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Cisco Jabber for Windows User Guide

Availability

Create personal status messages

You can create personal status messages to replace the default messages and tell your contacts what you are doing at a glance. Cisco Jabber saves the three most recent personal status messages for each state. You can select your status messages from the drop-down list on the main window.

  1. Insert your cursor in the status message field on the main window.
  2. Enter your personal status message.
  3. Press the Enter key on your keyboard.
  4. Cisco Jabber displays your personal status message.

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Contacts

Add external contacts

Cisco Jabber lets you add contacts from chat applications that are external to your organization. You can also add custom contacts for people without an IM address. Your system administrator must enable this feature. If you cannot add external contacts, ask your system administrator for help.

  1. Select File > New and select the type of contact that you want to add.
  2. Enter the email address of your contact. For custom contacts without an IM address, enter the contact details that you want to use.
  3. Select a contact group.
  4. Select Add.

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Import contact lists

You can create contact lists in XML format and then import them into Cisco Jabber.

  1. Open the main Cisco Jabber window.
  2. Select File > Import contacts.
  3. Browse to the location of the contact list definitions XML file.
  4. Select the contact list definitions file and then select Open.

Cisco Jabber imports the contacts from the definitions file. The contacts are available in your contact list.

Note that IT Services may be able to generate import list for your area. Contact the Technology Service Desk (604-412-7444, option 1) for assistance.

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Contact list definitions

The following XML snippet shows the structure of a contact list definitions file:

<buddylist>
<group>
<gname>Group Name</gname>
<user>
<uname>IM Address</uname>
<fname>Display Name</fname>
</user>
</group>
</buddylist>

The following table describes the elements in a contact list definitions file:

Element Description
<?xml version=”1.0″ encoding=”utf-8″?> XML declaration

Your definitions file must contain an XML declaration with the following attributes:

  • version – Specifies the version of the XML file.
  • encoding – Specifies the encoding. You must use utf-8.
buddylist Root element of the contact list definition.
group Parent element of a contact group. One group can contain multiple users.

There is no limit to the number of users a group can contain. There is also no limit to the number of groups you can include in a contact list definitions file.

However, your server sets a restriction to the number of contacts that you can add to Cisco Jabber. You must ensure you do not exceed that limit in your contact list definitions file.

gname Specifies the name of the group.
user Parent element that holds details for a single user.
uname Specifies the instant messaging (IM) address of a user.
fname Specifies the name that displays in the client user interface.

The following is an example XML definition of a contact list that you can import into Cisco Jabber:

<?xml version=”1.0″ encoding=”utf-8″?>
<buddylist>
<group>
<gname>Sales</gname>
<user>
<uname>amckenzi@example.com</uname>
<fname>Adam McKenzie</fname>
</user>
<user>
<uname>aperez@example.com</uname>
<fname>Anita Perez</fname>
</user>
</group>
<group>
<gname>Marketing</gname>
<user>
<uname>nfox@example.com</uname>
<fname>Nancy Fox</fname>
</user>
</group>
</buddylist>

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Chat

Search from chat windows

You can find, add, and call contacts from the search bar in chat windows.

  1. Enter the name of a contact in the search bar of the chat window.
    • Note: You can enter phone numbers in the search bar to call directly from the chat window.

2. Start a conversation with your contact by using one of the following methods:

    • Hover your cursor over the contact to add that contact to a list or to call that contact.
    • Double-click the contact to start a chat session.

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Start group chats

You can use group chats to send instant messages to two or more contacts at the same time. Group chats are not persistent, meaning that you can use them to create a chat with two or more people but no history is stored centrally.

Select one or several participants to invite to the group chat. The maximum number of participants in a group chat is 200.

  1. Open a chat window with one participant of the group chat.
  2. Select Add participants in the bottom right corner of the chat window and specify other invitees.
  3. On your Contacts list, select everybody that you want to invite to the group chat.
  4. Right-click one of the selected names and select Start a group chat.

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Send a broadcast message

Broadcast IMs allow you to send a single IM to multiple contacts. You can select multiple contacts or a group of contacts from your contact list and send a broadcast message to them all at once. Recipients receive broadcast IMs in the same way as normal 1:1 chats.

  1. From your contact list, select all the contacts that you want to send a broadcast message. If you want to send a broadcast message to an entire group, then select the header for the contact group.
  2. Right-click on the selected contacts and click Send broadcast message. The Send Broadcast Message dialog displays.
  3. Enter your message in the text box. If you want to add more people to the broadcast message, then you can search for them in the To field and add them.
  4. Click Send.

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Transfer files

You can transfer files between Cisco Jabber clients using the Send file icon in the chat window. You can also drag and drop the file into the chat window.

  1. Select Send file in the bottom right corner of a chat window.
  2. Select the file that you want to transfer from your computer.
  3. Select Open.

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Block specific contacts and domains

You can block specific contacts or domains. When you block a contact, that person cannot view your availability status or send you instant messages.

Note: If you add a contact to your block list, and that contact has you in their contact list, that person cannot view your availability status or send you instant messages.

Note: If you add a contact to your block list, and that contact has you in their contact list, that person cannot view your availability status or send you instant messages.

The following are examples of how the block list works:

Example 1: Block specific contacts inside your organization
You add an IM address to your block list. That contact cannot view your availability status or send you instant messages.
Example 2: Block specific domains
You add a specific domain, such as cisco.com, to your block list. No contacts who have IM accounts at that domain can view your availability status or send you instant messages.
  1. Select File > Options. The Options window opens.
  2. Select the Privacy tab and then select Advanced.
  3. Enter specific contact addresses or domains in the Block list.
  4. Select Apply and then OK.

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Allow specific contacts and domains

Some deployments of Cisco Jabber include an allow list that adds exceptions to the block list. You can enter specific contacts or domains in your allow list to ensure those contacts can view your availability status and send you messages.

Note: Cisco Jabber uses your contact list as an allow list. You do not need to add contacts in your contact list to your allow list.

The following are examples of how the allow list works:

Example 1: Allow specific contacts inside your organization
  • You set your basic privacy settings to block everyone inside your company.
  • You then add specific IM addresses for contacts inside your company to your allow list.

Cisco Jabber blocks all contacts inside your company, except for those specific people in your allow list.

Example 2: Allow specific domains
  • You set your basic privacy settings to block everyone outside your company.
  • You then add a specific domain, such as cisco.com, to your allow list.

Cisco Jabber blocks everyone outside your company, except for people who have IM accounts at cisco.com.

Example 3: Allow specific contacts from blocked domains
  • You add a specific domain, such as cisco.com, to your block list.
  • You then add an IM address, such as anitaperez@cisco.com, to your allow list.

Cisco Jabber blocks all people who have IM accounts at cisco.com, except for anitaperez@cisco.com.

  1. Select File > Options. The Options window opens.
  2. Select the Privacy tab and then select Advanced.
  3. Enter specific contact addresses or domains in the Allow list.
  4. Select Apply and then OK.

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Start a chat

You can use this procedure if your Voicemail account is set up with the visual voicemail feature.

  1. On the Voice Messages screen, tap the voice message username to view the message details.
  2. On the voice message Details screen, tap thought bubble icon

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Control who can interact with you

Some deployments of Cisco Jabber let you control who interacts with you inside your company and outside your company.

  1. Select File > Options.
  2. Select the Privacy tab.
  3. Select one of the following options in the Inside my company section:
    Option Description
    Allow everyone All contacts in your company can view your availability status and send you instant messages.
    Block everyone No contacts in your company can view your availability status or send you instant messages.You can choose to block everyone and then add exceptions for specific contacts in your allow list. This option does not block contacts in your contact list.
  4. Select one of the following options in the Outside my company section:
    Option Description
    Prompt me every time Cisco Jabber notifies you when people outside your company add you as a contact. Each time the client notifies you, you can select the following options:

    Allow – Lets the person view your availability status and send you instant messages.

    Block – Does not let the person view your availability status or send you instant messages. Adds the person to your block list.

    Add to my contact list – Lets the person view your availability status and send you instant messages. Adds the person to your contact list.

    Block everyone – No contacts outside your company can view your availability status or send you instant messages.You can choose to block everyone and then add exceptions for specific contacts in your allow list.

    This option does not block contacts in your contact list.

  5. Select Apply and then OK.

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Chat rooms

You can use chat rooms if they are enabled by your administrator. Chat rooms are enabled if there is a Chat Rooms icon on your hub window.

Use chat rooms to join or read discussions on the theme of the room with the other chat room members. For example, your administrator may create a themed chat room such as “Foreign Exchange Rates”, where you can join this room to discuss the foreign currency exchange rates and view all previous messages sent to the room since its creation.

You can browse all rooms by viewing a list of room names, join open rooms, or be added to a room by an administrator. You can be a member of multiple rooms. You can filter room content by keywords or senders.

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Join chat rooms

Joining a chat room allows you to participate in the conversation or read what is being said, where multiple chat room members share information in a common chat window. All of the rooms that you are a member of are listed in your My rooms tab. If an administrator adds you to a chat room, it is displayed immediately in your My rooms tab.

  1. Click the Chat Room icon in the Hub window, and select the All Rooms tab.
  2. Browse for a room, which are listed alphabetically.If a room is restricted to specific members, you cannot join the room unless you are added by an administrator. For the restricted rooms that you are not a member of, you see a lock icon instead of the Join button.
  3. Click Join beside the room that you want to join. The rooms where you are already a member have a checkmark beside them.

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Participate in chat rooms

After you join a chat room, you can participate in it and view the discussion history.

  1. Select the Chat Room icon on the hub window, and select My Rooms to view the rooms where you are a member.
  2. Double-click on the room that you want to enter.
  3. View the current participant list on the right side of the chat window. You can show or hide the participant list.
  4. Read the discussion and enter your own chat messages. The history of the conversation is persistent. When you exit the chat room and close the client, you can return to the conversation in that room. When you return to the chat room, you can view the messages that were sent by other members while you were not logged in. From the chat room, select Show More to view older messages.

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Filter chat rooms

You can create notifications in chat rooms that tell you whenever a key word is used, or a certain user makes a comment, or your username is mentioned. These notifications are based on filters. Filters search chat room using the criteria that you define for the search. So after you create a filter, then you get notified about any conversations that happen in the chat rooms that match your filter criteria. You see a red notification on the hub window which displays the number of new matches found for your filter. Filters can include mentions when your username is used in a chat room, or custom filters that search by keyword or sender.

  1. In the client, select Chat Rooms > Filters, then select Create Filter.
  2. Give the filter a label and then define the filter criteria. You can filter chat rooms using up to three keywords or by username.You must define at least one keyword or the username of the sender, but you can specify the sender and up to three keywords.
  3. Select Create.

Results are listed on the Filter tab, with a number to indicate how many results were found that you have not read. Results are updated automatically each time a new match for your filter is made. When you have matches on your filter, you can click on the filter match to open the chat history in the rooms where the matches were found.

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Mentioning users in chat rooms

When other users mention your username, it creates a notification in the My mentions section of your chat room filters. Mentioning other users notifies them that they were mentioned in a chat room.

Before you begin: Users only receive a notification if the chat room is public and the user is part of the organization, or they are a member of the chat room.

Mentions must be enabled by your system administrator.

  1. To create a mention for another user, click the @ button in the chat window tray. You can also enter the @ symbol in the chat window. An inline contact search box displays.
  2. In the search box, enter the name of the person that you want to mention. The client displays user names that match what you are typing.
  3. Select the username that you want to mention. You can mention a username that does not have a Jabber ID associated with it. You can use the @ symbol as part of your text entry.
  4. Use the Esc key to exit the mention field.

After you send the message, a notification is created for the mentioned user in their My mentions list, with a link to the conversation in the room where the mention was made.

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Search chat rooms

You can search chat rooms by keywords, and further refine your keyword search with criteria such as participants, room name, and date range.

Before you begin: You must be a member of the chat rooms for your search to be completed.
  1. In the client window, select the Chat Rooms icon, then select the Filters tab.
  2. Enter search criteria in a search box, just like you search for contacts in your Cisco Jabber hub window. The following restrictions apply to chat room searches:
    • The search includes the period from when you joined a chat room until the present day.
    • The search does not work for special characters, unless you add letters to the search string as well.

3. Double-click on a result to open the persistent chat room where the search got a match.

Results are sorted chronologically and grouped by room. The maximum number of results displayed is 200, although you can show more messages to display older results.

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Add custom chat alert sounds

You can add custom chat alert sounds. All sound files must be in .wav audio format. Supported formats include:

  • WAV_FORMAT_PCM_8KHZ
  • WAV_FORMAT_PCM_16KHZ
  • WAV_FORMAT_PCM_24KHZ
  • WAV_FORMAT_PCM_24KHZ_STEREO
  • WAV_FORMAT_PCM_44KHZ
  • WAV_FORMAT_PCM_48KHZ
  • WAV_FORMAT_PCM_48KHZ_STEREO
  • WAV_FORMAT_MU_LAW_8KHZ
  • WAV_FORMAT_A_LAW_8KHZ
  • WAV_FORMAT_G729
  1. Navigate to the Jabber Chat Alerts folder on your system. A typical installation path is: C:\Program Files (x86)\Cisco Systems\Cisco Jabber\Sounds\Jabber Chat Alerts.
  2. Copy the custom chat alert sound file into the Jabber Chat Alerts folder.

You can now see the new chat alert option on the Sounds and Alerts tab of the Options window.

Calls

Forward calls

You can forward all calls from Cisco Jabber to voicemail or a different phone.

  1. Select the phone control menu on the main window.
  2. Select Forward calls to and then select the appropriate option.

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Send call icons to contacts

You can send a call icon to another user in a chat window that they can simply click on to call you. These call icons give you an easy way to request calls from contacts. When someone receives a call icon, they can simply click on the icon to start a phone call with you.

  1. Enter either of the following commands in a chat window to sends the person or people in your chat window an icon of a telephone. Your contacts can click on the telephone icon to start a call with you.

:callme or :telephone

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Add custom ringtones

You can add a custom ringtone and set it as your incoming ringtone. All sound files must be in .wav audio format. Supported formats include:

  • WAV_FORMAT_PCM_8KHZ
  • WAV_FORMAT_PCM_16KHZ
  • WAV_FORMAT_PCM_24KHZ
  • WAV_FORMAT_PCM_24KHZ_STEREO
  • WAV_FORMAT_PCM_44KHZ
  • WAV_FORMAT_PCM_48KHZ
  • WAV_FORMAT_PCM_48KHZ_STEREO
  • WAV_FORMAT_MU_LAW_8KHZ
  • WAV_FORMAT_A_LAW_8KHZ
  • WAV_FORMAT_G729
  1. Navigate to the Ringtones folder on your system. A typical installation path is: C:\Program Files (x86)\Cisco Systems\Cisco Jabber\Sounds\Ringtones.
  2. Copy the custom ringtone file into the Ringtones folder.

You can now see the new ringtone option on the Sounds and Alerts tab of the Options window.

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Meetings

Add meeting accounts

You can add Cisco WebEx sites to Cisco Jabber to start, join, and manage online conferences.

  1. Select File > Options.
  2. When the Options window opens, select the Meetings tab, then Edit account.
  3. From the WebEx Site drop-down list, select New Site.
  4. Enter all of the required information, including the name of the Cisco WebEx site that you want to add to your Cisco Jabber client, for example, webexuser.voip.bcit.ca.

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Integrate Cisco Jabber with calendars

Set up calendar integration to view your meetings and calendar events directly from Cisco Jabber.

  1. Select File > Options.
  2. Select the Calendar tab.
  3. Select the application that you use to organize your calendar. If you integrate with Google Calendar, you must allow it access.
  4. Select File > Exit to close Cisco Jabber.
  5. Restart Cisco Jabber.

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Integrate with Google calendar

When Cisco Jabber restarts, a Google Calendar Sign In window opens. You must enter your account details so that Cisco Jabber can access events in Google Calendar.

Before you begin: Select Google Calendar on the Calendar tab and restart Cisco Jabber.
  1. Enter your Google account username and password and then select Sign in. A prompt displays to notify you that Cisco Jabber is requesting permission to manage your calendar.
  2. Select Allow access.
  3. If prompted, select Yes to continue running scripts on the page.
  • Note: The first time you allow access to your Google Calendar, you might notice an error message that indicates an error occurs with scripts on the page.

The Google Calendar Sign In window closes.

4. On the main Cisco Jabber window, select the Meetings tab on the left side navigation. Cisco Jabber displays calendar events from your Google Calendar account.

Remove Google calendar integration

You can remove Google Calendar integration with Cisco Jabber. To completely remove Google Calendar integration, you should also revoke access from your Google account.

  1. Open the main Cisco Jabber window.
  2. Select File > Options and then select the Calendar tab.
  3. Select None and then select OK.
  4. Restart Cisco Jabber. Cisco Jabber no longer displays events from Google Calendar.
What to do next: Open your Google Accounts page and revoke access for Cisco Jabber in the Authorized Access to your Google Account section.

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Create custom tabs

You can create custom tabs to display HTML content in the main window.

  1. Select File > New > Custom Tab.
  2. In the Create new custom tab dialog window, complete the following fields:
    • Tab name — Enter an optional name for your custom tab. The name displays when you hover your cursor over the tab.
    • Page URL — Enter the URL for your custom tab. You can enter one of the following:
      • Hosted content, for example, www.cisco.com or https://www.bcit.ca/contacts
      • Local content, for example, file://C:\workspace\page.html

3. Select Create.

To remove custom tabs, select the tab in the main window and then select File > Remove custom tab. You can remove only the custom tabs that you create.

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Accessibility

Screen reader support

Cisco Jabber for Windows supports JAWS 15 or JAWS 16 screen reader on a Windows 7 or 8 operating system.

You must download a script to run JAWS with the client. You can download the scripts and a reference guide from CCO. The file you need is called “CiscoJabber-JAWs-Scripts.latest-version.zip”.

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Grayscale status icons

Grayscale status icons are monochrome and use symbols to show availability. To use grayscale status icons, select View > Show status in grayscale.

The following table shows standard and grayscale status icons:

Standard Icon Accessibility Icon Description
green icon grey icon with checkmark Available
yellow icon grey icon with white dot Away
red icon grey icon with back slash Do Not Disturb
grey icon grey icon Offline

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Keyboard shortcuts

Global shortcuts
Operation Keyboard Shortcut
Access the docked windowTip: To show the docked window:

  1. Open the main Cisco Jabber window.
  2. Select View > Show docked window.
CTRL + Shift + ?
Open the context menu Menu key Shift + F10
Incoming calls
Operation Keyboard Shortcut
Answer calls CTRL + L
Decline calls CTRL + D
Reply to calls with chat CTRL + R
Active calls
Operation Keyboard Shortcut
End calls CTRL + K
Enter or exit full screen mode CTRL + SHIFT + F
Show or hide self-view video CTRL + SHIFT + B
Mute or unmute your audio CTRL + Down Arrow
Start or stop video CTRL + SHIFT + V
Dock or undock the call window CTRL + ALT + P
Hold or resume calls CTRL + SHIFT + H
Open or close the keypad CTRL + SHIFT + KTip: Enter numbers on the keypad with your keyboard.
Increase volume CTRL + SHIFT + Up Arrow
Decrease volume CTRL + SHIFT + Down Arrow
Open or close the More menu CTRL + SHIFT + +
Open the Merge menu when calls are on hold CTRL + M
Transfer a call CTRL + SHIFT + T
Start a conference call CTRL + SHIFT + C
Instant messages
Operation Keyboard Shortcut
Bold font CTRL + B
Italic font CTRL + I
Underline CTRL + U
Copy CTRL + C
Paste CTRL + V
Cut CTRL + X
Undo CTRL + Z
Redo CTRL + Y

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Screen captures

To take screen captures with your keyboard, do the following:

  1. Use the Tab key to navigate to the Send a screen capture control on the Conversations window.
  2. Press and hold the Space bar.
  3. Use the arrow keys to highlight the region of the screen you want to capture.
  4. Press the Space bar to take the screen capture.

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Keyboard navigation

Press the Tab key and arrow keys to navigate through items on:

  • Main Cisco Jabber window
  • Chat windows
  • Call windows
  • Contact lists
  • Options window
  • Docked window

Tips:

  • Use arrow keys to access lists and individual components.
  • Use the Tab key to navigate through the general area, and Shift + Tab to navigate backwards.
  • Use Ctrl + Tab key to navigate through conversation windows when you have multiple conversations going.
  • Press Enter to select items on windows or start chats with contacts in your contact list.

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To navigate through call controls on call windows, do the following:

  1. Use the Tab key to toggle between call controls.
  2. Press the Space or Enter key to open secondary control menus.
  3. Adjust settings with the arrow keys.
  4. Press the Esc key to exit secondary control menus.

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When you navigate into the contact list with the Tab key, there are groups and contacts. To navigate between groups and contacts:

  • Use the left and right arrows to expand and collapse groups.
  • Use the down arrow to navigate through groups.
  • Use the up and down arrows to navigate through contacts in a group.

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Troubleshooting

Unable to access features

If there is an issue with a feature, for example, you cannot access your voice messages, you may have an issue with your connection status.

  1. In the client, select the Menu icon, then Help > Show > connection status.
  2. For each server listed, verify that the status displayed is Connected.
  3. If any servers are not listed with a Connected status, try restarting Jabber.
  4. If you still have problems, contact the Technology Service Desk at 604-412-7444, option 1.

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Set video preferences for calls

If you see an incoming video call and you don’t want to show your video for the call, you can change the setting to answer calls with video. Or if you notice that no video is being shown, you can choose to show your video when you answer calls.

  1. From the client, select the Menu icon, then File > Options > Calls.
  2. Select your preference to Always start calls with video or Never start calls with video.You can always change these preferences. So to turn off video for just one call or one day, select Never start calls with video. Then you can change that preference later when you want to make video calls.
  3. Select Apply then OK.

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If you want to paste a link into your chat window and the link has spaces in it (as for network locations), then you need to add angled brackets to the start and end of the hyperlink to ensure the whole link is clickable, otherwise only the initial string of characters up to the first space is included in the clickable link.

For example, you want to send your colleague the network location to a file. If you just send your colleague the location without angled brackets, it appears as follows: \\network_home\Public\user\11.0\ ADAM MCKENZIE. If you enclose the link in angled brackets, the whole string is displayed as a clickable link: <\\network_home\Public\user\11.0\ ADAM MCKENZIE>.

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