PC Installation Documentation for the Instant Messaging and MeetingPlace Features of Your New Telephone

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1 Copy: cupc Admin ffr k9_enu.zip, from: R:\Cisco\PC Client\VOIP Client PC Installation Documentation for the Instant Messaging and MeetingPlace Features of Your New Telephone Your new telephone is a Cisco Unified Communications Solution that combines voice, video, and web conferencing features. It allows you to easily communicate and collaborate with instant messages, quick audio and video conferences, desktop sharing, and phone calls from computer to computer or computer to land line. This document will take you through the necessary steps to install and set up the personal communicator solution (CUPC) for your new telephone. Page 2 Page 2 3 Page 3 Page 3 5 Page 6 9 Page 7 Page 8 Page 9 Page 9 Page Page Page Index Installing the VPN client Installing CUPC Opening the VPN client Launching CUPC Using CUPC Placing a Call Placing a Video Call Ad Hoc Conference calling Availability status on CUPC Web Conferencing Scheduling with MeetingPlace Outlook Scheduling with MeetingPlace NOTE: You must be connected to the VPN to download and use this client. 1

2 Installing the VPN client 1. Open the VPN client from the R drive. 2. Open the R (mal prog) drive. Open the Malibu Campus folder, followed by the Programs folder, and lastly the Cisco folder. 3. Select PC Client. 4. Open the folder VPN Client. 5. Select your operating system Vista or XP. 6. Then right click the file VPNClient_setup.msi and copy it to your Desktop. 7. Go to your desktop and double click on the file. 8. Follow the installation wizard to install the file, and click Finish. 9. Reboot your computer for the changes to take place. Do not open the VPN client until after you have installed the CUPC client. If the VPN client is already installed, begin installing CUPC. Installing CUPC 1. Download the CUPC client from the R drive. 2. Open the R (mal prog) drive. 3. Open the Malibu Campus folder, followed by the Programs folder, and lastly the Cisco folder. 4. Select PC Client. 5. Open the folder VOIP Client. 6. Right click on the cupc Admin ffr k9_enu.zip file, and copy the file to your Desktop. 7. Go to your Desktop and open the file. Open up your Zip client and extract or extract all. 8. Go to your desktop, open the file you just extracted, and double click on CiscoUnifiedPersonalCommunicatorSetupK9_ENU.msi. 9. The CUPC Wizard should automatically open on your screen. a. Select Run. 2

3 b. Click Next. c. Accept the license agreement. d. Accept the defaults, and click Next. e. Click Install. f. When the installation is done, click Finish. Opening the VPN Client 1. Click Start. then Programs. 2. Click on Cisco Systems VPN Client> VPN Client. 3. Choose Pepperdine University, and click on Connect. 4. Then enter your NetworkID and password, and then click Continue. 5. You are now connected to the VPN. Launching CUPC 1. Go to your desktop find the shortcut for the CUPC client, and double click on it. 2. In the login window, type in your Pepperdine NetworkID Username and Password. 3. For Login Server enter: presence.pepperdine.edu 4. Click Log in. 3

4 5. Go to File, and then Preferences. 6. Under the Category, select Account, and enter your network passwords under Web Conferencing Server and Voice Messaging. 7. Click OK. 8. Open a web browser (Internet Explorer, Firefox). 9. Visit: You will be greeted by this page. (View below) 10. Click on the Browser Test link. 4

5 11. Once the browser test finishes, click on the Download the Add In button, you will need to click Run and then Run again. Follow the Wizard to completion. 12. If you use Outlook as your primary mail client, go back to e.edu. 13. If you do not use Outlook, then you are finished with the set up. This time, click on Download Outlook Plugin. You will need to click Run and then Run again. Click OK to install. 14. When complete, you should see the following window. (View below.) Click OK 15. In Outlook, under your calendar, you will find a new plug in (icon) that will allow you to create a MeetingPlace meeting. 5

6 Using CUPC CUPC has two main modes of operation, as shown below. 1) Desk Phone mode allows you to control your Cisco IP Phone. You can answer calls and place calls in this mode, but you must still use the phone for communicating. 2) In Softphone mode, your computer functions as the phone. You must have access to a microphone and speakers in order to communicate effectively. 1. Once on CUPC, you can search for any user by entering their name in the search field: 2. You can then drag the contact into any of your groups as you see fit. 3. Once you have a contact in a group, there are several different options you can use to contact them. By right clicking on the name, you can choose a method of communication. From there you can place a general call, a video call, send an instant message, or compose an e mail. 6

7 Placing a Call 1) Right click on a contact and click the Place a Call option. 2) Use the built in dial pad to dial the extension or number you wish to call. 3) To hang up, simply close the dial pad or click on the red button on the lower left. 7

8 Placing a Video Call 1) Right click on the contact, and select the Make a Video Call option. 2) The person receiving the call will see a pop up window: If the person you called has a webcam and selects the Answer with Video button, you will see this window: 8

9 Ad Hoc Conference Calling on CUPC 1. Call the first person as you would normally. 2. Place that call on hold by clicking the blue pause button: 3. Select another user, and place a second call as you would normally. 4. Once connected, you will notice a new blue button, with two arrows pointing towards each other (Conference). This button will join both calls. To add another caller, repeat the procedure: Modifying your Availability in CUPC On the upper left hand side, you will find a dropdown. By default, it will list you as Available. This setting is how all other users on CUPC will see you. 9

10 Web Conferencing: Whenever you place a call, you are also able to start a web conference. 1. When you select this option, the user you have called will instantly be joined in a web conference with you. 2. You will see a new window pop up. In web conferencing, you and all other participants in the conference have the ability to share desktops or applications. 10

11 3. To add more users, bring up the window of your current session, and click the Invite Participants button, then click Send e mail. A new window will pop up. 4. Select the participants you would like to invite and they will receive instructions on how to join your conference. 11

12 Scheduling with MeetingPlace Windows users can schedule MeetingPlace sessions: 1) Via Outlook. 2) Via the MeetingPlace server. Scheduling Via Outlook: 1. In outlook, open your calendar and make a new appointment. Click on the MeetingPlace icon as shown: 2. Log in. 3. After you log in, you will see this page. 4. Select Yes, create a new meeting. 5. Fill in the other fields as appropriate. 12

13 6. Click the Appointment button, and fill in the subject, location, date, and time. 7. Click the Schedule button, and invite the appropriate participants. 8. When completed, you will see a new appointment on your calendar with a link to join the web conference. 9. A web browser window will pop up similar to this one: If you wish to join a conference call with everyone during the meeting, make sure that you have the Call my phone field checked, and that your extension or correct contact number is provided. To join the web conference, check off Enter web meeting room. 10. Click the Join Meeting button, and you will be included into the conference. A new window will pop up, signaling a successful join. 13

14 Scheduling via the Meetingplace Server 1. Go to: 2. Click on the Log In button on the upper right hand side of the page, and enter with your Pepperdine network user credentials. 3. Click on Schedule, and then pick a subject (required). 4. Choose an appropriate date, start time, and duration. 5. Click on the Invitee section. You can choose invitees to attend the meeting by: 1) Searching their name in the user directory. 2) Entering the user s address. Once you have entered the information, click on the blue left arrow button to add the user. 14

15 6. Expand the More Options section, and add any other settings as necessary. 7. Click Schedule. 8. You will receive an with instructions on how to join the meeting. The included link will bring you to the familiar MeetingPlace greeting page. Note: If you are not called by the system, you can click on the link again, check off the Call my phone field, enter in your extension/phone number, and click Join Meeting again. 15

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