Cisco IP SoftPhone User Guide (1.3)
How to Use Cisco IP SoftPhone
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How to Use Cisco IP SoftPhone

Table Of Contents

How to Use Cisco IP SoftPhone

How to Select Lines to Control

Select Your Cisco IP SoftPhone Line

How to Use the Main Dialing Window

Use the Icon Bar

Use the Context-Sensitive Button Bar

Use Line Buttons

Change the Display

Adjust Volume Controls

Adjust the Speaker Volume

Adjust the Microphone Volume

How to Place a Call

Dial from the Online Keypad

Dial from the Online Directories

Dial the Last Number Dialed

How to End a Call

How to Answer a Call

Redirect an Incoming Call

Send an Incoming Call to Voice Mail

Ignore an Incoming Call

Answer a Call Automatically

How to Place a Call on Hold

How to Transfer a Call

Perform a Consult Transfer

Perform a Direct Transfer

How to Use Voice Mail

Configure Your Voice Mailbox

Check Voice Mail

Forward All Calls to Voice Mail

How to Start an Audio Conference

Add Participants to a Conference

Leave a Conference

How to Play .wav Files with Cisco IP SoftPhone

Use Auto-Greet Mode

Play a .wav File to a Caller

Stop a .wav File During a Call

How to Use the Dialing Directories

Add a Directory Entry

Delete a Directory Entry

Edit a Directory Entry

Search for a Directory Entry

How to Use the Call Log

How to Set Call Control Options

How to Configure Directory Settings

Add a Directory

Remove a Directory

Edit a Directory

How to Configure Dialing Rules

How to Configure Audio Settings

Adjust Your Volume Settings

Configure Your Voice Settings

Configure Advanced Voice Settings

Change the Jitter Buffer Size

Configure Frequency Processing

Choose Your Ringer Settings

Set Network Audio Settings

Configure Network Audio Settings

How to Configure Advanced Settings


How to Use Cisco IP SoftPhone


The following sections describe how to use the Cisco IP SoftPhone application to place, receive, and control calls from your PC:

How to Select Lines to Control

How to Use the Main Dialing Window

How to Place a Call

How to End a Call

How to Answer a Call

How to Place a Call on Hold

How to Transfer a Call

How to Use Voice Mail

How to Start an Audio Conference

How to Play .wav Files with Cisco IP SoftPhone

How to Use the Dialing Directories

How to Use the Call Log

How to Set Call Control Options

How to Configure Directory Settings

How to Configure Dialing Rules

How to Configure Audio Settings

How to Configure Advanced Settings

How to Select Lines to Control

The first time you launch Cisco IP Phone, a dialog box appears for you to select the line(s) your system administrator has assigned to you on the Cisco CallManager. Or, you can use this procedure to select the line(s).

Procedure


Step 1

Click the Settings toolbar icon.

Step 2 Click the Advanced tab in the Settings dialog window.

Step 3 Click Select Lines... on the Advanced tab.

Step 4 Select the line(s) you want to control in the line selection dialog window.

Each line that you select must have a unique phone number. You cannot control multiple lines that share the same phone number.


Note If there are no lines displayed in the line selection window, see "When I Start Cisco IP SoftPhone, Why Don't I See Any Lines to Control?" section.


Step 5 Close the Settings dialog window.

When the lines connect, the main dialing window displays.


Related Topics

Cisco IP SoftPhone as a Stand-alone Phone

Cisco IP SoftPhone to Control a Cisco IP Phone

Select Your Cisco IP SoftPhone Line

Use Line Buttons

Frequently Asked Questions (FAQs)

Select Your Cisco IP SoftPhone Line

If you have multiple lines configured for you on the Cisco CallManager, you may see two types of entries in the Select Lines window:

An entry with the Media Access Control (MAC address and extension assigned to your Cisco IP Phone, for example,

Cisco Line: [SEP003049C2B80F][52222]

An entry with the device name and extension assigned to your Cisco IP Phone or Cisco IP SoftPhone, for example,

Cisco Line: [CTIPJSmith][52222]

Use Table 3-1 to determine which line to select for your use with Cisco IP Phone.

Table 3-1 How to Select Your Phone Line for Cisco IP SoftPhone

Cisco IP Phone Line
Example
When to Select

Media Access Control (MAC) address and extension assigned to your Cisco IP Phone

Cisco Line: [SEP003049C2B80F][52222]

Select this line to use Cisco IP SoftPhone to control your Cisco IP Phone.

Device name and extension assigned to your Cisco IP Phone

Cisco Line: [CTIPJSmith][52222]

Select this line to use Cisco IP SoftPhone as a stand-alone phone.



Note If you have multiple lines with the same extension configured for you on the Cisco CallManager, you can control only one of those lines at a time with Cisco IP SoftPhone.



Note Cisco IP SoftPhone can also be used to control phones on supported analog lines. If you are using an analog line, your line displays like the MAC address.


Related Topics

Cisco IP SoftPhone as a Stand-alone Phone

Cisco IP SoftPhone to Control a Cisco IP Phone

How to Select Lines to Control

Use Line Buttons

Why Does the Audio Sound Jittery and Broken?

How to Use the Main Dialing Window

The main dialing window, shown in Figure 3-1, contains call blocks, icons, and buttons you can use to answer, place, and control calls.

Table 3-2 defines components of the main dialing window. These sections describe how to use the controls in the main dialing window:

Use the Icon Bar

Use the Context-Sensitive Button Bar

Use Line Buttons

Adjust Volume Controls

Figure 3-1 Main Dialing Window

Table 3-2 Components of the Main Dialing Window 

 
Component
Description
1

Handset

Click the handset to go off-hook, depending on the current call state.

2

Dialing box

This is where you enter phone numbers when you place a call.

See "How to Place a Call" section for details on how to use the dialing box.

3

Icon bar

Click these icons to access your voice mailbox, dialing directories, configuration settings, call log, Virtual Conference Room, keypad, volume controls, and online help.

See "Use the Icon Bar" section for more details.

4

Exit button

Click this button to close the main dialing window and exit Cisco IP SoftPhone.

See "How to Exit Cisco IP SoftPhone" section for more details.

5

Line(s)

Display(s) on your Cisco IP SoftPhone above your line buttons.

6

Line buttons

Click these buttons to select a line when you place a call. The line buttons display the phone numbers you currently control with Cisco IP SoftPhone.

See "Use Line Buttons" section for details on how to use the line buttons.

7

Call block

Displays the call destination, length of call (in hh:mm:ss format) and call status for all calls.

See "How to Use the Call Log" section for more details.

8

Context-sensitive button bar

Click these buttons to access call control functions that are relevant to the current call state.

See "Use the Context-Sensitive Button Bar" section for more details.

9

Speaker volume control

Drag the slider on this volume control to increase or decrease the volume of your speakerphone.

See "Adjust the Speaker Volume" section for more details.

10

Dialing pad button

Click this button to hide or display the online dialing pad.

See "How to Place a Call" section for more details.

11

Play messages button

Click this icon to plays voice mail for the currently selected line.

12

Microphone volume control

Drag the slider on this volume control to increase or decrease the volume of your headset microphone.

See "Adjust the Microphone Volume" section for more details.

13

Microphone mute button or icon

Click this button to mute the microphone. The person on the line cannot hear what you say.

See "Adjust the Microphone Volume" section for more details.

14

Online dialing pad

Click the buttons in the online dialing pad to dial telephone numbers.

See "Dial from the Online Keypad" section for more details.

15

Microphone volume control

Drag the slider on this volume control to increase or decrease the volume of your headset microphone.

See "Adjust the Microphone Volume" section for more details.

16

Handset button

Click this button to hide or display the handset image.

See "Use the Icon Bar" section for more details.

17

OffHook soft key

Part of the Context-sensitive button bar.

See "Use the Context-Sensitive Button Bar" section for more details.

18

Redial soft key

Part of the Context-sensitive button bar.

See "Use the Context-Sensitive Button Bar" section for more details.


Use the Icon Bar

Table 3-3 describes the icons in the Cisco IP SoftPhone icon bar.

Table 3-3 Cisco IP SoftPhone Icons 

Icon
Description

Voice Messages icon. Turns red when you have a voice mail message. Also provides access to your voice mailbox.

See "How to Use Voice Mail" section for more details.

Dialing Directories icon. Displays the dialing directories available for use with Cisco IP SoftPhone.

See "How to Use the Dialing Directories" section for more details.

Settings icon. Displays the Settings dialog window to select lines, edit the dialing directories, change audio configurations and change collaboration settings.

For more details, see:

"How to Set Call Control Options" section;

"How to Configure Directory Settings" section

'"How to Configure Dialing Rules" section;

"How to Configure Audio Settings" section

"How to Configure Advanced Settings" section

Collaboration icon. Invokes a desktop collaboration session to use Virtual Conference Room.

See "How to Use Virtual Conference Room" for more details.

Call Log icon. Displays the Call Log with a history of the calls you placed or received. You can place a call to an entry in the Call Log. You can also delete all entries in the Call Log.

See "How to Use the Call Log" section for more details.

Keypad icon. Displays or hides the online keypad to dial phone numbers.

See "Dial from the Online Keypad" section for more details.

Volume Settings icon. Displays controls to adjust the speaker, microphone, ring, and wave file volume.

See the "Adjust Volume Controls" section for more details

Help icon. Displays the online help system for Cisco IP SoftPhone.


Use the Context-Sensitive Button Bar

The context-sensitive button bar and button names change, depending on the current call state.

Table 3-4 describes the buttons in the context-sensitive button bar.

Table 3-4 Context-Sensitive Button Bar 

Button
Button Name
Call State
Description

Off Hook or Answer

Idle or incoming call

Click this button to start or answer a call. It performs the same function as when you lift the receiver on a telephone.

End Call

In a call

Click this button to end or "hang up" a call.

Dial

Idle

Click this button to dial the number entered in the dialing box.

Redial

Idle/off-hook

Click this button to redial the most recently dialed number.

Clear

Idle

Click this button to clear the entry in the dialing box.

Hold or Resume

In a call or call hold

Click this button to place a call on hold or take a call off hold.

Transfer or Send Call

In a call or call transfer

Click this button to begin a call transfer or to complete the transfer.

Consult or Invite

Call transfer or Conference Call

When you transfer a call, click this button to place a consultation call to the intended recipient. When in a conference call, click this button to add a party to the call.

Cancel

Outgoing call

Click this button to cancel an outgoing call, call transfer or conference call before it connects.

Conference

In a call

Click this button to initiate a conference call.

Join

Conference call

Click this button to add a party to a conference call.

Redirect

Incoming call

Click this button to redirect an incoming call to another number without interacting with the caller.

Voice mail

Incoming call

Click this button to automatically send an incoming call to voice mail without any interaction with the caller.

Ignore

Incoming call

Click this button to ignore an incoming call. The call automatically disconnects without any interaction with the caller.


Use Line Buttons

The line buttons in the main dialing window display the phone numbers of the lines you currently control with Cisco IP SoftPhone. When a Cisco IP Phone device terminates lines, a phone icon displays; when your computer (for example, stand-alone phone mode) terminates lines, a PC icon displays. If you have multiple phone lines assigned to you, press a line button to select the line you want to use for outgoing calls.

If the call arrives on a line other than the selected line, the focus automatically changes to the incoming call. To accept the call, click the Answer button. To accept the call on a Cisco IP Phone, lift the handset and press the appropriate line button.

Change the Display

When you first start the Cisco IP SoftPhone, the main dialing window appears in the full-view mode. The full-view mode includes a handset image and dialing pad to provide the familiar look and feel of a telephone. However, you do not need to use the handset and keypad to place and receive calls with Cisco IP SoftPhone. Once you are familiar with the Cisco IP SoftPhone interface, you can hide these features so the main dialing window takes up less space on your desktop.

To hide the handset and/or keypad, click the handset button and/or dialing pad button. The main dialing window then appears.






Adjust Volume Controls

The speaker and microphone controls in the main dialing window adjust the volume of the currently active voice receiver: the computer headset, computer handset, or the computer speaker. You can also use the volume settings icon in the icon bar to adjust these settings, as well as to adjust the ring and .wav file volume.


Note The volume controls adjust the volume only if you use Cisco IP SoftPhone as a stand-alone phone. If you use Cisco IP SoftPhone to control an IP phone, use the ringer, speakerphone and handset volume controls on the Cisco IP Phone base to adjust the volume.


Related Topics

Cisco IP SoftPhone as a Stand-alone Phone

Cisco IP SoftPhone to Control a Cisco IP Phone

Adjust the Speaker Volume

Adjust the Microphone Volume

Adjust the Speaker Volume

If you are in full-view mode, use your mouse to drag the speaker volume controls to set the desired volume.

If you are not in full-view mode, click the volume control icon in the icon bar to access the volume controls. See Table 3-5 for a description of the volume controls. Use your mouse to drag the volume bars up and down to set the desired volume.

To mute the speaker, click the Mute checkbox beneath the speaker volume control.

Table 3-5 Volume Controls

Volume Control
Description

Speaker Volume

Adjusts the volume of the computer speaker. Enable the checkbox below this column to mute the computer speaker.

Microphone Volume

Adjusts the input sensitivity (volume) of the computer microphone. Enable the checkbox below this column to mute the computer microphone.

Ring Volume

Adjusts the ring volume of the ringer (from an incoming call). Enable the checkbox below this column to mute the ringer.

Wave File Volume

Adjusts the volume of .wav files played through Cisco IP SoftPhone.


Adjust the Microphone Volume

Use your mouse to drag the microphone volume controls to set the desired input sensitivity (volume) of the computer microphone or headset microphone. To mute the microphone, click the Mute button or icon. To locate the Mute button or icon, see Table 3-6. The button and icon turn red to indicate that the microphone is muted. To turn muting off, click the button or icon again.

Table 3-6 Mute Button and Icon

Button
Location

In full-view mode, this Mute button is located below the Play messages button.

This Mute icon is located to the left of the Dialing pad button.


To adjust the microphone volume, use the volume settings icon. Click the volume settings icon in the icon bar to access the volume controls. Use your mouse to drag the microphone volume bar up and down to set the desired volume. To mute the microphone, click the Mute checkbox beneath the microphone volume control.

How to Place a Call

Procedure


Step 1 In the main dialing window, click the line button for the line you want to use.

The call block for that line displays.

Step 2 Dial the number you want to call in one of the following ways:

Use your keyboard to type the number in the dialing box and press Enter.

Enter the e-mail address or name (partial or full) for the person you want to call and press CTRL-K.

To use this feature, you must have a directory entry for the recipient that includes their e-mail address and phone number or you must have an Cisco CallManager (LDAP) directory configured.

Use your mouse to click the keys on the online keypad and click Dial.

See the "Dial from the Online Keypad" section for more details.

Drag the number from your Internet browser into the dialing box.

Open a Cisco IP SoftPhone directory, click your mouse on the name of the person you want to dial and click Dial.

See the "Dial from the Online Directories" section for more information.

Click on the arrow next to the dialing box, select the number from the list of recently dialed numbers, and click Dial.

See the "Dial the Last Number Dialed" section for more details.

Drag the number from the Cisco IP SoftPhone dialing directory to the dialing box.

Copy the number from any Windows program, paste it into the dialing box, and click Dial.

Drag a v-card file from your desktop into the dialing box.

When the call connects, the context-sensitive button bar displays buttons that enable you to perform additional call functions. See Figure 3-2.


Figure 3-2 Call Options

1

Hold

2

Transfer

3

Conference

4

End Call


Related Topics

Dial from the Online Keypad

Dial from the Online Directories

Dial the Last Number Dialed

How to End a Call

How to Place a Call on Hold

How to Transfer a Call

How to Start an Audio Conference

Dial from the Online Keypad

To provide the familiar look and function of a telephone keypad, Cisco IP SoftPhone includes an online keypad for you to dial calls. Simply click your mouse on the numbers you want to dial and then click the Dial button. Use of the online keypad is optional.

Procedure


Step 1 In the main dialing window, click the line button for the line you want to use.

Step 2 Click the Off Hook button or click on the handset image.

Step 3

If the online keypad is not open, click the keypad icon in the icon bar.

Step 4 Click on the telephone number digits in the keypad.

The call automatically connects once you enter the digits.


Dial from the Online Directories

With Cisco IP SoftPhone, you can focus on names rather than numbers and place calls through your public and personal online directories.

Procedure


Step 1

Click the Directories icon.

The Directories window opens.

Step 2 Select the desired directory from the drop-down list box.

The directory list displays the name, phone number, and e-mail address for each person in the directory.


Tip To narrow the list of names displayed in the directory, enter the first few characters of the person's last name in the find box and then click Find. Or, to search on the person's name, type the name in the find box and click Find.


Step 3 To place a call from the directory, you can do one of the following:

Click on the name of the person you want to call and click Dial.

Drag the name of the person you want to call from the directory to the dialing box.


Related Topic

How to Use the Dialing Directories

Dial the Last Number Dialed

Click the Redial button to automatically redial the last number dialed. Or, to redial a recent called number, choose it from the destination drop-down list box and click the Dial button. Cisco IP SoftPhone keeps a list of the last 15 dialed numbers.

How to End a Call

Click the End Call button to disconnect a call.

If you use Cisco IP SoftPhone with a Cisco IP Phone, put the phone on-hook to end a call.

How to Answer a Call

Click the Answer button to answer an incoming call.

When you have an incoming call, the context-sensitive button bar displays buttons that enable you to answer, redirect, send the call to voice mail, or ignore the call. See Figure 3-3. You can also configure Cisco IP SoftPhone to automatically answer the phone. See the "Answer a Call Automatically" section for more details.

If you receive an incoming call while you are already in a call, click the Answer button to place the current call on hold and answer the incoming call. Otherwise, use any of the other calling options that are presented to you on the context-sensitive button bar to handle the incoming call.

Additionally, if you use Cisco IP SoftPhone to control a Cisco IP Phone, to answer an incoming call, simply pick up the handset or use any answering method supported by the physical phone.

Figure 3-3 Call Answer Options

1

Answer

2

Redirect

3

Voice mail

4

Ignore


Related Topics

Redirect an Incoming Call

Send an Incoming Call to Voice Mail

Ignore an Incoming Call

Answer a Call Automatically

Redirect an Incoming Call

Click the Redirect button to send an incoming call to another number without any interaction with the caller. The cursor moves to the dialing box where you can type the number to which you want to Redirect the call. Press the Send Call button on the Cisco IP SoftPhone, or Enter on your computer keyboard after you type the number.

Another way to Redirect an incoming call is to drag the number to which you want to Redirect the call from the directory to the dialing box.

Send an Incoming Call to Voice Mail

Click the Voice mail button in the context-sensitive button bar to automatically send an incoming call to voice mail without interaction with the caller. If you have not configured a voice mail destination through the Settings menu for Cisco IP SoftPhone, you are prompted to enter the voice mail box destination.

Related Topic

How to Use Voice Mail

Ignore an Incoming Call

Click the Ignore button in the context-sensitive button bar to automatically send an incoming call to voice mail without any interaction with the caller.

Answer a Call Automatically

Use this procedure to configure Cisco IP SoftPhone to automatically answer incoming calls and play a .wav file to the caller.

Procedure


Step 1

Click the Settings toolbar icon.

This opens the Settings dialog window.

Step 2 On the Call Control tab, enable the checkbox next to "Answer Calls Automatically," and enter the number of rings you want the caller to hear before the call is answered.

By default, the number of rings is set to one.

Step 3 Enable the checkbox next to "Enable Automatic Greeting."

Step 4 In the Greeting File... selection box, enter the pathname for the .wav file you want to play as your greeting.


Tip Use the Windows Sound Recorder to record a .wav file or to verify if a .wav file is the proper format. See the online help for the Sound Recorder program for details.


Step 5 Click OK to save your settings and close the Settings dialog window.


Related Topic

Use Auto-Greet Mode

How to Place a Call on Hold

To place an active call on hold, click the Hold button in the context-sensitive button bar, or if you control a Cisco IP Phone, the Hold button on the phone base.

While the call is on hold, caller information, and the time on hold are displayed in the call block.

To retrieve a call on hold, press the Resume button in the context-sensitive button bar, or the Resume key on the Cisco IP Phone.

To place an active call on hold so you can receive an incoming call, click the Answer button.

How to Transfer a Call

Call transfer allows you to send an existing call to an internal or external extension.

These sections describe two ways you can transfer a call with Cisco IP SoftPhone:

Perform a Consult Transfer

Perform a Direct Transfer

Perform a Consult Transfer

In a consult transfer, also called an attended transfer, you place a consultation call to the intended recipient before you transfer the call.

Procedure


Step 1 During an active call, click the Transfer button in the context-sensitive button bar or if you control a Cisco IP Phone, the Transfer key on the phone base.

Step 2 In the dialing box, enter the new destination.

Step 3 Press Consult and announce the call to the new destination.

Step 4 Press Send Call.

When the transfer is complete, both the original and the consultation call are removed from your screen.


Perform a Direct Transfer

In a direct transfer, also called an unattended transfer, you immediately transfer the original call to the destination without a consultation call.

Procedure


Step 1 During an active call, click the Transfer button in the context-sensitive button bar, or if you control a Cisco IP Phone, the Transfer key on the phone base.

This opens a transfer dialing box.

Step 2 In the transfer dialing box, enter the new destination

Step 3 Press Enter on the keyboard or click Send Call to complete the transfer.

When the transfer is complete, both the original and the consultation call are removed from your screen.


How to Use Voice Mail

These sections help you use the voice mail features of Cisco IP SoftPhone:

Configure Your Voice Mailbox

Check Voice Mail

Forward All Calls to Voice Mail

Configure Your Voice Mailbox

Before you can access your voice mail with Cisco IP SoftPhone, you must configure the number for your voice mailbox.

Procedure


Step 1

Click the Settings toolbar icon.

This opens the Call Control tab.

Step 2 Enter the number for your voice mailbox in the Voicemail Destination box.

Step 3 Click OK.


Related Topics

Voice Mail Integration

Check Voice Mail

Forward All Calls to Voice Mail

Check Voice Mail

When you have a voice mail message, the messages icon in the icon bar turns red until you check your messages as described in the following procedure:

Prerequisite

Configure the number to access your voice mailbox. See the "Configure Your Voice Mailbox" section.

Procedure


Step 1

Click the voice mail message icon.

A pop-up dialog box appears with the lines that have voice mail.

Step 2 Select the line for which you want to check voice mail.

Cisco IP SoftPhone automatically dials your voice mailbox.

Step 3 Follow the voice prompts to access your voice mail.


Tip To quickly check voice mail for a selected line, click the Play Messages button in the main dialing window.



Related Topics

Voice Mail Integration

Configure Your Voice Mailbox

Forward All Calls to Voice Mail

Use this procedure to automatically forward all calls to voice mail.

Prerequisite

Configure the number to access your voice mailbox. See "Configure Your Voice Mailbox" section

Procedure


Step 1

Click the Settings toolbar icon.

This opens the Call Control tab.

Step 2 Enable Forward All Incoming Calls to Voice mail checkbox.

Step 3 Click OK.


To remove call forward:


Step 1 Uncheck the Forward all incoming calls to Voice Mail checkbox on the Call Control tab.

Step 2 Click OK.


Related Topics

Voice Mail Integration

Configure Your Voice Mailbox

Check Voice Mail

How to Start an Audio Conference

To set up audio conference calls with Cisco IP SoftPhone, use the Conference button in the context-sensitive button bar, or drag a directory entry onto the call block of an active call. The name of each user who has agreed to join the conference appears in the Cisco IP SoftPhone roster display.

Procedure


Step 1 Place a call to the first conference call destination.

Step 2 Once you have established a connection, click the Conference button in the context-sensitive button bar

Step 3 In the dialing box, enter the second conference call destination.


Tip You can drag conference call destinations from your personal and public dialing directories into the dialing box.


Step 4 Click Invite or press Enter.

Step 5 Click Join to set up a three-way conference between yourself, the first destination, and the second destination

Repeat steps 3 through 5 to add additional participants to the conference. A maximum of six may participate in an audio conference.


Related Topics

Audio Conference

Desktop Collaboration with Virtual Conference Room

Add Participants to a Conference

Leave a Conference

How to Use the Roster

Add Participants to a Conference

You may add participants to an audio conference call at any time, even while a collaboration session is in progress. The new participant joins both the audio and data portions of the conference. The most current data from the collaboration session is displayed on the new participant's PC. A maximum of six participants are allowed in any given conference.

Procedure


Step 1 Start an audio conference.

See "How to Start an Audio Conference" section

Step 2 Enter the destination you want to add to the conference call in the dialing box.


Tip You can drag conference call destinations from your personal and public dialing directories into the dialing box.


Step 3 Click Invite or press Enter.

Step 4 Click Join to add this person to the conference.

When the audio conference call is active, the caller ID for each participant is displayed in the main dialing window. A maximum of six participants are allowed in any given conference.


Related Topic

Leave a Conference

Leave a Conference

To leave an audio conference at any time, click the End Call button in the context-sensitive button bar. When you exit from an audio conference, Cisco IP SoftPhone removes your name from the roster.

How to Play .wav Files with Cisco IP SoftPhone

When you use the Cisco IP SoftPhone as a stand-alone IP phone, you can play pre-recorded audio files (.wav) files to callers in the form of a customized greeting or during a call. You can also use the Microsoft Windows Sound Recorder application to create files.

These sections help you play .wav files with Cisco IP SoftPhone:

Use Auto-Greet Mode

Play a .wav File to a Caller

Stop a .wav File During a Call

Use Auto-Greet Mode

You can configure Cisco IP SoftPhone to automatically play a predetermined .wav file to the caller.


Step 1

Click the Settings toolbar icon.

This opens the Call Control tab.

Step 2 Enable the Enable Automatic Greeting checkbox.

Step 3 In the Greeting File... selection box, enter the pathname for the .wav file you want to play as your greeting, or click Browse... to find and select the file.

Step 4 Click OK.


Related Topic

Answer a Call Automatically

Play a .wav File to a Caller

If you use Cisco IP SoftPhone as a stand-alone application, you can play a .wav file to the caller at any time during the course of the call. The .wav file also plays simultaneously on your PC. Only one file may play at a time.

Procedure


Step 1 Right-click your mouse in the main dialing window.

Step 2 Choose Play File... from the floating menu.

Step 3 In the filename box, enter the path and name of the .wav file you want to play.

Step 4 Click Open.

The .wav file is played to the caller.


Related Topics

Adjust Volume Controls

Stop a .wav File During a Call

Stop a .wav File During a Call

To stop a .wav file while it plays to a caller, click Stop Playing Wave File from the Cisco IP SoftPhone floating menu.

How to Use the Dialing Directories

Cisco IP SoftPhone integrates with the directory service on Cisco CallManager. System administrators set the name of this directory when they configure your network for Cisco IP SoftPhone.

Additionally, the Cisco IP SoftPhone provides a personal directory for you to store directory entries that are not available in the corporate or public directories. Cisco IP SoftPhone always searches your personal directory first before it looks up an entry in the public directories. It also integrates with other private directories like those implemented by the various email clients.

These sections help you configure and use the dialing directories:

Dial from the Online Directories

Add a Directory Entry

Delete a Directory Entry

Edit a Directory Entry

Search for a Directory Entry

Add a Directory Entry

To add entries to your personal directory, drag an active call into the directory or add the address through the Add/Edit Directory Entry dialog window.


Tip To collaborate with others, you must add an entry for yourself to your personal directory. Be sure to specify the host name or IP address of your computer in the "Associated PC" field.


Procedure


Step 1

Click the Directories toolbar icon.

Step 2 Click the Add Directory Entry button to open the Add/Edit Directory Entry dialog window.

Step 3 Enter address information in the entry boxes in one of the following ways:

Use your keyboard to type the address information.

Table 3-7 illustrates the entries in the Add/Edit Directory Entry dialog window.

Drag a v-card file from your web browser into the Add/Edit Directories dialog window. Cisco IP SoftPhone displays the prompt:

Do you want to add this destination to the address book?

Drag an entry from your Public directory to your Personal directory.

Step 4 When you finish, click OK.

The name, number, and e-mail address that you entered now appears in the Directories dialog window. To dial that person, simply select the directory entry and click Dial.

Table 3-7 How to Add/Edit an Address Book Entry 

Field
Example

First name:

David

Middle name:

T

Last name:

Johnson

Phone:

408-555-2323

Fax:

 

Pager:

 

Mobile:

 

EMail:

davidt

Associated PC:

172.30.277.277

Note This is the IP address or host name of the person's PC. You must specify this information to collaborate with this person.



Related Topics

Dial from the Online Directories

How to Use the Dialing Directories

Delete a Directory Entry

Edit a Directory Entry

Delete a Directory Entry

Use this procedure to delete names from your personal directory.


Note You cannot delete names from a public directory.


Procedure


Step 1

Click the Directories toolbar icon.

Step 2 Select the Personal Directory name from the drop-down list box.

Step 3 Select the entry you want to delete.

Step 4 Click the Remove Directory Entry button.

A confirmation dialog window displays:

Are you sure you want to delete this person from the directory?

Step 5 Click Yes to confirm the deletion.

The application removes the entry from the Directories dialog window.


Related Topics

Dial from the Online Directories

How to Use the Dialing Directories

Add a Directory Entry

Edit a Directory Entry

Edit a Directory Entry

Use this procedure to edit directory entries in your personal directory.

Procedure


Step 1

Click the Directories toolbar icon.

Step 2 Select the Personal directory name from the drop-down list box.

Step 3 Double-click on the directory entry you want to edit, or select it with your mouse and then click the Edit Directory Entry button.

This opens the Add/Edit Directory Entry dialog window.

Step 4 Make the desired changes to the address information.

Step 5 Click OK to enable your changes.


Related Topics

Add a Directory Entry

Delete a Directory Entry

How to Use the Dialing Directories

Dial from the Online Directories

Search for a Directory Entry

You can use the filter box to narrow the list of names displayed in the directory. Type the first few characters of the name of the person you want to call, and click the Find button.

How to Use the Call Log

Use Call Log to perform the following tasks:

View a history of the calls you have placed, missed or answered.

Place a call to any Call Log entry (with a phone number).

Clear entries in the Call Log.

Procedure


Step 1

Click the Call Log icon.

The Call Log displays a history of the calls that you have placed, missed or answered. The logs lists your 100 most recent entries, in the order of most recent calls first. Table 3-8 shows the information stored in Call Log.

Step 2 From the Call Log display, you can perform these tasks:

To place a call to someone in the Call Log in one of two ways, simply select the entry and click Dial or select the entry and drag and drop it to the SoftPhone interface.

To delete all entries in the Call Log, click Clear All.

Table 3-8 Call Log Data

Field
Description

Other Party Name

The name of the connected party

Other Party Number

The phone number of the connected party

Start Time

Date and time the call connected

Direction

Whether the call was a placed call, a missed call or an answered call

End Time

Time the call ended

Line

Directory Number of the line that handled the call



How to Set Call Control Options

Use the Call Control tab to specify how you want Cisco IP SoftPhone to answer calls.

Procedure


Step 1

Click the Settings toolbar icon.

This opens the Call Control tab.

Step 2 Select the appropriate call control settings as described in Table 3-9.

Step 3 Click OK.

Table 3-9 Call Control Settings

Setting
Description

Voicemail Destination

The number for your voice mail system.

Call Answer Options

Specify whether you want to answer calls yourself, forward all calls to your voice mailbox, or have Cisco IP SoftPhone automatically answer your calls after a specified number of rings.

Ring file

Specifies the wave file to be played as the ringer for incoming calls.

Enable automatic greeting

Specifies the wave file to be played as the greeting for incoming calls.



How to Configure Directory Settings

Use the Directories tab in the Settings dialog window to specify the location of the Cisco CallManager (LDAP) directories you want Cisco IP SoftPhone to use when doing name completion lookups.

These procedures help you configure directory settings:

Add a Directory

Remove a Directory

Edit a Directory

Add a Directory

Procedure


Step 1

Click the Settings toolbar icon.

Step 2 Select the Directories tab.

Step 3 Select Add...

The Directory Service dialog window opens.

Step 4 Configure directory settings as described in Table 3-10.

If you need help, see your system administrator.

Table 3-10 Configuring Directory Settings 

Setting
Description

Display Name

Enter a name for the Cisco CallManager (LDAP) directory.

For example, SoftPhone-CM

Server Name

Enter the name for the Cisco CallManager (LDAP) server.

For example, ldap.company.com

Port Number

Enter the port number used by the directory.

For example, 8404

Account name

If the "This server requires me to login" option is enabled, you must enter your user name for this account.

For example, john.

Password

If the "This server requires me to login" option is enabled, you must enter the account password.

If you have questions about the account name and password, see your system administrator.

Search Base

Enter the base—or root—of the directory service in which to search for names.

For example, ou=users, o=company.com


Step 5 Click OK.

The Directories tab will redisplay showing the directory name you just added.


Related Topics

How to Configure Directory Settings

Remove a Directory

Edit a Directory

Remove a Directory

Procedure


Step 1

Click the Settings toolbar icon.

Step 2 Select the Directories tab.

Step 3 Click on the directory you want to remove.

Step 4 Click Remove.

The directory is removed from the list of directories.


Caution You are not prompted before the directory is removed from the list.


Related Topics

How to Configure Directory Settings

Add a Directory

Edit a Directory

Edit a Directory

Procedure


Step 1

Click the Settings toolbar icon.

Step 2 Select the Directories tab.

Step 3 Double-click on the directory you want to edit or select the directory and click the Edit button.

Step 4 Make the desired changes to the information in the directory service dialog window.

Step 5 Click OK to make these changes take effect. Otherwise, click Cancel.


Related Topics

How to Configure Directory Settings

Add a Directory

Remove a Directory

How to Configure Dialing Rules


Caution Dialing rules should only be set by the system administrator.


Note If there are no dialing rules, users must type phone numbers in the dialing box exactly as they need to be dialed out. The dialing rules also affect any numbers obtained from Cisco CallManager (LDAP) directories using Ctrl-K.


System administrators use the Dialing Rules tab in the Settings dialog window to set up dialing rules for Cisco IP SoftPhone. Dialing rules tell Cisco IP SoftPhone how to prefix the phone numbers so the Cisco CallManager can properly route them. The dialing rules apply only when you use Cisco IP SoftPhone to initiate a call; they do not apply to numbers dialed on the Cisco IP Phone.

Dialing rules are maintained in the dialing rule list in the order you created them. Dialing rules are searched from the top of the dialing rules list to the bottom of the list. When the search finds a match, that dialing rule is used.


Tip Create the dialing rules in the order in which you want them to be used.Create specific rules first and create general rules later. In the examples shown in Table 3-12, internal phone calls are the most commonly used. Therefore, it becomes rule1.


Procedure


Step 1

Click the Settings toolbar icon.

Step 2 Select the Dialing Rules tab.

Step 3 Click Add...

The Dialing Rule dialog window opens.

Step 4 Configure a dialing rule as described in Table 3-11.

Step 5 Review the dialing rule description displayed in the text box to ensure the settings are as you intended.

Step 6 Click OK.

Step 7 Repeat Steps 3 through 6 to set additional dialing rules as necessary.

Table 3-11 Setting Dialing Rules 

Setting
Description

Rule Name

Enter a name for the rule.

For example, Rule 1

Starting Digits

Enter the starting digits to which the rule applies.

For example, 525

Total number of digits

Enter the number of digits to which the rule applies.

For example, 7

Number of digits to remove from front

Enter the number of digits this rule will remove from the beginning of all phone numbers you dial.

For example, 2

Add prefix

Enter a prefix this rule will add to the beginning of all phone numbers you dial.

For example, 7


Examples

Table 3-12 shows the dialing rule settings for the following three scenarios:

1. to place long-distance calls outside your company without first dialing 9 and 1

2. to place calls inside your company by dialing only the last five digits of the telephone number

3. to place local calls outside of your company without first dialing 9

Table 3-12 Sample Dialing Rule Settings

Dialing Rules Field
For Internal Calls
For Outside Local Calls
For Outside Long-Distance Calls

Rule Name

Rule1

Rule2

Rule3

Starting Digits

525

<Leave empty>

<Leave empty>

Total number of digits

7

7

10

Number of digits to remove from front

2

0

0

Add Prefix

<Leave empty>

9

91


How to Configure Audio Settings

The Audio setting allows you to change settings that control the audio reception and transmission for Cisco IP SoftPhone.

Use the Audio settings to:

Adjust Your Volume Settings

Configure Your Voice Settings

Configure Advanced Voice Settings

Choose Your Ringer Settings

Set Network Audio Settings

Adjust Your Volume Settings

You can adjust your volume settings from the Audio tab. This is similar to the way you adjust them from the main dialing window (see the "Adjust Volume Controls" section.)


Note The volume controls adjust the volume only if you use Cisco IP SoftPhone as a stand-alone phone. If you use Cisco IP SoftPhone to control an IP phone, use the ringer, speakerphone and handset volume controls on the Cisco IP Phone base to adjust the volume.


Procedure


Step 1

Click the Settings toolbar icon.

Step 2 Select the Audio tab.

Step 3 Click Volume Settings.

Volume controls display as shown in Table 3-13.

Step 4 Use your mouse to drag the volume bars up and down to set the desired volume.

Step 5 To mute the speaker, microphone or ringer, click the Mute checkbox beneath the speaker volume control.

Table 3-13 Volume Settings

Volume Control
Description

Speaker Volume

Adjusts the volume of the computer speaker. Enable the checkbox below this column to mute the computer speaker.

Microphone Volume

Adjusts the input sensitivity (volume) of the computer microphone. Enable the checkbox below this column to mute the computer microphone.

Ring Volume

Adjusts the ring volume of the ringer (from an incoming call). Enable the checkbox below this column to mute the ringer.

Wave File Volume

Adjusts the volume of .wav files played through Cisco IP SoftPhone.



Configure Your Voice Settings

You can configure your voice settings in the following ways:

If your Cisco IP phone line is configured to operate in a high bandwidth region (for example, a LAN) but you are temporarily connected by means of a low bandwidth connection (for example, a dial-up modem or iDSL), enable the "Always use low bandwidth codec" feature.

If you have more than one audio device configured on your PC, you can choose which device Cisco IP SoftPhone uses for audio reception and transmission of your phone calls.

Procedure


Step 1

Click the Settings toolbar icon.

Step 2 Select the Audio tab.

Step 3 Configure the settings described in Table 3-14.

Step 4 Click OK.

Table 3-14 Configure Your Voice Settings 

Voice Setting
Description

Always use low bandwidth codec

If your Cisco IP phone line is configured to operate in a high bandwidth region (for example, a LAN) but you are temporarily connected by means of a low bandwidth connection (for example, a dial-up modem or iDSL), be sure to select this option.

To enable low bandwidth codec:

Click the checkbox next to the "Always use low bandwidth codec" field.

Sound device for Playback (Speaker)

If you have more than one audio device configured on your PC, you can choose which device Cisco IP SoftPhone uses for audio reception of your phone calls.

At the Sound device for Playback (Speaker) drop-down list box:

leave the default that your operating system has set, or

select a different audio device for your audio reception.

Sound device for Transmit (Microphone)

If you have more than one audio device configured on your PC, you can choose which device Cisco IP SoftPhone uses for audio transmission of your phone calls.

At the Sound device for Transmit (Microphone) drop-down list box:

leave the default that your operating system has set, or

select a different audio device for your audio transmission.



Configure Advanced Voice Settings

Use the Advanced Voice Settings option to:

adjust the sound quality of your Cisco IP SoftPhone. For example, you can smooth out your audio or reduce audio delay. See "Change the Jitter Buffer Size" section.

adjust the frequency processing to sharpen the audio and to improve the sound quality of your phone calls. See "Configure Frequency Processing" section.

Change the Jitter Buffer Size

Jitter buffer size impacts how you receive audio. The larger the jitter buffer size, the smoother the audio reception. However, larger jitter buffer size increases the audio delay.

Cisco IP SoftPhone supports a dynamic configuration of jitter buffer size. With dynamic configuration enabled, Cisco IP SoftPhone automatically adjusts the jitter buffer size per call depending on your PC and network conditions. With dynamic configuration enabled, the jitter buffer size is not used.

If your sound quality requires some adjustment, you can disable the dynamic configuration and change the jitter buffer size. To smooth out the audio on your Cisco IP SoftPhone, increase the jitter buffer size. To reduce any delay in the audio, decrease the jitter buffer size.

Configure Frequency Processing

Cisco IP SoftPhone allows you to set the frequency processing to sharpen the audio and to improve the sound quality of your phone calls. Post-processing handles audio reception and pre-processing handles audio transmission.

Cisco IP SoftPhone's default setting for frequency processing uses parameters from the ITU (International Telecommunications Union). Try the various parameters (None, ITU and Telecaster) and see which sound quality works for you and your callers. If you find the audio too sharp, you may want to change the post-processing and pre-processing to None.

Perform the following steps to adjust the audio quality of your Cisco IP SoftPhone:

Procedure


Step 1 Click the Settings toolbar icon.

Step 2 Click the Advanced tab.

Step 3 Click the Advanced Voice Settings tab.

Step 4 Configure the settings described in Table 3-15.

Step 5 Click OK.

Table 3-15 Configure Advanced Voice Settings 

Advanced Voice Setting
Description

Enable dynamic jitter buffer

Enable dynamic jitter buffer is the default configuration. With this configuration, the Jitter Buffer Size field is inactive.

If your sound quality requires some adjustment, you can disable the dynamic configuration and change the jitter buffer size. For example, to smooth out the audio on your Cisco IP SoftPhone, increase the jitter buffer size; to reduce any delay in the audio, decrease the jitter buffer size.

To change the jitter buffer size:

Disable the dynamic jitter buffer size by unchecking the "Use dynamic jitter buffer" checkbox.

Enter a new jitter buffer size according to the guidelines shown in Table 3-16.

Note You may increase the jitter buffer above the typical size, if required.

Frequency post-processing

This setting is used for audio reception.

Cisco IP SoftPhone's options for frequency post-processing parameters are:

None

ITU (International Telecommunications Union), the default

Telecaster (Cisco IP Phone)

Try the various parameters and see which sound quality works for you and your callers. For example, if you find the audio too sharp, try the post-processing frequency set to none.

Frequency pre-processing

This setting is used for audio transmission.

Cisco IP SoftPhone's options for frequency pre-processing parameters are:

None

ITU (International Telecommunications Union), the default

Telecaster (Cisco IP Phone)

Try the various parameters and see which sound quality works for you and your callers. For example, if a caller says that your voice sounds too sharp, change the pre-processing frequency to None.


Table 3-16 Jitter Buffer Size

Operating System
Minimum Jitter Buffer
Typical Jitter Buffer

Windows 95/98/ME/NT

120 ms

180 - 360 ms

Windows 2000/XP

40 ms

60 - 180 ms



Choose Your Ringer Settings

You can configure the ringer settings as described here:

If you have more than one audio device configured on your PC, you can select which device Cisco IP SoftPhone uses as your phone ringer. For example, if you are using a headset, you can redirect the ring to an external speaker.

You can set your system speaker to beep when you receive a call. Use this feature to alert you of incoming calls when you have a headset plugged into the sound card but you are not wearing the headset.


Note The beep is available only on systems that have a system speaker. If you do not have a system speaker, the ring buzzer may play through your PC speaker.


Procedure


Step 1

Click the Settings toolbar icon.

Step 2 Select the Audio tab.

Step 3 Configure the settings described in Table 3-17.

Step 4 Click OK.

Table 3-17 Choose Your Ringer Settings

Ringer Setting
Description

Sound device for Ringer

If you have more than one audio device configured on your PC, you can select which device Cisco IP SoftPhone uses as your phone ringer. For example, if you are using a headset, you can redirect the ring to an external speaker.

At the Sound device for Ringer drop-down list, choose the device where you want Cisco IP SoftPhone to ring.

Enable ring buzzer

You can set your system speaker to beep when you receive a call. Use this feature to alert you of incoming calls when you have a headset plugged into the sound card but you are not wearing the headset.

At the Enable Ring Buzzer field, click the checkbox.

Note The beep is available only on systems that have a system speaker. If you do not have a system speaker, the ring buzzer may play through your PC speaker.



Set Network Audio Settings

Cisco IP SoftPhone 1.2 and later includes network audio settings that allow you to perform the following tasks:

Obtain the correct IP address (for voice streaming) of the PC on which Cisco IP SoftPhone is running.

Establish two-way audio when you experience one-way audio.

You may experience one-way audio as result of one of the following conditions:

You run Cisco IP SoftPhone over a Virtual Private Network (VPN) to connect to the corporate network.

You use multiple Network Interface Cards (NICs) on the PC.

You use Network Address Translation (NAT).

You disconnect and reconnect to the network (for example, you undock and dock a laptop).


Note Cisco IP SoftPhone does not support Port Address Translation (PAT).


Configure Network Audio Settings

Before You Begin

Determine whether you have multiple NICs on your PC or whether you use a VPN or NAT to connect to your corporate network.

Procedure


Step 1

Click the Settings toolbar icon.

Step 2 Click the Audio tab.

Step 3 Click the Network IP Settings button to open the Network Audio Settings screen.


Table 3-18 describes how to configure the Network Audio Settings.

Table 3-18 Network Audio Settings 

IP Address Setting
Description

Automatic Selection

Tip This setting is highly recommended.

Caution For Automatic Selection to work, your administrator must have configured the URL and provided you with a valid URL.

Choose this primary setting to run Cisco IP SoftPhone. This setting allows Cisco IP SoftPhone to obtain the correct IP address from a web page.
Automatic Selection is the default setting for web installation.

Select Address

Choose this setting under the following conditions:

The Automatic Selection for obtaining the IP address is not available. This may be, for example, because your web server does not support the active server pages or the active server pages are inaccessible to the user.

You installed Cisco IP SoftPhone from a CD-ROM.

Select an address from the drop-down list box. You may need to randomly select a different address from the drop-down list box until you are able to establish two-way audio.
Select Address is the default setting for CD installation.

Specify Address

This field allows users to specify the IP address of their PC to which others will send their audio streams.


Caution Automatic Selection is the recommended setting. Use the Specify Address method only if Automatic Selection is not available.
Audio Input Port

Automatic Setting

Choose this setting if you want Cisco IP SoftPhone to automatically select the local UDP port from which it will receive incoming audio streams.
Automatic Setting is the default setting.

Specify Port

If you are not using the Automatic Setting for the Audio output port, use this field to specify the local UDP port for receiving incoming audio streams.

Audio Output Port

Automatic Setting

Choose this setting if you want Cisco IP SoftPhone to automatically select the local UDP port from which it will send outgoing audio streams.
Automatic Setting is the default setting.

Specify Port

If you are not using the Automatic Setting for the audio output port, use this field to specify the local UDP port to transmit audio streams.


How to Configure Advanced Settings

Use the Advanced tab in the Settings dialog window to perform the following tasks:

Configure user permissions (User Name and Password)

Configure the primary CTI Manager server and (optionally) the backup of the primary CTI Manager server you use.

Select the lines you want to control.

Change the collaboration settings.

Change the language settings.

Procedure


Step 1

Click the Settings toolbar icon.

Step 2 Select the Advanced tab.

Step 3 Configure the settings described in Table 3-19.

Step 4 Click OK.


Table 3-19 How to Configure Advanced Settings 

Setting
Description

User Name and Password

Enter your Cisco CallManager UserName and Password here.

Note If you installed Cisco IP SoftPhone from the Web or if you upgraded to a later version of Cisco IP SoftPhone, the User Name and Password fields are automatically filled in from the information entered during installation.

Primary CTI Manager and Backup CTI Manager

If your system administrator installed Cisco IP SoftPhone from a self-executable file, the Primary CTI Manager and Backup CTI Manager fields are automatically filled in.

Enter the IP address of the Primary CTI Manager server and (optionally) the IP address of your Backup CTI Manager server.


Caution The IP address(es) must be valid for Cisco IP SoftPhone to work.

Note If you installed Cisco IP SoftPhone from the Web or if you upgraded to a later version of Cisco IP SoftPhone, the Primary CTI Manager and (optionally) the Backup CTI Manager fields are automatically filled in.

Select Lines

Click Select Lines... to select the IP phone line(s) you want to control.

See "How to Select Lines to Control" section for more details.

Collaboration Setting

Enable the Virtual Conference Room option to use the collaboration features of Cisco IP SoftPhone. Enable the NetMeeting option to use the video collaboration features of Microsoft NetMeeting. You must restart Cisco IP SoftPhone to make these changes take effect.

Languages

Choose the language in which you want to run Cisco IP SoftPhone. You must restart Cisco IP SoftPhone for any changes to take effect.