Getting Started Guide - Griffith University...When you use your phone for calls, you can still answer calls using Jabber. However, audio and video will be directed through to your

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Jabber for Mac Getting Started Guide

Last modified: 18 November 2014 (version 1.2)

Information Services 18 November 2014 - 3 - CRICOS No. 00233E

Jabber for Mac

Copyright © 2014 Australia

By Griffith University

Version Control

Last Update: 18/11/2014

Version Number: 1.2

Contact details:

Griffith University

Web: www.griffith.edu.au/unifiedcollaboration

First Published in August 2014

Screen Shots © 2014 Griffith University. All rights reserved.

Disclaimer

Every effort has been made to provide accurate and complete information. However, Griffith University assumes no responsibility for any direct, indirect, incidental, or consequential damages arising from the use of information in this document. Data and case study examples are intended to be fictional. Any resemblance to real persons or companies is coincidental.

Copyright Notice

This publication is protected in accordance with the provisions of the Copyright Act. Apart from permissions expressed in the Copyright Act pertaining to copying for study, review, or research, no part of this publication may be reproduced in any form, or stored in a database or retrieval system, or transmitted or distributed in any form by any means, electronic, mechanical photocopying, recording, or otherwise without written permission from Griffith University.

Getting Started with Jabber for Mac

Information Services 28 July 2014 - i - CRICOS No. 00233E

Contents

Introduction to Jabber for Mac .......................................................................................................... 1

Sign In .................................................................................................................................................... 1

Sign Out ................................................................................................................................................. 1

Calls ........................................................................................................................................................ 2

Setting up Jabber for Calls ............................................................................................................. 2 Using your computer for calls .................................................................................................. 2 Using your phone for calls ....................................................................................................... 3

Making Calls ..................................................................................................................................... 3

Receiving a Call (using computer for calls) ......................................................................................... 4

Forward Calls ................................................................................................................................... 4 Forward all calls to voicemail ................................................................................................... 4 Forward all calls to a specific phone number ........................................................................ 4

Hold and Resume Calls .................................................................................................................. 5

Call History ...................................................................................................................................... 5

Authorization Code ........................................................................................................................ 6 Making Calls ............................................................................................................................... 6

Contacts ................................................................................................................................................. 7

Add a Griffith contact .................................................................................................................... 7

Find a contact .................................................................................................................................. 7

Delete a contact ............................................................................................................................... 7

Create a contact Group .................................................................................................................. 8

Move a contact to another contact Group .................................................................................. 8

Delete a contact Group .................................................................................................................. 9

Chat ....................................................................................................................................................... 10

Chat Controls ................................................................................................................................. 10

Start a Chat ..................................................................................................................................... 10

Add an additional person to an existing conversation ............................................................. 11

Start a Group Chat ........................................................................................................................ 11

Change the font in a Chat ............................................................................................................ 11

Change the font colour in a Chat ................................................................................................ 12

Send a file during a Chat .............................................................................................................. 12

Send a Screen Capture during a Chat ......................................................................................... 12

Information Services 18 November 2014 - ii - CRICOS No. 00233E

Escalating a Chat message to a Voice Call ................................................................................ 12

Voicemail ............................................................................................................................................. 14

Listen to voicemail ........................................................................................................................ 14

Call back the person who left the message ................................................................................ 14

Mark a message as unread ............................................................................................................ 14

Delete a voicemail message.......................................................................................................... 14

Conferencing ....................................................................................................................................... 15

Set up a Conference Call .............................................................................................................. 15

Status Availability of Contacts (presence) ........................................................................................... 16

Change your status availability .................................................................................................... 16

Customise your status ................................................................................................................... 17

Delete custom statuses ................................................................................................................. 17

Settings ................................................................................................................................................. 18

Change your Settings .................................................................................................................... 18

Getting Started with Jabber for Mac


Introduction to Jabber for Mac Jabber for Mac is a phone (softphone) that allows you to answer your desk phone number on your desktop computer. You will also be able to make calls, join a conference call with participants both internal and external to the university, access your voicemail, communicate using instant messaging (chat), and much more. Once you have successfully signed in, you will be able to:

• Add people to your Contacts list • Initiate or answer a phone call • Create a conference call • Initiate a text chat • Check your voicemail • See the availability of your colleagues

Sign In Once you have installed and configured Cisco Jabber for Mac, you should see a shortcut on your Applications folder.

1. Double click the Cisco Jabber application from the applications folder.

Cisco Jabber will open. 2. You will be prompted to login if you did not tick sign me in when Jabber starts

when you installed Jabber. 3. In the Username field: type your Snumber. 4. In the Password field: type your Portal password. 5. Click Sign in.

Sign Out When you are ready to sign out, click the Jabber menu at the top left of your screen, then select Sign Out.


Calls You can use Jabber to make and receive phone calls instead of using your desk phone. When you use Jabber on your computer for calls, your computer becomes your phone and will ring when there is an incoming call.

When you use Jabber on your computer to receive phone calls, your desk phone will also ring at the same time.

Setting up Jabber for Calls There are two ways to receive calls with Jabber.

• Use my computer for calls This allows you to use a headset with your computer to answer calls.

• Use my desk phone for calls

This allows you to use the features of jabber through your desk phone for all calls.

Select the option you prefer by clicking the phone control menu at the bottom left corner of the Jabber window.

Using your computer for calls When you select use my computer for calls, your computer becomes your phone and will ring when there is an incoming call. You will need a microphone for audio and a webcam for video.


It is recommended you have a headset with a microphone for audio if you are located in an open plan environment.

Using your phone for calls When you select Use my Desk Phone for calls, you can use the features of Jabber without a headset and webcam. This will direct the call through to your desk phone (audio and video).

When you use your phone for calls, you can still answer calls using Jabber. However, audio and video will be directed through to your desk phone.

Making Calls To call a person in your contacts list or the Griffith directory:

Enter the name, extension number or phone number of the person you wish to 1.call in the search box.

From the search results list, hover over the contact required. 2. Select call then the phone number required from the menu that appears to the 3.

right of their name. The call window will appear.

When the recipient answers, your video is displayed automatically to the caller if 4.you have set up a web cam OR

If someone is entered in your contact list, hover over their name and click the 1.telephone symbol that appears to the right of their name. The call window will appear.

When the recipient answers, your video is displayed automatically to the caller if 2.you have set up a web cam.

To call a none contact or Griffith directory person: Enter their phone number in the search box. 1. Press the Return key on your keyboard to place the call. 2.

The call window will appear. When the recipient answers, your video is displayed automatically to the caller if 3.

you have set up a web cam.

If you are calling an external known number, type in 0 first for an outside line followed by the number.


Receiving a Call (using computer for calls) When someone calls you, an incoming call dialog window appears. You may choose to answer the call or send the caller to your voicemail by clicking either Answer or Decline.

To answer the call, click the Answer button. 1. To decline the call and divert the caller to your voicemail, click the Decline button. 2.

If you answer the call, your video is displayed automatically to the caller if you have 3.set up a web cam.

By default, all calls start with video. However, if your configuration is set to not automatically start calls with video, you can start your video any time during a call by selecting the Start my video button in the upper right hand corner of the call window.

Forward Calls You can forward all calls from Jabber to voicemail or a specific phone number. Forward all calls to voicemail

Select the phone control menu at the bottom left of the main jabber window. 1. Select Forward Calls to and then select Voicemail. 2.

Forward all calls to a specific phone number

Select the phone control menu at the bottom left of the main jabber window. 1. Select Forward calls to and then select New number. 2.


Hold and Resume Calls 1. During a call, click the More menu button. 2. Click Hold.

3. You will see the following window.

4. To resume the call, click the green Resume key.

You can call multiple people and place them on hold and switch between them or join them in a conference call. Conferencing is covered in the ‘Conferencing’ section of this user guide.

Call History Call history is an overview of your latest outgoing, incoming and missed calls. To view your call history in Jabber, do the following:

Click the Calls icon located on the left side of the Jabber window. 1.Your call history is displayed. • Calls you have placed are indicated with grey text and include a phone icon

with an arrow pointing to the right. • Calls you have received are indicated with grey text and include a phone icon

with an arrow pointing to the left. • Calls you missed are indicated with red text and include a phone icon with an

arrow pointing to the left. 2. Right click on a history item to call, chat, delete, send email or add to contact

for that individual.


Call history only shows calls received or missed while Jabber was running.

Authorization Code A phone authorization code number is used by people who require a certain level of telephone call access that may not be available on their desk phone due to the location of the phone (i.e. in an open shared space). If you have a phone authorization code assigned to you that code allows for a specific level of telephone call access. You can go to any video phone in the University and make a call to that level, even if the phone normally would not allow it.

You are not automatically assigned a phone authorization code because in most cases, the level of access provided on your desk phone is sufficient for your needs. In some circumstances a phone in an open or shared area may have a lower level of access to prevent unauthorized calls, and in those cases a phone authorization code may be requested.

Making Calls 1. Enter the phone number you wish to call.

You will hear two beeps. 2. Click the keypad menu button. 3. Enter your unique authorization code followed by #.

4. If the authorization code is entered correctly, the call will be placed.


This phone authorization code is not synchronised with the PIN number used for voicemail or for logging into another video phone.

Contacts You can add contacts from the online Griffith directory to your contacts list. Once you have added a contact to your contacts list, you can quickly see their availability status, send the contact an instant message or call them.

Add a Griffith contact From the main Jabber window, enter the name of the person you want to add as a 1.

contact in the search box.

Hover over the name of the person you wish to add from the list. 2. Select Add to Group from the menu that appears to the right of their name. 3. Select an existing contact group to add the contact to. 4.

Note: All contacts must be placed in a Contact Group.

Find a contact From the main Jabber window, enter the name or number of the contact in the 1.

search box.

The name will appear below the search box. 2.Note: If the contact does not appear, you can dial the number directly by entering it in the search box.

Delete a contact From the main Jabber window, select the Contacts tab. 1.


Right click on the contact name you wish to delete. 2. Select Remove. 3. Select Remove a second time to confirm removal. 4.

Create a contact Group From the Contacts menu at the top left of your screen, select Add Group 1.

Enter the group name. 2. Click OK. 3.

Move a contact to another contact Group Right click on the contact that you wish to move. 1. Select Move to Group. 2.

Select the group you wish to move the contact to. 3.Note: More than one contact group must exist to initiating Move to group.


Delete a contact Group From the Contacts menu select Delete Group. 1. Select the Group you wish to delete. 2.

Note: If you remove a group, all contacts in that group will also be deleted.


Chat Chat allows you to send an instant message to someone that can be viewed immediately. You can take a screen capture, talk to multiple people at the same time, send a file and ring someone through the chat feature.

Chat Controls Controls Actions

Take a screen capture

Send files

Adjust font size

Adjust font colour

Send emoticons

Invite people to join a group chat

Start a Chat From the main Jabber window, locate the name of the person you wish to chat with 1.

in your Contacts or perform a search of the Griffith directory. Double click on their name. 2. A Chat window will open. 3. Type your message in the box at the bottom of the page. 4. Press Return on the keyboard to send the message. 5.

You can chat with multiple people at the same time. Simply repeat steps 1 to 4 above and the Chat conversation will be added to the bottom of the open Chat Window.


Add an additional person to an existing conversation During a Chat conversation you can add another person to create a group chat.

From the bottom right hand corner of the Chat window, click the Add participants 1.

symbol.

The Invite to Chat window opens.

Enter the name of the person you wish to add to the conversation. 2. Click to Invite. 3. Repeat steps 2 to 3 to add multiple people to the conversation at the same time. 4. Click Invite. 5.

Start a Group Chat From the Contacts tab, select the people you want to start a conversation with by 1.

holding down the Command key on your keyboard whilst selecting each contact. Once all the contacts have been selected, right click over one of the highlighted 2.

names and select Start Group Chat. Click Invite. 3.

Change the font in a Chat Click the T symbol at the bottom of the Chat window. 1.

From here you can select the font size, type and formatting options. 2.Note: The changes will only apply to the current conversation.


Change the font colour in a Chat Click the A symbol at the bottom of the Chat window. 1.

From here you can select your preferred font colour. 2.Note: The changes will only apply to the current conversation.

Send a file during a Chat During a Chat conversation you can send files on your computer to the recipient.

Start a Chat conversation with someone. 1. Click the paperclip symbol at the bottom of the Chat window. 2.

Browse to and select the file you want to share. 3. Click Send. 4. The file will now load and wait for the receiver to accept it. 5. Once the receiver has accepted the file, it will show file transfer as complete: 6.

Note: It is not possible to Send a File during a Group Chat.

Send a Screen Capture during a Chat Start a Chat conversation with someone. 1. Click the square with plus symbol at the bottom of the Chat window. 2.

Click and drag the dotted lines to select the region of the screen you want to capture. 3. Press Return on your keyboard to send the screen capture. 4. The sent screen capture will appear in your Chat window. 5.

Note: It is not possible to send a Screen Capture during a Group Chat.

Escalating a Chat message to a Voice Call During a Chat conversation, you can escalate the conversation to a voice and or video call, by pressing the phone symbol in the top right hand corner of the Chat window then select the phone number required from the menu that appears to the right.



Voicemail You can use Jabber to listen to, delete, restore and reply to voicemail messages.

Listen to voicemail Click the voicemail icon on the left side of the main Jabber window. 1.

A list of your voicemail messages is displayed. New messages will display in bold text. The time the message was left, the length of the message and the name of the caller are also displayed.

To listen to a voicemail, click the play icon to the right of the message. 2. Whilst the message is playing you can click at points on the message to repeat 3.

sections of the message. Once you have listened to a message, the message will no longer be displayed in 4.

bold text and the red indicator light on your desk phone (which indicates a new message) will go out.

Call back the person who left the message Click the voicemail icon on the left side of the main Jabber window. 1. Right click on the message of the caller you wish to call back then select Call. 2.

Mark a message as unread Click the voicemail icon on the left side of the main Jabber window. 1. Right click on the message you want to mark as unread. 2. Select Mark as Unread. 3.

Note: When you do this, the missed-event counter on top of the voicemail button will display and the message will be display in bold text.

Delete a voicemail message Click the voicemail icon on the left side of the main Jabber window. 1. Right click on the message you want to delete then select Delete. 2.

Interacting with your voicemail in Jabber is the same as interacting with your voicemail via your desk phone. For example, if you delete a voicemail message through Jabber, it is deleted from the voicemail box.


Conferencing Conference allows you to talk simultaneously with multiple people. When you are talking on a call, use the Conference option to dial another person and add them to the call.

Set up a Conference Call Call the first person you wish to be in a conference call. 1.

Making calls are covered in the Making Calls section of this guide. Whilst on the call to the first person, call the second person. 2.

The first person will be placed on Hold automatically. When the recipient answers click the More menu button and then select Merge 3.

with [Person’s Name].

The conference begins. 4. To add more participants to the conference, repeat steps 2 to 3 above. 5. To leave the conference, simply hang up. All other participants remain in the 6.

conference.

Anyone in a conference can add participants to the conference call. You do not have to be the conference initiator.


Status Availability of Contacts (presence) Jabber allows you to see the availability of other Jabber users. For example, are they currently on the phone? The coloured dot that appears next to a contacts name indicates their availability.

The status availability categories are Available, Away, Do Not Disturb and Offline.

Note: The availability of a contact in Jabber is also linked to their desk phone, i.e. if a contact is on a call on their desk phone, this will show as busy call in Jabber.

Status Status Description

Available – indicates that the user is available to contact.

Away - This indicator displays automatically with the following messages: Away - When the user is idle for a period of time On a call - When the user is involved in an active phone call In a meeting - When the user is in a meeting, for example a Webex meeting. Note: You can manually change the status to Away, or design a custom Away message to display beside the icon (for example, “Out to lunch”)

Do Not Disturb - indicates that the user does not want to be contacted. Note: You can create a custom Do Not Disturb message to display beside the icon (for example, “‘Working on a 5 .m. deadline”).

Offline - Indicates that the user is not signed in to Cisco Jabber. Offline users cannot receive any chat messages. Note: When you sign in after being offline, you will receive any chats and voicemails that arrived while you were offline. A missed event counter will appear alongside the Calls, Voicemail tabs indicating the number of events you have missed.

Change your status availability Click the down arrow to the right hand side of the present status. 1. Click on the status you require. 2.

Note: This will override any automatic statuses.


Customise your status Click the arrow to the right hand side of the present status. 1. Select Custom Available or Custom Away or Custom Do Not Disturb. 2. Type in the status you wish to display. 3. Press the Return key on your keyboard to confirm the changes. 4. This status will now appear in the options box as the default (has a next to it). 5.

Delete custom statuses Click the down arrow to the right hand side of the present status. 1. Select Edit Status Menu. 2. Select the presence status message that you want to delete. 3. Click on the minus (-) symbol to remove the message. 4. Click the Done button. 5.


Settings There are a number of settings for Jabber that you can change according to your requirements.

The following table details the settings you can change. General Allows you to select whether Jabber starts when you start your computer.

Accounts Stores directory, phone services and voicemail information.

Chats View chat settings.

Status Allows you to set how long you are away from your computer before your status turns to Away.

Privacy Allows you to set who can send you messages and see your status.

Calls View settings for calls.

Audio/Video Allows you to select the speaker and microphone that is used and where ringer/alerts will be played from and preview your web cam picture and select the camera you use.

Events Choose how and when to play alerts. E.g. when you receive a chat message.

Change your Settings 1. From the Jabber menu, select Preferences. 2. Choose the settings you require. 3. Click OK. Vaguely

Documents

Getting Started Guide - Griffith University...When you use your phone for calls, you can still answer calls using Jabber. However, audio and video will be directed through to your