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Avaya Aura

Application Server 5300

Office Client User Guide

Release 3.0

NN42040-114

Issue 03.04

October 2017

Summary of Contents for Aura 5300

Page 1: ...Avaya Aura Application Server 5300 Office Client User Guide Release 3 0 NN42040 114 Issue 03 04 October 2017 ...

Page 2: ...E IF YOU DO NOT HAVE SUCH AUTHORITY OR IF YOU DO NOT WISH TO ACCEPT THESE TERMS OF USE YOU MUST NOT ACCESS OR USE THE HOSTED SERVICE OR AUTHORIZE ANYONE TO ACCESS OR USE THE HOSTED SERVICE Licenses THE SOFTWARE LICENSE TERMS AVAILABLE ON THE AVAYA WEBSITE HTTPS SUPPORT AVAYA COM LICENSEINFO UNDER THE LINK AVAYA SOFTWARE LICENSE TERMS Avaya Products OR SUCH SUCCESSOR SITE AS DESIGNATED BY AVAYA ARE...

Page 3: ...WRITING BY AVAYA AND IF THOSE HOSTED PRODUCTS USE OR EMBED CERTAIN THIRD PARTY SOFTWARE INCLUDING BUT NOT LIMITED TO MICROSOFT SOFTWARE OR CODECS THE AVAYA CHANNEL PARTNER IS REQUIRED TO INDEPENDENTLY OBTAIN ANY APPLICABLE LICENSE AGREEMENTS AT THE AVAYA CHANNEL PARTNER S EXPENSE DIRECTLY FROM THE APPLICABLE THIRD PARTY SUPPLIER WITH RESPECT TO CODECS IF THE AVAYA CHANNEL PARTNER IS HOSTING ANY PR...

Page 4: ... Avaya or the applicable third party Avaya is a registered trademark of Avaya Inc All non Avaya trademarks are the property of their respective owners Linux is the registered trademark of Linus Torvalds in the U S and other countries Java is a registered trademark of Oracle and or its affiliates ...

Page 5: ...ling the AS 5300 Office Client 18 Launching the AS 5300 Office Client 19 Logging on to the AS 5300 Office Client 19 Understanding the AS 5300 Office Client interface 20 Multimedia main menu 21 Multimedia toolbar 22 Notification toolbar 23 Shortcut menu 24 System tray menu 24 Avaya Aura Application Server 5300 Office Client folder group 25 AS 5300 Office Client using Microsoft Outlook 2000 25 Chapt...

Page 6: ...instant messages history 42 Using voice mail 42 Message Waiting Indicator 43 Accessing your voice mail box 43 Using voice mail functions 43 Chapter 4 Presence 45 Understanding presence 45 Using Automatic presence 46 Presence watch authorization 46 Viewing your Presence watchers list 47 Managing your presence 47 Changing your presence state from the Multimedia menu 48 Changing your presence state f...

Page 7: ...emoving a Friend 63 Chapter 6 Sharing 64 Understanding sharing 64 Starting a sharing conversation 65 Starting a sharing conversation during a call 65 Starting a sharing conversation without a call 65 Ending a sharing conversation 66 Sending web pages 66 Pushing a web page to another party on an active call 66 Pushing a web page to another party not on an active call 67 Receiving web pages 67 Co br...

Page 8: ...fying miscellaneous preferences 97 Specifying user interface preferences 98 Specifying MS Office preference 98 Using the Audio Wizard to configure audio volume 99 Installing QoS enhancement optional 100 Configuring multiple profiles 100 Adding a profile 101 Removing a profile 101 Automatic software updates 102 Manually checking for software updates 102 Uninstalling the AS 5300 Office Client 103 Un...

Page 9: ...ing a new video camera 110 No Codecs video message 110 Camera switches to receive only 111 Blue screen error 111 Chapter 9 Hardware notes 112 Compatible video cameras and headsets 112 Compatibility with the client application 112 Chapter 10 Terms you should know 114 Terms 114 Address 114 Call logs 114 Conference 114 Conversation 115 Friends 115 Global address book 115 Personal address book 116 Pre...

Page 10: ...section include Your AS 5300 Office Client on page 10 New in this release on page 11 AS 5300 Office Client configurations on page 12 Text and graphics conventions on page 13 Related publications on page 14 How to get help on page 14 Your AS 5300 Office Client The Avaya Aura AS 5300 Office Client is a Microsoft Outlook plug in It provides the features of the Avaya Aura AS 5300 UC Client within Micr...

Page 11: ... available to you are determined by your administrator or service provider New in this release The following section detail what s new in Avaya Aura Application Server 5300 Office Client User Guide NN42040 114 for Avaya Aura Application Server 5300 Release 3 0 Other changes on page 11 Other changes This book has been reformatted to conform with new standards Revision history October 2017 Updated t...

Page 12: ...eparate microphone and your computer s speakers for the voice part of the call not recommended in open office environments Tip Keep the Avaya Aura AS 5300 Office Client running in the background whenever you are using your computer so you can easily accept incoming calls Multimedia Client Set When the Avaya Aura AS 5300 Office Client controls a Avaya IP Deskphone the configuration is called a Mult...

Page 13: ... using another browser for example Firefox your screen may look slightly different Also screen captures and menus show the full content of the Avaya Aura AS 5300 Office Client functionality Additionally your screen may look different depending upon your operating system such as Windows XP Windows Vista or Windows 7 Screen captures in the Avaya Aura AS 5300 Office Client document use Microsoft Outl...

Page 14: ...al Agent User Guide NN42040 105 Avaya Aura Application Server 5300 UC Client User Guide NN42040 107 How to get help For services issues contact your local support or Information Services team Welcome October 2017 Avaya Aura Application Server 5300 Office Client User Guide 14 Comments on this document infodev avaya com ...

Page 15: ... and hardware as described in the following section network access with a connection that meets the minimum transmission speed requirements as described in the following section Application Server 5300 account and proxy information Warning You cannot run the Avaya Aura AS 5300 Office Client and the Avaya Aura AS 5300 UC Client at the same time Minimum recommended hardware and operating system requ...

Page 16: ...rt Web browser for automatic web push Internet Explorer 6 0 and above or Firefox 2 0 and above Tip Using a USB headset for voice communication together with a USB video camera for video communication can have a significant effect on voice quality or produce a blue screen error Software requirements Avaya Aura AS 5300 Office Client supports the following Outlook releases on compatible operating sys...

Page 17: ...k 2002 For information about configuring your Microsoft Exchange e mail account to use a local pst file contact your system administrator Limitations and restrictions Avaya Aura AS 5300 Office Client and Avaya Aura AS 5300 UC Client can be installed on the same system however they cannot be used at the same time If the Avaya Aura AS 5300 UC Client is already running the Avaya Aura AS 5300 Office C...

Page 18: ...ise go to Step 6 4 Click Continue You are prompted to type an administrator user s password 5 Type the user s password 6 At the Welcome screen click Next 7 Read the License Agreement 8 If you do not want to accept the license agreement select I do not accept the terms in the license agreement and click Cancel 9 To install the client select I accept the terms in the license agreement and click Next...

Page 19: ...on page 77 Use this procedure to log in to the Avaya Aura AS 5300 Office Client Procedure 1 From the Microsoft Outlook main menu select Multimedia Login The Log In window appears with your proxy server IP address and your user name 2 Enter your password 3 Select the Remember my password check box if you do not want to enter your password every time you log on 4 Select the Sign me in automatically ...

Page 20: ...ient select Multimedia Preferences and then select the User list item Click Change to change your location Understanding the AS 5300 Office Client interface The Avaya Aura AS 5300 Office Client adds the following items to the Microsoft Outlook interface Multimedia main menu Multimedia toolbar Notification toolbar Context menus System tray icon and menu Avaya Aura AS 5300 Office Client folder group...

Page 21: ...ming Calls Open the Incoming Calls folder and displays its contents Outgoing Calls Open the Outgoing Calls folder and displays its contents My Friends Open the My Friends view showing grouped Friends and their presence status Agent Open the Personal Agent application in the Outlook main content window Import Contacts Search for and add contacts from the global address book Manage Groups Add edit a...

Page 22: ...the list Presence is disabled when the user is not connected Session Starts a New Session Opens a secondary call window Inactive when the user is not connected User can enter a number and click Call or select a number from a drop down menu if previous calls were made User can enter a SIP address and click Call IM Browse Web Page Send File or Share Clipboard Call entry field User can enter a number...

Page 23: ...is activated and if any software updates have been downloaded Figure 2 Notification toolbar Tip To receive missed calls and voice mail notifications your Avaya Aura AS 5300 Office Client must have voice enabled See the following table for a description of the Notification toolbar components Name Description Do Not Disturb Do Not Disturb appears when you select Do Not Disturb mode from the Multimed...

Page 24: ... icon indicates the user status Green indicates that you are online Gray indicates that the you are online but your presence is configured to Connected note either predefined or custom note Red indicates that you are offline Right click the system tray icon to display the system tray menu The following table describes the menu items and their actions Menu item Menu action Change my Status Change y...

Page 25: ... Outlook 2000 2002 and 2003 but is not listed in later versions AS 5300 Office Client using Microsoft Outlook 2000 The following window shows the Avaya Aura AS 5300 Office Client interface using Microsoft Outlook 2000 Figure 3 AS 5300 Office Client interface Selecting Online Help downloads the Avaya Aura Application Server 5300 Office Client User Guide NN42040 114 to your computer AS 5300 Office C...

Page 26: ...set on page 38 Instant messaging on page 39 Using voice mail on page 42 Making a call There are multiple ways to initiate a call using the Avaya Aura AS 5300 Office Client Tip To make voice or video calls your Avaya Aura AS 5300 Office Client must have voice enabled Select Multimedia New Session Click the Session button on the Multimedia toolbar Enter the SIP address or number in the Multimedia to...

Page 27: ...ls see Making a video call on page 28 or Answering a call on page 30 There are predefined video configurations for very low bandwidth dialup modem low bandwidth ISDN cable modem DSL medium bandwidth high speed LAN high bandwidth high speed LAN very high bandwidth receive only video In addition you can specify a custom video configuration The default setting for video is receive only video Before y...

Page 28: ...indow appears Otherwise the Conversation window appears Tip If the first character of the address you entered is a plus sign the Choose a Dialing Prefix window will not appear For example if you enter the address 14165551212 the Choose a Dialing Prefix window will not appear after you click Connect 5 From the Dialing Prefix list select the dialing prefix you want to use 6 Click OK The Conversation...

Page 29: ...address you entered is a plus sign the Choose a Dialing Prefix window will not appear For example if you enter the address 14165551212 the Choose a Dialing Prefix window will not appear after you click Connect 5 From the Dialing Prefix list select the dialing prefix you want to use 6 Click OK The Conversation window appears Tip You can also make a call by right clicking any Outlook contact Friend ...

Page 30: ...dow appears The receiving call Conversation window contains the following status information The name of the calling party appears in the title bar The name displayed in the window is selected using the following order of precedence If the calling party is defined in your personal address book the user s nickname appears If the calling party provided a display name and the user is not in your pers...

Page 31: ...sation is muted Hold Places the conversation on hold or retrieves the held conversation The Hold button flashes when the conversation is on hold Transfer Transfers a call For more information about transferring calls see Transferring a call on page 36 Conference Initiates a conference For more information about conferencing see Conference calling on page 37 Park Call Parks a call For more informat...

Page 32: ... disable feature When this feature is enabled you do not receive any incoming call pop up windows so you can focus on your current call The rejected incoming calls are logged in your incoming call logs as missed calls The ability to use the call waiting disable feature depends on your whether this service is assigned to you If you do not have support this feature you cannot use the call waiting di...

Page 33: ...s that are placed on hold in the network depends on whether this service is assigned to you If you do not have support the Music on hold service the callers on hold cannot hear music Tip Depending on provisioning you may not be able to place an emergency services call on hold Retrieving a held call About this task Use this procedure to retrieve a call on hold Procedure Click the flashing Hold butt...

Page 34: ...ersation window The Park Call window appears 2 Select Park in a general lot if you want to hold the call for any user in the domain to retrieve 3 Click OK The Call Parked window appears providing you with a call park token 4 Click OK to close the Call Parked window Parking call against a user About this task Use this procedure to park a call against a specific user Procedure 1 Click Park Call in t...

Page 35: ...ng up a call When you are part of a Call Pickup Group you can pick up a call that is ringing at the telephone of another member of the pickup group If you are a member of more than one call group you can also pick up calls from a specific Call Pickup Group Picking up a group call About this task When you are assigned the Call Pickup service the Multimedia menu contains the Call Pickup entry Use th...

Page 36: ...ess or by selecting an address from the list 3 Click Transfer call to selected contact in the Transfer Actions section The Avaya Aura AS 5300 Office Client transfers the call to the named destination closes the Conversation window and disconnects the call Transferring a call using consult transfer About this task Use this procedure to transfer an active call and first speak with the party receivin...

Page 37: ...nsfer contact to voice mail in the Transfer Action section The Avaya Aura AS 5300 Office Client transfers the call to the named destination closes the Conversation window and disconnects the call Tip You can cancel a transfer by clicking by Cancel Transfer in the Transfer Actions section You can redirect a call before answering it by clicking Redirect in the Receiving Call window Conference callin...

Page 38: ... window displays the calls that are available to join a conference 5 Select the calls you want to join to the conference and click Join selection to conference A Conference Call window appears You do not need to initiate all calls before creating the conference You can conference in new calls after the conference is launched Leaving a conference To leave a conference click Hang Up in the Conferenc...

Page 39: ...list of call states in order of priority upon which this button takes effect ringing active call with focus active call without focus held call with focus held call without focus When a window matches one of the above states the operation of minimizing or maximizing is applied to the window corresponding to the call Message waiting lamp This visual indicator is illuminated when the user has new vo...

Page 40: ...the Conversation window of an active call Double click any Friend Outlook contact or call log entry and click the IM button on the Multimedia toolbar Right click any Friend Outlook contact or call log entry and select IM from the shortcut menu Select the IM tab in the Receiving Call window of an incoming call The Conversation window appears or expands to show the IM control panel where you can sen...

Page 41: ...ltiple contacts simultaneously from an external IM community For example if you are exchanging instant messages with your Yahoo contact then you cannot exchange instant messages with your AOL contact Querying the presence of a user in an instant message conversation window About this task In an IM conversation window you can see the Presence status of another user if the other user is in your pers...

Page 42: ...M on the Multimedia toolbar The Conversation window appears 2 Click Clear Content The Clear Instant Messages window opens 3 Click OK Your instant message history with the current user is cleared Using voice mail The Avaya Aura AS 5300 Office Client gives you point and select access to your voice mail service from your organization or network provider The ability to use voice mail services depends ...

Page 43: ...nk does not appear You can have access to your network based voice mail server only if this service is assigned to you Accessing your voice mail box About this task Use this procedure to access your voice mailbox Procedure Click the You Have Voice mail link on the Avaya Aura AS 5300 Office Client Notification toolbar OR Select Multimedia Voicemail The Avaya Aura AS 5300 Office Client makes a call ...

Page 44: ...ge Delete Delete current message Call Back Place a call to the message author Reply Call message author s voicemail account Compose Compose a new greeting Logoff Log off from the voicemail server Multimedia communication October 2017 Avaya Aura Application Server 5300 Office Client User Guide 44 Comments on this document infodev avaya com ...

Page 45: ...lected this state to indicate that the user is not reachable Connected Inactive User is registered in the network has automatic presence and has not accessed the computer from which the Avaya Aura AS 5300 Office Client is registered for a period of time Available User is registered in the network has automatic presence enabled and is actively using the computer from which the Avaya Aura AS 5300 Of...

Page 46: ...e Communicating with users from other communities on page 54 Using Automatic presence You can configure the Avaya Aura AS 5300 Office Client to automatically alert others when you are away from your PC or on the telephone Tip If you do not have the automatic presence service assigned to you you cannot use the automatic presence feature To access automatic presence settings select Multimedia Prefer...

Page 47: ...tion which results in your status appearing as Offline to the requestor A watcher s presence request continues to remain in a pending state as long as you have not approved or declined the request For a pending watch request your presence status remains unavailable to the watcher For more information on enabling presence watch authorization see Enabling presence authorization on page 94 Viewing yo...

Page 48: ...g the presence state menu Use this procedure to change your presence state from the Multimedia toolbar Procedure 1 On the Multimedia toolbar click your status A drop down menu appears 2 Select a presence state The presence status on the Multimedia toolbar changes to reflect your new presence state Changing your presence state from the system tray menu About this task The procedure for changing you...

Page 49: ...ving the new note or changing your presence state The Avaya Aura AS 5300 Office Client presence status displays your new presence state Routing your calls based on your presence state If you have presence based routing service assigned to you and your presence state is Unavailable Busy you can route your incoming calls in a specific way This helps you to work with no interruptions Incoming calls w...

Page 50: ...your PC and not on your mail server Tip To access your call logs your Avaya Aura AS 5300 Office Client must have voice enabled Checking your Incoming Calls folder About this task Incoming calls are listed within the Incoming Calls folder which is a subdirectory of the Avaya Aura AS 5300 Office Client folder group Use this procedure to check your Incoming Calls folder for your incoming calls Proced...

Page 51: ... the Multimedia toolbar becomes active For callers with a SIP address the IM button on the Multimedia toolbar also becomes active 2 Perform one of the following actions to complete the call or to send an instant message Click the Call or IM button on the Multimedia toolbar Select Multimedia Call or Multimedia IM Right click the selected entry and select Call or IM Acknowledging missed call entries...

Page 52: ... the header The body of the message shows the call data Deleting call log entries About this task Use this procedure to permanently delete a call log entry Procedure 1 Select the call log entry you want to delete 2 Select Edit Delete or right click the entry and choose Delete You can also press Delete on your keyboard Tip You can remove multiple call log entries from the Incoming Calls folder or t...

Page 53: ...ontact Details window Picture If the contact has a valid SIP address the picture of the contact stored on the provisioning server is downloaded and displayed in the Contact Details window Call IM and Sharing buttons for making calls sending instant messages and starting sharing conversations with the contact Your Microsoft Outlook contacts synchronize automatically with your personal address book ...

Page 54: ...ct information in your personal address book To successfully communicate with external communities you must do the following Get access to the XMPP Gateway service from your voice service provider an Enterprise or Carrier Use the Personal Agent to configure the XMPP Gateway service with your external gateways credentials Strictly follow the naming conventions as shown in the following table For th...

Page 55: ...le actions 3 Select the action you want to perform on the entry These actions include Call Call the contact using the primary contact address IM Send an instant message to the contact This option is only available for a contact with a SIP address Sharing Send a web page file whiteboard or clipboard to the contact This option is only available for a contact with a SIP address Adding new contacts us...

Page 56: ...ser check box This check box is visible only if Client Collaboration service is enabled for this contact 7 Click Save and Close to save your changes Adding new contacts by importing from the global address book The global address book is a directory of all users in your domain This list is created and maintained by your service provider or system administrator Global address book restriction You c...

Page 57: ... you want to import appear in the Review List Select Friends and Import list 6 You can perform additional searches to find more contacts to import by repeating step 2 through step 5 7 To designate contacts as Friends select the Friend check box next to the contact 8 To remove a contact from the Review List Select Friends and Import list select the item you want to remove and click Remove 9 After y...

Page 58: ... contact entry and select Open from the shortcut menu The Contact Details window appears 3 Enter any data you want to change in the appropriate data field Tip If you delete the SIP address of the Microsoft Outlook contact the contact will be deleted from your personal address book when synchronization takes place Tip When you change a data field for a contact entry with a valid SIP address the cha...

Page 59: ...ct entry and choose Delete from the shortcut menu You can also press Delete on your keyboard Tip If you delete a contact that has a SIP address from your Microsoft Outlook contacts the contact will be deleted from your personal address book when synchronization takes place Tip If you delete a contact from your personal address book while you are not logged in to the Avaya Aura AS 5300 Office Clien...

Page 60: ...p You can create additional groups without closing the Manage Groups window Repeat Step 2 through Step 4 for each new group name you want to create Removing a contact group About this task Use this procedure to delete a Friends group Procedure 1 Select Multimedia Manage Groups or click the Groups button in the contact details window of any contact The Manage Groups window appears 2 Select the grou...

Page 61: ...or You can designate a contact a Friend by selecting the This contact is a friend check box in the Contact Details window for a contact For more information see Adding new contacts using the contact details window on page 55 selecting the Friend check box for a contact that is imported from the global address book For more information see Adding new contacts by importing from the global address bo...

Page 62: ...t address IM Sends an instant message to the Friend Sharing perform one of the following sharing actions with the selected Friend Browse Web Pages Send a File Share Whiteboard Send Clipboard Tip To call a friend using the Call shortcut menu your Avaya Aura AS 5300 Office Client must have voice enabled Adding a Friend to the Friends display About this task Use this procedure to add an entry to the ...

Page 63: ...y in the Network directory as a friend Removing a Friend About this task Use this procedure to remove an entry from the Friends display pane Procedure 1 Select a Microsoft Outlook contact entry 2 Double click the contact entry or right click the entry and select Open The Contact Details window appears 3 Clear the This contact is a friend check box 4 Click Save and close to save the new information...

Page 64: ...collaborate with the remote user by entering text and graphic objects in a shared workspace Both you and the remote user can manipulate and view the shared whiteboard equally Transfer Clipboard to send the contents of your Windows system clipboard Send Web Push to send web pages to the remote user Tip With the exception of the Send Web Push command the sharing actions are only available when the o...

Page 65: ...Sharing actions are only available when the other user is also using the Avaya Aura AS 5300 Office Client or the Avaya Aura AS 5300 UC Client Starting a sharing conversation during a call About this task Use this procedure to start sharing during a voice conversation Procedure 1 Make or answer a call 2 Click Share in the active Conversation window or select Multimedia Sharing The Conversation wind...

Page 66: ...party on an active call About this task Use this procedure to push the active web page on your browser to another party on an active call Procedure 1 Click Sharing in the Conversation window for the call The Conversation window expands to show the sharing control panel 2 Click Send Web Page from the sharing control panel The Avaya Aura AS 5300 Office Client displays a window to enter or confirm a ...

Page 67: ...computer If the Avaya Aura AS 5300 Office Client is unable to communicate with a compatible running web browser application an empty Web Push window appears 4 Type a URL and click OK to push the page to the other computer Receiving web pages About this task When you receive a web page the Conversation window displays the sharing control panel so that you can decide if you want to view the page Use...

Page 68: ...e PC also sees this web site the new URL However if you select a link and go to another page on the same URL the user on the remote PC does not see the updated page To activate co browsing when pushing a web page select the Enable auto web push check box in the Confirm Web Push window The Avaya Aura AS 5300 Office Client automatically sends all subsequent pages you view to the other computer While...

Page 69: ...Before the remote party accepts or rejects your file send request you have the option to cancel the file send action by clicking Stop If the remote party accepts the file transfer the file is sent and the sharing control panel indicates that the file was sent successfully If the remote party rejects the file transfer the file is not sent and the sharing control panel indicates that the file transf...

Page 70: ...sers can see the results of the shared whiteboard Sending a share whiteboard request About this task Use this procedure to start sharing a whiteboard Procedure 1 Click Sharing in the Conversation window for the call The Conversation window expands to show the sharing control panel 2 Click Share Whiteboard from the sharing control panel The Avaya Aura AS 5300 Office Client contacts the remote party...

Page 71: ...click Reject in the sharing control panel The whiteboard request is rejected The sharing control panel indicates that the shared whiteboard request is rejected Using the whiteboard After the share whiteboard request is accepted the Avaya Aura AS 5300 Office Client displays the Whiteboard window Keep the following in mind when using the whiteboard workspace Use the object drawing tools circle squar...

Page 72: ...ile name in the Save Whiteboard window 3 Click Save The Avaya Aura AS 5300 Office Client saves the file to the location and file name you specified Restoring whiteboard drawings About this task Use this procedure to restore whiteboard drawings Procedure 1 Select File Restore from the menu on the Whiteboard window Sharing October 2017 Avaya Aura Application Server 5300 Office Client User Guide 72 C...

Page 73: ...ard About this task Before you can transfer clipboard data to the remote user you must place some data into the system clipboard Use this procedure to place content in the clipboard Procedure 1 Open the application and file containing the content you want to transfer 2 Select and highlight the portion of the file you want to exchange through the clipboard 3 Use that application s Copy function to ...

Page 74: ...ote party sends a transfer clipboard request from the sharing control panel of their Conversation window your Conversation window expands to show the sharing control panel and displays the transfer clipboard request in a pending state You can accept or reject the transfer request To accept clipboard data click Accept in the sharing control panel The data is transferred into your system clipboard T...

Page 75: ...rmines how the clipboard data appears when it is pasted into an application For example clipboard data transferred in Rich Text Format RTF and pasted into an application that understands this format Microsoft Word or Windows WordPad retains formatting even when shared through the clipboard tool Transferring the clipboard October 2017 Avaya Aura Application Server 5300 Office Client User Guide 75 C...

Page 76: ...ing user preferences on page 77 Configuring connection preferences on page 78 Configuring network preferences on page 78 Configuring ring tones preferences on page 79 Configuring audio devices preferences on page 80 Configuring audio preferences on page 80 Configuring video preferences on page 82 Configuring voice mail preferences on page 91 Configuring a Avaya IP Deskphone optional on page 92 Con...

Page 77: ...rsonal Agent User names are unique your user name cannot be the same as any other user name in your network domain Tip Your User name is assigned by your service provider or system administrator Tip You can define multiple profiles in the Avaya Aura AS 5300 Office Client Each user profile you define has a separate set of preferences and configuration data For more information see Configuring multi...

Page 78: ... 2 Select the Connection Speed of your computer s connection to the network low speed Dialup ISDN VPN or Cable DSL with less than 128 kbit s uplink medium speed Cable DSL with greater than 128 kbit s uplink high speed LAN or Cable DSL with at least 384 kbit s uplink The Avaya Aura AS 5300 Office Client selects the appropriate voice and video settings based on this connection speed If you enter a c...

Page 79: ...g tones preferences About this task You can configure specific ring tones for your events Tip To access all ring tones settings your Avaya Aura AS 5300 Office Client must have voice enabled You can change alerting sounds settings by selecting different wav files Tip Standard alerting sounds are stored as wav files in the Avaya Aura AS 5300 Office Client installation directory Ask your system admin...

Page 80: ...products may not retain the settings as described Use this procedure to select your audio device settings Procedure 1 Select Multimedia Preferences Audio Devices to display the Audio Devices window 2 Optional In the Audio Device Settings area choose an audio device for each option 3 In the USB Headset Adapter area choose a headset from the drop down list If a non supported headset is chosen a warn...

Page 81: ...and echo it back to the calling party 3 Click OK to save your changes or Cancel to exit without saving Accessing the Audio Wizard About this task Use this procedure to access the audio wizard Procedure 1 Select Multimedia Preferences and then select the Audio list item to display the Audio settings window 2 Click Launch to start the Audio Wizard For complete information about using the Audio Wizar...

Page 82: ...guration uses a large video window and produces a video bit rate around 400 to 800 kbit s This video is suitable for overhead projection Very high bandwidth Enables video telephony in an office using a 10 100 Mbit s LAN This configuration uses a 640 x 480 video window and produces a video bit rate of 800 kbit s Custom setting Fine tune video performance Tip The video bit rates listed for the prede...

Page 83: ...ing Tip Select one of the predefined video configuration settings or the custom video configuration setting to enable video again If video is enabled for all calls either bidirectional or receive only video can be completely disabled by selecting Do not send or receive video on my calls Customizing video configuration About this task You should use a custom video configuration with care The combin...

Page 84: ...amera supports The default codec is H 263 Codec Quality Settings allow you to specify the image size and amount of detail in the transmitted video Quality settings are Very low bandwidth Low bandwidth Medium bandwidth High bandwidth Very high bandwidth Custom High and very high quality transmits the most detailed images but at the expense of CPU and network bandwidth The use of Custom quality sett...

Page 85: ...the camera s color balance brightness contrast and color saturation among other settings FPS field you can specify the number of Frames Per Second that the Avaya Aura AS 5300 Office Client transmits Higher numbers increase the fluidity of motion but at a cost of greater CPU and network bandwidth A value of 15 produces an effective sense of motion Display Remote Video as options you can specify the...

Page 86: ...e text box Key frame interval This value allows you to change the interval of sending keyframes which could reduce the bandwidth requirement at the cost of quality The default value is 8 medium high and very high quality settings and you can specify values between 1 and 300 Video fluidity This value allows you to improve the frame rate of the video at the cost of quality A lower value for Video Fl...

Page 87: ...am rate This specifies the maximum bitrate that the encoder transmits not including header information Drag the slider or enter a value in the text box Key frame interval This value allows you to change the interval of sending keyframes which could reduce the bandwidth requirement at the cost of quality The default value is 8 medium high and very high quality settings and you can specify values be...

Page 88: ...H 263 Codec Quality Settings default values Setting Very Low Low Med High Very High Bitstream 8 64 192 512 768 Key Frame Interval 10 10 8 8 8 Video Fluidity 100 100 100 100 100 Advanced Prediction Mode Y Y Y Y Y Modified Quantization and Advanced Intra Coding Y Y Y Y Y Enable Deblocking Filter Y Y Y Y Y Improve Resistance to Packet Loss N N N N N Independent Segment Decoding Mode Y Y Y Y Y Selecti...

Page 89: ...ideo fluidity This value allows you to improve the frame rate of the video at the cost of quality A lower value for Video Fluidity produces more choppy video motion with a higher image quality for each frame of video The default value is 100 all quality settings High Quality Coding This setting improves higher quality encoding of video at the cost of more CPU Almost twice the CPU usage is required...

Page 90: ...tings and you can specify values between 1 and 300 Video fluidity This value allows you to improve the frame rate of the video at the cost of quality A lower value for Video Fluidity produces more choppy video motion with a higher image quality for each frame of video The default value is 100 all quality settings Enable four motion vectors per macroblock Use this option to specify four separate mo...

Page 91: ...ffice Client operates when contacting your voice mail server by configuring your voice mail preferences Tip Access to the voice mail settings depends on whether the voice mail service is assigned to you If you do not have support for voice mail you cannot alter the voice mail settings Use this procedure to configure your network based voice mail access Procedure 1 Select Multimedia Preferences and...

Page 92: ...re these settings You must be logged on to an IP Deskphone and logged on to the Avaya Aura AS 5300 Office Client to use this feature Tip You can configure control of a SIP phone only if this service is assigned to you Configuring your Avaya IP Deskphone for SIP About this task Use this procedure to configure Avaya Aura AS 5300 Office Client to use your Avaya IP Deskphone for SIP Procedure 1 Select...

Page 93: ... Client can update your presence status to show when your PC is idle or when your telephone is occupied Tip Access to the automatic presence settings depends on whether the automatic presence service is assigned to you If you do not have support for automatic presence you cannot alter these presence settings Specifying automatic presence idle detection About this task Use this procedure to configu...

Page 94: ... customize how the Avaya Aura AS 5300 Office Client operates during instant messaging Specifying an audible alert About this task Use this procedure to control whether the Avaya Aura AS 5300 Office Clientgenerates an audible alert when an instant message is received Procedure 1 Select Multimedia Preferences and then select the Instant Messaging list item 2 Select the Play a sound when a message is...

Page 95: ...Multimedia Preferences and then select the Instant Messaging list item 2 Do one of the following Select the Minimize new IM window to taskbar check box if you want the instant message to only flash in the taskbar and not pop up on your desktop When this option is selected you can also select notification near the System Tray This displays window when you receive an instant message Select the Bring...

Page 96: ...refix you want to remove 3 Click Remove 4 Click OK to save your changes or click Cancel to exit without saving Disabling dialing prefixes About this task Use this procedure to disable using dialing prefixes when calling Procedure 1 Select Multimedia Preferences and then select the Calls list item 2 Clear the Use dialing prefix check box 3 Click OK to save your changes or click Cancel to exit witho...

Page 97: ...ocedure 1 Select Multimedia Preferences System 2 Select the check box beside Logout on system standby 3 Click OK to save your changes or click Cancel to exit without saving Specifying miscellaneous preferences Use Miscellaneous preferences to customize the Ignore button action and the double click action Specifying Ignore button action About this task Use this procedure to specify the action the A...

Page 98: ...y Microsoft that allows you to use Avaya Aura AS 5300 Office Client functions such as making a call or sending an instant message from within a Microsoft Office Application such as Word Excel Power Point and Outlook Use this procedure to enable the Smart Tag feature in the Microsoft Avaya Aura AS 5300 Office Client Procedure 1 Select Multimedia Preferences MS Office 2 Select the Enable AS 5300 UC ...

Page 99: ... 80 and close the window 10 In the Audio Properties window click the Advanced button in the Sound playback section The Advanced Audio Properties window appears showing your speakers setting 11 Select the appropriate option from the Speaker Setup list For example if you use a laptop without a headset for applications other than the Avaya Aura AS 5300 Office Client select the Laptop stereo speakers ...

Page 100: ...is usually the first item under Make New Connection A Connection status window appears 4 Click Properties A Connection Properties window appears 5 Click Install A Select Network Component Type window appears 6 Select Service and click Add A Select Network Service window appears 7 Select QoS Packet Scheduler and click OK The QoS Packet Scheduler now appears on the list of components in the Connecti...

Page 101: ...osoft Outlook 2000 Adding a profile About this task Use this procedure to add a profile Procedure 1 Select Start Settings Control Panel 2 Double click Mail 3 Click Show Profiles 4 Click Add 5 Type the name you want to use for your new profile in the Profile Name box 6 Click OK The E mail Accounts window appears where you add an e mail account to use in your profile 7 Follow the directions on your ...

Page 102: ...ication area of the header section Updates are applied only after you click the icon in the toolbar Tip You must have administrator privileges on your computer to install the software updates 1 To install the application click Updates available in the notification bar 2 A prompt appears asking you to confirm the installation of a new version If you agree to update the software the application aler...

Page 103: ...ove your Avaya Aura AS 5300 Office Client running on Windows Vista you receive a UAC prompt stating that the publisher is unidentified Currently this is a known InstallShield 2008 issue Click Allow and continue the process of removing the Avaya Aura AS 5300 Office Client Uninstalling the AS 5300 Office Client using Add Remove programs About this task Use this procedure to remove the Avaya Aura AS ...

Page 104: ... the Avaya Aura AS 5300 Office Client on your computer Tip Uninstalling the Avaya Aura AS 5300 Office Client does not remove the Avaya Aura AS 5300 Office Client folder group within Microsoft Outlook Advanced setup October 2017 Avaya Aura Application Server 5300 Office Client User Guide 104 Comments on this document infodev avaya com ...

Page 105: ...r Troubleshooting performance problems If you experience performance problems while navigating e mail in Microsoft Outlook see Recommended Microsoft Outlook configurations on page 17 for information about configuring Microsoft Outlook for optimum performance Troubleshooting audio problems If you encounter problems with audio you can often correct the problem by adjusting the configuration of your ...

Page 106: ...To reduce echo of your analog headset use the audio wizard to configure your audio volume For more information see Using the Audio Wizard to configure audio volume on page 99 Because each version of Windows and each sound card is unique the options available to you can vary See the documentation that accompanies your audio hardware and operating system for additional information about adjusting yo...

Page 107: ...cur when multiple USB devices are sharing the serial bus If you experience choppy audio take the following steps Disconnect all other USB devices from your computer and see if the problem disappears If you cannot disconnect the other devices for example if you are using a USB camera disconnect the USB headset and switch to an internal sound card using an analog headset for audio Troubleshooting IP...

Page 108: ...lient may not be supported on your network Ask your system administrator what features are available for your use Cannot complete call Verify that you dialed the correct number and redial If redialing does not cause the call to complete it is possible that your network does not support connection to the number you dialed Contact your system administrator for more information Voicemail button is di...

Page 109: ...the image In a call where you are transmitting video select the video preview checkbox or select the 1x button to see your transmitted image Turn the focus ring it usually encircles the lens until the image is sharper Poor color contrast or brightness About this task Most video cameras allow the user to tune these settings Terminate any active video call and then do the following Procedure 1 Selec...

Page 110: ...etting to configure video No Codecs video message About this task If you receive this message the camera needs to be manually configured Use this procedure to configure the camera manually Procedure 1 Select Multimedia Preferences and then select the Video list item 2 Click the Custom Setting option and click Configure 3 If video does not appear in the Video Configuration window select your video ...

Page 111: ... This is caused either by multiple cameras or video capture devices corrupting each other s installations or by problems with device drivers Try to uninstall unneeded video devices Go to the vendor s web site and ensure that you are running the latest drivers for the video device If you are unsure of how to troubleshoot device installation conflicts seek knowledgeable assistance Troubleshooting Vi...

Page 112: ...users Contact your system administrator or Avaya representatives for more information Factors that can influence the operation of a camera are hardware revision of the CPU CPU chipset and motherboard software revision of the CPU chipset and motherboard device drivers release and revision of the Windows operating system hardware revision of the camera software revision of the camera drivers the pre...

Page 113: ...evaluate the camera on all hardware configurations before purchasing Before installing a camera on a computer always visit the camera vendor s web site for updated camera drivers and use the updated drivers if available After you install a camera check to see if it is recognized by the client application and test the operation of the Avaya Aura AS 5300 Office Client during and after several video ...

Page 114: ...300 UC Client AS 5300 Web Client or IP Deskphone To make it easier to place calls the system allows you to store addresses SIP addresses or telephone numbers in a personal address book With SIP addresses you can take advantage of the advanced features of the Avaya Aura AS 5300 Office Client such as presence Call logs The Avaya Aura AS 5300 Office Client keeps a record of all incoming and outgoing ...

Page 115: ...ng the multimedia capabilities of the Avaya Aura AS 5300 Office Client Friends Within your Outlook contacts you can designate entries as Friends People that you contact frequently are good candidates as Friends If you mark a contact entry as a Friend you can see the online presence status for that person Click the My Friends button to see your Friends and their online presence status Tip The abili...

Page 116: ...e Avaya Aura AS 5300 Office Client only if this service is assigned to you Proxy server A proxy server is an application that relays data between your Avaya Aura AS 5300 Office Client and the network It is responsible for making sure your calls get to your registered access clients like the Avaya Aura AS 5300 Office Client When you connect to the proxy server you need to provide a valid user name ...

Page 117: ...col MWI Message Waiting Indicator PSAP Public Safety Answering Point SIP Session Initiation Protocol TDK Theme Designer Kit TDM Time Division Multiplexing UAC User Account Control URL Universal Resource Locator internet address USB Universal Serial Bus Acronyms October 2017 Avaya Aura Application Server 5300 Office Client User Guide 117 Comments on this document infodev avaya com ...

Page 118: ... 34 calls picking up a group call 35 calls receiving 30 calls retrieving a held call 33 calls retrieving a parked call 35 calls transferring a call 36 call transfer 36 conference calls 37 configuration AS 5300 office client 12 contact add 56 contact delete 59 contact import 56 contact viewing list 54 contacts 53 contacts adding using contact details window 55 contacts and calls 50 D delete call lo...

Page 119: ...ssion Initiation Protocol SIP 10 settings video configuration 82 software updates 102 software updates automatic 102 V video receiving 27 video sending 27 video preferences 81 viewing list contact 54 voice mail accessing mailbox 43 voice mail preferences 91 Index October 2017 Avaya Aura Application Server 5300 Office Client User Guide 119 Comments on this document infodev avaya com ...

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