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MiCollab User Documentation

MiCollab is a “soft phone” application used on a mobile device or computer that allows users to make and answer calls using a UCI phone number. 

New to MiCollab? Get started with the Quick Start Guide.

MiCollab benefits:

  • Freedom to make or receive UCI calls from anywhere
  • Calls are routed to/from UCI phone numbers, not personal mobile phone numbers

Need additional help? Select the device you’re using to run the application from the tabs below. Each tab provides instructions for basic phone functions. For more comprehensive user documentation and FAQ, see the 'User FAQ' tab.

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

Calling Emergency Services With MiCollab

Calling 911 from the web browser or MiCollab app on your computer is highly discouraged, as the softphone will not be able to accurately report your location to emergency responders. If doing so is your only option, be prepared to report your precise location when calling. Calling 911 from your cell phone or a landline is the best option; both methods will allow for quicker location accuracy.

MiCollab Mobile App

Getting Started

How to Enable/Disable MiCollab

Important: The MiCollab software must be opened and running. Please open the application in order to place or receive calls.

  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.

MiCollab Website/Desktop Client

Getting Started

The website for MiCollab web is https://mcs.oit.uci.edu/ucs/micollab. Login with your MiCollab user ID and password.

How to Enable/Disable MiCollab

Important: The MiCollab software must be opened and running. Please open the application in order to place or receive calls.

  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 on MiCollab

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. Select the dial pad icon on the screen to open the dial pad. When prompted, enter your 5 digit extension and voicemail passcode.
  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

If you'd like to hear them using MiCollab there are a few steps involved:

  1. Swipe right in the MiCollab mobile app and tap Voicemail. In the Web & Desktop clients, click Voicemail on the left-side menu of the screen.
  2. You'll see a sign in page. In the Username field, type your 5 digit extension, and in the password field type your voicemail passcode.
  3. If you have a voicemail message waiting, you'll see the date and time it was left. Tap the message.
  4. The voicemail system will call you. Answer the call and the message will play. End the call when you're done listening to the message.
  5. From the app, you can choose to keep or delete the message.

If you'd like the voicemail to be downloaded to your computer/phone:

  1. After signing in, you will see all of your voicemail messages. Select Web PhoneManager Settings on the voicemail menu.
  2. Select Download button to download your voicemails as a .wav file.
  3. Select the OK button right above that section to save your changes.
  4. 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.
  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.

User FAQ

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

MiCollab User FAQ

I am having trouble downloading the MiCollab app/I don't know where the MiCollab app is on my computer

If you are using an OIT-managed Windows machine, MiCollab should already be installed on your computer. You can check by going to the Start Menu and searching for "MiCollab." Once you open the software, follow the instructions in your email to activate your account.

OIT-managed Mac users will need to download the app in the Mac App Store (linked below).

If you are using a non-OIT managed machine, you will need to go to the appropriate app store for the specific device (linked below). If you do not have admin rights, you may need to contact your local IT support.

If you require additional assistance, contact your local IT support. OIT-managed users may contact the service desk at oit@uci.edu to open a ticket.

I am not receiving calls on MiCollab/All my calls are going to Voicemail.

For MiCollab to function, you will need to have the application running in the background or have it open at all times. Otherwise, your calls will go to voicemail (if you have voicemail enabled) or the call will not go through at all. Depending on your phone/computer settings, you may need to login to your MiCollab account daily.

How can I turn off MiCollab temporarily so I do not receive calls?

In the mobile app, swipe left and then toggle the Softphone option to Off.

In the desktop and web app, click the icon in the bottom right of the MiCollab window and the Softphone option will appear. Toggle it off to stop receiving calls.

How many personal devices can be logged into MiCollab?

Your extension can be logged in up to four devices simultaneously.

Can I use my headphones with MiCollab?

Virtually any headset that is compatible with your computer may work with the softphone, but some headsets work better than others.  Many headsets are available with a broad range of features, quality and price.  Options include wired and wireless.  We recommend wired headsets with noise-cancelling microphones for the best reliability and audio quality.  Many Micollab users have experienced poor audio quality when using wireless headsets.  Although many computers have adequate speakers and microphones that can be used instead of a headset, the audio quality is typically best when using a wired headset with a noise-cancelling microphone (especially in noisy environments).

OIT does not sell, rent or support headsets, but we've compiled a list of various products that will work with MiCollab, should you be interested in buying some:

Do I need to use the VPN?

No. The MiCollab mobile app does not require the VPN to work. The Web & Desktop apps do not require the VPN either, so long as you ensure the Teleworker feature under Settings>General is enabled. This should be enabled by default.

What's this 911 warning I see whenever I open MiCollab?

It’s not recommended to use the MiCollab computer app (or web browser) for calling 911 because the location of the softphone may not be accurately reported to emergency responders, may be misdirected to the wrong emergency response center, or could result in an emergency response to the wrong location.  Because softphones are portable and can be used on multiple devices, the emergency 911 location of the device is not automatically updated.

If you are not near a landline or cellphone and must use MiCollab on your computer to call for emergency services, please be sure to inform the dispatcher of your EXACT LOCATION (ie: At the UCI campus, on the 3rd floor of the science library in the office marked John Smith.)

Calling from your cell phone or a landline is the suggested method. Doing so will quickly provide emergency responders with your precise location.

Why does the app show that my calendar integration has failed?

This is an error that will be resolved with the next update to 9.2. If you are using MiCollab on a personal computer/phone, you will be prompted to update MiCollab yourself. If you are on a managed machine, you will need to contact your IT support to update your MiCollab application.

As a workaround, if you toggle 'Calendar Integration' on under the settings section on the left-side blue tab in the app, your calendar will be integrated regardless of the credentials showing 'failed'. Your avatar on the right-side green tab will reflect the correct status.

My phone/computer got wiped and I cannot use MiCollab anymore. My activation link does not work.

You will need a new activation link in order to reactivate MiCollab on any wiped devices. Send an email to oit@uci.edu requesting a new activation link for MiCollab. Once you have been notified that the email has been sent, please check your junk/spam email for an email with the sender noreply@mitel.easydeploy.net.

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