Adding a Contact from the Directory

1. In the Enter name or number text box, type the name of the person you want to add.

2. Click the Search button.

Duplicate Contact Entries

When you search the directory, you may see two entries for certain people. This is because the search returns entries from the public directory and the Avaya directory. The Avaya directory entries are the ones you should add, and they are indicated by Presence icons.

3. From the list, select the person you want to add. Take note of the following:
• If the name has a presence icon (e.g., a green check or yellow clock ) next to their name, then they use a soft client and you can IM and video chat with them if they allow it. This is the contact you should add.
• If the name lacks a presence icon, then that person is not using a softphone client. You can still add them, but you will only be able to make audio calls to them.

4. Right-click the name of the person you want to add to your contacts list and select Add Contact.

5. Place a check in the Favorite check box and click OK.

6. To view your newly added contact, from the View drop-down list, select My Contacts.

Adding a New (Non-Directory) Contact:

1. Click the Gear icon.
2. From the drop-down menu, select Contacts and then select Add Contact....
3. To make the contact a favorite (so that they display in your Favorites view), place a check in the Favorite check box.
4. Type the relevant contact information for each text box.
5. Click OK.

Deleting a Contact

1. While viewing your contacts, right-click the contact you want to delete.
2. From the drop-down list, select Delete from Contacts.
3. At the confirmation, click Yes.

Presence indicates availability through icons and messages displayed in your and your contacts' entries.

Presence Status Icon

To set a presence status:

1. In the top left corner, click the green check or other presence icon to the left of your extension.

2. From the list, select your availability status.
3. You will see the icon change by your name, which will indicate your presence status to others.

Presence Messages

To set a presence message:

1. In the Type a note text box, type a message for your presence status (e.g., Out to lunch).

2. Press the Enter key on your keyboard to save the message.
3. To clear the message, click the message, erase all the text, and press the Enter key. Once cleared, you should see "Type a note" in place of your previous message.

Audio Call

To make a call, type type the number you want to dial.

1. In the Enter name or number text box, type the number you want to call.
• Internal to Virginia Tech: Type the five-digit extension (e.g., 10123 or 20123).
• External to Virginia Tech (not long distance): Precede the phone number with 9 (e.g., 91234567).
• External and Long Distance to Virginia Tech: Type 9, then 1, and then the ten-digit phone number (e.g., 915401234567).
2. Click the Place Call button. Alternatively, press the Enter key on your keyboard).

While on a call, you can instant message or switch to a video call by clicking the appropriate icon next to the contact's name.

Audio Call Options

• Mute Mic: Prevents your audio from being transmitted, but allows you to hear the other caller.
• Hold: A toggle button that stops audio transmission entirely for both parties until the call is resumed.
• Transfer: Transfer a call to another number. Note that transfers will happen immediately, unlike with your deskphone where you can choose to cancel or talk to the recipient of the transfer.
• Hang Up: End the call.

To send an IM, the other person must be added as a favorited contact. See the Add/Delete Contacts tab.

1. View your Contacts List.
2. Next to the contact's name that you want to instant message, click the Speech Bubble icon.
3. You can type your message to submit to the other person in the lower text box. Your conversation will be displayed in the upper window.

While instant messaging, you can switch to an audio call or a video call by clicking the appropriate icons.

To make a video call, the other person must be added as a favorited contact. See the Add/Delete Contacts tab.

Make a Video Call

• Initiate a Video Call:
1. View your Contacts List.
2. Next to the contact's name that you want to video call, click the Camera icon.
3. From the list of numbers, select the one you want to call.
4. When the other caller answers, they will need to unmute their video on their softphone client (this will vary depending on the client).
• Answer a Video Call: When you receive an incoming call, you can click the Green phone icon to accept the incoming call. You will need to turn off video mute.
• Transition to a Video Call: While on an audio call, a video window will display showing your video as muted. This indicates that it is possible to have a video call.

Video Call Options

When on a video call, there will be a row of buttons that will allow you to manage the video call.

• Mute Video: Prevent your video from being shown to the other caller.
• Stop Video: Stop the video call so that it transitions to audio only.
• Mute Mic: Continue to transmit video to the other caller, but don't transmit audio.
• Hold: Don't transmit audio or video.
• Transfer: Send the call to another phone.
• Hang Up: Completely end the call.

1. While on a video or audio call, click the Conference button . The active call is now on hold.
2. Dial the number you want to add to the conference. When the other caller answers, they will be immediately added to the conference.
3. Repeat the above steps to conference in more callers.

An unread voicemail is indicated by an illuminated red light in the top-left corner of the softphone client.

To check your voicemail, you can click in the area of the red light. Even when you do not have a voicemail, you can still call your voicemail by clicking in this area.

To enter your voicemail password, display the dialpad and click the correct combination for your voicemail password:

1. Click the Show Dialpad button.
2. Use the dialpad to enter your voicemail password and click the # button to submit your password.

To view the call history:

1. Click the Show Call Log button.

2. You can view certain types of calls in your log from the View drop-down list.

Viewing the dialpad is useful if you need to enter your voicemail password or turn features (e.g., EC500) on or off.

To view the dialpad, click the Show Dialpad button. To hide the dialpad, click the button again.