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MiCollab User Documentation

Please select the tab below for the MiCollab application you are using. This guide will only provide instructions for basic phone functions.

MiCollab offers additional features (such as Chat and Ad-hoc Meeting) that OIT will not support. OIT recommends you continue to use Microsoft Teams for messaging and Zoom for online meetings.

MiCollab Mobile App

Getting Started

How to Enable/Disable MiCollab

  1. Open the right-side menu on the app. You can do so by placing your finger on the small tab on the right edge of the screen, and swiping left across the screen.
  2. Toggle the SoftPhone option. When the Softphone option is disabled, you will no longer receive calls to your extension on MiCollab. You can toggle the option back on to make yourself ready to receive calls again. SoftPhone must be toggled on in order to place/answer calls.

Calls

Placing Calls

  1. Open the left-side menu on the app. You can do so by placing your finger on the small tab on the left edge of the screen, and swiping right across the screen. 
  2. Enter a phone number in the search bar, or select “Dial Pad” to place a call. You will need to dial the number as if you were on campus.
    • For external numbers, enter 9-(area code)-(xxx-xxxx)
    • For internal numbers, enter 4-(xxxx)

If you are still unable to place/retrieve calls, open the right-side menu on the app (by swiping left) and make sure Softphone is active.

Transferring Calls

Blind transfer

  1. During your call, select the button with the three vertical dots. Then on the pop up menu, select “Transfer.”
  2. Search for a contact or enter the phone number you want to transfer the call to. Select the blue transfer button .
  3. Afterwards, you will receive a message that says “Call Transfer Complete”, letting you know that the call was transferred successfully.

Warm hand off/Consultation Call

  1. During your call, select the button with the three vertical dots. Then on the pop up menu, select “Transfer.”
  2. Search for a contact or enter the phone number you want to transfer the call to. Select the blue call button .
    • This will place your first caller on hold and allow you to speak with the second caller. 
  3. Once you are ready, select the blue transfer button .
  4. Afterwards, you will get a message that says “Call Transfer Complete”, letting you know that the call was transferred successfully.

Conference Calls

  1. During your call, select the button with the three vertical dots. Then on the pop up menu, select “Conference.”
  2. Search for a contact or type in the number you want to add to the call. Then select the blue call button .
    • The original caller will be placed on hold.
  3. Once you are ready to merge the calls, select the blue + button  to merge the calls into a conference call.
  4. Afterwards, MiCollab will play a loud beep to notify you that your calls have been successfully merged to a conference call.

Voicemail

First-time Voicemail Setup

(If you have already set up your voicemail, you can disregard these instructions)

  1. On MiCollab, dial 48989.
  2. Enter the temporary security code: 654123.
  3. When prompted, enter your new security code (6 to 10 digits) followed by the # sign.
  4. When prompted, select 2 to record your First and Last Name.
    • 2 to stop recording
    • 5 to save
    • 6 to review
    • 4 to discard and re-record
  5. When prompted, select 2 to record your Greeting.
    • 2 to stop recording
    • 5 to save
    • 6 to review
    • 4 to discard and re-record

Recommended standard greetings: 

“You have reached the voicemail box for [Your Name]. Please leave a brief message and I will return your call as soon as possible. Thank you.”

 "This is [Your Name] in [Your Department]. Please leave a message with your name and phone number and I will return your call." 

When you hear, “Congratulations…” you are ready to begin using the voicemail system.

How to Access Voicemail

There are two ways to access your voicemail, by dialing 48989 or using the “Voicemail” option on the left-side menu. On mobile, we highly recommend dialing 48989, the Voicemail feature in MiCollab is not mobile friendly.

Voicemail by Dialing (RECOMMENDED)

  1. Dial 48989.
  2. Tap the dial pad icon on the screen to open the dial pad. Then, enter your security code.
  3. After entering your code, follow the voice prompts to review messages.
    • 1 to listen to new messages
    • 2 to record and send a message
    • 3 for phone manager functions
    • * or hang up to quit

Voicemail Option on MiCollab

  1. Open the left-side menu on the app. You can do so by placing your finger on the small tab on the left edge of the screen, and swiping right across the screen.
  2. Select the “Voicemail” option.
  3. You'll see a sign-in page. In the Username field, type your 5 digit extension (NOT your UCInetID), and in the password field, type your voicemail passcode.
  4. After signing in,  you will see all of your voicemail messages. To listen to them you have two options - download the voicemails as .wav files, or have the voicemail system call you to listen to the message.
    1. To change how you listen to your voicemails, select “Web PhoneManager Settings” on the voicemail menu.
    2. Next select “Telephone” if you want to listen to your voicemails over as a call, or “Download” to download your voicemails as a .wav file.
    3. After you have selected one of those two options, select the “OK” button right above that section to save your changes.
  5. To listen to a voicemail as a call, select the blue play button. The voicemail system will call you (You must have the MiCollab Softphone option toggled on). Answer the call and the message will play. End the call when you're done listening to the message.

If you selected the “Download” option from the previous step, select the blue download button to get the voicemail as a .wav file. Then open the file with any media player application you have to listen to the voicemail.

How to Manage your Voicemails

Open the left-side menu, and sign in to the Voicemail Option on Micollab. In the Username field, type your 5 digit extension (NOT your UCInetID), and in the password field, type your voicemail passcode.

  • To save a voicemail, select the save option listed under the specified voicemail. (You can also save multiple voicemail messages at once by marking the checkboxes next to the voicemails and choosing “Save Selected.”)
  • To delete a voicemail, select the delete option listed under the specified voicemail. (You can also delete multiple voicemail messages at once by selecting the checkboxes next to the voicemails and choosing “Delete Selected.”)
  • You can also recover deleted voicemails by selecting on the tab labeled “Trash.” Select the voicemail you want to recover and select the undelete option listed under the specified voicemail.

How to Change your Existing Voicemail Passcode

  1. Open the left-side menu, You can do so by placing your finger on the small tab on the left edge of the screen, and swiping right across the screen.
  2. Select the “Voicemail” option.
  3.  Sign in to the Voicemail option on MiCollab. In the Username field, type your 5 digit extension (NOT your UCInetID), and in the password field, type your voicemail passcode.
  4. After signing in, select “Personal Settings” on the voicemail menu.
  5. Select the tab labeled “Security Code.”
  6. Enter your current voicemail passcode in the first field, then create a new passcode and re-enter it in the third field to confirm it.
  7. Select the “OK” button on the top right and your passcode will be updated.

How to Reset your Forgotten Voicemail Passcode

  1. Open the left-side menu. You can do so by placing your finger on the small tab on the left edge of the screen, and swiping right across the screen.
  2. Select the “Voicemail” option.
  3. On the login screen, select “Forgot Security Code?”, and enter one of the required fields. You do not need to enter information for both. Then select the “OK” button.
    • If you chose the Username option, type your 5 digit extension (NOT your UCInetID).
  4. Next you will receive a confirmation message notifying you that an email was sent to your UCI email address to reset the passcode.
  5. Once you receive the email, select the link or copy and paste it on to a web browser.
  6. On the page, enter a new passcode and re-enter it in the second field to confirm it. Then select the “Ok” button.
  7. Once you receive a confirmation message that states “You have successfully changed your security code”, you can go back to the MiCollab application and sign in to your voicemail.

MiCollab Website and Desktop Client

Getting Started

How to Enable/Disable MiCollab

  1. Select the phone icon on the bottom-right of the application (It might say “Prompt” or “SoftPhone” next to it).
  2. Toggle the SoftPhone option. When the Softphone option is disabled, you will no longer receive calls to your extension on MiCollab. You can toggle the option back on to make yourself ready to receive calls again. SoftPhone must be toggled on in order to place/answer calls.

If you are using both the mobile application (toggled on) and the web/desktop application (toggled off), you will hear ringing on both applications. Please answer the call on the application that is toggled on.

Calls

Note: When using the web application, you cannot put a caller on hold or do conference calls. If you need to do these functions, please use the mobile or desktop application instead.

Placing Calls

  1. Enter a phone number in the search bar, or select “Dial Pad” to place a call. You will need to dial the number as if you were on campus.
    • For external numbers, enter 9-(area code)-(xxx-xxxx)
    • For internal numbers, enter 4-(xxxx)

If you are still unable to place/retrieve calls, click the icon in the bottom right of the MiCollab window (in the web and desktop client) and make sure Softphone is active.

Transferring Calls

Blind transfer

  1. During your call, select the button with the three vertical dots. Then on the pop up menu, select “Transfer.”
  2. Search for a contact or enter the phone number you want to transfer the call to. Select the blue transfer button .
  3. Afterwards, you will receive a message that says “Call Transfer Complete”, letting you know that the call was transferred successfully.

Warm hand off/Consultation Call

Note: Can only be done in the mobile and desktop application, NOT the web client.

  1. During your call, select the button with the three vertical dots. Then on the pop up menu, select “Transfer.”
  2. Search for a contact or enter the phone number you want to transfer the call to. Select the blue call button .
    • This will place your first caller on hold and allow you to speak with the second caller. 
  3. Once you are ready, select the blue transfer button .
  4. Afterwards, you will get a message that says “Call Transfer Complete”, letting you know that the call was transferred successfully.

Conference Calls

Note: Can only be done in the mobile and desktop application, NOT the web client.

  1. During your call, select the button with the three vertical dots. Then on the pop up menu, select “Conference.”
  2. Search for a contact or type in the number you want to add to the call. Then select the blue call button .
    • The original caller will be placed on hold.
  3. Once you are ready to merge the calls, select the blue + button  to merge the calls into a conference call.
  4. Afterwards, MiCollab will play a loud beep to notify you that your calls have been successfully merged to a conference call.

Voicemail

First-time Voicemail Setup

(If you have already set up your voicemail, you can disregard these instructions)

  1. On MiCollab, dial 48989.
  2. Enter the temporary security code: 654123.
  3. When prompted, enter your new security code (6 to 10 digits) followed by the # sign.
  4. When prompted, select 2 to record your First and Last Name.
    • 2 to stop recording
    • 5 to save
    • 6 to review
    • 4 to discard and re-record
  5. When prompted, select 2 to record your Greeting.
    • 2 to stop recording
    • 5 to save
    • 6 to review
    • 4 to discard and re-record

Recommended standard greetings: 

“You have reached the voicemail box for [Your Name]. Please leave a brief message and I will return your call as soon as possible. Thank you.”

"This is [Your Name] in [Your Department]. Please leave a message with your name and phone number and I will return your call." 

When you hear, “Congratulations…” you are ready to begin using the voicemail system.

How to Access Voicemail

There are two ways to access your voicemail, by dialing 48989 or using the “Voicemail” option on the left-side menu.

Voicemail by Dialing

  1. Dial 48989.
  2. Select the dial pad icon on the screen to open the dial pad. Then, enter your security code.
  3. After entering your code, follow the voice prompts to review messages.
    • 1 to listen to new messages
    • 2 to record and send a message
    • 3 for phone manager functions
    • * or hang up to quit

Voicemail Option on MiCollab

  1. Click on “Voicemail” on the left-side menu. (If you do not see this option, click on the arrow icon on the bottom-left of the application to open the left-side menu. Then click on “Voicemail.”)
  2. You'll see a sign-in page. In the Username field, type your 5 digit extension (NOT your UCInetID), and in the password field, type your voicemail passcode.
  3. After signing in,  you will see all of your voicemail messages. To listen to them you have two options - download the voicemails as .wav files, or have the voicemail system call you to listen to the message.
    1. To change how you listen to your voicemails, select “Web PhoneManager Settings” on the voicemail menu.
    2. Next select “Telephone” if you want to listen to your voicemails over a call, or “Download” to download your voicemails as a .wav file.
    3. After you have selected one of those two options select the “OK” button right above that section to save your changes.
  4. To listen to a voicemail as a call, select the blue play button. The voicemail system will call you (You must have the MiCollab Softphone option toggled on). Answer the call and the message will play. End the call when you're done listening to the message.

If you selected the “Download” option from the previous step, select the blue download button to get the voicemail as a .wav file. Then open the file with any media player application you have to listen to the voicemail.

How to Manage your Voicemails

Click on “Voicemail” on the left-side menu and sign in to the Voicemail Option on Micollab. In the Username field, type your 5 digit extension (NOT your UCInetID), and in the password field, type your voicemail passcode.

  • To save a voicemail, select the save option listed under the specified voicemail. (You can also save multiple voicemail messages at once by marking the checkboxes next to the voicemails and choosing “Save Selected.”)
  • To delete a voicemail, select the delete option listed under the specified voicemail. (You can also delete multiple voicemail messages at once by selecting the checkboxes next to the voicemails and choosing “Delete Selected.”)
  • You can also recover deleted voicemails by selecting on the tab labeled “Trash.” Select the voicemail you want to recover and select the undelete option listed under the specified voicemail.

How to Change your Existing Voicemail Passcode

  1. Click on “Voicemail” on the left-side menu and sign in to the Voicemail Option on Micollab. In the Username field, type your 5 digit extension (NOT your UCInetID), and in the password field, type your voicemail passcode.
  2. After signing in, select “Personal Settings” on the voicemail menu.
  3. Select the tab labeled “Security Code.”
  4. Enter your current voicemail passcode in the first field, then create a new passcode and re-enter it in the third field to confirm it.
  5. Select the “OK” button on the top right and your passcode will be updated.

How to Reset your Forgotten Voicemail Passcode

  1. Click on “Voicemail” on the left-side menu on MiCollab. (If you do not see this option, click on the arrow icon on the bottom-left of the application to open the left-side menu. Then click on “Voicemail.”)
  2. On the login screen, select “Forgot Security Code?”, and enter one of the required fields. You do not need to enter information for both. Then select the “OK” button.
    • If you chose the Username option, type your 5 digit extension (NOT your UCInetID).
  3. Next you will receive a confirmation message notifying you that an email was sent to your UCI email address to reset the passcode.
  4. Once you receive the email, select the link or copy and paste it on to a web browser.
  5. On the page, enter a new passcode and re-enter it in the second field to confirm it. Then select the “Ok” button.
  6. Once you receive a confirmation message that states “You have successfully changed your security code”, you can go back to the MiCollab application and sign in to your voicemail.

Additional User Documentation

For a more comprehensive user document for MiCollab website/desktop app, please refer to MiCollab User Documentation (Extended).

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