Desktop PC/Mac: Using Mitel Clearspan Communicator Features

This article contains information on how to use various features of the desktop Mitel Clearspan Communicator 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 or Fix My Audio Options (Headset/Speaker Mode, Devices)

There are two modes for audio in Communicator: Headset and Speakers.

If you have a headset plugged in to your computer, it's recommended that you use Headset. Otherwise, use Speakers.

1. To switch between Headset and Speakers mode, click the Calls menu, select Audio Device, and then choose the option you want to use.

Often if you are having audio issues, it is because this setting is incorrect (e.g., you do not have a headset plugged in, but you are set on Headset mode).

switch between headset and speakers
  1. Click Calls.
  2. Select Audio Device.
  3. Choose the mode you want to use: Headset or Speakers.

2. To change which device(s) Communicator uses as a microphone or speaker, click the settings gear icon.

Dialpad

3. Click the drop-down arrow and select Audio/Video.

settings menu

4. If you are using a headset, choose the Output and Input devices in the Headset section. If you are using speakers/built-in audio options, choose the Output and Input devices in the Speakers section. Your changes are automatically saved.

audio options
  1. If you are using a headset, choose your device in the Headset section.
  2. If you are using speakers/built-in audio, choose your device (or devices) in the Speakers section.
Make a Call

1. Click on the Dialpad, enter the phone number you want to call, and then click the Call button.

Don't click on the Call from Phone button as that will start the phone call on your campus desk phone.

make a call
  1. Click on the Dialpad icon.
  2. 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+10 digit number (e.g., 9-1-714-555-1212).
  3. Click the Call button.
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 within Communicator. Click the Audio button or the green phone receiver icon to answer the call.

Campus extensions that call you will show the display name associated with the extension. If you connected Communicator 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 Audio to answer it.
  2. You can also click the green phone receiver icon in the Communicator app to answer the call.

2. You're now in the call.

Put a Call on Hold

1. Click the pause button to place a call on hold.

2. Click the pause button again to take the caller off hold.

Transfer a Call

1. While on a call, click the More icon and select Transfer.

  1. Click the More drop-down menu icon.
  2. Select Transfer.

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

Transfer Now = transfers the call and you are done

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

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

3. If you choose Attended Audio, you will have two options. Click Complete Transfer to transfer the caller. Or click the red hangup icon to stop the transfer.

  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 the hangup icon.
  3. Notice the original caller is on hold and is not privy to your conversation.

4. If you do not complete the transfer, click on the pause button to return to the caller. Or you can try transferring the caller to a different extension.

  1. Click the pause button to take the caller off hold.
  2. Or you can enter a new extension to transfer the caller to and choose Transfer Now or Attended Audio.
Mute Myself During a Call

1. Click the microphone icon to mute yourself.

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

2. Click the microphone icon again to unmute yourself.

Make a Conference Call

1. While on a call, click the More button and choose Conference.

  1. Click the More drop-down menu icon.
  2. Select Conference.

2. Enter the campus extension or phone number of the person you want to add to the conference call. Then click Call.

  1. Enter the campus extension or phone number of the person you want to add to the conference call.
  2. Click Call.

3. When the person you are adding answers, click the Merge Call button to create the conference call. To cancel the conference call, click the hangup icon and you can click on the original call to return to it.

  1. Click the Merge Call button to create the conference call.
  2. Click the hangup button to cancel the conference call. You can then click on the original call to return to it.

4. Your conference call is now active. Click the hangup button when you are ready to end the conference call.

Note that when you hang up, the conference call will be ended for all callers.

Turn Call Forward On/Off

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 Settings icon.

Dialpad

2. Click the drop-down menu and select Incoming Calls.

Settings menu

3. Click Call Forwarding.

Incoming Calls menu

4. Review/enter the extension listed in the call forward option you want to enable/modify. Place a checkmark next to the call forward option to enable it.

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

When Busy = when you are on a call, all incoming 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

modify and enable call forwarding
  1. Review the extension listed and modify if necessary. Entering 2525 will forward to your campus voicemail.
  2. Place a checkmark next to the call forwarding option you want to enable.

5. While Call Forwarding Always is enabled, you will see a triangle icon on the Settings icon. To disable Call Forwarding Always, return to this screen and uncheck Always.

If you enable Call Forward When Busy or When No Answer, you can also return to this screen to modify or disable them, but disabling is often not necessary, especially when forwarding to voicemail.

disable call forward all
  1. A triangle icon will appear on the Settings icon to remind you when Call Forward Always is enabled.
  2. Uncheck Always to turn off Call Forward Always.
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 telecom@fullerton.edu to request Clearspan Anywhere. As a limited number of licenses are available, only users who meet the eligibility criteria are granted access.

1. Click on the Settings icon.

Dialpad

2. Click the drop-down menu and select Incoming Calls.

Settings menu

3. Click Clearspan Anywhere.

Incoming Calls menu

4. Review/modify the phone number(s) listed. To add an additional phone number, enter it in the Add Number field. To enable Clearspan Anywhere for a phone number, place a checkmark next to the phone number.

review and enable clearspan anywhere

5. Clearspan Anywhere is now on. To turn it off, return to this screen and uncheck the box next to the phone number you want to disable.

If you have multiple phone numbers in your list, you will need to uncheck each number to enable or disable it.

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

1. Click on the Call History icon.

dial pad

2. A list of your recent calls will appear. Double click on an entry to call the person. Or right-click (Ctrl + Click on Mac) on an entry to view more options.

call history list

3. Make a selection to make a call, copy the phone number, view the profile, or add to contacts.

Call from Phone will start the call on your campus desk phone. Don't choose this option unless you are at your desk!

options

Need More Help?

View the Troubleshooting & Resources guide.

Contact the IT Help Desk at helpdesk@fullerton.edu or 657-278-7777 for additional assistance.