myPortal Smart
myPortal Smart, User Guide
P31003P3010U100017619
01/2013
Siemens Enterprise Communications GmbH & Co. KG.
2013
Documentation
myPortal Smart
User Guide
A31003-P3010-U100-15-7619
Siemens Enterprise Communications
www.siemens-enterprise.com
Our Quality and Environmental Management
Systems are implemented according to the
requirements of the ISO9001 and ISO14001
standards and are certified by an external certification
company.



Copyright © Siemens Enterprise
Communications GmbH & Co. KG 01/2013
Hofmannstr. 51, D-80200 München
Siemens Enterprise Communications GmbH & Co. KG 
is a Trademark Licensee of Siemens AG
Reference No.: A31003-P3010-U100-15-7619
The information provided in this document contains
merely general descriptions or characteristics of
performance which in case of actual use do not always
apply as described or which may change as a result of
further development of the products. An obligation to
provide the respective characteristics shall only exist if
expressly agreed in the terms of contract. Availability
and technical specifications are subject to change
without notice.
Siemens Enterprise Communications
www.siemens-enterprise.com
OpenScape, OpenStage and HiPath are registered
trademarks of Siemens Enterprise
Communications GmbH & Co. KG. 
All other company, brand, product and service names
are trademarks or registered trademarks of their
respective holders.
Contents
1 About this Documentation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
1.1 Types of Topics . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
1.2 Display Conventions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
2 Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
2.1 myPortal Smart . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
2.2 User Interface Elements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
3 Installing and Starting myPortal Smart. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
3.1 How to Install myPortal Smart . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
3.2 How to Start myPortal Smart . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
3.3 How to Exit myPortal Smart . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
3.4 How to Uninstall myPortal Smart (Windows) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
3.5 How to Uninstall myPortal Smart (Mac OS) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
3.6 Automatic Updates. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
3.6.1 How to Perform Automatic Updates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
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4 First Steps . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
4.1 How to Select the User Interface Language . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
5 Unified Communications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
5.1 Presence Status. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
5.1.1 How to Change the Presence Status to Absent . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
5.1.2 How to Change the Presence Status to Office . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
5.1.3 How to Change the Visibility of your Presence Status for Others. . . . . . . . . . . . . . . . . . . . . . . . . . . . .
5.1.4 Status-based Call Forwarding . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
5.1.4.1 How to Enable or Disable Status-based Call Forwarding . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
5.2 Directories and Journal . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
5.2.1 Directories. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
5.2.1.1 How to Search in Directories. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
5.2.1.2 How to Perform a Quick Search by Name . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
5.2.2 Favorites List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
5.2.2.1 How to Add a Contact to the Favorites List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
5.2.2.2 How to Delete a Contact from the Favorites List. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
5.2.2.3 How to Delete a Group from the Favorites List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
5.2.3 Journal . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
5.2.3.1 How to Display Details of a Journal Entry . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
5.2.3.2 How to Add a Note to a Journal Entry . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
5.2.3.3 How to Delete a Journal entry . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
5.2.3.4 How to Delete all Journal Entries . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
5.3 Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
5.3.1 Call Number Formats . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
5.3.2 Call Functions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
5.3.2.1 How to Redirect a Call to your Voicemail Box. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
5.3.2.2 How to Dial a Number Manually . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
5.3.2.3 How to Make a Call from a Directory Search . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
5.3.2.4 How to Make a Call from the Favorites List. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
5.3.2.5 How to Make a Call from the Journal . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
5.3.2.6 How to Initiate a Consultation Hold . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
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Contents
5.3.2.7 How to Alternate between two Parties . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25
5.3.2.8 How to Transfer a Call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25
5.3.2.9 How to Initiate a Conference . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25
5.3.2.10 How to End a Call. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26
5.4 Voice Messages (UC Smart). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26
5.4.1 How to Listen to a Voice Message on the Phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27
5.4.2 How to Call back the Sender of a Voice Message. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27
5.4.3 How to Move a Voice Message . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27
5.4.4 How to Delete a Voicemail. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28
5.4.5 How to Display Details of a Voicemail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28
5.5 Instant Messaging (UC Smart) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28
5.5.1 How to Send an Instant Message from the Favorites List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29
5.5.2 How to Send an Instant Message from a Directory Search . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29
6 Configuration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31
6.1 How to Configure the Visibility of myPortal Smart. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31
6.2 How to Enable or Disable the Automatic Startup of myPortal Smart . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31
6.3 How to Specify your E-Mail Address. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31
6.4 How to Define an Additional Phone Number. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32
6.5 How to Provide your own Picture . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32
6.6 How to Delete your own Picture . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32
6.7 How to Select the User Interface Language . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33
6.8 How to Select the Date Format . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33
6.9 How to Change the Server Address . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33
6.10 UC Smart Assistant. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33
6.10.1 How to Start UC Smart Assistant. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34
6.10.2 How to Change the Password . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34
6.10.3 How to Import Outlook Contacts into the Personal Contacts. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35
6.10.4 How to Delete the Imported Contacts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35
Index . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36
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About this Documentation
Types of Topics
1 About this Documentation
This section contains some introductory information on this documentation.
Related Topics
1.1 Types of Topics
The types of topics include concepts and tasks:
Concept
Task (operating instructions)
Explains the "What",
Describes task-oriented application cases –
i.e., the "How" – and assumes familiarity
with the associated concepts,
e.g., Configuring ...
e.g., How to Configure ...
Related Topics
1.2 Display Conventions
This documentation uses a variety of methods to present different types of
information.
Type of information
Presentation
Example
User Interface Elements
Bold
Click OK.
Menu sequence
>
File > Exit
Special emphasis
Bold
Do not delete Name.
Cross-reference text
Italics
You will find more
information in the
topicNetwork.
Output
Monospace font, e.g.,
Courier
Command not found.
Input
Monospace font, e.g.,
Courier
Enter LOCAL as the file
name.
Key combination
Monospace font, e.g.,
Courier
<Ctrl>+<Alt>+<Esc>
Related Topics
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Introduction
myPortal Smart
2 Introduction
This document is intended for the users of myPortal Smart and describes its
installation, configuration and operation.
Related Topics
2.1 myPortal Smart
myPortal Smart is a PC application for unified communications. Besides
convenient dialing aids via phone directories and favorites and information on the
presence status of other subscribers, myPortal can, for example, also be used to
access voicemails.
myPortal Smart provides the following features:
•
Presence status
•
Status-based call forwarding
•
Directories / Search
•
Favorites List
•
Journal
•
Call Functions
•
Voicemails
•
Instant Messaging (UC Smart)
Related Topics
2.2 User Interface Elements
The user interface of myPortal Smart consists of several areas.
The user interface offers different views. Your own presence status, as well as
information about missed calls and new voice messages are visible in every view.
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Introduction
User Interface Elements
Normal view
Compact view
1
2
4
3
5
Minimized view
6
7
Normal View
The Normal view provides the following elements:
•
Title bar (1) with the following items:
–
•
Your presence status (text)
–
Info text for your presence status, if any
–
Close button
Symbol and drop-down list for your presence status (2) for access to:
–
Your presence status
–
Your image
–
Your profile information, which appears in the internal directory
•
Drop-down list for call numbers (3) and the Dial button (Answer during an
incoming call or Hang Up during an ongoing call).
The drop-down list contains up to ten previously dialed numbers and serves
as an input field for numbers to be dialed or names to be found.
•
Main menu tabs (4):
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Introduction
User Interface Elements
Symbol
Function
Minimize
Favorites List
Directories / Search
Journal
Voicemails
Calls
Instant messages
Settings
The Journal, Voicemail and Instant Messaging tabs display the number of
new items, if present, in a red icon.
•
Workspace (5), only visible in the Normal view:
The information and actions available in the workspace depend on the
selected tab. Clicking on a list entry in the Favorites list, Directories, Journal
or Voicemail opens it in the Details view. The Detail view enables further
actions using buttons.
The Normal view is activated by:
•
Double-clicking on the icon for your presence status in the Minimized view
•
Clicking on a tab in the Compact view
Compact View
The difference between the Compact view and the Normal view is the hidden
workspace.
The Compact view is activated by:
•
Clicking on the icon for your presence status in the Minimized view
•
Clicking on the Minimize icon in the Normal view
•
Ending a call in the Normal view
Minimized View
The Minimized view requires only little space on the desktop and provides the
following elements:
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Introduction
User Interface Elements
Symbol
Meaning
Your presence status (6)
(Or other)
Favorites list (7)
Enables quick calls from Favorites
Missed calls or new voice messages are available
The respective number is displayed. You can go to the corresponding
Journal or Voicemail folder by clicking the icon.
No connection to the system
The Minimized view is activated by clicking on the Minimize icon in the Compact
view.
Screen Pops
For calls, the appropriate call information and buttons are displayed in screen
pops or in the workspace of the Calls tab in the Normal view, if that view is
currently active. The contents of screen pops can be shifted by clicking on the
arrow icon in the workspace of the Calls tab in the Normal view.
Tooltips
Tooltips are tiny windows in which myPortal Smart displays more information on
objects of the graphical user interface such as icons, input fields or buttons, for
example.
... at the end of a label indicates "incomplete due to lack of space". The
appropriate tool tip appears when you let the mouse pointer hover over that
element for a brief period of time.
Related Topics
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Installing and Starting myPortal Smart
How to Install myPortal Smart
3 Installing and Starting myPortal Smart
The use of myPortal Smart is subject to specific requirements.
Related Topics
3.1 How to Install myPortal Smart
Prerequisites
•
The administrator of your communication system has made the installation file
available to you.
Step by Step
1) Run the installation file SmartClient.air.
2) Click Install.
3) Click Next.
Next steps
Start myPortal Smart.
Related Topics
3.2 How to Start myPortal Smart
Prerequisites
•
myPortal Smart is installed on your PC.
•
You have changed the password in UC Smart Assistant.
Step by Step
1) Select one of the following options:
•
Mac OS: Click on Programs > myPortal Smart.
•
Windows: Click Start > Program Files > Communication Clients >
myPortal Smart.
2) When you start myPortal Smart for the first time, click on OK.
3) Enter your call number in the User Name field of the Login window.
4) Enter your Password.
NOTICE: If the wrong password is entered five times, your
access will be locked for 15 minutes.
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Installing and Starting myPortal Smart
How to Exit myPortal Smart
5) Enter the IP address or the name of the UC server in the IP address of your
server field.
6) Enter the port number of the UC server under IP port of your server.
7) Select one of the following options from the Protocol to server drop-down
list:
•
For an encrypted connection to the system (recommended), select https.
•
For an unencrypted connection to the system (not recommended), select
http.
8) If you are a basic MULAP user, enter the number of the phone you wish to use
under Assigned extension.
9) Click OK.
Related Topics
Related Topics
• UC Smart Assistant
•
How to Start UC Smart Assistant
•
How to Change the Password
3.3 How to Exit myPortal Smart
Prerequisites
•
You are in the Normal view or Compact view.
Step by Step
1) In the title bar of the myPortal Smart window, click on the Close icon.
2) Click OK.
Related Topics
3.4 How to Uninstall myPortal Smart (Windows)
Step by Step
1) Close myPortal Smart.
2) Click in the Control Panel on Programs and Features.
3) Click on Uninstall in the context menu of myPortal Smart.
Related Topics
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Installing and Starting myPortal Smart
How to Uninstall myPortal Smart (Mac OS)
3.5 How to Uninstall myPortal Smart (Mac OS)
Step by Step
1) Close myPortal Smart.
2) Click in Finder on Programs.
3) Drag myPortal Smart to the Recycle Bin.
Related Topics
3.6 Automatic Updates
Automatic updates ensure that applications such as the clients, for example, are
always kept up-to-date with the latest version.
When an application determines that there is a newer version than the one
currently running, it is either updated automatically or the user is notified about
the option to perform the update. If necessary, a message is displayed indicating
that the user must exit the application or multiple applications in order to perform
the automatic update.
INFO: We recommend that you always perform the automatic
updates offered for our applications. This also applies to the
software that is required for some of our applications such as Java
and Adobe AIR, for example.
Related Topics
3.6.1 How to Perform Automatic Updates
Prerequisites
•
On starting myPortal Smart, you received a message such as: An updated
version of the application can be downloaded from the
Internet.
Step by Step
1) Click on Download Now.
2) Select one of the following options:
•
If you want to perform the update immediately, click on Install now.
•
If you want to perform the update later, click on After the restart.
INFO: The execution of an automatic update may result in a
restart of myPortal Smart.
Related Topics
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First Steps
How to Select the User Interface Language
4 First Steps
The First Steps describe the recommended actions to be taken right at the
beginning.
Related Topics
4.1 How to Select the User Interface Language
Step by Step
1) Click Settings.
2) Click on the Appearance tab.
3) Select the desired language in the Language drop-down list.
4) Click OK.
Next steps
myPortal Smart restarts automatically.
Related Topics
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Unified Communications
Presence Status
5 Unified Communications
Unified Communications offers useful features such as presence and voicemail
through the clients.
Related Topics
5.1 Presence Status
The Presence status indicates the availability of internal subscribers (incl. mobile
users) in the same network node via the Favorites list, the internal directory and
voicemail announcements for all callers.
You can change your presence status in myPortal Smart and also in the Phone
menu of the voicemail box. For every change in the presence status (except for
Office), you also define the scheduled time of your return to the Office status.
The following symbols are available for the presence status:
Symbol
Presence status
Availability
Office
Available - optional: status-based call
forwarding (e.g., for home office)
Meeting
Absent – optional: status-based call
forwarding
Sick
Absent – optional: status-based call
forwarding
Break
Absent – optional: status-based call
forwarding
Gone Out
Absent – optional: status-based call
forwarding
Vacation
Absent – optional: status-based call
forwarding
Lunch
Absent – optional: status-based call
forwarding
Gone Home
Absent – optional: status-based call
forwarding
Do Not Disturb
Absent
The following additional symbols for subscribers are available in the favorites list
and the internal directory:
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Presence Status
Symbol
Presence or connection status
Subscriber receives an internal call
Subscriber receives an external call
Subscriber is calling
The subscriber is on the phone (internal)
The subscriber is on the phone (external)
Presence status is not visible
Call Forwarding to the Voicemail Box
If your Presence status is not Do not disturb, the communication system
redirects your incoming calls to the configured forwarding destination (by default,
your voicemail box) and notifies the callers via status-based announcements
about the nature of your absence and the scheduled time for your return.
Visibility of your Presence Status
You can specify who in the UC Smart Client can see or be notified via automatic
voicemail announcements of your presence status other than Office and the
scheduled time of your return as well as any info text you may have entered:
•
internally and externally:
Visible to both internal subscribers in the same network node (UC Smart
Client and voicemail announcements) as well as external callers (voicemail
announcements)
•
internally:
Visible only to internal subscribers on the same network node (UC Smart
Client and voicemail announcements)
•
not visible:
Visible to no-one
Related Topics
Related Topics
• Directories
•
Favorites List
5.1.1 How to Change the Presence Status to Absent
Step by Step
1) Click on the icon for your presence status.
2) Click on the my presence tab.
3) Click on one of the following Presence statuses: Meeting, Sick, Break, Out
of the Office, Vacation, Lunch, At home or Do not disturb.
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Unified Communications
Presence Status
4) If you want to specify the time of your return, click on the calendar icon and
select the date and time accordingly.
5) If you want to specify an info text for the Presence status, enter it in the text
field.
6) Click OK.
Related Topics
5.1.2 How to Change the Presence Status to Office
Step by Step
1) Click on the icon for your presence status.
2) Click on the my presence tab.
3) Click on Office.
4) If you want to specify an info text for the Presence status, enter it in the text
field.
5) Click OK.
Related Topics
5.1.3 How to Change the Visibility of your Presence Status for Others
Step by Step
1) Click on the icon for your presence status.
2) Click on the my profile details tab.
3) Select one of the following options in the Presence visibility drop-down list:
•
If you want to make your presence status visible to all subscribers, click
on internally and externally.
•
If you want to make your presence status visible to internal subscribers
only, click on internally.
•
If you want to make your presence status invisible to all subscribers, click
on not visible.
4) Click OK.
Related Topics
5.1.4 Status-based Call Forwarding
Status-based call forwarding enables you to forward calls based on your
Presence status to one of your additional phone numbers or your voicemail box.
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Unified Communications
Directories and Journal
You can configure status-based call forwarding for every presence status except
Do Not Disturb. When you change your Presence status, the communication
system activates call forwarding to the destination defined by you for this purpose.
For example, if you are away from the office, to your mobile phone or if you are
on vacation, to your representative. Where appropriate, the number of the
forwarding destination is displayed under my presence for each presence status.
Related Topics
5.1.4.1 How to Enable or Disable Status-based Call Forwarding
Step by Step
1) Click on the icon for your presence status.
2) Click on the my presence tab.
3) Click on the Settings icon on the right side of the appropriate presence
status.
4) Select one of the following options:
•
If you want to enable status-based call forwarding, enter the desired
number to be set as a forwarding destination in canonical format in the
field Please select or enter a phone number.
•
If you want to disable the status-based call forwarding, remove the
number in the Please select a phone number field.
5) Click OK.
Related Topics
5.2 Directories and Journal
Directories, the Favorites List and the Journal organize contacts and calls.
Related Topics
5.2.1 Directories
Directories contain your contacts.
myPortal Smart offers the following directories:
•
Personal Directory:
In the personal directory, you can Outlook contacts via the
UC Smart Assistant.
•
Internal directory:
Contains internal subscribers in the same network node with their Presence
and Connection statuses (only system telephones) and possibly their
additional phone numbers, provided the subscriber has made these numbers
visible to others.
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Unified Communications
Directories and Journal
•
System directory:
Contains all speed-dial destinations of the communication system.
INFO: Phone numbers in directories should always be entered in
canonical format, if possible.
Contact Details
The List view of contacts shows the following details:
•
Picture (if present)
•
Presence status (only for Internal Directory), possibly with planned time of
return and info text
•
Connection status
•
Name
A clicked contact shows the following additional details:
Symbol
Meaning
Office phone number
DID call number
Mobile phone number
E-mail address
Only the name and number are available in the system directory.
Text search
You can search the directory by name or by portions of names. The directories
are searched in the order shown in the table above.
Index search
You can search the directories by name or by the initial letters in a name.
Related Topics
Related Topics
• Presence Status
5.2.1.1 How to Search in Directories
Step by Step
1) Click on the Directories / Search tab.
2) Enter a search term in the input field.
3) Click on the Search button.
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4) Click on a folder to expand the corresponding entries of the search results.
5) Click on a contact to see more details on that contact.
Related Topics
5.2.1.2 How to Perform a Quick Search by Name
Step by Step
›
Enter a name or the initial portion of a name as the search term in the dropdown list for phone numbers.
Related Topics
5.2.2 Favorites List
The Favorites List shows you all the contacts you have configured as favorites in
myPortal Smart at a glance. These contacts can also be called very easily directly
from the Favorites list. All internal subscribers with system telephones that are
located in the same network node can be seen with their respective presence and
connection statuses.
The Favorite Group manages contacts in groups.
Outlook Contacts
If you want your Favorites to include Outlook contacts, you will need to import
them with UC Smart Assistant .
Index search
You can search the Favorites list by name by entering the initial letters of a name.
Related Topics
Related Topics
• Presence Status
•
UC Smart Assistant
5.2.2.1 How to Add a Contact to the Favorites List
Prerequisites
•
You have searched for the desired contact in directories.
Step by Step
1) Click on the appropriate contact in the relevant directory.
2) In the contact, click on the Add to favorites icon.
3) Select one of the following options for the group to which the contact is to be
added:
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Unified Communications
Directories and Journal
•
Select an existing group in the drop-down list.
•
Enter a new group name in the input field.
4) Click OK.
Related Topics
5.2.2.2 How to Delete a Contact from the Favorites List
Step by Step
1) Click on the Favorites list icon.
2) Click on the relevant group to expand the associated Journal entries.
3) Click on the relevant contact.
4) In the contact, click on the Delete from favorites icon.
5) Click OK.
Related Topics
5.2.2.3 How to Delete a Group from the Favorites List
Step by Step
1) Click on the Favorites list icon.
2) Click on the relevant group to expand the associated Journal entries.
3) Click in the group on the Delete favorite group icon.
4) Click OK.
Related Topics
5.2.3 Journal
The Journal is the list of all your inbound and outbound calls. You can use it to
quickly and easily call your contacts again or to respond to missed calls.
Folder for Call Types
The calls are arranged on the following tabs:
Symbol
Folder
Missed
Accepted
All calls
Overdue reminders
The number of Journal entries contained in each group is displayed in
parentheses.
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Directories and Journal
Call Details
Every call is shown with the Date, Time and Duration and, if available, with the
Call Number. If a directory contains further details on the call number such as the
Last Name, First Name and a picture, then this information is also shown. A
pencil symbol on the right indicates a note, a clock symbol a reminder, and a red
clock symbol an overdue reminder.
Notes and Reminders
You can add a note to a journal entry, e.g., "discuss plan B". Optionally, you can
set a reminder for the note after a certain time period. After the time period
expires, a corresponding journal entry additionally appears in the folder for
overdue reminders.
Related Topics
5.2.3.1 How to Display Details of a Journal Entry
Step by Step
1) Click Journal.
2) Click on the desired folder.
3) Click on the desired journal entry.
Related Topics
5.2.3.2 How to Add a Note to a Journal Entry
Step by Step
1) Click Journal.
2) Click on the desired folder.
3) Click on the desired journal entry.
4) Click on the Edit Note icon.
5) If you want to add a reminder to this note, select the appropriate time frame
in the drop-down list.
Related Topics
5.2.3.3 How to Delete a Journal entry
Step by Step
1) Click Journal.
2) Click on the relevant folder.
3) Click on the relevant entry.
4) In the entry, click on Delete.
Related Topics
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Unified Communications
Calls
5.2.3.4 How to Delete all Journal Entries
Step by Step
1) Click Journal.
2) Click onDelete all journal entries.
3) Click OK.
Related Topics
5.3 Calls
A number of convenient features such as calling from a directory, favorites list or
journal are available for making calls.
Related Topics
5.3.1 Call Number Formats
Call numbers can be specified in different formats.
Format
Description
Example
Canonical
Begins with + and always
+49 (89) 7007-98765
includes the country code, area
code and the full remaining
station number. Blanks and the
special characters + ( ) / - : ; are
allowed.
Dialable
Exactly as you would dial the call • 321 (internal)
number on the phone, always
• 0700798765 (own local network)
with the trunk access code.
• 0089700798765 (external local
network)
• 0004989700798765 (international)
INFO: If possible, you should always use the canonical call
number format. This ensures that a phone number is always
complete, unique and consistent in any situation, even in a
network.
When dialing an external station (dialable format) manually, the CO access code
must always be dialed as well. The CO access code must likewise also be
specified when manually entering the destination number (dialable format) for the
CallMe service in clients.
When dialing an external phone number in dialable format from a directory (and
when using the Desktop Dialer and Clipboard Dialer for certain clients), the
communication system automatically adds the CO access code (route 1). The
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Calls
automatic addition of the CO access code also occurs when you select a phone
number of your own personal data (Mobile number, Private Number, etc.) as a
destination number for the CallMe service.
INFO: For calls within the USA via CSTA to a number in canonical
format, phone numbers are converted to the dialable format.
Related Topics
5.3.2 Call Functions
You can control call functions with myPortal Smart. You can also dial phone
numbers directly from the Journal, the Favorites list or a directory.
CTI Call Functions
Using CTI call functions, you can access the features of your communication
system.
During a call, buttons for CTI call functions will be displayed.
Information and possibly a picture of the caller are displayed together with some
of the following buttons, depending on the situation:
Symbol
Description
Disconnect
Consultation
Alternate (Toggle/Connect)
Redirect (during an incoming call)
Transfer (during a call)
Conference (phone-controlled)
Related Topics
5.3.2.1 How to Redirect a Call to your Voicemail Box
If you do not want to answer an an incoming call personally, you can redirect it to
your voicemail box.
Step by Step
›
Click Redirect.
Related Topics
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Unified Communications
Calls
5.3.2.2 How to Dial a Number Manually
Step by Step
›
Select one of the following options:
•
Enter the phone number in dialable format or in canonical format in the
drop-down list for phone numbers and press the Enter key.
•
Select a phone number from the drop-down list for phone numbers and
press the Enter key.
The last 10 phone numbers dialed are stored in the drop-down list for phone
numbers.
Related Topics
5.3.2.3 How to Make a Call from a Directory Search
Step by Step
1) Click on the Directories / Search tab.
2) Enter a search term in the input field.
3) Click on the Search button.
4) Click on a folder to expand the corresponding entries of the search results.
5) Click on the desired contact.
6) Click in the contact on the desired station number.
Related Topics
5.3.2.4 How to Make a Call from the Favorites List
Step by Step
1) Click on the Favorites list icon in either in the Minimized view or the Normal
view.
2) Click on the relevant group to expand the associated Journal entries.
3) Click on the desired contact.
4) Click in the contact on the desired station number.
Related Topics
5.3.2.5 How to Make a Call from the Journal
Step by Step
1) Click Journal.
2) Click on the desired folder.
3) Click on the desired journal entry.
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4) Click in the journal entry on the desired station number.
Related Topics
5.3.2.6 How to Initiate a Consultation Hold
During a call, you can initiate a consultation call with another subscriber.
Step by Step
1) Click Consultation.
2) Enter the phone number in dialable format or in canonical format and click
Dial.
INFO: As an alternative to dialing manually, you can select the
desired destination via Favorites, Directories or Journal.
Related Topics
5.3.2.7 How to Alternate between two Parties
Prerequisites
•
You are talking to one party, while keeping another party on hold, e.g., during
a consultation.
›
Click Toggle/Connect to switch from one user to another.
Step by Step
Related Topics
5.3.2.8 How to Transfer a Call
Prerequisites
•
You are talking to one party, while the other party is on hold.
›
Click Transfer.
Step by Step
Related Topics
5.3.2.9 How to Initiate a Conference
Prerequisites
•
You are talking to one party, while the other party is on hold.
›
Click Conference.
Step by Step
Related Topics
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Unified Communications
Voice Messages (UC Smart)
5.3.2.10 How to End a Call
Step by Step
›
Click Disconnect.
Related Topics
5.4 Voice Messages (UC Smart)
You can listen to voicemails in the voicemail box of the communication system
and call the respective senders.
New Voicemail Indicator
As soon as a new voicemail is received, the number of messages appears under
Voicemail in the main menu.
Folders for Voicemail
myPortal Smart organizes voice messages in the following folders:
Symbol
Folder
New voice messages
Answered messages
The number of messages received is shown next to the folder name.
Voicemail functions
The following symbols identify voicemail functions:
Symbol
Function
Play message
Move message
Call sender
Delete message
Listening to Voicemail
When a new voice message is listened to for the first time, the communication
system moves it automatically from the New voicemails folder to the Old
voicemails folder.
Related Topics
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Unified Communications
Voice Messages (UC Smart)
5.4.1 How to Listen to a Voice Message on the Phone
Prerequisites
•
Your presence status is Office.
Step by Step
1) Click Voicemail.
2) Click on the desired folder.
3) Click on the desired voicemail.
4) Select the phone number of the desired phone in the Play via drop-down list.
INFO: Listening to voicemail is only possible through your own
phone number or any additional numbers you have specified.
Listening to voicemail via external numbers is only possible if your
administrator has configured this in the system.
5) Click Play voicemail.
Next steps
Accept the call from the voicemail box.
Related Topics
5.4.2 How to Call back the Sender of a Voice Message
Prerequisites
•
The caller's phone number has been transmitted.
Step by Step
1) Click Voicemail.
2) Click on the desired folder.
3) Click on the desired voicemail.
4) Click on the desired number of the voicemail sender.
Related Topics
5.4.3 How to Move a Voice Message
If you want to move a voice message from the New voice messages folder to the
Answered messages folder, perform the following steps:
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Unified Communications
Instant Messaging (UC Smart)
Step by Step
1) Click Voicemail.
2) Click on the new voice messages folder.
3) Click on the desired voicemail.
4) Click on Move message.
Related Topics
5.4.4 How to Delete a Voicemail
Step by Step
1) Click Voicemail.
2) Click on the desired folder.
3) Click on the desired voicemail.
4) Click Delete voicemail.
Related Topics
5.4.5 How to Display Details of a Voicemail
Step by Step
1) Click Voicemail.
2) Click on the desired folder.
3) Click on the desired voicemail to display the details.
Related Topics
5.5 Instant Messaging (UC Smart)
Using instant messaging, you can chat with other users of UC Smart in the same
network node.
Instant Messaging is possible with the following clients:
•
myPortal Smart
The sent and received instant messages are presented to the communication
partners as an interactive dialog. On selecting a recipient, the client shows
whether the communication partner is currently online. If a communication partner
is offline, you cannot send an instant message sent to him or her. The IM overview
page displays the most recent streams. The system does not save any instant
messages. The clients store a maximum of 100 instant messages from the last
start.
Related Topics
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Unified Communications
Instant Messaging (UC Smart)
5.5.1 How to Send an Instant Message from the Favorites List
Prerequisites
•
Instant Messaging is enabled in the system.
Step by Step
1) Click on the Favorites list icon in either in the Minimized view or the Normal
view.
2) Click on the relevant group to expand the associated Journal entries.
3) Click on the desired contact.
INFO: A current communication partner can alternatively also be
contacted via an instant message from the screen pop of the call.
4) Click on Start Chat.
5) Enter the text in the input area below.
6) Click Send.
7) If you want to switch to IM the overview page, click on the icon to the left of
Instant Messaging.
Related Topics
5.5.2 How to Send an Instant Message from a Directory Search
Prerequisites
•
Instant Messaging is enabled in the system.
Step by Step
1) Click on the Directories / Search tab in either in the Minimized view or the
Normal view.
2) Enter a search term in the input field.
3) Click on the Search button.
4) Click on a folder to expand the corresponding entries of the search results.
5) Click on the desired contact.
INFO: A current communication partner can alternatively also be
contacted via an instant message from the screen pop of the call.
6) Click on Start Chat.
7) Enter the text in the input area below.
8) Click Send.
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Unified Communications
Instant Messaging (UC Smart)
9) If you want to switch to IM the overview page, click on the icon to the left of
Instant Messaging.
Related Topics
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Configuration
How to Configure the Visibility of myPortal Smart
6 Configuration
You can configure myPortal Smart in accordance with your requirements.
Related Topics
6.1 How to Configure the Visibility of myPortal Smart
Step by Step
1) Click Settings.
2) Click on the Appearance tab.
3) Select one of the following options in the Visibility drop-down list:
•
If you want the myPortal Smart window to be always displayed in the
foreground, select the Always on top check box.
•
If you want the myPortal Smart window to be displayed in the foreground
only for calls or new messages, select Bring to front on events.
4) Click OK.
Related Topics
6.2 How to Enable or Disable the Automatic Startup of myPortal Smart
Step by Step
1) Click Settings.
2) Click on the Appearance tab.
3) Select one of the following options:
•
If you want myPortal Smart to be started automatically, select the Start at
login check box.
•
If you do not want myPortal Smart to be started automatically, clear the
Start at login check box.
4) Click OK.
Related Topics
6.3 How to Specify your E-Mail Address
The e-mail address you specify will be made available to other subscribers in
directories and favorites, for example.
Step by Step
1) Click on the icon for your presence status.
2) Click on the my profile details tab.
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Configuration
How to Define an Additional Phone Number
3) Enter your e-mail address in the My email address field.
4) Click OK.
Related Topics
6.4 How to Define an Additional Phone Number
The additional phone numbers you specify are made available to other
subscribers in directories and favorites, for example.
Step by Step
1) Click on the icon for your presence status.
2) Click on the my profile details tab.
3) Enter an additional phone number in canonical format in at least one of the
following fields: Mobile phone number or External phone number.
4) Click OK.
Related Topics
6.5 How to Provide your own Picture
Prerequisites
•
You have an image file with at least 40 pixels width and height in one of the
following file formats: JPG, PNG.
The image you provide will be displayed to other subscribers in directories and
favorites, for example.
Step by Step
1) Click on the icon for your presence status.
2) Click on the my image tab.
3) Click Refresh.
4) Choose a folder and a file and click Open.
INFO: The image is automatically resized to 200 pixels width and
height if it is a different size.
Related Topics
6.6 How to Delete your own Picture
Step by Step
1) Click on the icon for your presence status.
2) Click on the my image tab.
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Configuration
How to Select the User Interface Language
3) Click Delete.
Related Topics
6.7 How to Select the User Interface Language
Step by Step
1) Click Settings.
2) Click on the Appearance tab.
3) Select the desired language in the Language drop-down list.
4) Click OK.
Related Topics
6.8 How to Select the Date Format
Step by Step
1) Click Settings.
2) Click on the Appearance tab.
3) Select the desired format from the Date format drop-down list.
4) Click OK.
Related Topics
6.9 How to Change the Server Address
INFO: Do not change the server address unless you are
instructed to do so by the administrator of your communication
system. You cannot use myPortal Smart with an invalid server
address.
Step by Step
1) Click Settings.
2) Click the UC Server tab.
3) Enter the IP address or name of the UC server in the IP address of your
server field.
4) Click OK.
Related Topics
6.10 UC Smart Assistant
UC Smart Assistant is the web-based application for special configuration tasks
of myPortal Smart by users.
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Configuration
UC Smart Assistant
UC Smart Assistant is required for the following tasks:
•
Change password
•
Import Outlook contacts into the personal contacts (Java required)
•
•
Delete imported contacts
Related Topics
Related Topics
• How to Start myPortal Smart
•
Favorites List
6.10.1 How to Start UC Smart Assistant
Step by Step
1) Click on Settings.
2) Click the UC Server tab.
3) Click on the link Click here to open the UC Smart Assistant.
4) Enter your user name for myPortal Smart in the Name field. This is usually
your call number. If you have any questions, please contact the administrator
of your communication system.
5) Enter your password for myPortal Smart in the Password field. When you log
in for the first time, your password will be identical to your call number.
Otherwise, contact the administrator of your communication system.
6) Click Login.
Related Topics
Related Topics
• How to Start myPortal Smart
6.10.2 How to Change the Password
Prerequisites
•
You have started the UC Smart Assistant.
Step by Step
1) Click User settings.
2) Enter the new password under Password in accordance with the security
guidelines.
3) Enter the new password under Repeat Password.
4) Click Apply.
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Configuration
UC Smart Assistant
Related Topics
Related Topics
• How to Start myPortal Smart
6.10.3 How to Import Outlook Contacts into the Personal Contacts
Prerequisites
•
Your Outlook contacts contain phone numbers in canonical format.
•
Java is enabled in your web browser.
•
You have started the UC Smart Assistant in the web browser of the PC on
which Outlook is running.
Step by Step
1) Click on Import Contacts.
2) If you do not want to import Outlook contacts that contain no phone numbers,
select the check box Do not import contacts without phone numbers.
3) If you want to import the images as well, select the Import pictures check
box.
4) Click Start Import.
INFO: Refer to the notes provided in UC Smart Assistant about
security warnings at this point and grant the appropriate access to
perform the import. Reject any related prompts to block
components.
Related Topics
6.10.4 How to Delete the Imported Contacts
Prerequisites
•
You have started the UC Smart Assistant.
Step by Step
1) Click on Import Contacts.
2) Click on Delete imported contacts.
INFO: Refer to the notes provided in UC Smart Assistant about
security warnings at this point and grant the appropriate access to
perform the import.
Related Topics
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35
Index
A
M
absence 14
automatic updates 12
myPortal Smart
functions 6
C
O
call
operating instructions 5
answer 23
missed 20
pick up for another subscriber 23
call forwarding
status-based 17
call functions 23
call number format 22
call sender
voicemail 26
canonical call number format 22
concept 5
configuration 31
contact 17, 19
D
dialable call number format 22
dialing a number 23
directory 17
make call 23
display conventions 5
P
personal directory 17
presence 14
presence status 14
call forwarding 17
program settings 31
S
search in a directory 17
setup 31
starting myPortal Smart 10
status-based call forwarding 17
system directory 17
T
topics, types 5
U
user interface
language 31
F
V
Favorites list
make call 23
favorites list 19
folder
voicemail 26
functions
myPortal Smart 6
voicemail 26
delete 26
listen to 26
I
instant message 28
internal directory 17
introduction 6
J
journal 20
call 23
L
language
user interface 31
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36
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