Quick Reference Guide

Using Cisco Jabber for Windows 7

Introducing Jabber
Jabber is a software application that allows you to use your NASA phone number to place and receive calls, access
voicemail, instant message other users, conduct video calls, and share content, using your NASA-issued computer. Jabber
will work from anywhere as long as you have a stable internet connection, have your NASA issued PC laptop and are
connected to the NASA network via Virtual Private Network (VPN).
First time log-in to Jabber
When opening Jabber on your computer for the first time, you will be prompted to
enter a username in the format [email protected]. Enter your e-mail address,
with hq.nasa.gov as the domain.
Locations
On your first time Jabber log-in, and any time after that when you log in from a remote
location, you will be prompted by Jabber to add your location. Click Cancel, and no not
add a location.

Logging in to Jabber
To log in to Jabber, you will use your Agency User ID (AUID) and your NDC password.
1. Double click the Jabber icon on your desktop. The Jabber window displays (shown
below right).
If the icon is not on your desktop, open the Start Menu, then enter “Jabber” into the
Search Programs and Files field. From the search results, click to select and open
Jabber.
2. Type your Agency UserID (AUID) in the User ID field.
3. Type your Call Manager Password in the Password field.
Do not enable “Sign me in when Cisco Jabber starts.” If you enable this feature, you will
be automatically signed in when the software opens without entering a password. This
could put private voicemails at risk if another user is accessing your computer.
4. Click Sign In. The application opens.

For software training, contact the Computer Training Center (CTC) at 358-1111 or visit the CTC Web
site at http://itcd.hq.nasa.gov/ctc.

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Changing the Call Manager Password and Synchronizing Voicemail Password

Call manager is a Cisco service, provided to allow users to forward their HQ extensions to other phone numbers, view
and change phone settings and use Cisco Jabber. You will use the Call Manager website to change your call manager
password.

Passwords need to be at least eight (8) characters, are case-sensitive and must contain an uppercase letter, a lowercase
letter and a number or special character. The passwords expire every 180 days and must be changed manually.

1. Navigate to the CallManager Web site: https://nhqvpub01/ccmuser (shown right).

2. Enter your AUID login ID and your CallManager password.
3. Click Login.
4. Hover your mouse over [Your AUID] in the upper right-hand corner. Click Change Password. The Change Password
dialogue box displays.
5. In the New Password field, enter a new password that complies with the requirements mentioned above. In the
Confirm Password field, re-enter your new password.
6. Click Logout when done.

Synchronize your voicemail password

1. In the Jabber Window, click the Menu icon.
2. Click File | Options | Accounts. The Account
Options dialog box opens.
3. Enter your AUID in the username field.
4. Enter your Voicemail pin in the password field.
Your voicemail pin is your AUID + your HQ
extension.
5. Click Apply.

Understanding the Jabber Application Window and Views

Status and Status Icon
The small oval to the left of your name is the status icon, which indicates your
availability. To change your status, click the drop-down arrow to the left of your name
and select the appropriate icon: Available (green), Away (yellow) or Do Not Disturb
(red).

Custom Status Messages

You can customize your status with personal information by clicking into the personal
message field under your name and entering a custom message for that status icon.
Jabber will store your custom statuses until you delete them. To delete custom
statuses, click the drop-down arrow next to the status icon and select Delete custom
statuses.

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Search or Call Bar

The Search or call bar (shown below) is used to search for or call contacts. To search for a contact in the directory or
your contact list, click into the Search or call bar and type a contact’s first name, last name, or both. Jabber will display
the search results under the bar.

Working with Jabber Views

Change the view by selecting a view from the left side of the Jabber window. There are
four views to choose from – Contacts, Recents, Voice Messages and Meetings.
Contacts View
The Contacts view (shown right) displays groups of contacts that have been added by
the user or that have been imported from the user’s contact lists in Softphone.
Recents View
The Recents view (shown right) shows all recent calls (incoming, outgoing and
missed). Click the View drop-down arrow to choose which calls you want to see. The
options include: All, Today, Yesterday, Last 7 Days and Last 30 Days. .
Click the Type drop-down arrow and select which calls you would like to see in this
view. The options include All, Placed, Received, Missed.
Voice Messages View
The voice messages view (shown lower right) displays voice messages that are
currently stored in your voicemail box on your phone. In this view, you can listen to
and manage voicemail messages.

 Click the Play button to the right of the message description to listen to a
voice message.
 Right-click a message from an internal user to access the following options:
Call back Place a call to the contact who left the message

Chat Open an instant messaging window with the contact

Send E-mail Send an e-mail to the contact using Outlook (this

function is not recommended for use as it does not
produce a valid e-mail address)

Add Contact Add the contact to a personal group

View Profile View the contact’s profile, including name and

extension

Mark as Unread Mark the voice message as unread

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Delete Delete the voice message

 If the message is from an external number, you will have access to the following
options:
Call Back Place a call to the contact who left the message

Create Custom Create a custom contact and add the contact to a

Contact personal list

View Profile View the caller’s profile (name and phone number
only)

Mark as Unread Mark the voice message as unread

Delete Delete the voice message

 Click Call Voicemail to call your voicemail as you would from your desk phone. You will need to enter your
voicemail password.
When you delete your voicemail messages or mark them as Read/Unread in Jabber, those
changes will also be reflected on your desk phone.

Meetings View
The Meetings view (shown right) displays the day’s meetings and appointments on your Outlook calendar. Click More
details to open the event from your Outlook calendar.
Phone Control Menu
The small icon in the lower left corner of the Jabber window is
the Phone control menu. Click the icon to access options for
phone use.
 Select Use my computer for calls to place calls from your extension
through your computer and the Jabber application. This option is
selected by default.
 Select Use my phone for calls to receive phone calls only on your desk
phone. If you select this option, phone calls that are placed or received
through the Jabber application will be placed or received from your desk
phone instead.
 Select Forward calls to to forward calls from your extension to a
different phone number, or directly to your voicemail. If your phone is
already forwarded to a different number or voicemail, you can select
Forward calls to, then select None to remove call forwarding.
Creating Groups and Adding Contacts
Creating groups for colleagues and personal contacts makes calling and finding a person’s information easy and fast.

Creating Personal Groups

1. In the Jabber window, click the Options icon in the upper right corner.
2. Click File | New | Group. The Create new group dialogue box opens.
3. Enter a name for the group. Click Create. You will now see the new group
when you are in the Contacts view of the Jabber window.

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Adding Internal Contacts to Personal Groups

The Jabber directory contains NASA HQ personnel. You may search for and interact with NASA HQ users.
1. Click into the Search or call bar at the top of the Jabber window.
2. Enter a user’s first name, last name or both into the Search field. Search results will display below the bar.
3. Once the desired contact is found, click the + button to the right of the contact’s name. The Add Contacts dialogue box
displays.
4. Click the drop-down arrow to select to which group you wish to add the contact.
5. Click Add. This contact will be added to the group you chose.

Adding External Contacts

External contacts are contacts outside of NASA HQ.
1. Click the Jabber options icon. Click File | New | Custom Contact. The
Create Custom Contact dialogue box displays (shown right).
2. Enter the desired information for the contact.
When entering an external contact’s phone number, you must enter it exactly
as you would dial it from your desk phone (dial 9 first to get an outside line,
then dial 1 if calling outside of Washington, D.C., then dial the area code and
phone number).
3. Click the drop-down arrow for the Add to: field and select the group to
which you wish to add the contact.
4. Click Create.

Placing Calls using Jabber

Calling a Contact by Searching in the Jabber Directory
1. Click into the Search or call bar at the top of the Jabber window. Enter a
contact’s first name, last name, or both. Search results will display
directly below the search bar.
2. Once the contact is found, click the small green phone icon to the right
of the displayed name.
1. You may also enter a NASA HQ extension or external contact’s phone
number into the search bar. Press Enter or the Phone icon to the right of
the search bar.
When dialing an external phone number, you must dial it exactly as you would
from your desk phone by dialing 9 to get an outside line, then 1 for calls outside
of Washington, DC, then the area code and phone number.
Do not call 911 from Jabber. Calling 911 from Jabber will dispatch emergency responders to the NASA HQ location instead of
your actual location.

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The Active Conversation Dialogue Box Icons

Displays the image from your camera.

Opens a keypad to dial inside the call.

Mutes your microphone so that parties on the call cannot hear you.

Adjusts the volume of the call.

More … Options:
Hold: Places the called party on hold. Click the icon again to resume the call.
Transfer: Click to transfer the call to another phone number. Click Transfer, then, in
the Search or call field, enter the phone number or NASA extension for the call to be
transferred to. Click Call to transfer.
Merge: Merges two calls together into a conference call.
Conference: Changes the call to a conference call, with the option to add
participants.

Disconnects the call.

Merging Calls
1. Place the first call.
2. Click into the Search or call bar, then enter the name or
phone number of the second contact.
3. Place the second call.
4. Once you are connected to the second call, click More |
Merge, then click to select the call to be merged. The two
calls will now be merged into one conversation and you will
see all parties on the call.
5. Click the Red telephone icon to disconnect the call.
When you disconnect from a merged/conference call, other
parties will still be connected until they also disconnect.

Creating a Conference Call

1. Call the first participant.
2. Click More | Conference.
3. Click into the Add Participant search bar on the right side
of the active conversation window. Enter the first or last
name of the contact you wish to add, or enter the NASA HQ
extension or phone number of the person you wish to add.
4. Click the Green Phone icon to add that contact to the
participant list.

5. Click Call. Once the call is connected, click the Join icon. All three parties are now in a single active conversation.
6. Click the Red phone icon to disconnect the call.

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Working with Instant Messaging

You can use Jabber to send instant messages to other NASA
HQ users who are logged in. You can send a message to one
person or to a group of people.
Sending an Instant Message
To send an instant message to a single contact from your
contact list:
1. Double-click the contact on your contact list, or mouse
over a contact and click the instant message icon. The
Instant Message window opens.
2. Type your text in the field at the bottom of the window.
Use the icons to the right of the field to enter emoticons,
change text font or add more participants to a chat.
To send an instant message to a group:
1. Right-click the group that you wish to instant message.
2. 2. Click Start a group chat. Click Continue.
3. Enter the topic of the group chat in the Topic field.
You can also add more participants by typing a contact’s first
name, last name or both into the search bar, then double-
clicking the contact’s name from the search results.
4. Click Start. You will begin a group chat with the contacts
in that group, along with any additional participants you
have added.
You cannot send an instant message to a group if there are
any external contacts in that group.

Making Video Calls

Video may be added to a call with one other internal user. You
cannot add contacts to a video call once it begins.
1. Call a contact using Jabber.
2. Click the Start my video button in the upper right corner.
3. Click the Self View button to see the image from your
camera.

Signing Out and Exiting

1. Click the Options icon.
2. Click File | Sign out or Exit to close the application.

This document is posted on the ITCD Web site http://itcd.hq.nasa.gov/ctc.