Desktop PC/Mac: Using Clearspan Engage WebEx Features

This article contains information on how to use various features of the desktop Clearspan Engage WebEx softphone for PC and Mac, including making/answering a call, hold, transfer, mute, conference call, call history, and call forward.

What do you want to do?

Change my Speaker/Headset or Microphone in Settings

1. Click on the profile icon at the top left.

WebEx main screen with arrow pointing to profile icon

2. Click on Settings.

profile menu with Settings menu highlighted

3. Click Audio. Use the drop-down menus to change your ringers and alerts, speaker, or microphone. Use the Volume slider to adjust the volume of each setting. Click Test to test the volume of each setting.

audio settings menu
  1. Click Audio to modify your audio settings.
  2. Click on the Ringers and alerts drop-down menu to choose which speaker(s) will hear ringers and alerts when you get incoming calls and messages.
  3. Click on the Speaker drop-down menu to choose which speaker or headset you want to use for audio and video calls.
  4. Click on the Microphone drop-down menu to choose which microphone you want to use for audio and video calls.
  5. Use the Volume slider to adjust the volume of an audio setting.
  6. Click Test to test the volume of an audio setting.

4. Click Save to save any changes you make.

audio settings menu with save highlighted
Change My Speaker/Headset or Microphone During a Call

1. To change your speaker or microphone during a call, click on the carat icon next to the Mute button.

active voice call

2. Choose the speaker/headset that you want to use. Choose the microphone you want to use.

If you don't see the device you want to use in the list, you may need to disconnect it from your laptop and re-connect it.

speaker and microphone selection
  1. Choose a speaker or headset that is connected to your device.
  2. Choose a microphone that is connected to your device.
Make a Call

1. Click on the phone icon on the left.

WebEx main screen

2. Type the phone number you want to call on your keyboard or use the dialpad to enter the phone number you want to call. Then click the Audio button to start an audio call or click the Video button to start a video call.

make a call
  1. Enter the phone number you want to call. For campus extensions, enter just the four digit extension (e.g., 2011). For off-campus phone numbers, dial 9+1+10 digit number (e.g., 9-1-714-555-1212).
  2. Click on the Audio button to start an audio call.
  3. Click on the Video button to start a video call.
  4. If you are in your office, you can use the drop-down menu to make the call either on your computer or on your desk phone.
Answer a Call

1. When you receive an incoming call, you can answer/decline by clicking on the relevant buttons on the pop-up message. Or you can click on the green button next to the call in your Clearspan Engage WebEx client.

Campus extensions that call you will show the display name associated with the extension. If you connected Clearspan Engage WebEx to your Outlook contacts, the name associated with the caller (on-campus or off-campus) will show the name from your Contacts.

incoming call
  1. A pop-up window will appear when you have an incoming call. Click Answer to answer it.
  2. Click Decline to send the call to your voicemail.
  3. You can also click the green button next to the call on the Messaging tab in your Clearspan Engage WebEx client to answer the call.

2. You're now in the call.

in call
Put a Call on Hold

1. Click on the More Options (three dots) button at the bottom of the call. Then select Hold.

in call
  1. Click on the More Options (three dots) button at the bottom of the call.
  2. Then click Hold.

2. Click Resume to take the caller off hold.

resume call
Transfer a Call

1. While on a call, click on the More Options (three dots) button at the bottom of the call. Then select Transfer.

more call options
  1. Click on the More Options (three dots) button at the bottom of the call.
  2. Then click Transfer.

2. Enter the extension that you want to transfer the call to. Then choose either Consult First or Transfer Now.

Transfer Now = transfers the call and you are done

Consult First = you can speak to the person you are transferring to first (announce the call) and then either transfer the call to them or not.

transfer options
  1. Enter the campus extension you want to transfer the call to.
  2. To speak with the person you are transferring to before transferring the call (e.g., announce the call, check the person is available), click Consult first.
  3. To transfer the call now, click Transfer now.

3. If you choose Consult first, choose whether you want an audio call or video call.

consult first call options
  1. Click the phone icon to start an audio call.
  2. Click the video icon to start a video call.

3.1. If the user answers and agrees to take the call, click Complete Transfer. If not, click on the red x button.

The original caller is on hold and is not privy to your conversation.

consult first options
  1. If the user answers and agrees to take the call, click Complete Transfer.
  2. If the user does not answer or does not agree to take the call, click red x button.

3.2. If you do not complete the transfer, click on the Resume button to return to the caller.

resume call
Mute Myself During a Call

1. Click the Mute button to mute yourself.

If your microphone has a mute feature, you can also use that to mute yourself during a call.

mute self

2. Click the Unmute button to unmute yourself.

unmute self
Turn Call Forwarding On/Off and Adding/Removing Campus Extension from Call Forward List

Call Forward should be used to forward phone calls to another campus extension or directly to your voicemail (2525). If you want to forward your calls to an off-campus number, view the Clearspan Anywhere instructions.

1. Click on the profile icon at the top left.

WebEx main screen with arrow pointing to profile icon

2. Click on Settings.

profile menu with Settings menu highlighted

3. Click Calling.

options menu

4. To forward your calls, click on the drop-down menu.

calling menu

5. Select Voicemail to forward your calls to your voicemail. Or select a campus extension that you have added to your call forward list.

turn on forwarding

6. Then click Save.

save forwarding settings

7. To add a campus extension to your call forward list, click on the plus sign icon.

calling menu

7.1. Type in the campus extension that you want to forward your calls to and then press the Enter key on your keyboard.

add extension

7.2. The phone number now appears in your call forward settings. However, you will need to use the drop-down menu to select the extension to enable the call forwarding.

extension added
  1. The extension you added now appears in your call forward settings.
  2. Click on the drop-down menu and select the extension to enable call forwarding.

7.3. To remove a campus extension from your call forward list, click on the extension to select it and then click the minus sign icon.

remove extension

8. While Call Forwarding is enabled, you will see a green icon next to the Call Settings shortcut on the Messaging tab. To quickly turn off call forwarding, click on Call settings.

disable call forward all
  1. A green phone icon will appear next to the Call settings shortcut when call forwarding is enabled.
  2. Click Call Settings to quickly turn call forwarding off.

8.1. Click on the call forward drop-down menu.

calls are forwarded to voicemail

8.2. Select Do Not Forward Calls. Call Forwarding is now turned off.

calls are not forwarded
Turn Call Forwarding On/Off with Call Settings shortcut

1. Click on the Call settings shortcut at the bottom left of the Messaging tab to quickly turn call forwarding on or off.

WebEx Messaging tab

2. To turn call forwarding on, click on the Call Forward drop-down menu.

change forwarding

2.1. Select Voicemail to forward your calls to your voicemail. Or select a campus extension that you have added to your call forward list.

choose where to forward

2.2. Your calls are now forwarded.

calls are forwarded to voicemail

3. To turn call forwarding off, click on the Call Forward drop-down menu.

calls are forwarded to voicemail

3.1. Select Do Not Forward Calls.

turn off forward

3.2. Call Forwarding is now turned off.

forwarding off
Accessing Advanced Call Forwarding Options

Advanced call forwarding settings allow you to change where callers are sent when there is no answer on your extension or your extension is busy as well as turn on call forwarding always.

1. Click on the profile icon at the top left.

WebEx main screen with arrow pointing to profile icon

2. Click on Settings.

profile menu with Settings menu highlighted

3. Click Calling.

options menu

4. Scroll down and select Advanced Call Settings.

calling menu

5. Click on Incoming Calls.

call settings menu

6. Click on Call Forwarding.

incoming calls menu

7. Click on the slider next to the call forwarding option you want to view/modify.

turn on or view forwarding options

8. Review/enter the extension listed in the call forward option you want to turn on/modify. After making your changes, turn off the slider to turn off the call forwarding or leave the slider on to turn on call forwarding.

Note that if you enable the slider for Call Forwarding > Always, this turns on call forwarding for your extension.

modify and enable call forwarding

By default, your "when no answer" and "when busy" options will be set to 2525, which is the campus voicemail system's extension. This means that when there is no answer or your extension is busy, calls will be sent to your voicemail.

Always = all of your calls will be forwarded to this extension

When No Answer = when you do not answer an incoming call, the call will be forwarded to this extension

When Busy = when you are on a call, all incoming calls will be forwarded to this extension

Turn Clearspan Anywhere On/Off (Forwarding Calls Off-Campus)

Clearspan Anywhere should be used to forward phone calls to an off-campus extension (such as your cell phone or home phone number). If you want to forward your calls to a campus extension or to your campus voicemail, view the Call Forward instructions.

Please note that the Clearspan Anywhere feature must be enabled by Telecom before you can use it. Please email [email protected] to request Clearspan Anywhere. As a limited number of licenses are available, only users who meet the eligibility criteria are granted access.

Do NOT enable Clearspan Anywhere if you plan on using the Clearspan Engage WebEx mobile app as you will experience call failures if both are enabled at the same time.

1. Click on the profile icon at the top left.

WebEx main screen with arrow pointing to profile icon

2. Click on Settings.

profile menu with Settings menu highlighted

3. Click Calling.

options menu

4. Scroll down and select Advanced Call Settings.

calling menu

5. Click on Call Control.

call settings menu

6. Click Clearspan Anywhere.

Call Control menu

7. Click Ring Numbers to show the phone number(s) associated with your Clearspan Anywhere.

Clearspan Anywhere menu

8. Review/modify the phone number(s) listed. To add an additional phone number, enter it in the Set number field. To enable Clearspan Anywhere for a phone number, click on the slider next to the phone number.

review and enable clearspan anywhere
  1. Review and modify the existing phone number(s) listed.
  2. To add an additional phone number, enter it in the Set number field.
  3. Click on the slider next to a phone number to enable Clearspan Anywhere.

9. Clearspan Anywhere is now on. To turn it off, return to this screen and click on the slider next to the phone number you want to disable.

If you have multiple phone numbers in your list, you will need to click the slider next to each number to completely disable Clearspan Anywhere.

disable clearspan anywhere
  1. Clearspan Anywhere shows that it is enabled/on.
  2. Click on the slider next to a phone number to disable Clearspan Anywhere for that phone number.
View Call History

1. Click on the phone icon on the left.

WebEx main screen

2. A list of your recent calls will appear. Double click on an entry to start an audio call with the person. Or hover over the entry and select the video icon to start a video call. For more options, right-click (Ctrl + Click on Mac) on an entry.

call history list

3. Make a selection to make an audio call, make a video call, or delete the history.

options

Need More Help?

View the Troubleshooting & Resources guide.

Contact the IT Help Desk at [email protected] or 657-278-7777 for additional assistance.