8x8 Virtual Office Online with Softphone User Guide

USER GUIDE

8x8 Virtual Office Online with Softphone


User Guide

Version 3.0, March 2011

USER GUIDE


Contents

Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .4

System Requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .4

Supported Operating Systems . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4

Supported Browsers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4

Required ports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4

VoIP . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4

Operating System Requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4

Windows XP: . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4

Windows Vista: . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4

Mac: . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4

Bandwidth Availability . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5

Contacts Synchronization Requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5

Outlook: . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5

Google/Twitter/Facebook: . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5

Getting Started . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .5

Configure Extension and User Profile First . . . . . . . . . . . . . . . . . . . . . . . . . . . 5

Login Access . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5

Virtual Office Online with Softphone . . . . . . . . . . . . . . . . . . . . . . .6

Access to your Virtual Office Softphone Features . . . . . . . . . . . . . . . . . . . 6

Virtual Office Online Features . . . . . . . . . . . . . . . . . . . . . . . . . . . . .7

Login . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7

Obtaining Your Username and Password . . . . . . . . . . . . . . . . . . . . . . . . . . . 7

Presence Management . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8

Availability Status — Types . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8

Status Icons . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9

Customize Your Availability Status . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .10

Chat . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .10

Using Chat . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .11

Social Networking . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .14

Enable Social Networking Tool . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .14

Facebook Features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .15

Twitter Features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .16

My Inbox . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .18

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Media Library . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .21

Social Inbox . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .22

Virtual Office Extension Management . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .23

My Profile Configuration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .23

All Contacts Configuration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .26

Virtual Office or Virtual Office Pro Service Configuration . . . . . . . . . .32

Call Forwarding Configuration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .38

Call Queue Configuration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .47

E911 Address Configuration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .48

Microphone Configuration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .49

Billing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .50

Virtual Office Softphone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .51

To access your Virtual Office Softphone: . . . . . . . . . . . . . . . . . . . . . . . . . .51

Make Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .52

Dial out from Your Computer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .52

Dial Out from Your Desk Phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .53

Dial Out from Other Locations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .55

Receive Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .55

Send to Voicemail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .55

Incoming call handling . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .56

Manage Active Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .56

Multi-line call handling . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .58

Voicemail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .59

Voicemail Box Setup . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .59

Caller and Call Line Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .61

Vitrual Office Softphone Call Status . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .62

Ringer Volume . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .62

Using Your Virtual Office Online Contacts . . . . . . . . . . . . . . . . . . . . . . . . . . .62

Search Results . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .63

Recent Contacts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .63

My Contacts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .64

Corporate Directory . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .66

My Social Contacts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .69

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Introduction

8x8 Virtual Office Online with Softphone is a web-based solution that allows you to manage your Virtual Office phone service; utilize the 8x8 Unified Communication features such as chat, presence management and social networking integration; and use the Softphone, all from the convenience of your computer .

The 8x8 Virtual Office Softphone takes your communications to the next level by leveraging the Internet and usability of your computer . As a feature-rich web-based communication device, Virtual Office Softphone allows you and your employees to access your Virtual Office voice services from any computer with Internet access .

System Requirements

Supported Operating Systems

• Windows® XP, Vista and Windows 7

• Mac OS 10 .6 (Snow Leopard®) or newer – (Java 6 - included)

Supported Browsers

• 32bit Internet Explorer® 7 .0 or newer, Firefox® 2 .0 or newer, Safari™ 3 .0 or newer

• Requirements: Flash 10+ and Java 6 Update 14+ (Java needed for hosting only)

Required ports

Firewall ports to be open:

• 80 TCP (http)

• 443 TCP (rtpm or https) (depending on server connected to)

• 54545 TCP (Host content sharing and remote desktop)

• 8443 for HTTPS (Exchange/GMail) proxy .

VoIP

• Requirements: headset with microphone

Operating System Requirements

Windows XP:

• Pentium 4 1 .3 GHz / AMD Athlon XP 1500+ or newer

• 512 MB of system memory

Windows Vista:

• Pentium 4 1 .3 GHz / AMD Athlon XP 1500+ or newer

• 1 GB of system memory

Mac:

• Mac OS® X 10 .6 (Snow Leopard®) or newer

• 64bit Java6

• Powercomputer G4/G5 or Intel processor, 512 MB of RAM or better recommended

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Bandwidth Availability

• Recommended: cable modem, DSL or better

• Recommend minimum: 1 .5 Mbps down / 384 kbps up

Note: Performance varies widely depending on the content shared, content-sharing window size, and processing speed / memory of the computer hosting the content sharing .

Contacts Synchronization Requirements

Outlook:

• Microsoft Exchange Server 2007 or higher

• Outlook Anywhere enabled

• Your Outlook email address and password

Google/Twitter/Facebook:

• Your username and password

Getting Started

You must have a qualifying 8x8 Virtual Office or Virtual Office Pro extension to use Virtual

Office Online with Virtual Office Softphone .

Configure Extension and User Profile First

Configuration includes, at minimum, assigning a user name, password and an e911 address for the given extension . Please contact your phone system administrator if your extension requires configuration or to request a username and password .

If you are the phone system administrator, you can refer to the Virtual Office Setup Guide http://sims .8x8 .com/GetDocument .aspx?docid=710468 for instructions on setting up your

Virtual Office extension and user profiles .

Login Access

To access your Virtual Office Softphone, you will need to log in to Virtual Office Online .

1 . Open up a browser,

2 . Navigate to http://virtualoffice .8x8 .com

and

3 . Log in with your username and password .

Note: Qualifying Extensions are Unlimited Extension, Metered Extension or

Global Extension .

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USER GUIDE


Virtual Office Online with Softphone

Virtual Office Online with Softphone provides you with these standard features:

• Secure login

• Presence management

• Chat (video chat between extensions, chat history and management)

• Social Networking Integration (Facebook

©

and Twitter

©

)

• Inbox (access to voicemail, call and meeting recordings, call/chat/social networking logs)

• Extension profile configuration

• Contact configuration

• Chat configuration

• Service configuration such as caller ID, voicemail, Internet fax*, call recording*, Virtual

Meeting*, Virtual Office Mobile*

• Call forwarding configuration

Access to your Virtual Office Softphone Features

• Make calls from your computer

• Receive calls from your computer

• Incoming call handling (Do Not Disturb, Advanced call forwarding)

• Active call handling (touch tone dialing; blind, warm, voicemail and between-device transfers; call hold/resume)

• Multi-line call handling (3-way calling, call waiting, call swap)

• Voicemail (online access to voicemail)

• Caller and calling line information (caller ID, callers log)

• Volume control for Virtual Office Softphone ringer

• Click to communicate with your Virtual Office Online contacts

*Virtual Office Pro users only

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Virtual Office Online Features

In addition to providing a secure login to the Virtual Office Softphone, Virtual Office Online also offers key unified communication features such as presence management, video chat between your employees, integration with social networking tools like Facebook and Twitter as well as access to your Virtual Office and Virtual Office Pro services .

Login

Virtual Office Online ensures that only individuals with an account login and password can access their Virtual Office services .

To login to Virtual Office Online and Virtual Office Softphone, go to http://virtualoffice .8x8 .com

.

1 . In the Sign In box, enter your 8x8 login and password .

Note: If you don’t know your login and password, you can retrieve it using the Forgot

Password link . You will need your registered email address to retrieve and reset your login .

2 . Enter your password and click the Login button .

3 . When prompted, click Allow to enable Adobe Flash Player (a required element for this application .)

The Virtual Office Online dashboard will appear, with your name, number and extension displayed in the top right corner of the screen .

Note: Virtual Office Online uses AES-256 with RSA-1024 encryption technology .

Obtaining Your Username and Password

Your options to get your username and password are:

1 . Ask your phone system administrator for your 8x8 username and password .

2 . Check your Virtual Office related email for any extension updates . Sample subject line:

Extension 101 has been changed. The email contains your 8x8 username and password .

3 . Use your Virtual Office extension phone number (555) 555-5555 along with your 8x8 password to log into Virtual Office Online .

Note: If your phone system administrator has provided you with an 8x8 username and password, you can retrieve both by using the Forgot Password feature .

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Presence Management

Virtual Office Online lets you easily see the availability status of other Virtual Office users on your phone system and likewise allows your colleagues to see your status .

Availability Status — Types

There are two types of status in Virtual Office Online:

Automated Status: Virtual Office Online automatically determines the availability status of each user by detecting whether they are online/offline or on/off the phone .

Note:

1 . Even if your colleagues are only using their 8x8 desk phone, you can still see if they are on the phone via the status .

2 . Your Facebook, Google Talk and Twitter contacts will not be able to see these statuses if you choose to publish your status to these social networking accounts .

They will only be able to view your customized status .

Customizable Status: Users can also manually set their own availability status whenever needed . See Customize Your Availability Status for more information .

Note: You can choose to publish your Virtual Office Online status to Google Talk, your

Facebook wall or your Twitter account with the social networking integration tool .

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Status Icons

Availability Status Meaning

Available User is logged into Virtual

Office Online and not currently on the phone .

Notes

On Call

Logged off

Contact is online and available to chat .

Contact is currently on the phone . Automatically displays when enabled .

To turn off automatic display:

Use the arrows next to My

Status to select Custom .

Just using your 8x8 desk phone allows colleagues to see your

On Call status .

Contact is not logged onto

Virtual Office Online or is invisible .

Uncheck the Automatically

Change My On Call Status box .

Busy Contact self-sets this status but anyone can still communicate with them .

Do Not Disturb

Invisible

Custom

Contact is logged in but not available to chat or call . Contact is free to initiate outbound chats, however, incoming calls will go directly to your voicemail when you select this status .

Prevents other Virtual Office

Online users from seeing your presence information when you are logged in .

If you send a chat message when a colleague has Do Not

Disturb on, you will get an alert stating that the person has set their status to Do Not

Disturb . You can still send a chat message by selecting Submit .

Setting your status to

Invisible does not impact your ability to initiate outbound communications .

Allows contact to manually set their status and include a customized message .

Use the arrows next to My

Status to select Custom .

The customized status will be displayed on your social network accounts if you choose the option in your social network settings .

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Customize Your Availability Status

To set your availability status manually:

1 . Use the arrows next to My Status at the top of the screen to view availability status types

2 . Select Available, Busy, Do Not Disturb, Invisible or Custom

3 . If you select Custom, you can also include a personal message with your status availability, e .g ., “working hard” or “need some help .”

4 . If you want the system to automatically indicate when you are On Call then revert back to

Available when you are off the call, check the Automatically Change My On Call Status box under Custom .

Note: Your custom availability status will be displayed on your social networking account(s) if you choose the option .

Chat

8x8 Virtual Office Online provides easy chat access to your contacts whether they are your colleagues on the same phone system, your Google App/Gmail contacts or your Facebook contacts . Your chat history can also be reviewed easily and archived indefinitely .

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Using Chat

To:

Read an unread chat message

Chat

Video Chat

Show / Delete chat history

Follow These Steps:

1 . Login to 8x8 Virtual Office

Online .

2 . In the Home panel, see whether you have any unread chat messages .

3 . Click on the messages to view them .

1 . Click on Recent Contacts,

My Contacts, Corporate

Directory or My Social

Contacts.

2 . Use the search box or scroll until you locate the person with whom you want to chat .

3 . Click Chat next to the person’s name or navigate to the Chat tab .

4 . Type your message in the entry box at the bottom of the panel that appears .

5 . Click Send .

1 . Click on Recent Contacts,

My Contacts or Corporate

Directory.

2 . Use the search box or scroll until you locate the person with whom you want to chat .

3 . Click Chat next to the person’s name or navigate to the Chat tab .

4 . Click Start Video .

5 . Click Send .

1 . Click on the arrows next to Options in the message panel .

2 . Select Show History or

Delete History .

Notes:

You can leave chat messages for Virtual Office Online users who are currently not logged in .

Users can also leave you chat messages when you are not logged in .

You can chat with your contacts who are currently logged onto Virtual Office

Online, Facebook and/or Google

Talk .

Works with other Virtual Office

Online users on the same phone system who are also logged in at the same time .

At initial video chat, allow the system to use the proper plug-in and select the video camera you wish to use .

Video chat does not include audio .

Only chat initiated through

Virtual Office Online will be stored .

Only the text content of a video chat is stored . Video sessions are not recorded .

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USER GUIDE


To:

Review / Delete past chats

Archive chat messages

Enable / Disable sound notification


1 . Click on My Inbox at the top left side of the window .

2 . Click on Chats .

3 . Click Open, next to the chat you want to review; or

Notes:

You can also open and delete past chats by clicking on a contact name and then selecting the History tab .

4 . Click the Delete link on the right side of the chat you want to delete .

1 . Click on Settings at the top left side of the screen .

2 . Click on the My Services tab .

Default setting is Forever unless changed .

3 . Under Chat Settings>

History, use the arrows to select:

• No history

• 1 week

• 1 month

• 3 months

• Forever

4 . Click Save .



3 . Under Chat Settings>

Notifications:

• Check the box to enable sound notification when chat messages are received; or

• Uncheck the box to disable sound notification .

4 . Click Save .

Default setting is to enable sound notification .

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›

Tip

Logging into your Google

Gmail/GTalk account and/ or Facebook account to activate your Virtual Office

Online contacts, brings those contacts into your 8x8 Online account. When you chat from your 8x8 Online account, your name from your Google or Facebook account will be presented to your Google and

Facebook contacts.

The name on your 8x8 account will not be shown during chat to Google and

Facebook contacts.

Notes:

Since Virtual Office Online allows you to interact with a number of different chat programs, your identity to your contacts will show up as the identity of whichever account you logged in as and not your Virtual Office Online identity .

Video chat works only with Virtual Office Online users on the same company phone system .

Video chat requires a webcam installed on your computer and the other party’s computer .

Be sure to allow the application to access your camera . This option is given to you when you first log onto Virtual Office Online .

USER GUIDE


Social Networking

Virtual Office Online allows you to integrate Facebook and Twitter into your 8x8 Virtual

Office experience .

Notes:

1 . To use the social networking integration feature, your phone system administrator needs to enable the feature for your extension .

2 . While Virtual Office Online can post statuses to your Facebook or Twitter account, it does not post status updates you made from Facebook or Twitter back to your

Virtual Office Online account .

3 . You can refresh your Facebook and Twitter activities by clicking on More or Show

New Items .

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Enable Social Networking Tool

Only the phone system administrator can enable or disable the social networking feature .

To do so:

1 . Log into the Self Service Portal account using the admin username and password .

2 . Navigate to the extension that is allowed to use the feature .

3 . Click on Features on the extension .

4 . Check the Allow Social Networking Tools box .

USER GUIDE


To access these features in Virtual Office Online:


2 . Click on All Contacts in the Settings panel .

Facebook Features

In addition to adding Facebook contacts to Virtual Office Online, you can also post your

Virtual Office Online statuses on your Facebook wall, post to your Facebook contacts’ walls, view your Facebook contact status as well as chat with them .

To:

Add Facebook contacts as your

Social Contacts in

Virtual Office Online


1 . Click on Settings .

2 . Click on All Contacts .

3 . Check the box next to Show

Facebook Contacts.

4 . Click on the Login with

Facebook .

5 . Enter your Facebook login and password .

Notes:

If you are already logged onto

Facebook or Twitter or have a stored login session, you will be automatically authenticated once you elect to show

Facebook contacts or Twitter contacts .

Automatically publish your Virtual Office

Online statuses on your Facebook wall

Elect to Publish my status message to my Wall.

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USER GUIDE


To:

Post on your

Facebook contact’s wall

Chat with a Facebook contact

View contact info and interaction history


1 . Click on My Social Contacts.

2 . Use the search box or scroll down through your list of contacts .

3 . Click on a contact .

4 . Type your message on the Wall Post field and hit

Share .

1 . Click on Facebook contact’s name .

2 . Click on the Chat tab .

3 . Type in your message and click Share .

1 . Click on the contact’s name .

2 . Click on Social tab to view contact info .

3 . Click on History tab for the interaction history .

Notes:

Twitter Features

Virtual Office Online Twitter integration allows you to add all of the people you follow as your social contacts, read, reply to or retweet their posts and even direct message them .

To:

Add Twitter contacts to your Social

Contacts in Virtual

Office Online





Twitter Contacts .

4 . Enter your Twitter login and password .

Notes:

If you are already logged onto

Facebook or Twitter or have a stored login session, you will be automatically authenticated once you elect to Show

Facebook Contacts or Twitter .

Read tweets from people you are following

1 . Click on My Inbox .

2 . Click on Social .

3 . Click on Tweets tab to see just tweets from your

Twitter contacts .

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To:

Automatically publish your Virtual Office

Online statuses as your tweet


Elect to Tweet my status message

Retweet

Respond to a tweet

1 . Click on Retweet on the tweet .

1 . Click on Reply on the tweet .

2 . Type your reply .

3 . Click on Tweet when you are ready to send .

Notes:

Save favorite tweets 1 . Click on the All, Tweets or

Favorites .

Remove favorite tweets

2 . Click on the non-highlighted star icon next to any tweet .

1 . Click on the All, Tweets or

Favorites .

2 . Click on the highlighted star icon next to any tweet .


View contact info and interaction history including

Tweets, Favorites,

Direct Messages from and to the contact



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My Inbox

My Inbox gives you a comprehensive view of all your 8x8 Virtual Office or Virtual Office Pro voicemails, phone calls, faxes and chats . It also provides a historical and storage usage view of additional Virtual Office Pro features, such as Call Recordings and Past Meetings .

The social networking integration consolidates your social networking activities in one central location .

To access these features, click on My Inbox at the top left side of the screen .

Inbox

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USER GUIDE


To:

View current messages

Listen to voicemail messages

Return Calls

Add callers to My

Contacts

Open chat history

View outbound communications

Access archived messages and call logs


1 . Click on Inbox .

2 . Click on All, Voicemails,

Calls, Faxes or Chats.

1 . Click on All or Voicemails .

2 . Scroll through the list of messages .

3 . Click Listen next to the

voicemail notification you want to hear .

Notes:

Default view is Inbox / All . You can also filter your content by

Read or Unread content

1 . Click on All, Faxes, Calls or

Chats .


3 . Click Call next to the person you want to call back .

1 . Click on All, Faxes or Calls .


3 . Click Add next to the person you want to add to your contacts .

4 . Fill out the New Contact panel and click Save .

1 . Click on Chat .

2 . Scroll through the list of chat messages .

3 . Click Open Chat next to the message you want to review .

1 . Click on Sent Items .

2 . Click on All, Calls, Faxes or

Chats.

1 . Click on History .

2 . Click on All, Calls, Faxes or

Chats .

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USER GUIDE


To: Follow These Steps:

Access call recordings 1 . Click on Media .

View past meetings

View past meeting recordings

2 . Click on Call Recordings.

3 . Scroll through the list of recordings .

Notes:

Available to Virtual Office Pro users .

8x8 Call Recording must be enabled .

4 . Click the Play button to hear a particular recording .

1 . Click on History .

2 . Click on Past Meetings .


3 . Scroll through the list and click More Info to see additional details about a particular meeting .

4 . When the dialog box appears, click View participants to see who attended the meeting .

1 . Click on Media .

2 . Click on Past Meetings .

8x8 Virtual Meeting for Virtual

Office Online must be enabled .

You can click to Hide

Participants once the dialog box is open .

Available to Virtual Office Pro customers .

Delete messages and call recordings

3 . Scroll through the list and click More Info to see additional details about a particular meeting .

8x8 Virtual Meeting for Virtual

Office Online must be enabled .

4 . When the dialog box appears, click Listen to listen to past meeting recordings .

Mark as Read / Unread 1 . Select All or None at the top of the panel .

You can also mark individual messages .

2 . Use the pull-down menu next to More Actions to mark as Read or Unread .

Option 1

Click next to the message or recording you want to delete .

You can only delete voicemails, call recordings, chats and faxes .

Calls, Sent History, and Past

Meetings cannot be deleted .

Option 2

1 . Select All, Read or Unread at the top of the panel .

2 . Click Delete to delete all messages and recordings in the selected category .

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USER GUIDE


Media Library

If you are a Virtual Office Pro customer, you have up to 1GB of storage for call recordings and meeting recordings .

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You can access these recordings and determine your current storage usage by following this procedure to open the Media Library .


2 . Click on the Media tab .

To:

View current storage usage

Access meeting recordings


1 . Click on All, Call Recordings or Meetings.

2 . Your total capacity, storage used and remaining capacity are all displayed .

Access call recordings 1 . Click on All or Call

Recordings .

2 . Click Listen to hear a particular call recording .

1 . Click on All or Meetings .

2 . Click Listen to hear a particular meeting recording .

Notes:


8x8 Call Recording and Virtual

Meeting must be enabled .


8x8 Call Recording must be enabled .


8x8 Virtual Meeting must be enabled .

USER GUIDE


Social Inbox

With Virtual Office Online social networking integration, you can view your Facebook contacts wall posts, your Twitter contacts tweets, direct messages to you from your Twitter followers and more .

22

To access these features:


2 . Click on the Social tab .


View Facebook posts Click on All or Posts .

View Twitter tweets Click on All or Tweets .

View latest posts or tweets

Click on Load More .

View your Twitter favorites

View your Twitter

Direct Messages

View Direct Messages that you sent to your

Twitter contacts

Click on Favorites .

Click on Inbox .

Click on Sent .

Notes:

You must be authenticated for your Facebook account .

You must be authenticated for your Twitter account .

USER GUIDE


Virtual Office Extension Management

Virtual Office Online allows you to manage your Extension features online .

Your management features include:

• Extension profile configuration

• Contact configuration

• Chat configuration

• Service configuration such as caller ID, voicemail, Internet fax*, call recording*, Virtual

Meeting*, Virtual Office Mobile*

• Call forwarding configuration

To access these features, click on Settings at the top left side of the screen .

My Profile Configuration

Under My Profile, you can view your extension profile, manage your phone service locations, change your Virtual Office Online password and select your communication preferences .

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USER GUIDE


Name and Email

You can change the First and Last Name fields for your account . The email field can only be edited by your 8x8 phone system administrator .

My Phone Numbers

By default, your computer and desk phone, if you have one, locations are already set up on your account . Virtual Office Online allows you to add additional numbers so you can make calls from any location you choose . These additional numbers can also be used for the

Forward All Calls feature .

Note: To set an international number as your location, you need to be an 8x8 customer for a minimum of 6 months .

To:

View your current locations

Add more phones

Delete added phones



2 . Click on the My Profile tab .



3 . Under My Phone Numbers, click + Add Phone Number .

4 . Enter the name and number of the destination you are adding .

5 . Click Save .

Notes:

If you have an 8x8 Desk Phone, this Phone Number cannot be deleted or removed .

1 . Click the

button next to the location you want to delete .

2 . Click Save .

Note: If you have an 8x8 desk phone, this phone number cannot be deleted or removed .

Change Password

8x8 users can easily change their login passwords for Virtual Office Online by following these steps:



3 . Under Change Password, click on the Click to Change link .

4 . When the Change Password dialog box opens: a . Enter your current password .

b . Enter your new password .

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USER GUIDE

8x8 Virtual Office Online with Softphone c . Re-enter your new password .

d . Click Submit .

Account Access Pass Phrase

As a security requirement for accessing call history or billing information over the phone, users will be asked to provide a pass phrase, as default this is set as the users first name but can be changed here . The pass phrase must be alphanumeric and at least 3 characters long .

Contact Preferences

Extension users can update their communication preferences from 8x8 .

Note: 8x8 reserves the right to contact you regarding your service, features or policy announcements and information about your account .

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USER GUIDE


All Contacts Configuration

Along with being able to synchronize your Virtual Office Online contacts with your contacts from Outlook®, Google

TM

App, Facebook© and Twitter©, you can also access your 8x8 phone system corporate directory contacts (your 8x8 phone system users) .

Under the All Contacts tab, you have three contact categories you can configure:

• My Contacts .

• Corporate Directory (Non-editable) .

• My Social Contacts (Non-editable) .

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USER GUIDE


My Contacts

Under My Contacts, you can display your personal contacts that you have entered through

Virtual Office Online and also personal contacts from your Outlook and Google accounts .

Notes:

Virtual Office Online syncs up with your Outlook personal contacts and Google contacts, so contact edits to contacts, additions and deletions made on Virtual Office

Online or the other accounts will sync up to each other .

Please allow time for your Exchange and Google servers to update to see the changes .

To access these features, click on My Contacts .

To enable My Contacts functionality:

1 . Click on Settings on the top left side of the screen .

2 . Click on the All Contacts tab .

3 . Navigate to My Contacts .

4 . Select which contacts to display .

5 . Enter credentials when prompted .

To:

Add personal contacts in Virtual

Office Online


1 . Click on New Contact .

2 . Enter your contact information .

3 . Click Save .

Notes:

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USER GUIDE


›

Requirements

– Microsoft Exchange Server

2007 or higher

– Outlook Aywhere enabled

– Your Outlook email address and password

To:

Show personal contacts from

Outlook


1 . Click on Show Outlook

Contacts checkbox .

2 . Enter your primary Outlook email and password when prompted .

3 . To save your Outlook login information, click on the

Remember Credentials checkbox .

4 . To configure your Advanced

Exchange Active Sync connection, click on the

Advanced Exchange Active

Sync checkbox and enter your Active Sync URL and

Exchange UPN.

This feature should only be used when your Outlook

Exchange Server has no

AutoDiscover functionality . If you are unsure of this feature, please contact your Outlook

Administrator .

Notes:

Requirements:

• Microsoft Exchange Server

2007 or higher .

• Outlook Anywhere enabled .

• Your Outlook email address and password .

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USER GUIDE


To:

Show personal contacts from Google


1 . Click on Show Google

Contacts checkbox .

2 . Enter your Google email and password when prompted .

3 . To save your Google login information, click on the


4 . To be able to chat with your

Google Talk contacts, click on the Login to Google Talk checkbox .

5 . To automatically publish your Virtual Office Online status as your Google Talk status, click on the Publish my status message to

Google Talk checkbox .

Notes:

Corporate Directory

Under Corporate Directory, you can display your 8x8 phone system corporate directory contacts or your corporate directory from MS Outlook Exchange Server . .

Notes:

1 . Your company’s corporate directory contains the configured extensions on your

8x8 phone system . All contacts are automatically available to you .

2 . If updates are made by your service administrator, please allow time for your

Exchange servers to update to see the changes .

3 . By default, the Show Corporate Directory, is checked . When Corporate Directory has Show Outlook Directory selected, you have the option to unselect the “Show

Corporate Directory” . Please select the directory combination that best suits your requirements .

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USER GUIDE


To enable your Corporate Directory functionality:

1 . Click on Settings on the top left side of the screen .

2 . Click on the All Contacts tab .

3 . Navigate to Corporate Directory .

4 . Select which contacts to display .

5 . Enter credentials when prompted to show Outlook Directory .

To:

Show corporate contacts from

Outlook


1 . Click on the Show Outlook

Directory checkbox .

2 . Enter your primary Outlook email and password when prompted .

Notes:

The checkbox for “Show

Corporate Directory” will automatically uncheck when you check the Outlook

Directory . Please re-check the

“Show Corporate Directory” to enable your 8x8 phone system contacts .

3 . To save your Outlook login information, click on the


4 . To configure your Advanced

Exchange Active Sync connection, click on the


Sync checkbox and enter your Active Sync URL and

Exchange UPN .

If you have already setup your personal Outlook contacts, you do not have to re-enter your Outlook credentials to display your Outlook directory contacts .

Requirements:

• Microsoft Exchange Server

2007 or higher .


Sync should only be used when your Outlook Exchange

Server has no AutoDiscover functionality . If you are unsure of this feature, please contact your Outlook Administrator .

• Outlook Anywhere enabled .

• Your Outlook email address and password .

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USER GUIDE


My Social Contacts

My Social Contacts allows you to take advantage of your Virtual Office Online social networking integration .

To:

Add Facebook contacts as your

Social Contacts in






Facebook Contacts .

4 . Click on the Login with

Facebook .

Notes:

If you are already logged into

Facebook or Twitter or have a stored login session, you will be automatically authenticated once you select to show

Facebook contacts or Twitter contacts .


Add Twitter contacts as your Social

Contacts in Virtual

Office Online




Twitter Contacts .

4 . Enter your Twitter login and password .


Facebook or Twitter or have a stored login session, you will be automatically authenticated once you select to Show


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USER GUIDE


Virtual Office or Virtual Office Pro Service Configuration

Virtual Office Online not only allows you access your Virtual Office Softphone but gives you the ability to configure your Virtual Office services online . You can manage configurations for your caller ID profile, voicemail, Internet fax*, call recording*, Virtual Meeting* and Virtual

Office Mobile .

*Virtual Office Pro users only .

Caller ID Profile

8x8 Virtual Office Online allows you to display your name and/or number when making calls .

You can also block your outbound caller ID .

To set up your Caller ID profile:



3 . Go to the Caller ID Profile section .

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USER GUIDE


To:

Block your outgoing caller ID


1 . Use the arrows next to

Caller ID .

2 . Select None from Caller ID .

3 . Click Save .

Pick a caller ID number 1 . Use the arrows next to

Caller ID to select a number .

2 . Click Save .

Display a caller ID name

Notes:

You can select your extension or the Company Main Number for outbound caller ID number .

1 . Use the entry boxes next to

Caller ID to enter your First

Name and/or Last Name .

2 . Click Save .

If you want your Caller ID to show up as Anonymous, select

None .

First Name and Last Name cannot be left blank . But to turn off Caller ID, select None in

Caller ID .

When you select None for your

Caller ID, your display name will show up as Anonymous .

It may take up to 24 hours for the changes to take effect on your 8x8 phone .

Voicemail Settings

To set up your Voicemail Settings:



3 . Go to the Voicemail Settings section .

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USER GUIDE


To set up your voicemail box, see the Voicemail Box Settings section below .

To:

Set your voicemail password

Set your voicemail time zone

Set email to send voicemail notification to

Receive email notification, with or without audio

Disable email notification


1 . Enter your password in the entry box provided .

2 . Click Save .

1 . Use the arrows next to Time

Zone to select your time zone .

Notes:

A voicemail password is required . It can be a minimum of

4 characters and a maximum of

15 . The characters cannot be the same or in sequence, e .g .,

1111 or 1234, or the same as your extension number .

The time zone you select determines how your voicemail messages are time-stamped .

2 . Click Save .

1 . Enter your email address in the email field .

2 . Click Save .


Notification by Email to select either Enable

(email notification only) or

Enabled with Audio (email notification + sound file attached .)

2 . Click Save .


Notification by Email and select Disable .

2 . Click Save .

Notification will be sent to the email address provided in the adjacent entry box .

Call Recording*

*Call recording is available to Virtual Office Pro customers .

To set up your Call Recording settings:



3 . Go to the Call Recording section .

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USER GUIDE


To:

Record calls on demand

Record all calls



Recording Mode to select

Record On-Demand .

2 . Click Save .

1 . Use the arrows to select

Record All Calls .

2 . Click Save .

Notes:

Use the Record Call button on your Virtual Office Softphone or 8x8 phone to record your calls .

All incoming and outgoing calls will be automatically recorded .

Recording stops when you end the call .

For your convenience, your storage capacity is automatically upgraded in 1GB increments if you go over your free 1GB storage limit .

Disable call recording 1 . Use the arrows to select

Disabled .

Announce to the other party that the call is being recorded

Hear an announcement that the call is being recorded

2 . Click Save .

1 . Check the To Other

Party box next to Play

Announcement when calls are recorded .

2 . Click Save .

1 . Check the To Me box next to

Play Announcement when calls are recorded .

2 . Click Save .

Recording notification requirements vary from state to state . Make sure you read

8x8’s Privacy Laws and Notice

Requirements for Electronic

Recording of Telephone

Conversations before making your selection .

Recording notification requirements vary from state to state . Make sure you read

8x8’s Privacy Laws and Notice

Requirements for Electronic

Recording of Telephone

Conversations before making your selection .

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USER GUIDE


Internet Fax*

*Internet Fax is available to Virtual Office Pro customers .

To set up your Internet Fax settings:



3 . Go to Internet Fax .

To:

Select a phone number for Internet

Fax


Use the arrows keys to select a number .

Notes:

A US local fax number comes with your Virtual Office Pro service .

If your phone system administrator has not selected a fax phone number for you, you can select the phone number during your initial log in to Virtual Office Online .

Turn off Internet Fax Use the arrow keys to select

Disabled .

Turn on Internet Fax Use the arrow keys to select a number .

Fax notification Select either the Disabled or

Enabled radio button to switch fax notification or or off .

You can elect to have multiple fax numbers by simply ordering more Internet fax virtual numbers for your fax service .

Selecting this feature turns off

Internet fax until you enable it again .

Make sure you select a number instead of Disabled .

You can add up to five email addresses to receive a fax notification which includes a link to view the fax .

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USER GUIDE


Chat Settings

Under My Services>Chat Settings you can configure your chat history and sound notification on your Virtual Office chats .

To:

Change the duration that your chat log is saved

Play sound on incoming chat



History to select a duration .

2 . Click Save .

1 . Check the box next to Play sound on incoming chat .

2 . Click Save .

Notes:

Virtual Office Online allows you to chat with your colleagues with 8x8 phone service as well as your Google and Facebook contacts .

To set up Virtual Office Online Chat with contacts:

To:

8x8 Phone System

Corporate Directory

Google Contacts

Facebook


You don’t have to do anything to set up chat with your colleagues who are also on the 8x8 Virtual Office phone system .




Google Contacts .

Notes:

For interactive chatting, both parties need to be logged into

Virtual Office Online .

4 . Enter your Google login and password .

5 . Check the box next to Login to Google Talk.




Facebook Contacts.


Facebook or Twitter or have a stored login session, you will be automatically authenticated once you select to Show



5 . Check the box next to Login to Facebook Chat .

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USER GUIDE


View Services Available

To view 8x8 services you have on your extension:



3 . Go to Current Plan includes...

If you have not configured your Virtual Office Mobile (comes free with Virtual Office Pro accounts), you will see a link to download the application for your iPhone . Your listing will be dependent on what services you have .

Call Forwarding Configuration

Virtual Office Online allows you to manage call forwarding rules for your Virtual Office service .

You have two options to set your call forwarding rules:

1 . Forward all calls - this simple call forwarding feature is an easy way for you to quickly forward all your calls to another phone .

2 . Call Forwarding settings – this feature allows you to set call forwarding rules based on combinations of where the call is from, when the call is coming in and how the call should be handled .

Forward All Calls

This feature allows you to quickly and easily forward all your calls to another phone number of your choice . For example, when you are rushing to go to a client site, you can choose to forward all your Virtual Office calls to your mobile phone .

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USER GUIDE


To:

Access Forward All

Calls


1 . Navigate to the top of the screen .

2 . Click on the pull-down menu next to Forward all calls .

3 . Select the number you want to forward calls to .

Or

1 . Click on Settings at the top left side of the Virtual Office

Online screen .

2 . Click on the Call Forward Rules tab .

3 . Check the Enable Forward all calls box .

4 . Click on the pull down menu next to the Please select a destination to to Select the number you want to forward calls to .

Add phone numbers for your Forward All

Calls list

Turn off the Forward

All Calls function


Online screen .


3 . Under My Numbers, click on Add Number and enter your phone number under the Number column .

Select Off from the pull down menu

Call Forwarding settings

Call forwarding under Settings allow you to customize your call forwarding rules by filtering your call via:

1 . Phone numbers, area code or blocked caller ID, and/or

2 . Date and time the call comes in

Call Forwarding also allows you to configure how the call should be handled by either rejecting it or forwarding it to multiple phone numbers sequentially or simultaneously and enabling or disabling the call screening functionality .

In addition, you can also configure your phone system-defined forward rules under Default

Rules setting .

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USER GUIDE


To access Call Forwarding settings:

1 . Click on Settings at the top left side of the Virtual Office Online screen .

2 . Click on the Call Forwarding tab .

Note:

1 . Once you have used Call Forwarding rules in Virtual Office Online, you no longer have access to the feature in your Self Service Portal account

( www .8x8 .com/login )

2 . Rules are applied in the order they are listed . For example, if you want to make sure all calls from Acme client at all times get forwarded to your cellphone while also setting your forwarding rules from 9am to 5pm to simultaneously ring your desk phone and your cellphone, be sure to set your Acme forwarding rule on top of your

9am to 5pm rule .

3 . You need to click on Save on the main My Rules page to save your edits .

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USER GUIDE


To:

Forward all your

Virtual Office calls to one phone number


1 . Click on the box next to

Forward All Calls .

2 . Select a number to forward all your calls to .

1 . Click on Add New Rule.

Notes:

Create a new call forwarding rule

Turn a rule on

Turn a rule off

Edit a rule

Copy a rule

Delete a rule

Re-order a rule

1 . Click on Ok after you are done with your rules .

2 . Make sure that the Enable box is checked .

1 . Uncheck the box next to the rule to disable the rule .

1 . Click on Edit next to an existing rule .

1 . Click on Copy next to an existing rule .

Your rules and changes do not get saved until you click on Ok .

2 . Rename the new rule .

3 . Click on Edit to change the rule settings .

1 . Click on the Delete button to delete rule .

2 . Click Yes to confirm deletion .

1 . On the rule you want to reorder, enter the desired order number in the Order column .

2 . Click on Update Order.

You can only update one row at a time .

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USER GUIDE


New Rule Settings

To:

Set your rule to receive all calls

Set your rule to filter for specific phone numbers, area codes or blocked caller IDs

Set rule to filter at all times

Set rule to filter for specific date/time period

Set rule to filter for a recurring schedule


1 . Click on Add New Rule

2 . Click on the Call From link or tab .

3 . Pick Anyone to Forward All

Calls .

1 . Click on the Call From link or tab .

2 . Uncheck Anyone if checked .

3 . Check the Any area code or phone number listed below box to set specific phone numbers .

4 . Enter area codes or phone numbers as desired .

Notes:

5 . Check the Blocked/

Anonymous Callers to filter blocked/anonymous callers .

1 . Click on Date and Time tab or link .

2 . Select Any time .


2 . Select Specified date/time period .

3 . Enter your start and end date .

4 . Click Ok .


2 . Select Recurring schedule .

3 . Select days of the week for the schedule .

4 . Enter your start and end time for the days .

5 . Click Ok .

By default Monday to Friday

8am to 5pm is selected .

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USER GUIDE



Set rule to reject calls 1 . Click on Forward to tab or link .

Set rule to forward call to a specific number

2 . Select Drop Call.

3 . Click Ok .

1 . Click on Forward to tab or link .

2 . Select Forward Calls to .

3 . Enter phone number .

Set rule to forward call to multiple numbers

4 . Click on Add .

5 . Click on the button to delete the phone number .

6 . Click Ok .


2 . Select Forward Calls to.


4 . Click on Add .

5 . Enter duration your phone should ring before moving on to the next phone number .

6 . Enter next number .

7 . Elect to forward calls to these numbers simultaneously or sequentially .

8 . If you select sequential forwarding, you can prioritize your phone numbers using the Order column .

9 . Click Ok .

Notes:

You can reorder your phone list by entering number order .

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USER GUIDE


To:

Set rule to ask for password before call can be picked up on the forwarded call



2 . Select Forward Calls to .


4 . Click on Add .

5 . Click on Password Required if you want to enter your voicemail password first before picking up your call .

6 . Click Ok .

1 . On the description panel, check the box next to

Enable Call Screening.

Notes:

Use your voicemail password .

Set rule to ask callers to announce their names before call is put through and you have the option to answer or not

Set rule to forward call to voicemail, a call queue or auto attendant

1 . Click on Forward to tab or link

2 . Navigate to the “After trying to reach all of the phone numbers above, forward calls to: “ pull-down menu

Your call queues and Auto

Attendants need to be set up before you can forward to them .

3 . Select either Voicemail, Call

Queue or Auto Attendant

4 . Click Ok .

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USER GUIDE


Default Rules Setting

To access, click on Default Rules

To:

Change my call forwarding settings for when my office network is down


1 . Click When my network is down

2 . Click My Voicemail link in the rule details box if you wish to forward your calls to a different location when your network is down .

3 . Click on Disable if you wish to enable Call Screening on your call forward destinations when your network is down .

1 . Click When my Virtual Office phone line is busy.

Change my call forwarding settings for when I am on a call with my Virtual Office service

2 . Click My Voicemail link in the rule details box if you wish to forward your calls to a different location when your Virtual

Office voice service is busy .

3 . Click on Disable if you wish to enable Call Screening on your call forward destinations when your Virtual Office voice service is busy .

1 . Click When I don’t answer my call for 15 secs Change my call forwarding settings for when I don’t pick up my Virtual Office phone in x secs

2 . Enter the duration in the secs box .

3 . Click My Voicemail link in the rule details box if you wish to forward your calls to a different location when you don’t pick up your Virtual Office calls in x secs .

4 . Click on Disable if you wish to enable Call Screening on your call forward destinations when you don’t pick up your Virtual

Office calls in x secs .

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USER GUIDE


Call Screening

The Call Screening feature allows you to know who is calling your Virtual Office number before you accept the call . You have the option to accept the call or hang up .

As soon as you pick up your phone, the system announces your caller to you . Once the announcement is done, you can:

• Accept it (press #)

• Allow the system to continue calling your other forwarding phones or get your voicemail

Note:

- If you turn off this feature, your callers won’t be screened, and you won’t hear an announcement of who is calling you .

- You can only enable call screening with a call forwarding rule .

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USER GUIDE


Call Queue Configuration

Virtual Office Online allows you to view your call queue assignments and log in or out of the queues you have been assigned to .

To:

Log in to a call queue when you are assigned to a single queue


1 . Check the box next to the Call Queue that you have been assigned to

Log in to a call queue when you are assigned to multiple queues

Log out of a call queue when you are assigned to a single queue

1 . Click on Call Queue pulldown menu next to Call Queue .

2 . Select Login to All if you want to log into all your queues .

3 . To log into specific queues, you can click on the queue .

4 . The checkmark indicates that you are logged in to that queue .

1 . Uncheck the box next to the Call Queue that you have been assigned to .

Log out of a call queue when you are assigned to multiple queues

1 . Click on Call Queue pulldown menu next to Call Queue .

2 . Select Logout of All if you want to log out of all your queues .

3 . To log out of specific queues, you can click on the queue .

4 . No checkmark indicates that you are logged out of that queue .

Note:

- Call Queue configuration is done through the Self Service Portal by the phone system administrator .

- You can only log in or out of the queues if your phone system administrator has given you the privileges to do so .

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USER GUIDE


E911 Address Configuration

E911 service delivers address-specific (versus phone number only) call-back information to public service answering points whenever someone makes an emergency call . This enables emergency personnel to be dispatched to the scene even if the caller is unable to speak or if the call is suddenly disconnected .

The E911 address MUST be the same location as the permanent location of your 8x8 phone .

If you using the softphone only, the physical location of your computer/laptop should be entered .

To enter your E911 Address:


2 . Click on the E911 Address tab .

To:

Enter a new E911 address


1 . Under the E911 Address tab, click on + Add E911

Address.

2 . Enter your address details .

3 . Review the E911 service limitations and Terms and

Conditions, then check the box

Notes:

If your address can not be validated, a list of alternatives will be presented for you to select .

Select a previously entered E911 address

4 . Click Validate and then

Save .

1 . Under the E911 Address tab, click on the arrows next to Change E911 Address.

Update address whille travelling outside the US

2 . Click Save

1 . Under the E911 Address tab, check the box next to

Travelling outside the US

E911 support will not be available with this option .

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USER GUIDE


Microphone Configuration

Virtual Office Online gives you access to your Adobe Flash Player Setting configuration .

To access your Adobe Flash Player Settings:


2 . Click on the Microphone tab .

To:

Stop the Adobe Flash

Player Settings from popping up every time you log into



1 . Under the Microphone tab, click on Show Privacy

Settings.

2 . Once you have selected to always allow or deny, check the box next to Remember .

Notes:

By denying Flash Player access to your microphone and camera, you will not be able to use your computer microphone to speak during your calls or meetings or participate in video chats or meetings .

Select an audio source for your microphone

1 . Under the Microphone tab, click on Show MicSettings .

2 . Make the appropriate microphone selection .

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USER GUIDE


Billing

Under Billing you are able to view your previous months Billing Statements .

To access your billing statements:

1 . Click on Settings at the top left side of the Virtual Office Online screen .

2 . Click on the Billing tab .

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USER GUIDE


Virtual Office Softphone

Your Virtual Office Softphone offers you the following features:

• Make calls from your computer .

• Receive calls from your computer .

• Incoming call handling (Do Not Disturb, advanced call forwarding) .

• Active call handling (touch tone dialing; blind, warm, voicemail and between-device transfers; call hold/resume) .

• Multi-line call handling (3-way calling, call waiting, call swap) .

• Call recording* .

• Voicemail (online access to voicemail) .

• Caller and calling line information (caller ID, callers log) .

• Call notification (missed call, call waiting and voicemail waiting notification) .

• Volume control for Virtual Office Softphone ringer, microphone and speaker .

• Click to communicate with your Virtual Office Online contacts .

To access your Virtual Office Softphone:

1 . Log on to your Virtual Office Online account .

2 . Click on Call .

3 . Your Virtual Office Softphone panel will pop out .

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USER GUIDE


Make Calls

Virtual Office Softphone lets you make outbound calls from your computer .

52

Dial out from Your Computer

Using your computer to place calls from your 8x8 extension is easy with Virtual Office

Softphone .

Note: For an optimal audio experience on Virtual Office Softphone, please use a computer headset that includes a microphone .

Go to I’m Calling From at the top of the screen and select Softphone .

To:

Dial a number or extension


1 . Enter the number or extension in the Call box .

Alternatively, you can click on the Call button to your left and you can enter the number or extension in the Call field found on the

Virtual Office Softphone panel .

2 . Click the Call button .

Notes:

USER GUIDE


To:

Dial by name

Click any number listed in Search

Results, Recent

Contacts, My

Contacts or

Corporate Directory .

Speak with the call recipient

Disconnect the call


1 . Begin typing the person’s name in the Call box .

2 . If the name is in one of your contact lists or directories, the system will auto-fill it for you .


1 . Click on the contact tab .

2 . Click any number listed .

3 . Virtual Office Softphone will automatically launch and dial the connect .

Notes:

Use your computer headset to speak with the recipient when your call is answered .

Click the Disconnect button on your Virtual Office Softphone .

Dial Out from Your Desk Phone

Note: This option is only available if you purchased an 8x8 desk phone with your Virtual

Office service .

If you prefer to use your desk phone during calls, you can out dial out from Virtual Office

Online and then use your desk phone to speak with the call recipient . This feature combines the cost savings of 8x8 calls with the convenience of a traditional handset .

53

USER GUIDE


Go to I’m Calling From at the top of the screen and select Desk Phone .

To:

Dial any number or extension

Dial by name

Click to call any number listed in

Search Results,

Recent Contacts,

My Contacts or

Corporate Directory.

Speak with the call recipient

Disconnect the call


1 . Enter the number or extension in the Call box on the Home panel or your softphone .


1 . Begin typing the person’s name in the Call box .

2 . If the name is in one of your contact lists or directories, the system will auto-fill it for you .


1 . Click on any of the contact tab .

2 . Click to call any number listed .

3 . The softphone panel will automatically launch .

Pick up your desk phone handset to speak with the recipient when the call is answered .

Hang up your handset; or

Notes:

Click the Disconnect button on your softphone

54

USER GUIDE


Dial Out from Other Locations

You can also choose to dial out from other locations . The Virtual Office system will place a call to your location first at 8x8’s cost-effective long-distance and international rates, and then connect you to your call destination . This feature allows you to reduce high calling costs when traveling .

1 . Go to I’m Calling From at the top of the screen

2 . Select any other locations you have entered .

Receive Calls

Virtual Office Softphone lets you use your computer to Accept or Decline incoming calls to your 8x8 extension . You can also send incoming calls immediately to voicemail by clicking on

Decline .

Send to Voicemail.

When an incoming call is received, the Virtual Office Softphone panel automatically slidesout .

To:

Answer the call

Place your first call on hold to answer the incoming call

Decline the call


Click Accept and begin speaking to the caller .

Click Hold . To take the call off hold, click Resume .

Click Ignore .

Notes:

If you have another call when you accept an incoming call, your first call will be put on hold .

The other party will hear music until you resume the call .

Send the call directly to voicemail so the caller can leave a message .

View missed calls

Click Decline.

Click Inbox and view all missed calls under All or Calls .

The caller will continue to hear ringing until the call is answered by voice mail .

The caller will immediately hear your voicemail greeting .

55

USER GUIDE


Incoming call handling

To:

Do Not Disturb

Call Forwarding


You can set Do Not Disturb by: changing your status to Do

Not Disturb at the top of your screen.

To access these features:


Online screen .

Notes:

When you need quiet time to finish a project, put your telephone in a state that will not ring and calls will automatically be forwarded to voicemail (or to a busy signal if voicemail is turned off) .

Virtual Office Online lets you set your own rules for handling incoming calls using the Call

Forwarding features .

2 . Click on the Call Forwarding tab .

Manage Active Calls

Once you click Accept to answer an incoming call, Virtual Office Softphone gives you additional call-management options such as:

• Touch tone dialing

• Blind, warm, voicemail and between-device transfers

• Call hold/resume

• Call Recording (Virtual Office Pro Users)

56

USER GUIDE


57

To:

Touch tone dialing

Disconnect the call

Adjust your

Softphone Speaker

Volume

Adjust your

Softphone

Microphone Volume

Record the call

Transfer the call without speaking to the second party

(Blind Transfer)


Click any button on your touch tone keypad .

When you are connected to a call, your dialpad changes color to allow you to enter touch tones on your calls that require touch tone dialing .

Click Disconnect .

Click the Speaker Volume icon and slide adjust to your desired volume .

Click the Microphone Volume icon and slide adjust to your desired volume .

Click Record Call .

Notes:

If you need to make another call while you are connected on your first one, click on Add Call.

Available only for Virtual Office

Pro customers .

1 . Click Transfer .

2 . Enter the number or name of the person to whom you are transferring the call .

3 . Click on Blind Transfer.

Call Recording must be enabled .

USER GUIDE


To:

Transfer a call to a second call already on hold

Speak to a second party prior to transferring the first party over (Warm

Transfer)

Put the call on hold


1 . Click the line you wish to transfer .

2 . Click on Transfer .

3 . Select the line you wish to transfer the call to .

4 . Click on Complete Transfer .

1 . Click Transfer .

2 . Enter the number or name of the person to whom you are transferring the call to .

3 . Click Dial .

Notes:

4 . Once the call is connected and you are ready to transfer the call, click on

Complete Transfer.

1 . Click Hold .

2 . To take the call off hold, click

Resume .

The other party will hear music until you resume the call .

Multi-line call handling

With the 8x8 Virtual Office Softphone, you can do mutli-line call handling .

To:

Make Another Call

Conference two calls together – when currently on a call

Swap calls


Click Add Call and enter the number or name of the person you wish to dial .

1 . Click Add Call to initiate the second call . Enter the number or name of the person you wish to conference .

2 . Click Call and then Merge to conference the calls together .

Click on the phone number you want to switch calls to in the

Active Calls box .

Notes:

This will put the current call on hold .

The other party will hear music until you resume or merge the call .

The other party will be put on hold .

58

USER GUIDE


Voicemail

You can receive notification of new voicemail messages and then listen to them online .

59

To access your Voicemail:

1 . Login to Virtual Office Online .

2 . Click on the New Voicemail notification link .

Voicemail Box Setup

To:

Access your voicemail from your extension

Access your voicemail from another extension

Change your voicemail greeting


Dial 555 .

Dial 500 .

1 . Dial 555 .

2 . Enter your voicemail password .

3 . Press * to go to the main menu .

4 . Press 2 .

5 . Press 3 to change your voicemail greeting .

USER GUIDE


For more voicemail settings, please refer to the Virtual Office Voicemail Quick Reference

Guide http://sims .8x8 .com/GetDocument .aspx?docid=710463

To:

Receive notification of new voicemail messages in Virtual

Office Online

Listen to new voicemail messages online

Listen to existing voicemail messages online .

Delete voicemail messages

Forward voicemail via email


1 . Look at the Home panel to see how many new voicemail messages have been received .

1 . Login to Virtual Office

Online .

Notes:

You can also click the Voicemail icon at the top of the screen .

2 . In the Home panel, click

Listen next to the number of new voicemail messages received .

3 . Scroll through the list of messages and click Listen to play the one(s) you want to hear .


2 . Select Voicemails .

3 . Click on Listen .

4 . Scroll through the list of voicemails to play the one(s) you want to hear .

1 . Click on My Inbox.

2 . Select Voicemails .

3 . Click on Listen .

4 . Scroll through the list of messages to play the one(s) you want to hear .

5 . Click Delete on the voicemail you wish to delete .

6 . To delete the message, you must click Yes when the dialog box appears .

1 . Click on Listen in the home panel or click on My Inbox and select Voicemails to display your messages .

2 . Scroll through the list to your desired voicemail .

3 . Click Forward .

The system will use the default mail client on your computer to send a link to the voicemail .

60

USER GUIDE


Caller and Call Line Information

Virtual Office Softphone allows you to view your caller ID or the other party’s caller ID if available, as well as the status of your call .

61

To access your call line information:

1 . Open your Virtual Office Softphone panel .

2 . Look at the Active Calls section .

USER GUIDE


Vitrual Office Softphone Call Status

• Ringing

• Connected

• On Hold

Ringer Volume

You have the option to adjust your Virtual Office Softphone ringer volume .

Click on the Ringer Volume icon and adjust the volume to the desired level .

Using Your Virtual Office Online Contacts

The Virtual Office Online Contacts feature allows you to:

• Do a corporate directory search .

• Synchronize** your Virtual Office Online contacts with your contacts from Outlook

®

,

Google

TM

App, Facebook

©

and Twitter

©

.

• Distinguish your contacts by icons .

• Click to call, or chat with your contacts .

• View contact information, combined history for calls and chat attached to contact details .

62

USER GUIDE


You can call, chat, fax, email, add, delete, and copy contacts just by clicking your mouse .

You can even import contacts from Outlook, Facebook and Twitter . See the All Contacts configuration section for more details . Contacts are organized under these pull-down categories:

• Search results — contacts matching your search inquiry .

• Recent Contacts — up to 10 contacts who recently contacted you or have been contacted by you .

• My Contacts — your personal contacts entered into Virtual Office Online, sync from your

Outlook and Google account .

• Corporate Directory — contacts from your 8x8 phone system corporate directory and/or

MS Exchange directory .

• My Social Contacts — your Facebook and Twitter contacts .

Search Results

8x8 Virtual Office Online displays all contacts with matching search credentials .

Recent Contacts

8x8 Virtual Office Online users who have recently contacted you by phone, fax or chat are automatically listed under Recent Contacts. There is a maximum of 10 recent contacts shown . The contacts will remain there until a new recent contact replaces the oldest contact .

63

USER GUIDE


My Contacts

The My Contacts feature allows you to create a customized list of contacts . This list is pulled from personal contacts you entered into Virtual Office Online or personal contacts from your

Outlook and/or Google account .

To access My Contacts:

1 . Click on My Contacts.

2 . Scroll down through your list of contacts .

To:

Use one-click call

Chat

View details about contacts

Email contacts


Click on a contact’s phone number to call them .

1 . Click on the Chat link or

2 . Click on the contact and

Chat tab .

Click on a contact’s name .

Notes:

You can also call by clicking on a contact’s name and opening their contact information panel .

You can chat with your Google contacts if you opt to login to

Google Talk .

A panel will appear with the person’s contact information .

Email addresses are listed under the General tab .

1 . Click on a contact’s name .

2 . When the person’s contact information panel appears, click on their email address .

3 . This will launch your email application and inserts their email address .

*We currently do not offer email support for Google contacts yet .

64

USER GUIDE


To:

Fax contacts

View all contact history, including voicemail, calls, faxes, and chats

Drag-and-drop contacts into a meeting



2 . When the person’s contact information panel appears, click on the Fax tab .

Notes:

Available to Virtual Office Pro users . 8x8 Internet Fax must be enabled .

3 . Select a fax number from the pull-down menu .

Any of the following file-types can be faxed:

4 . Fill in the Name, Subject,

Notes and your company name entry boxes to dynamically populate on the cover sheet, if applicable .

You can uncheck the Include

Cover Sheet box if you like to append your own cover sheet to the fax .

Alternatively, you can send a fax of your cover sheet content only .

docx, .doc, .dotx, .dotm, .dot,

.mht, .mhtml, .rtf, .txt, .wps, .xml,

.xlsx, xlsm, .xlsb, .xls, .xltx, .xltm, xlt, .csv .tif, .pdf, .ppt, .BMP, .DCX,

DIB, .DPX, FAX, FITS, FPX, .GIF,

GIF87, ICO, IPTC, JBIG, JP2, JPEG,

JPG, MIFF, MNG, Mcomputer,

MTV, OTB, PBM, computerD, computerDS, computerT, computerX, PGM, PICT, PNG,

PNM, PPM, PSD, P7, RAS, RGBA,

SGI, SUN, TGA, TIFF, VICAR, VID,

VIFF, WMF, XBM, XPM, XWD

5 . Click Add to attach any documents .

Total fax size limit is 100KB per submission .

6 . Click Send Fax .


2 . When the person’s contact information panel appears, click on the History tab .

3 . Select All, Voicemails, Calls,

Call Recordings*, Faxes* or

Chats from the menu below .

1 . Click on New Meeting to open a meeting panel .

2 . Click on My Contacts.

Available to Virtual Office Pro users . 8x8 Virtual Meeting must be enabled .


4 . Drag and drop the contacts you want into the

Participants entry box in the meeting panel .

5 . Click Start Now .

65

USER GUIDE


To:

Add contacts from

Corporate Directory

Add contacts manually

Delete Contacts


1 . Click on Corporate

Directory.


3 . Drag and drop the contact you want to copy into My

Contacts.

Notes:

A message confirming that the contact has been copied will appear .

This feature is useful when you want to edit contacts from

Corporate Directory or when you want to add a Corporate

Directory contact to one of your personal contact accounts .

4 . Select which address book you want to add the contact to .

1 . Click on the New Contact button next to My

Contacts.

2 . When the New Contact panel appears, fill in the person’s contact information .

3 . Click the green + sign to open entry boxes where you can type in the new contact’s phone numbers, email addresses and mailing address .

4 . Click Save .

1 . Click on the red next to the name of the contact you want to delete .

You must click Yes when the confirmation message appears in order to delete the contact .

2 . Click Yes when the confirmation message appears .

Corporate Directory

The Corporate Directory is where your 8x8 corporate directory and Outlook corporate directory resides .

66

USER GUIDE


To access Corporate Directory:

1 . Click on Corporate Directory .


To:

Use one-click call or chat

View details about contacts

Email contacts

Fax contacts


1 . Click on a contact’s phone number to call them; or

2 . Click on Chat to start an instant messaging session .

Notes:

You can also call or chat by clicking on a contact’s name and opening their contact information panel .



Chat is only available for your

Virtual Office contacts .

A panel will appear with the person’s contact information .

Email addresses are listed under the General tab .

2 . When the person’s contact information panel appears, click on their email address .


2 . When the person’s contact information panel appears, click on the Fax tab .

Available to Virtual Office Pro users . 8x8 Internet Fax must be enabled .

3 . Select a fax number from the pull-down menu .

Any of the following file-types can be faxed:

4 . Fill in the Name, Subject,

Notes and your company name entry boxes to dynamically populate the cover sheet, if applicable .

You can uncheck the Include

Cover Sheet box if you like to append your own cover sheet to the fax .

Alternatively, you can send a fax of your cover sheet content only .

docx, .doc, .dotx, .dotm, .dot,

.mht, .mhtml, .rtf, .txt, .wps, .xml,

.xlsx, xlsm, .xlsb, .xls, .xltx, .xltm, xlt, .csv .tif, .pdf, .ppt, .BMP, .DCX,

DIB, .DPX, FAX, FITS, FPX, .GIF,

GIF87, ICO, IPTC, JBIG, JP2, JPEG,

JPG, MIFF, MNG, Mcomputer,

MTV, OTB, PBM, computerD, computerDS, computerT, computerX, PGM, PICT, PNG,

PNM, PPM, PSD, P7, RAS, RGBA,

SGI, SUN, TGA, TIFF, VICAR, VID,

VIFF, WMF, XBM, XPM, XWD

5 . Click Add to attach any documents .

Total fax size limit is 100KB per submission .

6 . Click Send Fax .

67

USER GUIDE


To:

View all contact history, including voicemails, calls, faxes, and chats

Drag-and-drop contacts into a meeting



Notes:

2 . When the person’s contact information panel appears, click on the History tab .

3 . Select All, Voicemails, Calls,

Call Recording, Faxes or

Chats from the menu below .

1 . Click on New Meeting to open a meeting panel .

Available to Virtual Office Pro users . 8x8 Virtual Meeting must be enabled .


Directory.

3 . Scroll down through your list of contacts or do a search .

4 . Drag and drop the contacts you want into the

Participants entry box in the meeting panel .

Drag-and-drop contacts from

Corporate Directory to My Contacts

5 . Click Start Now .

Add / Delete contacts You cannot add or delete contacts in Corporate

Directory. However, you can copy them from Corporate

Directory to My Contacts. See below for details .


Add contacts manually from

Corporate Directory to My Contacts


Contacts.


Directory .


3 . When the person’s contact information panel appears, click on Add To My

Contacts .



68

USER GUIDE


My Social Contacts

This tab contains all your Facebook and Twitter contacts .

To access your social contacts:

1 . Click on My Social Contacts.


To:

Send a direct message via Twitter



2 . Type in your message and click Send .

1 . Scroll through your contact list .

View your Twitter contact’s latest tweet

2 . The latest tweet is listed under your Tweeter contact

Or


2 . Click on Social tab to view contact info including the latest tweet .


Unfollow your

Twitter contact

Navigate to the contact’s Twitter page

2 . Click on Unfollow .


2 . Click on the person’s full name link .


View contact info and interaction history including Tweets,

Facebook posts,

Favorites, Direct messages from and to the contact



Notes:

69

USER GUIDE


To:

Post on the contact’s

Facebook wall

Chat with the

Facebook contact





2 . Click on the Chat tab .

Notes:


Add / Delete contacts You cannot add or delete contacts in My Social Contacts .

However, you can delete them from your social networking sites .

1 . Click on My Social Contacts .

Drag-and-drop contacts from My

Social Contacts to

My Contacts



Contacts.


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© 2011. The 8x8, Inc. logo is a registered trademark of 8x8, Inc. 8x8, Inc. is a publicly traded company. PM336910v3

8x8 Virtual Office Online with Softphone User Guide

8x8 Virtual Office Online with Softphone

User Guide

Contents

Introduction

System Requirements

Operating System Requirements

Contacts Synchronization Requirements

Getting Started

Configure Extension and User Profile First

Login Access

Virtual Office Online with Softphone

Access to your Virtual Office Softphone Features

Virtual Office Online Features

Login

Presence Management

Chat

›

Tip

Logging into your Google

Gmail/GTalk account and/ or Facebook account to activate your Virtual Office

Online contacts, brings those contacts into your 8x8 Online account. When you chat from your 8x8 Online account, your name from your Google or Facebook account will be presented to your Google and

Facebook contacts.

The name on your 8x8 account will not be shown during chat to Google and

Facebook contacts.

Social Networking

My Inbox

Virtual Office Extension Management

›

Requirements

Virtual Office Softphone

Make Calls

Receive Calls

Voicemail

Caller and Call Line Information

Ringer Volume

Using Your Virtual Office Online Contacts

Related manuals

Table of contents

8x8 Virtual Office Online with Softphone User Guide

8x8 Virtual Office Online with Softphone

User Guide

Contents

Introduction

System Requirements

Operating System Requirements

Contacts Synchronization Requirements

Getting Started

Configure Extension and User Profile First

Login Access

Virtual Office Online with Softphone

Access to your Virtual Office Softphone Features

Virtual Office Online Features

Login

Presence Management

Chat

›

Tip

Logging into your Google

Gmail/GTalk account and/ or Facebook account to activate your Virtual Office

Online contacts, brings those contacts into your 8x8 Online account. When you chat from your 8x8 Online account, your name from your Google or Facebook account will be presented to your Google and

Facebook contacts.

The name on your 8x8 account will not be shown during chat to Google and

Facebook contacts.

Social Networking

My Inbox

Virtual Office Extension Management

›

Requirements

Virtual Office Softphone

Make Calls

Receive Calls

Voicemail

Caller and Call Line Information

Ringer Volume

Using Your Virtual Office Online Contacts

Related manuals

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Table of contents