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Business UC App for Windows Desktop
User Manual
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Cox Business UC App for Windows Desktop User Manual

UC App for
© 2018 by Cox Communications. All rights reserved. No part of this document may be reproduced or transmitted in any form or by any means, electronic,
mechanical, photocopying, recording, or otherwise, without prior written permission of Cox Communications. 0418
Table of Contents
Table of Contents
About the UC App for Windows Desktop ................................................................................. 1
Activating Unified Communications and UC Apps for IP Centrex Professional
Seats ............................................................................................................................... 2
System Requirements ................................................................................................... 4
Installation ...................................................................................................................... 5
Sign In ............................................................................................................................. 8
Resetting Your Password ............................................................................................. 9
UC App Menus ......................................................................................................... 10
The UC App Menu ............................................................................................................... 10
Edit Menu ................................................................................................................. 10
Contacts Menu ........................................................................................................ 11
Calls Menu ............................................................................................................... 11
Conversations Menu ............................................................................................... 12
Window Menu .......................................................................................................... 13
Help Menu ................................................................................................................ 13
Navigation Icons .......................................................................................................... 14
My Information ............................................................................................................. 15
My Presence ............................................................................................................ 15
My Location ............................................................................................................. 16
Add or Change Your Personal Note ...................................................................... 16
Search and Dial ............................................................................................................ 17
Outlook Search and Calendar Integration ................................................................. 17
Add Contact ................................................................................................................. 19
Add Conference Contact ............................................................................................ 21
Add New Group ........................................................................................................... 21
Contact Options ........................................................................................................... 22
Chat .......................................................................................................................... 23
Call/Call from Phone ............................................................................................... 23
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Table of Contents
ii
Add to or Remove from Favorites ......................................................................... 23
Add to or Remove from Group .............................................................................. 23
View Profile ................................................................ .............................................. 24
Edit Profile ............................................................................................................... 24
Subscribe/Unsubscribe .......................................................................................... 25
Delete Contact ......................................................................................................... 25
Filters ............................................................................................................................ 25
Presence ....................................................................................................................... 27
Clear Communication History .................................................................................... 29
General ......................................................................................................................... 32
Language ................................................................................................................. 33
Login ........................................................................................................................ 33
Notifications ............................................................................................................ 33
Accessibility ............................................................................................................ 34
Media ............................................................................................................................ 34
Incoming Calls ............................................................................................................. 35
Do Not Disturb ......................................................................................................... 35
Anonymous Call Rejection ..................................................................................... 36
Call Forwarding ....................................................................................................... 36
Simultaneous Ring .................................................................................................. 36
Remote Office .......................................................................................................... 37
Call Waiting .............................................................................................................. 38
Anywhere ................................................................................................................. 38
Outgoing Calls ............................................................................................................. 40
Automatic Callback ................................................................................................. 41
Highlight to Call ....................................................................................................... 41
Block My Caller ID ................................................................................................... 42
Services ........................................................................................................................ 42
Extensions ................................................................................................................... 43
Table of Contents
iii
Advanced ..................................................................................................................... 43
Troubleshooting ...................................................................................................... 44
Proxy ........................................................................................................................ 44
Chat/Instant Messaging .............................................................................................. 46
Chat View ..................................................................................................................... 47
Group Chat ................................................................................................................... 48
Active Communications .............................................................................................. 49
Select Audio Devices .................................................................................................. 50
Make Audio Call ........................................................................................................... 50
Call from Computer ................................................................ ..................................... 51
Call from Phone ........................................................................................................... 52
Answer Call .................................................................................................................. 52
Contact Name Lookup for Incoming Calls ................................................................ 52
Call Waiting .................................................................................................................. 53
Call Transfer ................................................................................................................. 53
Conference Call ........................................................................................................... 55
Initiate Conference Call .......................................................................................... 55
Initiate a Call to a Group ......................................................................................... 56
Add Person to Existing Conference Call .............................................................. 56
Call Park and Retrieve ................................................................................................. 56
Call Pull ........................................................................................................................ 57
Missed Call or Communication .................................................................................. 57
Message Waiting Indicator ..................................................................................... 57
Set Up Voice Mail .................................................................................................... 57
Check Voice Mailbox .............................................................................................. 58
Headset Support .......................................................................................................... 58
Presence Rules and Silent Alerting ........................................................................... 59
Click-to-Call (Highlight Text) ...................................................................................... 59
Introduction .................................................................................................................. 60
Supported Platforms ................................................................................................... 60
Table of Contents
Log Files ....................................................................................................................... 61
Features ........................................................................................................................ 61
Presence in Outlook ............................................................................................... 61
Contact Actions in Outlook .................................................................................... 62
Call Multiple Phone Numbers Configured for Contacts....................................... 63
Uninstall Outlook Add-in ............................................................................. ...............64
Sign Out of the UC .................................................................................................... 66
Exit Application ........................................................................................................... 66
Forced Logout ............................................................................................................. 66
Uninstall the UC App ................................................................................................................ 67
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About the UC App for Windows Desktop
About the UC App for Windows Desktop
The UC Appfor Windows Desktop is a client application for Unified Communications that provides the following communication features:
• Instant Messaging and Presence
• Voice Calling (VoIP)
• Voice Calling (Desk phone)
• Call Settings
Important: UC Apps operate with lines, seats, and other voice features—
which may vary among customers. In rare cases, customers may gain access to features and interactions which are not fully recommended for use with UC Apps.
UC App for Windows Desktop User Guide 1
Get Started
This section contains the essential information for getting started with UC.
Activating Unified Communications and UC Apps for IP Centrex Professional Seats
To use the Unified Communications (UC) features and UC Apps with your IP Centrex Professional Seat, you must first activate UC through the MyAccount Portal.
Use the following steps to activate UC for your assigned IP Centrex Professional Seat:
1. Log in to the MyAccount Portal.
Result: The MyAccount Portal Home page opens.
Figure 1. MyAccount Portal Home Page
Get Started
2. On the MyAccount Portal Home page, scroll down to the My Services section and click the Activate Unified Communications icon (see Figure 1). Result: The Activate Unified Communications window opens (see Figure 2).
UC App for Windows Desktop User Guide 2
Alternatively, you can access the Activate Unified Communications window by
Note: Profile Owners and Profile Administrators can view and activate UC for any
IP Centrex Professional Seat on the account. End users can only activate UC for the IP Centrex Professional Seat assigned to them.
performing the following steps: a. Click the Voice Settings dropdown menu and select VoiceManager Tools (see
Figure 1). b. On the VoiceManager Tools Home page, click the User & System Management tab. c. Click the Activate Unified Communications link in the User Management section.
Result: The Activate Unified Communications window opens.
Figure 2. Activate Unified Communications Window
Get Started
3. Click the checkbox to the left of the name associated with the IP Centrex Professional Seat you want to activate.
4. Click the Save button to save your changes. Result: The status changes from UC Not Activated to Pending (see Figure 3). Refreshing the page after approximately 30 seconds updates to the status to UC Activated.
UC App for Windows Desktop User Guide 3
Figure 3. Activation Status – Pending
System Requirements
System requirements for running UC on a Windows-based desktop are as follows:
Get Started
• Operating system: Windows 7 SP1, Windows 8/8.1, or Windows 10 (classical view only).
• The installation footprint is approximately 215 megabytes (MB).
• For voice calls, a sound card, speakers, and a microphone or a headset are required.
Minimum system requirements need to be fulfilled with the following additions:
• A minimum of 2 GB random access memory (RAM) is required.
• A minimum 1.5 GHz CPU is recommended.
• Open Graphics Library (OpenGL) 1.5 or higher is recommended.
UC App for Windows Desktop User Guide 4
Installation
Use the following steps to download the UC App for Windows Desktop installation file.
1. Go to MyAccount (coxbusiness.com/myaccount).
Result: The Cox Business Sign In window appears.
Figure 4. Sign In Screen
Get Started
2. Enter your User ID and Password and click the Sign In button.
Result: The MyAccount Welcome window appears.
Figure 5. Myaccount Welcome Screen
3. In the upper right corner of the Welcome screen, click Voice Settings and then click
VoiceManager Tools from the dropdown menu. Result: The VoiceManager Dashboard opens.
4. Click the Applications tab.
UC App for Windows Desktop User Guide 5
Figure 6. VoiceManager Dashboard – Applications Tab
Note: If you do not scroll to the bottom of the License Agreement before you click I Agree, you will need to click I Agree again.
Get Started
5. Go to the Unified Communications section and click the Download for Desktop link.
Result: The Select Platform dialog box opens.
6. Click Download the Windows Desktop app to download the application.
7. Follow the prompts.
Figure 7. Select Platform Dialog
8. Review the entire License Agreement and click the I Agree button to continue.
UC App for Windows Desktop User Guide 6
Figure 8. License Agreement
Note: During installation, you will be asked if you would like the Outlook Add-in
installed. Click the checkbox to enable the installation and integrate the add-in with UC. See Outlook Add-in for more information about functionality.
Get Started
UC App for Windows Desktop User Guide 7
Sign In
When you first launch the application, you are prompted to sign in.
Figure 9. Log in Screen
Get Started
1. Enter your Cox Business user name and password.
2. Select whether you would like the UC App to remember your password.
3. Select whether you would like the UC App to sign you in automatically on subsequent launches.
4. Click Sign In.
You can also access Help and Preferences directly from the login window.
Note: If you choose automatic sign in, you are automatically signed in and taken to the Main window upon subsequent launches. Otherwise, the Sign In screen appears when you launch the application. The default tab, displayed in the Main window, depends in the service provider’s configuration; otherwise, the UC App remembers the tab you were on at sign out and opens that same tab at sign in.
The Login window will display the most recent username, but the password is automatically filled in only if you have checked the Save password box previously.
If multiple people use the same machine, the last password entered is provided as a security measure. If you change the username in the Login window, you must re-enter your password. This also applies when you re-select or re-enter the most recent username.
UC App for Windows Desktop User Guide 8
Resetting Your Password
1. Enter the MyAccount Portal URL (http://myaccount.coxbusiness.com) in your web browser. Result: The MyAccount Portal login page displays.
2. Click the Forgot Password link.
Figure 10. MyAccount – Forgot Password
Get Started
3. Enter your email address.
4. Click the Reset Password button. Result: A temporary password will be sent to your email address.
5. Log in to the MyAccount Portal using the temporary password. Result: You will be directed to the Change Password window, where you are prompted to create a new password (see Figure 11).
6. Enter the new password as indicated in the onscreen instructions.
7. Click the OK button to save your changes.
Figure 11. Change Password Window
UC App for Windows Desktop User Guide 9
Main Window
Main Window
When you start the UC App for the first time, the Main window displays a blank Contacts screen by default. Refer to the Add Contact section for information related to adding contacts or editing contact information.
The UC App provides options for you to navigate the application. When the application is active (by clicking anywhere in the Main window), a row of menus appears at the top of your desktop screen. You can also navigate the application through the navigation icons on the left side of the Main window. See the sections below for more information about the UC App menus and icons.
UC App Menus
The UC App Menu
From the UC App menu, you can:
• View copyright and version information for the UC App application
• Access and set the UC App application and communication options
• Sign out or quit the application
• Minimize the UC App or other application windows
Figure 12. Unify Menu
Edit Menu
The Edit menu allows you to cut, copy, paste, and select all contact information.
Figure 13. Edit Menu
UC App for Windows Desktop User Guide 10
Contacts Menu
Use the Contacts menu to:
• Add a new contact or group (see Contacts for more information)
• Access groups you have created
• Search contacts
• Sort or filter contacts
Figure 14. Contacts Menu
Main Window
Calls Menu
From the Calls menu, you can:
• Change the volume or mute a call
• Enable/disable or configure call settings (see Preferences for more information)
• Select the dialing service to use for a call
• Pull a call (see Call Pull for more information)
• Retrieve a parked call (see Call Park and Retrieve for more information)
• Access voice mail
UC App for Windows Desktop User Guide 11
Figure 15. Calls Menu
Main Window
Conversations Menu
The Conversations menu allows you to select from multiple, active instant messaging windows.
Figure 16. Conversations Menu
UC App for Windows Desktop User Guide 12
Main Window
Window Menu
Use the Window menu to configure displays for open screens, change your availability, change or remove your profile picture, view contacts, calls, and chats, and open the dial pad.
Figure 17. Window Menu
Help Menu
Click the Help menu to open the Cox Business Help page, which provides access to the technical support team and published user documentation.
Figure 18. Accessing Help
UC App for Windows Desktop User Guide 13
Main Window
Icon
What it means
Contacts – View your contacts.
Communications History – View previous chats and calls.
Dial Pad – Make calls (it is integrated with the Main window).
Enterprise (Company) Directory – Show all contacts of the directory.
Preferences – Use for quick access to preferences and call settings such as Call
Forwarding.
Navigation Icons
Depending on your service provider settings, the order of the left pane icons in the UC App may vary. The table below includes a description of the icons and their functionality.
Figure 19. Main Window Navigation Icons
UC App for Windows Desktop User Guide 14
Main Window
Icon
What it means
Available: You are online and ready for communication.
Away: You are online, but have been idle or away from your computer for more
than ten minutes.
Busy: You are busy and do not want to be disturbed. When you are on a call or in a meeting, this status automatically displays.
Offline: You are offline, and the only available contact method is calling or leaving a chat message.
My Information
The section at the top of the Main window contains your avatar, your presence status, and a comment (optional). Double-click the avatar to browse and upload an image. Right-click the avatar to change or clear the image.
Figure 20. Change Avatar
My Presence
Click the Presence dropdown arrow to update your status.
Figure 21. Set Your Presence Status
You can set your presence to a status indicated in the following table.
UC App for Windows Desktop User Guide 15
Main Window
Click the Availability Rules option to choose actions to trigger when your availability changes. These automatic changes will only happen if you have not set these actions manually elsewhere.
The UC App can automatically update your presence to the following:
• Busy – In Call
• Available (desk phone)
• Available (mobile)
• Away on mobile
• Offline and busy in call
My Location
Your location is automatically determined by your public IP address; however, you can manually set the text to appear for your location and time zone using the location dialog box.
Click the Location icon ( ) to open the My Location dialog box.
Figure 22. Set Location
Add or Change Your Personal Note
You can add a personal note or greeting to the Main window, so people can see what you are up to. Change the note as often as you like. To delete a note, simply delete the text and the UC App will replace it with the default question, “What’s on your mind?”
UC App for Windows Desktop User Guide 16
Main Window
Figure 23. Add or Change a Personal Note
Search and Dial
The UC App supports a search of the enterprise (company) directory as well as the personal directory, enterprise common directory and group common directory. This takes place in the same Search field that is used for both a local and presence-enabled contact list search. The various directories have different purposes with the enterprise directory having the most data, and not all directories may be used in all deployments. All search results are combined into one common set of results.
Personal directory provides your own special contacts that are not in the enterprise directory
(for example, a partner company’s numbers), while group common contains, for example, the
group’s contacts (such as favorite pizza restaurant).
Personal directory, enterprise common and group common directories are read-only; you cannot modify these directories. A snapshot of the presence status of the contact in the results list is shown, but this presence is not updated after the search operation.
The UC App automatically searches the local contacts and presence-enabled contact list in addition to the enterprise and other directories at the same time. As soon as there are results from the enterprise and other directories, these results are shown on a separate list in the Main window.
Typically, when adding a contact using directory search results, there are phone numbers and first names in addition to last names, if available. In addition, the Extensible Messaging and Presence Protocol (XMPP) address and other fields are imported when found to allow presence and chat.
Outlook Search and Calendar Integration
Outlook integration requires one of the following versions installed on the desktop:
• Outlook 2007
• Outlook 2010
• Outlook 2013
• Outlook 2016
UC App for Windows Desktop User Guide 17
Main Window
Outlook search also works when several Outlook accounts are in use, but only one account is used at a time (default selected, which can be changed in Outlook). Additionally, other related considerations are as follows:
• The UC client searches for contacts and calendar entries in the default Outlook
account. The account is set to the default through File → Info (left pane) → Account
Settings → Account Settings → Data Files. Select an account and mark it as “Set as
Default”. After making this change, sign out and sign back in to the client and it now
searches that account for contacts and calendar entries.
• The UC client searches the Outlook contacts only on the local machine (that is, the
Outlook Address Book). There is no Exchange server lookup performed. In addition, all directories in Outlook are searched for contacts, even deleted folders. The Contacts directory can also have multiple levels of subfolders.
Every minute, the UC App reads Outlook appointments. If there is an appointment running at the current time, then the presence is shown as Busy – In Meeting. Overlapping appointments are also handled. Following are some examples of the UC App operation with Outlook when the time is 9:10 A.M.
• There is meeting “A” 9 A.M. through 10 A.M. Presence is shown as Busy – In Meeting.
• Presence is explicitly changed to Available at 9:15 A.M. Presence is shown as
Available.
• In the next minute, the UC App again reads the appointments and sees that “A” meeting
is running; however, the presence was already explicitly marked as Available and presence is not shown as Busy – In Meeting but Available.
• There is an overlapping meeting “B” 9:30 A.M. through 10:30 A.M. Presence is shown as
Busy – In Meeting when the time is 9:30 A.M.
When deleting a meeting that is currently ongoing in Outlook, the presence status remains as Busy – In Meeting until the next time Outlook appointments are checked (once every minute) and after that, presence is shown as Available. This change may be instantaneous, or it may take a minute depending on how close the timer is to being triggered.
The presence update is only triggered by appointments and meetings that you have either accepted or set up. All day meetings do not trigger a presence change to Busy – In Meeting.
UC App for Windows Desktop User Guide 18
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