Unified Communications. Using Jabber for Windows

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1 Unified Communications Using Jabber for Windows Version: January 2014

2 TABLE OF CONTENTS Introduction to Jabber... 2 Computer phone settings... 3 Contacts... 4 How to add a contact... 4 How to find a contact... 5 How to delete a contact from your contact list... 5 How to create a contact group... 5 How to add a contact to a group... 5 How to delete a contact group... 5 Presence of contacts... 6 How to select a status... 6 How to customise your status... 6 How to delete custom statuses... 6 Instant Message Chat... 6 How to send an instant message... 7 How to add an additional person to an existing instant message conversation... 7 How to start a group instant message... 8 How to change the font in an instant message... 8 How to send a file during an instant message... 8 How to send a screen capture during an instant message... 8 Escalating an instant message to a call... 9 Making a call from Jabber (soft phone) Setting up jabber for your calls Making a call Receiving a call (Using computer for calls) Main Jabber window calls tab Video conferencing Sharing your screen Other functionality FAQ s

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, send captures of your screen 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. Video chat: If you are on a call and you both have web cams available, your voice chat can become a video call and you can activate desktop sharing to show your screen contents to the recipients. Voic Jabber also links to your Voic account to enable you to quickly access and listen to your voice messages. 2

4 Contacts Shows a list of your contacts Calls Shows missed, received and placed calls Voic Shows new Voic messages that are received Presence Status Customisable to show your availability Search Box Allows you to search for contacts and dial numbers Group Allows you to arrange contacts into groups Meetings Shows the calendar entries for a selected day Call Preferences Allows you to set either your desk phone or computer to act as your phone 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. Chats Audio Video Calls Status Allows you to set the font, colour, size and formatting options for incoming and outgoing instant messages. Allows you to select the speaker and microphone that is used and where ringer/alerts will be played from. Allows you to preview your web cam picture and also select the camera you use. Allows you to set whether calls immediately start up your video or not. Allows you to set how long you are away from your computer before your status turns to Away. 3

5 Sounds/Alerts Privacy Meetings Integration Allows you to set when you receive sound notifications in relation to chat messages. Allows you to set who can send you messages and see your status. Allows you to link with your WebEx account. Allows you to select the calendar you integrate with. 1. From the main Jabber window, click on File 2. Select Options 3. Choose the settings you require 4. Click OK Audio Options The Audio section allows you to: set your headset, as the speaker and microphone, to answer calls set the volume level for the ringer/alerts heard through the speaker/headset Note: It is important that if you are using a headset to ensure that the Speaker and Microphone setting is set to your headset and not the speaker on your computer. CONTACTS Contacts can be added 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. HOW TO ADD A CONTACT 1. From the main Jabber window, search for the contact in the search box 4

6 2. Hover over the name you wish to add from the list 3. Click the button 4. Add the contact to a group 5. Click Add HOW TO FIND A CONTACT 1. From the main Jabber window, enter the name or number of the contact in the search box. 2. The name will appear below the search box. Note: If the contact does not appear, you can dial the number directly in the search box. HOW TO DELETE A CONTACT FROM YOUR CONTACT LIST 1. From the main Jabber window, select the Contacts tab 2. Right click on the contact name you wish to delete 3. Select Remove 4. Select Remove a second time to confirm removal HOW TO CREATE A CONTACT GROUP 1. From the main Jabber window, click File 2. Select New 3. Select Group 4. Enter the group name 5. Click Create HOW TO ADD A CONTACT TO A GROUP 1. From the main Jabber window, select the Contacts tab 2. Right click on the contact that you wish to move into a group 3. Select Move to Group 4. Select the group you wish to move the contact to HOW TO DELETE A CONTACT GROUP 1. From the main Jabber window, select the Contacts tab 2. Right click on the contact group you wish to delete 3. Select Remove 4. Select Remove a second time to confirm deletion Note: If you remove a group, all contacts in that group will also be deleted. 5

7 PRESENCE OF CONTACTS Jabber allows other Jabber users to see if you are available to talk. The presence indicator is linked to your desk phone and Outlook calendar and will reflect any appointments or meetings you have by showing you as busy. The default Presence category settings are Available. Away and Do Not Disturb. 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. HOW TO SELECT A STATUS 1. Click the arrow to the left hand side of the present status 2. Click on the status you require Note: This will override any automatic statuses linked to your Outlook calendar. HOW TO CUSTOMISE YOUR STATUS 1. Change the category status (Available, Away and Do Not Disturb) to the category you wish to add a custom presence setting to 2. Hover over your present status, until the white box appears around the text 3. Click into the box 4. Type in the status you wish to display Note: You can create up to 4 custom statuses for each category (Available, Away, Do Not Disturb). HOW TO DELETE CUSTOM STATUSES 1. Click the arrow to the left hand side of the present status 2. Click Delete custom statuses Note: This action will delete all the custom statuses you have created. INSTANT MESSAGE CHAT Instant message chat allows you to send a quick instant message to someone that can be viewed immediately. You can send a file, share your screen, talk to multiple people and ring someone through the instant message feature. 6

8 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 2. An Instant Message window will open 3. Type your message in the grey box at the bottom of the page 4. Press enter, on your keyboard, to send the message Note: You can carry out multiple chats at one time. Simply follow the instructions above and the instant message conversation will be added to the open Instant Message Window down the left hand side of the window. The number of new messages will show after the name of the contact Type your message here HOW TO ADD AN ADDITIONAL PERSON TO AN EXISTING INSTANT MESSAGE CONVERSATION During an instant message conversation you can add another person. 1. From the bottom right hand corner of the instant message window, click the person plus icon 2. Enter the name of the person you wish to add 3. Select them from the list 4. Click Add Note: If the person you wish to add is not in the drop down list, try entering a different search phrase 7

9 HOW TO START A GROUP INSTANT MESSAGE 1. From the Contacts tab, click the first person you want to join the conversation 2. Hold down the Ctrl key on your keyboard 3. Click the other contacts you wish to join the conversation 4. Once all the contacts have been selected, right click over one of the highlighted names 5. Select Start Group Chat HOW TO CHANGE THE FONT IN AN INSTANT MESSAGE 1. Click the T symbol at the bottom of the instant message window 2. You can select the font colour, type, size and formatting options from here Note: The changes will only apply to the conversation you are presently having. To make the change permanent see the Computer Phone Settings section. 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 3. Select the file you want to share 4. Click Open 5. The file will now load and wait for the receiver to accept it 6. Once the receiver has accepted the file, it will show the file transfer as complete: Note: Please note that this a secure way to transfer files, however if sensitive personal data is being transferred it should be encrypted before sending it. HOW TO SEND A SCREEN CAPTURE DURING AN INSTANT MESSAGE During an instant message conversation, you can send a screen capture of your computer. 8

10 1. Start a conversation with someone. 2. Click the square with scissors icon in the bottom right hand corner of the instant message window. 3. Hold the left mouse button down and drag the dotted area over the screen until it selects the area you require to capture 4. Press Enter on the keyboard to send the screen capture. 5. The sent screen shot will now appear in your chat window. HOW TO SHOW A CHAT IN A NEW WINDOW 1. If you want to move a conversation with someone to a new window 2. Click on the square with arrow icon in the bottom right hand corner of the instant message window: 3. The conversation will appear in a new window. 4. To return the chat window to the main window, click the square with the arrow icon : 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 right hand corner. If you and the recipient have a web cam connected to your computers, you will be able to video conference. See the Video Conference section of this guide for more details. 9

11 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 10

12 There are two ways to receive a call; using your computer (you will need a USB headset) or using your phone. To set the option you prefer, click the computer screen icon in the bottom right hand of the main Jabber window: You will be given the following options: Use my computer for calls this allows you to use your headset and computer to answer calls Use my phone for calls this allows you to use the features of Jabber through your desk phone for all calls Forward calls to allows you to forward all calls to your voic or a specified number Using your 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 for this setting. Using your 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. 11

13 Main Jabber window Voic tab View Allows you to filter results based on when the voic was received: Today Yesterday Last 7 days Last 30 days Type Allows you to filter results based on status of voic Unread Deleted All Voic messages 1. To play a voic message, press the Triangle button at the end of the message. 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 over the message and select Call back. 5. To delete the voic , right click over the message and select Delete. MAKING A CALL 1. From the main Jabber window, search for the contact you wish to call by either: a. Entering their name, phone number or extension number in the search box, or b. Hovering over their name in your contacts list 2. Click the telephone symbol that appears 3. A call screen will appear: 12

14 4. The screen icons are as follows: Full Screen End call Show/hide self view Putting a call on hold Show keypad 1. During a live call, click the Show more menu button 2. Click on Hold 3. You will see the following screen: Mute Show more menu: Hold, Transfer, Merge, Conference (see below for full details) 13

15 4. To resume the call, click the green Resume key How to transfer a call 1. During a live call, click the Show more menu button 2. Click Transfer 3. You will see the following screen: 14

16 4. In the search box, enter the name or number you wish to transfer the number to 5. Click the green Transfer button your call will be ended 6. Alternatively, click Cancel to cancel the transfer How to merge calls If you are on a live call and a second call comes in, you can merge the calls into a conference call. 1. Answer the second incoming call this will put the first call on hold 2. Click the Show More Menu button 3. Select Merge 4. Select the person you wish to merge the call with - this will then create a conference call How to conference call During a call you can add additional people into the conversation. 1. During a live call, click the Show more menu button 2. Click Conference 3. You will see the following screen: 4. In the search box, enter the name of the person you wish to add to the conversation 5. Press the phone icon that appears - the person will then appear in the list when they pick up the phone 6. Press the green button to the right of their name to add them to the conference 7. To finish the conference, hang up. Note: Only the conference initiator can add people to the conference. 15

17 RECEIVING A CALL (USING COMPUTER FOR CALLS) 1. You will see the following box appear on your screen when there is an incoming call: 2. You can then click Answer or Decline. 3. The call will be put through to your computer and you can talk using a headset. 4. If you click Answer, the call screen will appear. Note: If you use this setting on a laptop, even when the laptop is not docked it will ring. 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 time of call and type. View Allows you to filter results based on when the missed call was received: Today Yesterday Last 7 days Last 30 days Type Allows you to filter results based on type of call: All Placed Received Missed 16

18 VIDEO CONFERENCING 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. Note: This also releases the ability to share your screen. To turn your video on during a call, click the green Start my video icon in the top right hand corner during a call 17

19 SHARING YOUR SCREEN Note: To use this functionality you must be using your video. 1. Start a video conference with someone 2. During the conversation press the computer icon in the top right hand corner 3. Your screen will then be shared, and the bar below will appear at the top of the screen being shared: 4. To stop sharing your screen: press the Stop Sharing button 5. When a screen is shared with you, and you want to share your screen instead, press the Share your screen button: OTHER FUNCTIONALITY Jabber provides a Meetings tab, which is linked to Outlook, to provide a quick view of your calendar appointments for the day, without you having to look at your Outlook calendar. From here, you can view a list of appointments for a selected date or open the appointments in Outlook for more detail. Refresh your meeting list Calendar You can select the date on which you want to see your calendar events 18

20 FAQ S My microphone is not working My laptop rings in a meeting I can find a contact, but I can t call them How can I listen to my voic Check that the microphone setting is set to your headset. From the File menu, select Options. Then click the Audio section and select the microphone setting required. Click OK to confirm changes. Ensure you have set an appropriate presence status. Ensure that your laptop is set to mute. Some contacts may not have a telephone number listed. For such contacts, you can send them an instant message but to call them you will need to know their telephone number. Voic s are listed on the Voic tab. To listen to a voic , click the Triangle button for the Voic message you wish to listen to. 19

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. htttp://lancasteranswers.lancs.ac.uk ISS SERVICE DESK For help and support, please contact the ISS Service Desk on: Phone: In person: Learning Zone in Alexandra Square UNIFIED COMMUNICATIONS GUIDES AND SHORT VIDEOS Short step by step guides and videos are available online at: 20

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