Cisco IP Communicator User manual

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Cisco IP Communicator
User Guide
Version 1.1
Customer Order Number:
Text Part Number: OL-5051-01

Cisco IP Communicator User Guide iii
Contents
Getting Started with Cisco IP Communicator 1
What is Cisco IP Communicator? 1
Hardware and Platform Requirements 2
Quick Start Checklist 2
Installing Audio Devices 3
Installing and Launching Cisco IP Communicator 4
Installing Cisco IP Communicator on Your Computer 4
Launching Cisco IP Communicator 5
Using the Audio Tuning Wizard 6
Configuration and Registration Tasks 8
Testing Cisco IP Communicator 9
An Overview of Cisco IP Communicator 10
Cisco IP Communicator Features 10
Using the Cisco IP Communicator Interface 10
Phone Screen Features 14
Call-Handling and Navigation Tips 15
Using Keyboard Shortcuts 15
Using the Right-Click Menu 16
Closing and Minimizing Cisco IP Communicator 17
Understanding Lines vs. Calls 17
Going On-Hook and Off-Hook 18
Using Online Help 18
Understanding Feature Availability 18
Using Cisco IP Communicator to Handle Calls 19
Basic Call Handling 19
Placing a Call 20

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Answering a Call 22
Ending a Call 23
Using Hold and Resume 24
Using Mute 24
Transferring a Connected Call 25
Switching Between Calls 25
Starting or Joining a Standard Conference Call 26
Forwarding Your Calls to Another Number 27
Advanced Call Handling 28
Storing and Retrieving Parked Calls 28
Redirecting a Ringing Call to Cisco IP Communicator 29
Starting or Joining a Meet-Me Conference Call 29
Understanding Shared Lines 30
Adding Yourself to a Shared-Line Call 30
Customizing Cisco IP Communicator Settings 31
An Overview of Settings 31
Adjusting the Volume for a Call 31
Customizing Rings and Message Indicators 32
Customizing the Phone Screen 33
Setting Up Speed Dial Buttons 33
Viewing and Customizing Preferences 34
User Settings 34
Network Settings 36
Audio Settings 38
Understanding Audio Modes 39
Network Audio Settings 42
Advanced Audio Settings 43
Directories Settings 45
Using Headsets and Other Audio Devices 46
Using a Headset 46
Using Your Computer as a Speakerphone 48
Using a USB Handset 49
Removing and Re-Installing Audio Devices 50

Cisco IP Communicator User Guide v
Obtaining Audio Devices 50
Using Voice Messaging, Call Logs, and Directories 51
Using a Voice Message Service 51
Searching Your Call Logs and Directories 52
Using the Quick Search Feature 53
Entering Password Information for Quick Search 53
Accessing Your User Options Web Pages 55
Logging In to the User Options Web Pages 55
Subscribing to Phone Services 56
Troubleshooting Cisco IP Communicator 57
General Troubleshooting Issues 57
Voice Quality Issues 60

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Cisco IP Communicator User Guide 1
Getting Started with Cisco IP Communicator
These sections give you the basic information you need to start using your new
CiscoIPCommunicator.
•What is Cisco IP Communicator?, page 1
•Hardware and Platform Requirements, page 2
•Quick Start Checklist, page 2
•Installing Audio Devices, page 3
•Installing and Launching Cisco IP Communicator, page 4
•Using the Audio Tuning Wizard, page 6
•Configuration and Registration Tasks, page 8
•Testing Cisco IP Communicator, page 9
What is Cisco IP Communicator?
Cisco IP Communicator is a desktop application that turns your computer into a full-featured
Cisco IP Phone, allowing you to place, receive, and otherwise handle calls. If you install
Cisco IP Communicator on a laptop or portable computer, you can use Cisco IP Communicator (and
all of your phone services and settings) from any location where you can connect to the corporate
network. For example, if you are on a business trip you can use Cisco IP Communicator to receive calls
and check voice messages while online. Or, if you are working from home, co-workers can reach you
by dialing your work number.
To get started installing and using Cisco IP Communicator, see the “Quick Start Checklist” section on
page 2.
For an introduction to Cisco IP Communicator features, see the “An Overview of
Cisco IP Communicator” section on page 10.

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Hardware and Platform Requirements
To use Cisco IP Communicator, you need a computer with a sound card and/or USB audio device. The
table that follows shows the minimum and recommended requirements for the computer and operating
system on which Cisco IP Communicator runs. Providing a faster CPU and additional RAM
(recommended configuration) allows Cisco IP Communicator to be more responsive and launch faster.
In addition to requirements outlined in the table above, Cisco IP Communicator requires the
following:
•A minimum of 100 MB free disk space
•A non-ISA full-duplex sound card or USB audio headset or handset
•A 10/100 Mbit Ethernet network interface card
•SVGA video card
To get started installing and using Cisco IP Communicator, see the “Quick Start Checklist” section on
page 2.
Quick Start Checklist
Follow the checklist below to get Cisco IP Communicator set up on your desktop so that you can start
making calls. The checklist provides pointers to sections in this User Guide where you can find details.
Requirements Operating System Minimum CPU
Minimum
RAM
Screen
Resolution
Minimum
Configuration
•Windows 2000 Professional with
service pack 3.0 or later
•Windows XP Professional with
service pack 1.0 or later
450 MHz
Pentium III or
equivalent
128 MB 800 x 600
Recommended
Configuration
•Windows 2000 Professional with
service pack 3.0 or later
•Windows XP Professional with
service pack 1.0 or later
733 MHz
Pentium III or
equivalent
192 MB 1.024 x 768
Quick Start task For more information, see...
1. Install any sound cards or USB audio devices that
you want to use, including a USB headset or handset.
Installing Audio Devices, page 3
2. Install the Cisco IP Communicator application. Installing Cisco IP Communicator on Your
Computer, page 4
3. Launch Cisco IP Communicator. Launching Cisco IP Communicator, page 5

Getting Started with Cisco IP Communicator
Cisco IP Communicator User Guide 3
Installing Audio Devices
You can install audio devices any time, but the ideal time to do this is before you install and launch
Cisco IP Communicator.
What kind of audio devices can I use?
You can use several audio devices with Cisco IP Communicator. The table below provides an
overview. If you want a list of specific brand-name audio devices that you can use with
Cisco IP Communicator, ask your system administrator.
4. Use the Audio Tuning Wizard to select audio
modes and tune audio devices.
•Using the Audio Tuning Wizard, page 6
•Understanding Audio Modes, page 39
5. Accomplish network configuration or registration
steps required by your system administrator.
Configuration and Registration Tasks,
page 8
6. Place test calls. Testing Cisco IP Communicator, page 9
Audio device Description Notes
USB devices:
•a USB handset
•a USB headset
USB devices require device
driver software and have
rectangular plugs.
Follow the device manufacturer’s instructions
to install USB devices. If prompted, complete
the Microsoft Windows Found New Hardware
Wizard.
External analog
devices:
•an analog
headset
•external speakers
or microphones
Analog audio devices do not
require software. They
work as extensions of your
computer’s sound card.
Plug analog devices into audio jacks on your
computer.
Cisco IP Communicator recognizes analog
devices as extensions of your sound card;
choose your sound card when you want to
modify or view settings for analog devices.
Internal audio
devices:
•built-in
microphone
•built-in speakers
These audio devices are
internal to your computer
and work with your
computer’s sound card.
Internal audio devices only work when you do
not have external audio devices plugged into
the audio jacks on your computer; otherwise,
sound will be routed to the external devices.
Quick Start task For more information, see...

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Note If you install or insert an audio device that requires a driver (a USB handset, USB headset, or
sound card) after launching Cisco IP Communicator, you will need to close and relaunch the
application before Cisco IP Communicator will recognize the device.
The next step
After installing audio devices, you are ready to install and launch Cisco IP Communicator. The Audio
Tuning Wizard will recognize your installed audio devices and give you the opportunity to select and
tune them. See the “Installing and Launching Cisco IP Communicator” section on page 4.
Related topics
•Using Headsets and Other Audio Devices, page 46
•Removing and Re-Installing Audio Devices, page 50
Installing and Launching Cisco IP Communicator
This section covers these topics:
•Installing Cisco IP Communicator on Your Computer, page 4
•Launching Cisco IP Communicator, page 5
Installing Cisco IP Communicator on Your Computer
Your system administrator will provide you with an executable file or an installation link. Follow the
procedure below to install the Cisco IP Communicator software on your computer.
Note If you use a laptop computer, be sure that you are not connected to a docking station when
launching Cisco IP Communicator for the first time after installation.
Procedure
Step 1 Open CiscoIPCommunicatorSetup.exe by double-clicking on this file or on the installation
link provided by your system administrator.
The InstallShield wizard opens and begins preparing for installation.
Step 2 When prompted, click Next to initiate the InstallShield wizard.
Step 3 Read the license agreement carefully, then click “I accept” and Next.
Step 4 Enter data in the Customer Information window and click Next. If you think other people
need to use Cisco IP Communicator on this computer, select yes.

Getting Started with Cisco IP Communicator
Cisco IP Communicator User Guide 5
Step 5 In the Ready to Install window, click Install.
Installation might take a few minutes.
Step 6 If you want to launch Cisco IP Communicator now, click the “Launch the program” check
box and click Finish. (In some cases, you will be prompted to reboot at this point and will not
see the “Launch the program” check box.)
The next step
See the “Launching Cisco IP Communicator” section on page 5.
Launching Cisco IP Communicator
Note If you use a laptop computer, be sure that you are not connected to a docking station when
launching Cisco IP Communicator for the first time after installation.
If you clicked the “Launch the program” check box as a final step in installation,
Cisco IP Communicator will automatically launch.
To launch manually, choose Start > Programs > Cisco IP Communicator, or double-click the
Cisco IP Communicator desktop shortcut.
The first time that you launch Cisco IP Communicator, the Audio Tuning Wizard opens. On
subsequent launches, you might be prompted to use the Audio Tuning Wizard to revert to previous
volume settings. See the “Using the Audio Tuning Wizard” section on page 6.
Accepting updates
Additionally, you might be prompted upon launching to accept an AutoUpdate software installation.
You can accept or decline. In general, you should accept AutoUpdate prompts as soon as possible in
order to maintain the latest version of the product on your computer. However, if you are using
Cisco IP Communicator over a remote connection, you might choose to postpone running AutoUpdate
until you are connected locally. (For example, if you are working from home, you might wait until you
return to the office.) AutoUpdate might take longer to complete over a remote connection.
The next step
After installing and launching Cisco IP Communicator, the next step is to select and tune audio
devices. See the “Using the Audio Tuning Wizard” section on page 6.

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Using the Audio Tuning Wizard
The Audio Tuning Wizard guides you through the process of selecting and tuning installed audio
devices.
•Selecting means assigning an audio device to one or more audio modes and/or to the ringer. See
the “Understanding Audio Modes” section on page 39 for more information about audio modes.
•Tuning involves testing and, if necessary, modifying the speaker and microphone volume for each
selected device.
The Audio Tuning Wizard appears automatically the first time that you launch
Cisco IP Communicator after installation. Or you can access it manually from the right-click menu as
needed on subsequent launches. The table below provides more information about the Audio Tuning
Wizard and other audio setting options.
If you... Then.... Notes
Just installed
CiscoIPCommunicator
and need to use the
Audio Tuning Wizard for
the first time
Tune each audio device when the
Audio Tuning Wizard appears.
The Audio Tuning Wizard gives you
the opportunity to select audio devices
for audio modes. For more
information about making these
selections, see the “Understanding
Audio Modes” section on page 39.
Tuning a device is a different
task from changing the volume
setting for a call. Ideally, you
will tune each device only once
and re-tune only if you
encounter voice quality issues.
See the Check Audio
Settings window on a
subsequent launch after
installing
Choose one of these buttons:
•Revert—to reinstate previous
settings for this audio device
•Tune—to re-tune this device
•Cancel—to maintain modified
settings (for example, to keep the
sound card muted)
If your audio settings have been
working properly, choose Revert.
The Check Audio Settings
window appears on subsequent
launches if you modified (or
muted) the volume for a device
since you last tuned it. For
example, if you muted your
computer’s sound card or
changed the volume controls on
a USB handset or USB headset.
Want to change the
volume for a call
Click on the
Cisco IP Communicator interface. To
save your settings, click Save.
This is the best way to change
volume settings on a per-call
basis. See the “Adjusting the
Volume for a Call” section on
page 31 for details.

Getting Started with Cisco IP Communicator
Cisco IP Communicator User Guide 7
Note Before you use the Audio Tuning Wizard to tune an audio device that has its own volume
adjustor, such as a headset with inline volume controls, increase the device’s volume level to
the highest setting.
The next step
If you are completing the Quick Start Checklist and have finished using the Audio Tuning Wizard, the
next step is to perform any necessary configuration tasks required before you begin using
Cisco IP Communicator to make calls. See the “Configuration and Registration Tasks” section on
page 8.
Want to re-tune an audio
device to address voice
quality issues
Access the Audio Tuning Wizard
manually. To do so, right-click on
CiscoIPCommunicator,orchoose
Start > Programs >
Cisco IP Communicator > Audio
Tuning Wizard.
See the “Voice Quality Issues”
section on page 60 for help with
troubleshooting.
Want to change your
audio mode selections
without re-tuning audio
devices
Right-click on
Cisco IP Communicator and choose
Preferences> Audio.
For more information about
changing audio mode selections,
see the “Understanding Audio
Modes” section on page 39.
If you... Then.... Notes

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Configuration and Registration Tasks
After you have installed the Cisco IP Communicator application, completed the Audio Tuning Wizard,
and can see the Cisco IP Communicator interface on your desktop, you may need to complete one or
more of the configuration and registration tasks listed below before you can start making calls.
Note The following tasks vary by company and phone system; your system administrator will give
you specific instructions. Do not perform these tasks unless instructed to do so.
Choosing a network adapter
Cisco IP Communicator relies on your network adapter selection to identify itself to the network; the
correct network adapter must be selected for Cisco IP Communicator to function properly. To select
a network adapter, right-click on the Cisco IP Communicator interface, then choose Preferences >
Network > Device Name, and choose a network adapter from the Network Adapter drop-down menu.
Your system administrator will tell you which network adapter to choose. In general, you should
choose the adapter that is most likely to provide permanent connectivity or the adapter that is always
enabled—even if it is not plugged in. Avoid choosing a wireless card.
Note This setting is used for network identification, not audio transmission. You do not need to
change this setting once it is established unless you are permanently removing or disabling the
selected network adapter. In this case, coordinate with your system administrator before
selecting a new adapter.
Locating a device name
To view the device name of your selected network adapter, right-click on the Cisco IP Communicator
interface, then choose Preferences > Network > Device Name. Note the device name and send it to
your system administrator, if requested.
Specifying a TFTP server
Your system administrator might ask you to specify one or two TFTP server addresses in the
Cisco IP Communicator interface. To do this, right-click on the interface, then choose Preferences >
Network > Use these TFTP servers, and enter a TFTP address in the field.
Your system administrator will tell you if you need to perform this task.
Registering with TAPS
After you install and launch Cisco IP Communicator, you might need to auto-register using TAPS (the
Tool for Auto-Registered Phones Support).

Getting Started with Cisco IP Communicator
Cisco IP Communicator User Guide 9
To register with TAPS, use Cisco IP Communicator to dial the TAPS extension provided by your
system administrator and follow the voice prompts. You might need to enter your entire extension,
including the area code. After Cisco IP Communicator displays a confirmation message, you can end
the call. Cisco IP Communicator will re-start.
The next step
The next step is to make sure Cisco IP Communicator is ready for use. See the “Testing
Cisco IP Communicator” section on page 9.
Testing Cisco IP Communicator
If you are following the “Quick Start Checklist” section on page 2 and have performed the
configuration and registration tasks required by your system administrator, Cisco IP Communicator is
ready to test. Make sure that you can see your extension number and hear a dial tone after going
off-hook.
•If you cannot see your extension number or hear a dial tone, ask your system administrator for
help. There may be further steps that your system administrator requires of you.
•Otherwise, place a few test phone calls and ask other parties how your voice sounds. Read the
sections below for more information.
If you need to adjust the volume
Start by adjusting the audio mode volume on the Cisco IP Communicator interface. Click
or press the Page Up/Page Down keys on your keyboard. For more information, see
the“Adjusting the Volume for a Call” section on page 31. If you experience voice quality problems,
see the “Troubleshooting Cisco IP Communicator” section on page 57.
If you are using a remote connection
If you are using Cisco IP Communicator over a remote connection (for example, on a VPN connection
from home or a hotel), enable the “Optimize for low bandwidth” feature. To do so, right-click on the
Cisco IP Communicator interface and choose Preferences > Audio.
After optimizing for low bandwidth, call someone and ask how your voice sounds. If you or the other
party sound muffled or unnatural, try applying audio filters during the call. Audio filters can improve
sound quality when low bandwidth is enabled. For information about applying audio filters, see the
“Advanced Audio Settings” section on page 43.
The next step
Now that you have set up and tested your new phone, you might want to learn more about the features
and services that it offers. See the “An Overview of Cisco IP Communicator” section on page 10.

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An Overview of Cisco IP Communicator
These sections provide an overview of Cisco IP Communicator:
•Cisco IP Communicator Features, page 10
•Using the Cisco IP Communicator Interface, page 10
•Call-Handling and Navigation Tips, page 15
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.
In addition to call-handling features, Cisco IP Communicator supports:
•An Audio Tuning Wizard
•Quick Search directory dialing
•Easy access to your User Options web pages and phone services
•A comprehensive online help system
•An optional skin to change the look of Cisco IP Communicator
For an overview of Cisco IP Communicator components, see the “Using the Cisco IP Communicator
Interface” section on page 10.
Using the Cisco IP Communicator Interface
Use your mouse to click buttons and menu items and your computer keyboard to enter letters,
numbers, and keyboard shortcuts.
Cisco IP Communicator comes with two desktop appearances called skins:
•Figure 1 shows Cisco IP Communicator with an optional skin selected (Mercurio.xml)
•Figure 2 shows Cisco IP Communicator with the default skin selected (Default.xml)
Table 1 identifies buttons and other components shared by both skins.

An Overview of Cisco IP Communicator
Cisco IP Communicator User Guide 11
Figure 1 Cisco IP Communicator with an optional skin selected
Figure 2 Cisco IP Communicator with the default skin selected
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10111213
15
16
5
7
9
8
6
4
3
2 pt
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Table 1 Buttons and other components, as illustrated in Figure 2
1Phone screen Allows you to view call status and feature menus, and activate items. See the
“Phone Screen Features” section on page 14 for details.
2Minimize and
close icons
Allows you to hide the Cisco IP Communicator interface or quit the
application. See the “Understanding Feature Availability” section on
page 18.
3Line buttons and
speed dial buttons
Each button opens/closes a line or speed dials a number. (Ctrl + numbers 1
- 8 are keyboard shortcuts). Line buttons indicate line status as follows:
•Green, steady—Active call on this line (off-hook)
•Green, blinking—Call on hold on this line
•Orange, blinking—Incoming call ringing on this line
•Red—Shared line, currently in use
•No color—No call activity on this line (on hook)
You can convert extra line buttons into speed-dial buttons. See the “Setting
Up Speed Dial Buttons” section on page 33.
4Messages button Typically auto-dials your voice message service (varies by service).
(Ctrl + M is the keyboard shortcut.) For more information, see item 16 in
this table and the “Using Voice Messaging, Call Logs, and Directories”
section on page 51.
5Directories button Opens/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
Voice Messaging, Call Logs, and Directories” section on page 51.
6Help button Activates the Help menu. (Ctrl + I is the keyboard shortcut.) See the “Using
Online Help” section on page 18.
7Settings button Opens/closes the Settings menu. Use it to control phone screen appearance
and ring sounds. (Ctrl + S is the keyboard shortcut.) See the “Customizing
Cisco IP Communicator Settings” section on page 31.
8Services Button Opens/closes the Services menu. (Ctrl + V is the keyboard shortcut.) See the
“Accessing Your User Options Web Pages” section on page 55.
9Volume button Controls audio mode volume and other settings. (Page up/Page down are
keyboard shortcuts). See “Customizing Cisco IP Communicator Settings”
section on page 31.
10 Speaker button Toggles speakerphone mode on or off. (Ctrl + P is the keyboard shortcut.)
See the “Using Headsets and Other Audio Devices” section on page 46.

An Overview of Cisco IP Communicator
Cisco IP Communicator User Guide 13
Tips
•You can right-click on the Cisco IP Communicator interface to view and configure settings, choose
skins, and enable screen-only mode. See the “Using the Right-Click Menu” section on page 16.
•The default skin (Figure 2) and the optional skin (Figure 1) use the same set of button icons.
However, button shapes and locations may differ by skin.
•For a complete list of shortcuts, see the “Using Keyboard Shortcuts” section on page 15.
•See the “Phone Screen Features” section on page 14 for information about how calls and lines are
displayed on the Cisco IP Communicator phone screen.
11 Mute button Toggles the Mute feature on or off. (Ctrl + T is the keyboard shortcut.) See
the “Using Mute” section on page 24.
12 Headset button Toggles headset mode on or off. (Ctrl + H is the keyboard shortcut.) See the
“Using Headsets and Other Audio Devices” section on page 46.
13 Navigation button Allows you to scroll through menus and highlight items. (Not available on
the optional skin.) Alternately, use the arrow keys on your computer.
14 Keypad Allows you to enter numbers and letters, and choose menu items. (Not
available on the optional skin.) Alternately, use your computer keyboard.
15 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 the
“Using Cisco IP Communicator to Handle Calls” section on page 19.
16 Voice message and
ring indicator
Indicates an incoming call and new voice message. If you are using the
optional skin, the message waiting indicator is the Cisco IP Communicator
icon in the left corner of the interface (as shown). See the “Using Voice
Messaging, Call Logs, and Directories” section on page 51.
Table 1 Buttons and other components, as illustrated in Figure 2

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Phone Screen Features
This is what your Cisco IP Communicator phone screen might look like with a call active and several
feature menus open. You can click screen items to select or activate them.
Related topics
•Using the Cisco IP Communicator Interface, page 10
•Call-Handling and Navigation Tips, page 15
1Primary line Displays your primary extension number and the time and date. If several
tabs are open, the time and date alternate with the extension number.
2Line area Displays your extension number(s). Each extension represents a phone line
and corresponds to a (line button).
3Speed dial area Displays speed dial labels. Each label corresponds to a speed dial button.
See the “Setting Up Speed Dial Buttons” section on page 33.
4Softkey labels Each displays a softkey function. Activate a softkey by clicking the softkey
label or the button below the label.
5Status line Displays status information and user prompts.
6Call activity area Displays currently active calls, including caller ID, call duration, and
call-state icons. You can click an active call to select it.
7Phone tab Appears when there is call activity. Click this tab to return to the call
activity area from another screen.
8Feature tabs Each indicates an open feature menu. Feature tabs appear after you open a
feature by clicking the corresponding feature button:
,,,,or.