User Guide for Cisco IP Communicator Release 7.0
Learning About the Cisco IP Communicator Features and Interface
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Learning About Cisco IP Communicator Features and the Interface

Table Of Contents

Learning About Cisco IP Communicator Features and the Interface

Cisco IP Communicator Features

About the Cisco IP Communicator Interface

Buttons and Other Components

Phone Screen Features

How to Navigate the Interface

Using Keyboard Shortcuts

Using the Menu

Using the Window Control Buttons

Using the Incoming Call Notification

Choosing Phone Screen Items

Using Feature Menus

Entering and Editing Text

Going On-Hook and Off-Hook

Call and Line States and Icons

Accessing Online Help

Feature Functionality and Availability


Learning About Cisco IP Communicator Features and the Interface


Cisco IP Communicator Features

About the Cisco IP Communicator Interface

How to Navigate the Interface

Accessing Online Help

Cisco IP Communicator Features

Cisco IP Communicator functions much like a traditional telephone, allowing you to place and receive phone calls, put calls on hold, speed-dial numbers, transfer calls, and so on. Cisco IP Communicator also supports special telephony features (such as Call Park and Meet-Me conferencing) that can extend and customize your call-handling capabilities.

The operation of your Cisco IP Communicator and the features available to you might vary. Available features depend on the call processing agent used by your company and on how the support team for your company has configured your phone system. Contact your support desk or system administrator for information about feature operation or availability.

You can access many features either by using a softkey or by pressing a line button. See Table 2-1 for a list of features and softkeys. You can configure some features, but your system administrator controls most of them.

In addition to call-handling features, Cisco IP Communicator supports:

An Audio Tuning Wizard

Quick Search directory dialing

Easy access to your Cisco Unified CM User Options web pages and phone services

A comprehensive online help system

Changing the look of Cisco IP Communicator

Drag-and drop dialing

Cut-and-paste dialing

Pop-up incoming call notification

Alphanumeric dialing

Keyboard shortcuts

Video interoperability with Cisco Unified Video Advantage Release 2.0


Note If Cisco IP Communicator is using the SIP call-control protocol, it does not support video with Cisco Unified Video Advantage. Your system administrator should tell you if your deployment supports video.


Table 2-1 Features and Softkeys

Feature
Softkey

Call Back

CallBack

Call Forward

CFwdALL

Call Park

Park

Call PickUp

PickUp

Conference

Confrn

Conference List

ConfList

Do Not Disturb

DND

End Call

EndCall

Group Pickup

GPickUp

Hold

Hold

Malicious Call Identification

MCID

Meet Me Conferencing

MeetMe

Mobility

Mobility

New Call

New Call

Other PickUp

OPickUp

Quality Reporting Tool

QRT

Redial

Redial

Remove Last Conference Party

RmLstC

Transfer

Transfer


Related Topics

About the Cisco IP Communicator Interface

About the Cisco IP Communicator Interface

Use your mouse to click buttons and menu items; use your computer keyboard to enter letters, numbers, and keyboard shortcuts.

Cisco IP Communicator comes with two desktop appearances called skins:

Buttons and Other Components

Phone Screen Features

Buttons and Other Components

Table 2-2 identifies buttons and other components shared by both skins.

Figure 2-1 Cisco IP Communicator with the Compact Mode Selected

Figure 2-2 Cisco IP Communicator with the Default Mode Selected

Table 2-2 Buttons and Other Components 

1

Phone screen

Allows you to view call status and feature menus, and activate items. See Phone Screen Features.

2

Window control buttons

Allows you to view the menu, hide Cisco IP Communicator, toggle between skins, or quit the application. See Feature Functionality and Availability.

3

Programmable buttons

Depending on configuration, programmable buttons provide access to:

Phone lines and intercom lines (line buttons)

Speed-dial numbers (speed-dial buttons, including the BLF speed-dial feature)

Web-based services (for example, a Personal Address Book button)

Call features (for example, a Privacy, Hold, or Transfer button)

Buttons illuminate to indicate status:

Green, steady—Active call or two-way intercom call

Green, flashing—Held call

Amber, steady—Privacy in use, one-way intercom call, or DND active.

Amber, flashing—Incoming call or reverting call

Red, steady—Remote line in use (shared line or BLF status)

You can convert extra line buttons into speed-dial buttons. See Setting Up Speed Dials, page 7-5

4

Messages button

Auto-dials your voice message service (varies by service). (Ctrl + M is the keyboard shortcut.) See Accessing Voice Messages, page 6-1.

5

Directories button

Opens or closes the Directories menu. Use it to view and dial from call logs and a corporate directory. (Ctrl + D is the keyboard shortcut.) Alternately, you can use the Quick Search feature (Alt + K) to search directories. See Using Call Logs, page 6-3.

6

Help button

Activates the Help menu. (Ctrl + I is the keyboard shortcut.) See Accessing Online Help.

7

Settings button

Opens or closes the Settings menu. Use it to change touchscreen and ring settings.(Ctrl + S is the keyboard shortcut.) See Customizing Rings and Message Indicators, page 4-3.

8

Services button

Opens or closes the Services menu. (Ctrl + R is the keyboard shortcut.) See Setting Up Phone Services, page 7-7.

9

Volume button

Controls audio mode volume and other settings. (Page up/Page down are keyboard shortcuts). See Adjusting the Volume for a Call, page 4-2.1

10

Speaker button

Toggles the speakerphone on or off. When the speakerphone is on, the button is lit. (Ctrl + P is the keyboard shortcut.) See Using Headsets and Other Audio Devices with Cisco IP Communicator, page 5-1.

11

Mute button

Toggles the Mute feature on or off. When the feature is on the button is lit. (Ctrl + T is the keyboard shortcut.) See Using Mute, page 3-12.

12

Headset button

Toggles headset mode on or off. (Ctrl + H is the keyboard shortcut.) See Using Headsets and Other Audio Devices with Cisco IP Communicator, page 5-1.

13

Navigation button

Allows you to scroll through menus and highlight items. Use with softkeys to activate highlighted items. Also, while the Cisco IP Communicator is on-hook, click the Navigation button to access phone numbers from your Placed Calls log.

14

Cisco Unified Video Advantage button

Launches Cisco Unified Video Advantage. You must be running Cisco Unified Video Advantage Release 2.1.1 and Cisco IP Communicator Release 2.0 (or later) on the same PC to use this feature.2

15

Keypad

Allows you to enter numbers and letters, and choose menu items. (Not available on the optional skin.) Alternately, use your computer keyboard.

16

Softkey buttons

Each activates a softkey. You can click softkey labels (instead of buttons) to activate softkeys, as well. (F2 - F6 are the keyboard shortcuts.) See Handling Calls with Cisco IP Communicator, page 3-1.

17

Voice message and ring indicator

Indicates an incoming call and new voice message. See Customizing Rings and Message Indicators, page 4-3.

1 In all releases prior to release 2.0, the keyboard shortcut is Ctrl + V

2 If Cisco IP Communicator is using the SIP call-control protocol, it does not support video with Cisco Unified Video Advantage. Your system administrator should tell you if your deployment supports video.


Tips

You can click the menu icon at the top of either skin, right-click Cisco IP Communicator, or press Shift + F10 on the keyboard to view and configure settings, choose skins, and enable screen-only mode. See Using the Menu.

The default mode (Figure 2-2) and the compact mode (Figure 2-1) use the same set of button icons. However, button shapes and locations might differ by skin.

For a complete list of navigation shortcuts, see Using Keyboard Shortcuts.

See Phone Screen Features for information about how calls and lines are displayed on the Cisco IP Communicator phone screen.

Phone Screen Features

This is what your Cisco IP Communicator phone screen might look like with active calls and several feature menus open.

1

Primary phone line

Displays the phone number (directory number) for your primary phone line.

2

Programmable button indicators

Programmable buttons serve as phone line buttons, intercom line buttons, speed-dial buttons, phone service buttons, or phone feature buttons. Icons and labels indicate how these buttons are configured.

Phone line icon—Corresponds to a phone line. Line icons can vary.

Speed-dial icon —If available, corresponds to a speed-dial button.

Phone service icon—If available, corresponds to a web-based phone service, such as the Personal Address Book.

Feature icon—If available, corresponds to a feature, such as Privacy.

For information about other icons, see Call and Line States and Icons.

3

Softkey labels

Each displays a softkey function.

4

Status line

Displays audio mode icons, status information, and prompts.

5

Call activity area

Displays current calls per line, including caller ID, call duration, and call state for the highlighted line (standard view).

6

Phone tab

Indicates call activity. Click this tab to return to the call activity area, if needed.

7

Feature tabs

Each indicates an open feature menu.


Related Topics

About the Cisco IP Communicator Interface

How to Navigate the Interface

How to Navigate the Interface

Using Keyboard Shortcuts

Using the Menu

Using the Window Control Buttons

Using the Incoming Call Notification

Choosing Phone Screen Items

Using Feature Menus

Entering and Editing Text

Going On-Hook and Off-Hook

Call and Line States and Icons

Using Keyboard Shortcuts

Cisco IP Communicator provides functionality allows you to access buttons on the window without using a mouse. These navigation shortcuts are especially useful if you are visually impaired or blind and cannot navigate the interface.

Use Table 2-3 as a guide for navigating the interface by using keyboard shortcuts.

Table 2-3 Navigation Shortcuts for Cisco IP Communicator 

Keystroke
Action

Ctrl + D

Opens or closes the Directories menu

Ctrl + S

Opens or closes the Settings menu

Ctrl + R

Opens or closes the Services menu

Ctrl + M

Opens the voice message system

Ctrl + I

Opens or closes the online help system

Ctrl + H

Toggles headset mode on or off

Ctrl + P

Toggles speakerphone mode on or off

Ctrl + T

Toggles the Mute feature on or off

Ctrl + (number keys 1 through 8)

Opens or closes line buttons or speed dial buttons 1 - 8

Ctrl + V

Pastes a name or phone number

Ctrl + Shift + A, or F2

Answers a call

Alt + S

Opens the Preferences dialog box

Alt + K

Opens the Quick Search directory feature

Alt + X

Exits Cisco IP Communicator

Alt + F4

Closes Cisco IP Communicator

Enter

Dials a call

Esc

Hangs up a call

Page up

Increases volume for the current audio mode

Page down

Decreases volume for the current audio mode

F2 - F6

Activates softkeys 1 - 5

/ (with NumLk function enabled)

Activates the # key

Shift + F10

Opens the menu


Using the Menu

You can access these menu items by clicking the menu icon at the top right corner of the interface, by right-clicking anywhere on the interface, or by pressing Shift + F10 on the keyboard.

Item
Description

Skins

Allows you to change the look of the interface. Cisco IP Communicator comes with two skins: the default skin (right-click > Skins > Default Mode) and the compact skin (right-click > Skins > Compact Mode). Figure 2-2 and Figure 2-1 show illustrations of the skins.

Screen Only

Toggles the screen-only view on and off. Keyboard shortcuts are particularly useful if you are using Cisco IP Communicator in screen-only view. See Using Keyboard Shortcuts.

Always On Top

Toggles this feature on and off. When enabled, this feature keeps Cisco IP Communicator visible on your desktop even if other applications are active. (You can still minimize the interface.) See Feature Functionality and Availability.

Audio Tuning Wizard

Launches the Audio Tuning Wizard, a tool that helps you select and tune audio devices. See Using the Audio Tuning Wizard, page 1-6 and Troubleshooting Cisco IP Communicator, page 8-1.

Paste

Allows you to copy the number from any Windows program, paste it into the dialing box, and click Dial or Enter to place the call. (The keyboard shortcut for this feature is Ctrl + V.) Cisco IP Communicator runs the number through any appropriate dialing rules and automatically dials it.

Quick Search

Opens the Quick Search dialog box. (The keyboard shortcut for this dialog box is Alt + K.) Quick Search allows you to search one or more directories with a single search command. See Using Personal Directory, page 6-7.

Cisco Unified CM User Options

Opens the Cisco Unified CM User Options web page where you can configure features, settings, and IP phone services—including speed-dial buttons. See Customizing Cisco IP Communicator with Cisco Unified CM User Options, page 7-1.

Preferences

Opens the Preferences dialog box, which includes User, Network, Audio, and Directories tabs. (The keyboard shortcut for accessing Preferences is Alt + S.)

Help

Launches the Cisco IP Communicator online help.

About Cisco IP Communicator

Displays Cisco IP Communicator software version information and important notices about Cisco IP Communicator.

Exit

Allows you to quit Cisco IP Communicator.


Using the Window Control Buttons

If you want to...
Then...

Access the menu

Do one of the following:

Click the menu button in the top right corner of the interface

Right-click anywhere on the interface

Press Shift + F10 on the keyboard

Minimize the interface

Do one of the following:

Click the minimize button in the top right corner of the interface

Click the Cisco IP Communicator taskbar button one or more times

Toggle between modes

Do one of the following:

Click the mode button in the top right corner of the interface

Choose Skins from the menu

Hide the interface

Right-click the system tray icon, and choose Hide Cisco IP Communicator. This removes the Cisco IP Communicator icon from your taskbar but does not close the application.

Retrieve the interface

Do one of the following:

Double-click the system tray icon

Click the button icon in the taskbar

Quit

Do one of the following:

Choose Exit from the menu

Right-click the system tray icon, and choose Exit


Tips

If you receive a new call when Cisco IP Communicator is hidden or minimized, the Incoming Call Notification window appears, if enabled. If you enabled Bring To Front On Active Call (right-click > Preferences > User tab), Cisco IP Communicator is automatically displayed in the foreground of your desktop.

If you want Cisco IP Communicator to remain visible on your desktop even if you have other applications active, choose Always On Top from the menu. (You can still choose to minimize the interface with Always On Top selected.)

Using the Incoming Call Notification

If you want to...
Then...

Answer a call

Click anywhere on the pop-up box (except on the mute icon).

Mute the ringer

Click the mute icon on the pop-up box. Mute applies to the current ringing call.

Hide the Incoming Call Notification

Choose Preferences > User tab > Hide Incoming Call Notification.


Choosing Phone Screen Items

To choose a phone screen item by...
Do this...

Clicking

Use your mouse to click an item on the phone screen. Clicking a phone number on some phone screens, such as the PreDial screen, can cause Cisco IP Communicator to dial the number.

Clicking an item or entering a number can cause an action to occur. If the item leads to a menu, that menu is opened.

Item number

Click the corresponding number on your keypad. For example, click 4 to choose the fourth item in a menu.

Scrolling

Click the Navigation button, or use the arrow keys on your keyboard to scroll through a list and to highlight an item. Click a relevant softkey such as Select or Dial to finish the action.


Using Feature Menus

If you want to...
Then...

Open or close a feature menu

Click a feature button:

Messages

Services

Help

Directories

Settings

Scroll through a list or menu

Click the Navigation button.

Go back one level in a feature menu

Click Exit. (Note that if you click Exit from the top level of a menu, the menu closes.)

Switch among open feature menus

Click a feature tab on your phone screen. (Each feature menu has a corresponding tab on the top of the phone screen. The tab is visible when the feature menu is open.)


Entering and Editing Text

If you want to...
Then...

Enter a letter on your phone screen

Click to highlight a call feature, and use your keyboard to enter letters or numbers.

Delete within an entry or move your cursor

Use the Backspace key on your keyboard, or click << or Delete on the phone screen to remove a letter or digit. To move the cursor to the right, click >> on the phone screen. You might be able to use the Navigation button or the Left and Right arrow keys on your keyboard.


Going On-Hook and Off-Hook

Some Cisco IP Communicator tasks and instructions differ depending on whether the Cisco IP Communicator is on-hook or off-hook.

On-Hook—No calls are active, and you do not have an active dial tone. Your Cisco IP Communicator provides on-hook dialing (pre-dial), which enables you to enter or choose phone numbers before activating the call. When your Cisco IP Communicator is on-hook, this icon appears next to each phone number:

Off-Hook—The speakerphone is active, or any of several other methods are used to get a dial tone or to answer an incoming call. When your phone is off-hook, one of these icons appears, depending on the call or line state:
, , , ,or

Related Topics

Call and Line States and Icons

Call and Line States and Icons

Lines—Each corresponds to a directory number or intercom number that others can use to call you. Your Cisco IP Communicator can support up to eight lines, depending on configuration. To see how many lines you have, look at the right side of your phone screen. You have as many lines as you have phone numbers and phone line icons: .

Calls—Each line can support multiple calls. By default, your Cisco IP Communicator supports four connected calls per line, but your system administrator can adjust this number according to your needs. Only one call can be active at any time; other calls are automatically placed on hold.

Table 2-4 describes the icons that help you determine the call and line state.

Table 2-4 Call and Line State Icons

Icon
Call or line state
Description

On-hook line

No call activity on this line. If you are dialing on-hook (pre-dial), the call is not in-progress until you go off-hook.

Off-hook line

You are actively dialing a number, or an outgoing call is ringing. See Placing a Call, page 3-3.

Connected call

You are connected to the other party.

Ringing call

A call is ringing on one of your lines. See Answering a Call, page 3-8.

Call on hold

You have put this call on hold. See Using Hold and Resume, page 3-11.

Remote-in-use

Another phone that shares your line has a connected call. See How to Use Shared Lines, page 3-32.

Authenticated call

The connected call is secured. See Logging Out of Hunt Groups, page 3-26.

Encrypted call

The connected call is encrypted. Encrypted calls are also authenticated. See Logging Out of Hunt Groups, page 3-26.


Table 2-5 describe the icons that indicate how a line button is configured.

Table 2-5 Line Button Icons

Icon
Call or line state
Description

Idle line (BLF)

See Using Busy Lamp Field to Determine a Line State, page 3-31.

Busy line (BLF)

See Using Busy Lamp Field to Determine a Line State, page 3-31.

Line in Do Not Disturb (BLF)

See Using Busy Lamp Field to Determine a Line State, page 3-31.

Idle Intercom line

The intercom line is not in use. See Placing or Receiving Intercom Calls, page 3-34.

One-way intercom call

The intercom line is sending or receiving one-way audio. See Placing or Receiving Intercom Calls, page 3-34.

Two-way intercom call

The recipient pressed the intercom line to activate two-way audio with the caller.See Placing or Receiving Intercom Calls, page 3-34.


Accessing Online Help

Your Cisco IP Communicator provides a comprehensive online help system. Help topics appear on the phone screen.

If you want to...
Then...

View the main menu

Click the Help button on Cisco IP Communicator and wait a few seconds for the menu to display. If you are already in Help, click Main.

Main menu topics include:

About Your Cisco IP Communicator—Descriptive details about your Cisco IP Communicator

How do I?—Procedures and information about common Cisco IP Communicator tasks

Calling Features—Descriptions and procedures for calling features

Help—Tips on using and accessing Help

Learn about a button or softkey

Click the Help button, then quickly click a button or softkey.

Learn about a menu item

Click the Help button, then quickly click the menu item on the phone screen.

Or, click the Help button twice quickly with the menu item highlighted.

Get help using Help

Click the Help button. After a second or two, click the Help button again or choose Help from the Main Menu.

Access the User Guide

Choose menu > Help or right-click > Help.


Feature Functionality and Availability

The operation of your Cisco IP Communicator and the features available to you depend on the call processing agent used by your company and on how the support team for your company has configured your phone system. Contact your support desk or system administrator for information about feature operation or availability. You can access many features either by using a softkey or by pressing a line button. You can configure some features, but your system administrator controls most of them. Here are some details about using softkeys to access features:

Feature
Softkey

Call Back

CallBack

Call Forward

CFwdALL

Call Park

Park

Call PickUp

PickUp

Conference

Confrn

Conference List

ConfList

Do Not Disturb

DND

End Call

EndCall

Group Pickup

GPickUp

Hold

Hold

Malicious Call Identification

MCID

Meet Me Conferencing

MeetMe

Mobility

Mobility

New Call

New Call

Other PickUp

OPickUp

Quality Reporting Tool

QRT

Redial

Redial

Remove Last Conference Party

RmLstC

Transfer

Transfer