts How to find a contact How to add a contact to the contacts list (or add a contact to another group on the contacts tab) How to delete a contact How to Add a Contact to a group How to create a group How to delete a contact group... 7 Presence of contacts How to select a presence status How to customise your presence settings... 8 Instant Message Chat How to send an instant message How to add an additional person to an instant message How to change the font in an instant message How to add an emoticon How to send a file during an instant message Escalating an instant message to a call Making a call from Jabber (soft phone) Setting up jabber for your calls Making a call using the Keypad Call toolbar Main Jabber window calls tab Video Conference Chat Voic Computer phone settings Useful Links LancasterAnswers ISS Service Desk Unified Communications Guides and Short Videos

3 Introduction to Jabber Jabber is the presence and instant messaging application that allows you to communicate with colleagues in a quick and easy manner. Jabber has the following features: Presence: this shows your availability, it updates automatically when you are on the phone or in a meeting, and you can set a custom status. Instant messaging: quickly send a message to one or more people and transfer documents. Use as a phone: Jabber can be used as a phone when a USB headset is connected, and you can control your desk phone too (so you can take advantage of Jabber even if you do not have a USB headset). Voic Jabber also links to your Voic account to enable you to quickly access and listen to your voice messages. Contacts Shows a list of your contacts Chats (Instant Messages) Shows record of recent chats Calls Shows missed, received and placed calls Voic Shows new Voic messages that are received Call Preferences Allows you to set either your desk phone or computer to act as your phone Presence Status Customisable to show your availability Search Allows you to search for contacts and dial numbers Online How many members of the group are currently online Group Allows you to arrange contacts into groups 3

4 Contacts Contacts can be accessed from the online directory and your Outlook contacts. Once you have added a contact to your Contacts list, you can quickly see their presence status, send the contact an instant message or call them using Jabber. 1.1 How to find a contact 1. From the main Jabber window, choose the person from the Contacts list or: a. Click in the Search bar b. Enter the name (or part of a name) of the person you are searching for c. From the pop up list of search results, hover over the contact required d. Select the option required e.g. click phone number to call or click Chat to start an instant message chat with the person 1.2 How to add a contact to the contacts list (or add a contact to another group on the contacts tab) 1. From the Contacts menu, select Add Contact 2. Type a Name or an Initial of the person you are looking for 4

5 3. Choose the correct person from the list 4. Select the group from the Contacts tab to add them to 5. Click Add 1.3 How to delete a contact 1. From your Contacts tab, click on the contact you wish to delete 2. From the Contacts menu, select Remove Contact 3. Select Remove a second time - the contact has now been removed from the list 5

6 1.4 How to Add a Contact to a group 1. From the main Jabber window, find the contact to add to a group 2. If the contact is already visible on the list: i. Right click on the contact and select Add to Group or Move to Group (moves contact from one group to another group) ii. Select the group to add the contact to b. If the contact is not already visible: i. Search for the contact ii. From the pop up list of search results, hover over the contact required iii. Select Add to Group iv. Select the group to add the contact to 3. The contact you have chosen will now be a member of that group 1.5 How to create a group 1. From the Contacts menu, select Add Group 2. Enter the group name 3. Click OK 6

7 1.6 How to delete a contact group 1. From the main Jabber window, right click on the name of the group you want to remove 2. Select Remove Group 3. Select Remove Group a second time Note: If you remove a group, all contacts in that group will also be deleted Presence of contacts Jabber allows other Jabber users to see if you are available to talk. The presence indicator is linked to your phone and Outlook calendar and will reflect any appointments or meetings you have by showing you as busy. If you are on the phone, your presence will automatically update to show you are on a call. The default Presence category settings are Available, Away and Do Not Disturb. These categories can be customised. Note: Please look at someone s presence before calling them if they are in a meeting, it is good etiquette to wait until they are available. 1.7 How to select a presence status 1. Click the arrow to the right hand side of the present status 2. Select the status you require. Note: This will override any automatic statuses linked to your Outlook calendar. 7

8 1.8 How to customise your presence settings 1. Click the arrow to the right hand side of the present status 2. Click on Custom Available... or Custom Away... or Custom Do Not Disturb... as required 3. Type in the status you wish to display 4. Press the Enter key on the keyboard to confirm changes 5. This status will now appear in the options box as the default (has a next to it) How to delete a custom status 1. Click the arrow to the right hand side of the present status 2. Click on the Edit Status Menu option 3. Click on the presence status message that you want to delete 4. Click on the minus (-) symbol to remove message 5. Click the Done button to return to main screen 8

9 Instant Message Chat Instant Message (IM) chat allows you to send a quick instant message to someone that can be viewed immediately. You can send a file, talk to multiple people and call someone through the instant message feature. All instant message chats are recorded for reference purposes. 1.9 How to send an instant message 1. From the main Jabber window, double click the name of the person you wish to start an instant message conversation with - an Instant Message window will open 2. Type your message in the white box at the bottom of the page 3. Press Enter on your keyboard to send the message Note: You can carry out multiple individual chats at one time. Simply follow the instructions above and the instant message conversation will be added to the open Instant Message window. To switch between multiple chats, click the relevant tab at the bottom of the IM window. The status of the other person Escalate chat to Call See the status of everyone in the conversation Add additional person to Instant Message Type your message here Each chat will appear in its own tab IM Toolbar Change the font style/size/colour in the current IM. Add an emoticon or transfer a file attachment in the message 9

10 1.10 How to add an additional person to an instant message During an instant message conversation you can add another person. 1. In the bottom left-hand corner of the window, click the icon below 2. Enter the name of the person you wish to add 3. Select them from the list 4. Click the Invite button 5. You have now added this person into the conversation see a new group chat tab appear 6. Type a message in the white message box and then press Enter on the keyboard to send the message to the other recipients 10

11 1.11 How to change the font in an instant message 1. Press the T symbol at the bottom of the instant message window. 2. You can select the font type, size and formatting options. 3. To change the colour press the A symbol. Note: The changes will only apply to the message you are presently sending. To make the change permanent see the Computer Phone Settings section of this guide How to add an emoticon Smiley faces can be added to your instant message. 1. When typing the message, click the emoticon (Smiley face) button 2. Click the required emoticon 3. Press the Enter key on the keyboard to send the message Note: Before adding an emoticon ensure there is a space after the last character you have typed. If there is no space, the smiley face will appear as characters :) 11

12 1.13 How to send a file during an instant message During an instant message conversation you can send any file on your computer to the recipient. 1. Start an instant message conversation with someone 2. Click the paperclip symbol in the bottom right hand corner of the instant message window Note: Alternatively, click the Settings button in the top left of the IM window and select Send File 3. Select the file you want to share 4. Press Send 5. The file will now load and wait for the recipient to accept it 6. Once the receiver has accepted the file, it will show the file transfer complete: 1.14 Escalating an instant message to a call During an instant message conversation, you can escalate the conversation to a voice call, by pressing the phone symbol in the top left hand corner. Select the phone number if prompted. 12

13 Making a call from Jabber (soft phone) You can use your computer, via Jabber, to make and receive phone calls instead of using your desk phone Setting up jabber for your calls There are two ways to receive a call; using your computer (you will need a headset) or using your phone. To set the option you prefer, click the computer screen icon (call preferences button) in the bottom left of the main Jabber window. You will be given the following options: Use my Computer for calls this allows you to use your USB headset and computer to answer calls Use my Desk Phone for calls this allows you to use the features of Jabber through your desk phone for all calls (useful if you do not have a headset) Forward Calls To allows you to forward all calls to your voic or a specified number Use my Computer for calls When you set your phone to Use my Computer for calls your computer becomes your phone and will ring when there is an incoming call. You will need a USB headset. You will see the following box appear on your screen when there is an incoming call: 1. Click the green Answer button to talk, click Chat to use Instant Message or click the red Decline button. 2. When the call is answered, the call will be put through to your computer and you can talk using a headset. Note: If you use this setting on a laptop, even when the laptop is not docked it will ring. 13

14 Use my Desk Phone for calls You can use the functionality of Jabber without a headset and web cam. You can search for contacts and dial from Jabber, this will place the call through your desk phone and you use the desk phone handset to talk. The functionality described in this guide is still applicable on this setting; it is just directed through your desk phone instead of the headset attached to your computer (also known as the soft phone). You can still use the phone as usual if you have Jabber installed, please see the Unified Communications website for the phone guides Forward Calls to By selecting this setting you can forward all calls to your Voic or a specific number. The Voic tab (below) will indicate when you receive a new Voic message Making a call using the Keypad Calls can be made using Jabber in a variety of ways, including: Call someone from an existing group on the Contact tab e.g. Contacts List Type the phone number into the search box to call that number Search for a contact using their name (or part of their name) Escalating an Instant Message chat to a call To call someone from an existing group on the Contact tab 1. Click on the person you wish to call 2. Click on the phone button that appears 3. If required, select the correct phone number Type phone number (or extension) into the search box to call 1. Click in the Search bar 2. Type number to call 3. Click on the phone button to call 14

15 Searching a contact to call 1. Click in the Search bar 2. Enter the name (or part of a name) of the person you are searching for 3. From the pop up list of search results, hover over the contact required 4. Select Call or the phone number required from the menu 1.17 Call toolbar There are a few options available to people when they are on a call. These are available on the call toolbar. Volume of call End Call Mute Show video to recipient(s) Keypad More to place call on hold and merge 2 calls into a conference call 15

16 Putting a call on hold 1. During a live call, click the more button and select the Hold option 2. To resume the call, click the Resume button How to conference call During a call you can join (merge) another call into the conversation to make a conference call. 1. Call the first person you wish to be in the conference call 2. Whilst on the call to the first person, call the second person the first person will be placed on hold 16

17 3. To create a conference call between the callers, press the more button 4. Select Merge with [Person Name] option 5. See the call become a conference call 6. To end the call all the participants must hang up. Please note participants can continue the call after the person who initiated the conference has ended the call. This continued conversation will be on the phone bill of the user who started the call. To avoid this, the person who started the call should be last to end the call Main Jabber window calls tab The Calls tab is accessed from the main Jabber window. This allows the user to see all incoming and outgoing calls. The call list can be filtered according to type of call: All, Missed. Clear Allows you to clear the current call list Type Allows you to filter results based on type of call: All Missed Placed Calls (Outgoing) Incoming Call Missed Call 17

18 Video Conference Chat Video conferencing is available on Jabber if the users have a web cam set up on their computer. Video conferencing works on both 1:1 calls and on multi-party calls. If your configuration is set to not automatically start calls with video, you can start your video during a call. 1. To turn your video on during a call, click the camcorder button on the call toolbar during a call. 18

19 Voic From the voic tab you can listen to or delete voic s left on your phone, call the person who left you a message or dial your voic . See all mail in the inbox and which has been previously deleted. It is possible to delete and undelete voic messages by right clicking Voic Tab Click here to view your voic Volume Play Voic Click the triangle button to play the voic Click the arrow button to restart the voic Voic messages 1. To play a voic message, press the Triangle button next to the caller name 2. Whilst the message is playing you can click at points on the message to repeat sections of the message 3. Once you have listened to the message, the red indicator light on the phone (which indicates a new message) will go out 4. To call back the person who left the message, right-click on the message and select Call 5. To delete the voic , right-click on the message and select Delete 19

20 Computer phone settings There are a number of settings for Jabber. It is recommended you check the settings are set up according to your requirements. General Accounts Chats Status Privacy Calls Audio Events Meetings Allows you to set-up your sign in settings for Jabber Stores directory, phone services and voic information. This is already set for you. View and change chat settings, e.g. Default font Allows you to set how long you are away from your computer before your status turns to Away. Allows you to set who can send you messages and see your status. View settings for calls Allows you to select the speaker and microphone that is used and where ringer/alerts will be played from. Choose how and when to play alerts e.g. when you receive a chat message Use Webex to schedule and manage meetings in Jabber 1. From the main Jabber window, click on Call Preferences 2. Select Open Call Preferences 3. Choose the settings you require e.g. Select from General; Accounts; Chats; Status; Privacy; Calls; Audio and Events 20

21 Useful Links There are a number of sources of support for the Unified Communications service to help you get the most out of your new phone, Jabber and UC features LancasterAnswers LancasterAnswers contains a large number of step-by-step guides which explain the functionality of your phone and Jabber in more detail ISS Service Desk For help and support, please contact the ISS Service Desk on: Phone: iss-service-desk@lancaster.ac.uk In person: Learning Zone in Alexandra Square 1.21 Unified Communications Guides and Short Videos Short step by step guides and videos are available online at: 21