myPortal for Outlook - Datasharp Integrated Communications

myPortal for Outlook - Datasharp Integrated Communications
myPortal for Outlook, User Guide
P31003P3010U103017619
01/2013
Siemens Enterprise Communications GmbH & Co. KG.
2013
Documentation
myPortal for Outlook
User Guide
A31003-P3010-U103-15-7619
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-U103-15-7619
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 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8
1.1 Types of Topics . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8
1.2 Display Conventions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8
2 Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
2.1 myPortal for Outlook . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
2.2 User Interface Elements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
2.3 Online Help . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
10
10
10
12
3 Installing and Starting myPortal for Outlook . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
3.1 How to Install myPortal for Outlook . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
3.2 How to Start myPortal for Outlook . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
3.3 How to Uninstall myPortal for Outlook . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
3.4 Automatic Updates. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
3.4.1 How to Perform Automatic Updates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
3.5 Upgrading to OpenScape Office V3. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
13
13
14
15
16
16
16
4 First Steps . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
4.1 How to Select the User Interface Language . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
4.2 How to Select the Language of the Voicemail Box . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
4.3 How to Record your Name Announcement . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
4.4 How to Record your Personal Greeting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
4.5 How to Specify your E-Mail Address . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
4.6 How to Create a Favorites List. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
18
19
19
19
20
21
21
5 Unified Communications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
5.1 Presence Status and CallMe Service . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
5.1.1 Presence status . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
5.1.1.1 How to Change the Presence Status to Absent . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26
5.1.1.2 How to Change the Presence Status to Office . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27
5.1.1.3 How to Enable or Disable Automatic Resetting of the Presence Status . . . . . . . . . . . . . . . . . . . . 27
5.1.1.4 How to Change the Visibility of your Presence Status for Others . . . . . . . . . . . . . . . . . . . . . . . . . 28
5.1.1.5 How to Enable or Disable Automatic Updating of the Presence Status via Outlook Appointments28
5.1.1.6 How to Enable or Disable the Automatic Creation of Outlook Appointments when Absent . . . . . 29
5.1.1.7 How to Enable or Disable Screen Pops on Changing the Presence Status . . . . . . . . . . . . . . . . . 30
5.1.2 CallMe Service . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30
5.1.2.1 How to Enable the CallMe Service . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31
5.1.3 Status-based Call Forwarding . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32
5.1.3.1 How to Configure Status-based Call Forwarding . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32
5.1.4 Rule-Based Call Forwarding. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32
5.1.4.1 How to Add a Call Forwarding Rule . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33
5.1.4.2 How to Edit a Call Forwarding Rule . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34
5.1.4.3 How to Copy a Call Forwarding Rule . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36
5.1.4.4 How to Rename a Call Forwarding Rule . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36
5.1.4.5 How to Remove a Call Forwarding Rule . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37
5.1.4.6 How to Change the Order of Call Forwarding Rules . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37
5.2 Directories and Journal . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38
5.2.1 Directories. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38
5.2.1.1 How to Search in Directories. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40
A31003-P3010-U103-15-7619, 01/2013
myPortal for Outlook, User Guide
3
Contents
5.2.1.2 How to Perform a Quick Search by Name . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41
5.2.1.3 How to Sort a Directory . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41
5.2.1.4 How to Zoom in on an Entry . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42
5.2.1.5 How to Enable or Disable Searching for Caller Names in Outlook Contacts . . . . . . . . . . . . . . . . . 42
5.2.2 Favorites List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43
5.2.2.1 How to Add a Group to the Favorites List. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44
5.2.2.2 How to Rename a Group in the Favorites List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45
5.2.2.3 How to Delete a Group from the Favorites List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45
5.2.2.4 How to Add a Contact to the Favorites List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45
5.2.2.5 How to Delete a Contact from the Favorites List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46
5.2.2.6 How to Change the Sorting of the Favorites List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46
5.2.2.7 How to Specify a Default Number for a Favorite . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46
5.2.2.8 How to Enable or Disable the Favorites List Display . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47
5.2.2.9 How to Enable or Disable Automatic Hiding of the Favorites List . . . . . . . . . . . . . . . . . . . . . . . . . 47
5.2.2.10 How to Enable or Disable the "Always on Top" Setting of the Favorites List . . . . . . . . . . . . . . . . 48
5.2.2.11 How to Enable or Disable the Dimming of Unused Favorites on Exiting . . . . . . . . . . . . . . . . . . . 48
5.2.3 Journal . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49
5.2.3.1 How to Sort the Journal . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51
5.2.3.2 How to Group Journal Entries . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51
5.2.3.3 How to Delete Journal Entries . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52
5.2.3.4 How to Change the Retention Period for Journal Entries. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52
5.2.3.5 How to Add a Scheduled Call. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53
5.2.3.6 How to Edit a Scheduled Call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53
5.2.3.7 How to Clear a Scheduled Call. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54
5.2.3.8 How to Add Contacts from the Journal to Outlook Contacts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55
5.2.3.9 How to Configure the Journal Export . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55
5.2.3.10 How to Export the Journal Manually. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56
5.3 Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56
5.3.1 Call Number Formats. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56
5.3.2 Call Functions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57
5.3.2.1 How to Answer a Call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58
5.3.2.2 How to Pick up a Call for Another Subscriber . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58
5.3.2.3 How to Redirect a Call to your Voicemail Box . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58
5.3.2.4 How to Dial a Number Manually . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59
5.3.2.5 How to Make a Call from the Directory. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59
5.3.2.6 How to Make a Call from the Favorites List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59
5.3.2.7 How to Make a Call from the Journal . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60
5.3.2.8 How to Call an Outlook Contact . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60
5.3.2.9 How to Place a Call on Hold. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61
5.3.2.10 How to Record a Call or a Conference. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61
5.3.2.11 How to Start Web Collaboration During a Call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61
5.3.2.12 How to End a Call. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62
5.3.3 Desktop Dialer and Clipboard Dialer (Windows) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62
5.3.3.1 How to Make a Call via the Desktop Dialer or Clipboard Dialer . . . . . . . . . . . . . . . . . . . . . . . . . . . 63
5.3.3.2 How to Enable or Disable the Desktop Dialer or Clipboard Dialer . . . . . . . . . . . . . . . . . . . . . . . . . 63
5.3.3.3 How to Change the Key Combination for the Desktop Dialer or Clipboard Dialer . . . . . . . . . . . . . 64
5.3.4 Screen Pops . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64
5.3.4.1 How to Enable or Disable Screen Pops on Inbound Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67
5.3.4.2 How to Enable or Disable the Opening of Outlook Contacts on Inbound Calls . . . . . . . . . . . . . . . 68
5.3.4.3 How to Enable or Disable Screen Pops on Outbound Calls. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 68
5.3.4.4 How to Enable or Disable the Closing of Screen Pops at the End of a Call. . . . . . . . . . . . . . . . . . 69
5.3.4.5 How to Enable or Disable Screen Pops for New Voicemails . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 69
4
A31003-P3010-U103-15-7619, 01/2013
myPortal for Outlook, User Guide
Contents
5.3.4.6 How to Enable or Disable Screen Pops for New Fax Messages . . . . . . . . . . . . . . . . . . . . . . . . . 70
5.3.4.7 How to Enable or Disable the Opening of the Messages Window for New Voicemails . . . . . . . . 70
5.3.4.8 How to Enable or Disable the Opening of the Messages Window for New Fax Messages . . . . . 71
5.3.4.9 How to Enable or Disable the Screen Pop with an Overview on Starting myPortal for Outlook . . 71
5.4 Conferences. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 72
5.4.1 Ad-hoc Conference. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 77
5.4.1.1 How to Configure and Initiate an Ad-hoc Conference . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 77
5.4.1.2 How to Display your Own Ad-hoc Conference . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 78
5.4.1.3 How to Add Conference Participants . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 78
5.4.1.4 How to Disconnect a Conference Participant . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 79
5.4.1.5 How to Reconnect Conference Participants . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 80
5.4.1.6 How to Remove Conference Participants . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 80
5.4.1.7 How to Specify another Conference Controller . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 81
5.4.1.8 How to End an Ad-hoc or Scheduled Conference. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 81
5.4.1.9 How to Repeat an Ad-hoc Conference . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 82
5.4.1.10 How to Delete an Ad-hoc Conference . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 82
5.4.2 Scheduled Conference . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 82
5.4.2.1 How to Configure a Scheduled Conference . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 85
5.4.2.2 How to Display your Own Scheduled Conference . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 87
5.4.2.3 How to Determine the Dial-in Number for a Scheduled, Permanent or Open Conference . . . . . . 88
5.4.2.4 How to Determine the Conference ID for a Scheduled or Permanent Conference. . . . . . . . . . . . 88
5.4.2.5 How to Change the Password for a Scheduled or Permanent Conference . . . . . . . . . . . . . . . . . 89
5.4.2.6 How To Display a Scheduled, Permanent or Open Conference as the Conference Controller . . 90
5.4.2.7 How to Extend a Scheduled Conference . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 90
5.4.2.8 How to Reschedule a Scheduled Conference. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 90
5.4.2.9 How to Delete a Scheduled or Open Conference . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 91
5.4.2.10 How to Reschedule a Conference Appointment for a Conference Series . . . . . . . . . . . . . . . . . 91
5.4.2.11 How to Delete a Conference Appointment for a Conference Series . . . . . . . . . . . . . . . . . . . . . . 92
5.4.3 Permanent Conference. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 93
5.4.3.1 How to Configure a Permanent Conference . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 94
5.4.3.2 How to Display your Own Permanent or Open Conference . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 95
5.4.3.3 How to Delete a Permanent Conference. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 96
5.4.4 Open Conference . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 96
5.4.4.1 How to Configure an Open Conference . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 97
5.4.5 Web Collaboration Integration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 99
5.5 Voice and fax messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 100
5.5.1 Voicemail box . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 100
5.5.1.1 How to Determine the Call Number for your Voicemail Box . . . . . . . . . . . . . . . . . . . . . . . . . . . . 104
5.5.1.2 How to Select Recording or Announcement Mode . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 104
5.5.1.3 How to Record an Announcement . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 104
5.5.1.4 How to Import an Announcement . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 105
5.5.1.5 How to Delete an Announcement . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 106
5.5.1.6 How to Enable or Disable the Announcement of your Presence Status for External Callers . . . 106
5.5.1.7 How to Enable or Disable the Announcement of your Presence Status for Specific Callers . . . 107
5.5.1.8 How to Grant or Deny the Attendant Permission to Retrieve Voicemail and Fax Messages . . . 108
5.5.1.9 How to Activate or Deactivate the Password Prompt for the Voicemail Box. . . . . . . . . . . . . . . . 108
5.5.1.10 How to Select the Language of the Voicemail Box . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 109
5.5.2 Managing Voicemail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 109
5.5.2.1 How to Listen to a Voice Message on the Phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 111
5.5.2.2 How to Listen to a Voice Message on the PC . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 111
5.5.2.3 How to Call back the Sender of a Voice Message . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 112
5.5.2.4 How to Forward a Voicemail Message . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 112
A31003-P3010-U103-15-7619, 01/2013
myPortal for Outlook, User Guide
5
Contents
5.5.2.5 How to Move a Voice Message . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 113
5.5.2.6 How to Save a Voice Message as a WAV File. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 113
5.5.2.7 How to Send a Voice Message as an E-mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 113
5.5.2.8 How to Create an Outlook Contact from the Sender of a Voice Message . . . . . . . . . . . . . . . . . . 113
5.5.2.9 How to Sort Voice Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 114
5.5.2.10 How to Delete a Voicemail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 114
5.5.3 Fax Box . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 114
5.5.3.1 How to Determine your own Fax Number . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 115
5.5.4 Managing Fax Messages. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 115
5.5.4.1 How to Display a Fax Message . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 117
5.5.4.2 How to Call the Sender of a Fax Message . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 117
5.5.4.3 How to Forward a Fax Message. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 117
5.5.4.4 How to Move a Fax Message . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 118
5.5.4.5 How to Save a Fax Message as a TIFF File . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 118
5.5.4.6 How to Send a Fax Message as an E-mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 118
5.5.4.7 How to Sort Fax Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 119
5.5.4.8 How to Display an Overview of Fax Messages in the Send Queue . . . . . . . . . . . . . . . . . . . . . . . 119
5.5.4.9 How to Cancel Sending a Fax Message . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 119
5.5.4.10 How to Display an Overview of Sent Fax Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 120
5.5.4.11 How to Resend a Fax Message . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 120
5.5.4.12 How to Display a Fax Transmission Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 120
5.5.4.13 How to Delete a Fax Message . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 121
5.5.5 Sending Fax Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 121
5.5.6 Notification Service for Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 121
5.5.6.1 How to Enable or Disable E-mail Notifications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 122
5.5.6.2 How to Enable or Disable the Notification by Phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 123
5.5.6.3 How to Enable or Disable SMS Notification . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 124
5.6 Instant Messaging (UC Suite) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 124
5.6.1 Instant Messaging (UC Suite) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 124
5.6.1.1 How to Send an Instant Message. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 126
5.7 AutoAttendant . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 127
5.7.1 Personal AutoAttendant . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 127
5.7.1.1 How to Edit a Profile for the Personal AutoAttendant. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 130
6 Configuration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 132
6.1 How to Edit your own Name . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 133
6.2 How to Specify your E-Mail Address. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 133
6.3 How to Define an Additional Phone Number. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 134
6.4 How to Define an XMPP Alias. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 134
6.5 How to Provide your own Picture . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 135
6.6 How to Delete your own Picture . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 135
6.7 Programming the Function Keys of the Telephone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 136
6.7.1 How to Program the Function Keys of the Telephone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 136
6.8 How to Change the Password. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 137
6.9 How to Deactivate the Automatic Login . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 138
6.10 How to Change the Login Name . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 138
6.11 How to Select the User Interface Language . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 139
6.12 How to Change the User Interface . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 139
6.13 How to Activate or Deactivate a Hotkey . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 140
6.14 How to Change the Server Address . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 140
6.15 How to Configure the Transfer Method . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 140
6.16 Troubleshooting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 141
6
A31003-P3010-U103-15-7619, 01/2013
myPortal for Outlook, User Guide
Contents
6.16.1
6.16.2
6.16.3
6.16.4
6.16.5
How to Resolve the Problem: No Connection to the Communication System (Windows) . . . . . . . .
How to Resolve the Problem: myPortal for Outlook is not Loading (Outlook 2003) . . . . . . . . . . . . .
How to Resolve the Problem: myPortal for Outlook is not Loading (Outlook 2007) . . . . . . . . . . . . .
How to Resolve the Problem: myPortal for Outlook is not Loading (Office 2007) . . . . . . . . . . . . . .
How to Resolve the Problem: Empty Browser Window for Key Programming . . . . . . . . . . . . . . . . .
141
141
142
142
142
7 Appendix . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 144
7.1 Presence Status Keywords for Appointments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 144
7.2 Features of the UC Clients that can be used with SIP Telephones . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 145
Index. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 147
A31003-P3010-U103-15-7619, 01/2013
myPortal for Outlook, User Guide
7
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
Related Topics
• Display Conventions
1.2 Display Conventions
This documentation uses a variety of methods to present different types of
information.
Type of information
8
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>
A31003-P3010-U103-15-7619, 01/2013
myPortal for Outlook, User Guide
About this Documentation
Display Conventions
Related Topics
Related Topics
• Types of Topics
A31003-P3010-U103-15-7619, 01/2013
myPortal for Outlook, User Guide
9
Introduction
myPortal for Outlook
2 Introduction
This document is intended for the users of myPortal for Outlook and describes its
installation, configuration and operation.
Related Topics
2.1 myPortal for Outlook
myPortal for Outlook is a plug-in application for unified communications in
Microsoft Outlook. Besides convenient dialing aids via phone directories and
favorites and information on the presence status of subscribers, you can, for
example, also access your voicemails and fax messages.
myPortal for Outlook provides the following features:
•
Directories
•
Favorites List
•
Journal
•
Desktop Dialer
•
Screen Pops
•
Presence status
•
CallMe service with ONS (One Number Service)
•
Status-based call forwarding
•
Personal AutoAttendant
•
Conferences
•
Record calls
•
Recording conferences
•
Instant Messaging
•
Voice and fax messages
Related Topics
2.2 User Interface Elements
The user interface of myPortal for Outlook consists of the myPortal for Outlook
tool bar integrated in Microsoft Outlook, a separate window with the Favorites list
and further windows and screen pops, depending on the situation.
By default, the tool bar of myPortal for Outlook is located below the menu bar and
the tool bar of Outlook (Outlook 2003, Outlook 2007):
In Outlook 2010, you will find the icons of myPortal for Outlook in the myPortal
ribbon tab:
10
A31003-P3010-U103-15-7619, 01/2013
myPortal for Outlook, User Guide
Introduction
User Interface Elements
Items in the tool bar of myPortal for Outlook:
Symbol
Function
Drop-down list for call numbers
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.
• Dial
• During incoming call: Accept (pick
up)
• During ongoing call: Hang Up
• Forwarding
• During ongoing call: Transfer
• Place call on hold
• While on Hold: Reconnect
Conferencing
• Record
• While recording: Stop Rec.
Symbol and drop-down list for Presence
status (with additional symbols)
Messages
possibly with the number of new
messages next to it in parentheses
Journal
possibly with the number of open calls
next to it in parentheses
Directories
Setup
Help
INFO: The tool bar of myPortal for Outlook can also be found in
every Outlook contact, but with reduced functionality.
A31003-P3010-U103-15-7619, 01/2013
myPortal for Outlook, User Guide
11
Introduction
Online Help
Context menus
Context menus provide situation-based actions for selection. Context menus can
be opened by clicking on the relevant object with the second (usually the right)
mouse button. Under some circumstances, it may not be always possible to
display information on the presence status in the context menus, e.g., in the case
of low bandwidth for teleworkers.
Tooltips
Tooltips are tiny windows in which myPortal for Desktop displays more
information on certain 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
Related Topics
• How to Dial a Number Manually
•
How to Call an Outlook Contact
•
Favorites List
•
Screen Pops
•
Conferences
•
Presence status
•
Journal
•
Directories
•
Managing Voicemail
•
Managing Fax Messages
•
How to Select the User Interface Language
•
How to Change the User Interface
2.3 Online Help
The integrated online help describes key concepts and operating instructions.
Navigation
The buttons in the online help provide the following functions:
•
Contents
provides you with an overview of the structure
•
Index
provides direct access to a topic using keywords
•
Search
allows you to do a full-text search and selectively find all relevant topics
Related Topics
12
A31003-P3010-U103-15-7619, 01/2013
myPortal for Outlook, User Guide
Installing and Starting myPortal for Outlook
How to Install myPortal for Outlook
3 Installing and Starting myPortal for Outlook
The use of myPortal for Outlook is subject to specific requirements.
Related Topics
3.1 How to Install myPortal for Outlook
Prerequisites
•
The administrator of your communication system has made the installation
file(s) available to you.
INFO: Please make sure that you refer to the notes in the
ReadMe first.rtf file.
Step by Step
1) Close Outlook.
2) If the User Account Control window appears with the message An
unidentified program wants access to your computer, click
Allow.
3) Run the CommunicationsClient.exe program.
4) If the User Account Control window appears with the message An
unidentified program wants access to your computer, click
Allow or Yes.
5) Click on Next twice.
6) Click Custom.
7) Select the myPortal for Outlook feature to be installed.
8) Click Next as often as necessary and then click Finish to complete the
installation process.
Next steps
Start myPortal for Outlook.
Related Topics
Related Topics
• How to Start myPortal for Outlook
•
How to Uninstall myPortal for Outlook
•
Upgrading to OpenScape Office V3
A31003-P3010-U103-15-7619, 01/2013
myPortal for Outlook, User Guide
13
Installing and Starting myPortal for Outlook
How to Start myPortal for Outlook
3.2 How to Start myPortal for Outlook
Prerequisites
•
myPortal for Outlook is installed on your PC.
Step by Step
1) Double-click on the Outlook program icon to start Outlook with
myPortal for Outlook.
INFO: If you want to start Outlook without myPortal for Outlook,
click in the Login window on Work Offline. You can then use
myPortal for Outlook only after restarting Outlook.
You can start Outlook without myPortal for Outlook only if the
automatic login has not been enabled.
INFO: The concurrent usage of myPortal for Outlook with
myPortal for Desktop or with myAttendant under the same user
name is not supported.
The concurrent usage of myPortal for Desktop with myAgent
under the same user name can lead to restrictions (see myAgent,
User GuideNotes on Using Clients Concurrently).
2) Enter your call number in the User Name field of the Login window.
3) Enter your Password. The default password when logging on for the first time
is 1234. Otherwise, contact the administrator of your communication system.
INFO: When you start a PC client for the first time, you will be
prompted to change your password, provided you have not
already changed it via the phone menu of the voicemail box.
Enter your previous password in the Old password field.
Enter your new password, which must consist of only digits and
include at least six digits, in the New password and Confirm
password fields.
The password applies to myPortal for Desktop,
myPortal for Outlook, Fax Printer, myAgent, myReports and
myAttendant as well as phone access to your voicemail box.
NOTICE: If the wrong password is entered five times, your
access to all clients will be locked. Unlocking is only possible by
the administrator of your communication system.
14
A31003-P3010-U103-15-7619, 01/2013
myPortal for Outlook, User Guide
Installing and Starting myPortal for Outlook
How to Uninstall myPortal for Outlook
4) If you want to use myPortal for Outlook with an automatic login in the future,
enable the check box Save Password. The Login window will then no longer
be displayed. You can change this option at any time.
NOTICE: You should use the automatic login only if you are
certain that no-one else has access to your user account.
Otherwise, unauthorized users could, for example, potentially
access your voicemails and fax messages or redirect your station
number to external toll-based destinations.
5) If the Server IP is displayed, enter the IP address or the name of the
communication system or UC server in that field.
6) Click Login.
Related Topics
Related Topics
• How to Install myPortal for Outlook
•
How to Change the Password
•
How to Deactivate the Automatic Login
•
How to Resolve the Problem: No Connection to the Communication System
(Windows)
•
How to Resolve the Problem: myPortal for Outlook is not Loading (Outlook
2003)
•
How to Resolve the Problem: myPortal for Outlook is not Loading (Outlook
2007)
3.3 How to Uninstall myPortal for Outlook
Step by Step
1) Close Outlook.
INFO: Please make sure that you refer to the notes in the
ReadMe first.rtf file.
2) Click in the Control Panel on Programs and Features.
3) Click on Change in the context menu of myPortal for Outlook.
4) Click Modify.
5) Select the myPortal for Outlook feature to be uninstalled.
Related Topics
Related Topics
• How to Install myPortal for Outlook
A31003-P3010-U103-15-7619, 01/2013
myPortal for Outlook, User Guide
15
Installing and Starting myPortal for Outlook
Automatic Updates
3.4 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
3.4.1 How to Perform Automatic Updates
Prerequisites
•
You have received a message such as: Client update available.
Please wait while the update is done. Please close the
following programs to continue the update: [...].
›
Close Outlook.
Step by Step
Next steps
Restart myPortal for Outlook after the automatic update.
Related Topics
3.5 Upgrading to OpenScape Office V3
An upgrade to OpenScape Office V3 requires a different procedure to the usual
updates.
INFO: Please make sure that you refer to the notes in the
ReadMe first.rtf file.
All clients of OpenScape Office V2 must be uninstalled. The clients of the current
version must then be installed. The procedure to be followed also depends on the
operating system. For more information on upgrading to OpenScape Office V3,
contact the administrator of your communication system.
16
A31003-P3010-U103-15-7619, 01/2013
myPortal for Outlook, User Guide
Installing and Starting myPortal for Outlook
Upgrading to OpenScape Office V3
Custom Configuration
Your custom configuration is retained for the most part, except for the following
areas under Setup:
•
My Preferences > Presentation
•
My Preferences > Notification
•
My Preferences > Miscellaneous
After the upgrade, you should check the configuration in these areas and edit
them if required.
Improved Security Concept
OpenScape Office V3 includes an improved security concept that ensures
protection against unauthorized access to OpenScape Office clients and to the
voicemail box. This optimizes the protection of your personal data and prevents
toll fraud.
•
New password
The new password must consist of at least six digits and applies to myAgent,
myReports, myAttendant, myPortal for Desktop, myPortal for Mobile,
myPortal for OpenStage, myPortal for Outlook and Fax Printer as well as
phone access to your voicemail box.
After the upgrade, you will be prompted to change your password when you
start an OpenScape Office PC client or access your voicemail via the phone
for the first time.
•
Monitoring password entry attempts
If the wrong password is entered five times, your access to all
OpenScape Office clients will be locked. Unlocking is only possible by the
administrator of the communication system.
Related Topics
Related Topics
• How to Install myPortal for Outlook
A31003-P3010-U103-15-7619, 01/2013
myPortal for Outlook, User Guide
17
First Steps
Upgrading to OpenScape Office V3
4 First Steps
The First Steps describe the recommended actions to be taken right at the
beginning.
Change the password
NOTICE: For security reasons, you should change your
password after logging in for the first time. Otherwise,
unauthorized users could, for example, potentially access your
voicemails and fax messages or redirect your station number to
external toll-based destinations by simply using the default
password.
Select the language settings
Select the respective language for:
•
the user interface of myPortal for Outlook
•
the menu and internal system announcements.
Record your name announcement
Your name announcement is used as an independent component of the
announcements played back by the communication system:
•
when your voicemail box notifies callers about your Presence status
•
for conferences where you are the inviter, as a greeting to the participants:
"... has invited you to participate in a conference"
•
for conferences, to inform participants that you have joined:
"... has joined the conference."
Record your personal greeting
Your personal greeting is played back to callers by default when they reach your
voicemail box. For example: "I am unfortunately unable to take your call at the
moment …". The following announcements are possible as personal greetings:
•
general personal greeting
•
Personal greeting for Busy:
•
Personal greeting for No Answer:
INFO: You can record further announcements; see Voicemail
box.
Specify your e-mail address
Enter your e-mail address so that the communication system can invite you to
conferences by e-mail and notify you about new voice and Fax messages.
18
A31003-P3010-U103-15-7619, 01/2013
myPortal for Outlook, User Guide
First Steps
How to Select the User Interface Language
Create your Favorites list
Your Favorites list will provide you with a constant view of your most important
contacts and enable you to call them with one click.
Related Topics
Related Topics
• Voicemail box
4.1 How to Select the User Interface Language
Step by Step
1) Click on the Setup symbol.
2) Click on My Preferences > Appearance.
3) Select the Language from the drop-down list.
4) Click Save.
Next steps
Exit Outlook and restart myPortal for Outlook.
Related Topics
4.2 How to Select the Language of the Voicemail Box
Step by Step
1) Click on the Setup symbol.
2) Click on Communications > VoiceMail Settings.
3) Select the desired language from the VoiceMail Language drop-down list.
4) Click Close.
Related Topics
4.3 How to Record your Name Announcement
INFO: You can also record your name announcement via the
Phone menu of the voicemail box.
Step by Step
1) Click on the Setup symbol.
2) Click Profiles and then on any profile.
3) Click Record.
4) Click on My VoiceMail Name in the list of announcements.
A31003-P3010-U103-15-7619, 01/2013
myPortal for Outlook, User Guide
19
First Steps
How to Record your Personal Greeting
5) Click Record. The voicemail box will now call you on your phone.
6) Accept the call from the voicemail box.
7) Speak out your name after the tone.
8) Click Stop.
9) If you want to listen to the announcement on the phone, click on Play. To exit
the playback loop, click on Stop.
10) If you want to record the announcement again, click on Record again.
11) Click on Close, followed by Save.
Related Topics
Related Topics
• How to Record your Personal Greeting
•
Voicemail box
4.4 How to Record your Personal Greeting
INFO: You can also record your personal greeting via the Phone
menu of the voicemail box.
Step by Step
1) Click on the Setup symbol.
2) Click Profiles and then on any profile.
3) Click Record.
4) Select one of the following options in the list of announcements:
•
If you want to record the general personal greeting, click on My VoiceMail
Greeting.
•
If you want to record the personal greeting for Busy, click on Busy.
•
If you want to record the personal greeting for No Answer, click on No
Answer.
5) Click Record. The voicemail box will now call you on your phone.
6) Accept the call from the voicemail box.
7) Speak out your personal greeting after the tone.
8) Click Stop.
9) If you want to listen to the announcement on the phone, click on Play. To exit
the playback loop, click on Stop.
10) If you want to record the announcement again, click on Record.
11) Click on Close, followed by Save.
20
A31003-P3010-U103-15-7619, 01/2013
myPortal for Outlook, User Guide
First Steps
How to Specify your E-Mail Address
Related Topics
Related Topics
• How to Record your Name Announcement
•
Voicemail box
4.5 How to Specify your E-Mail Address
Prerequisites
•
The administrator of your communication system has configured the sending
of e-mails.
Step by Step
1) Click on the Setup symbol.
2) Click on Personal Details > My Personal Details.
3) Enter your e-mail address under E-mail.
4) Click Save.
Related Topics
4.6 How to Create a Favorites List
Step by Step
1) Select one of the following options:
•
Click on the Directories symbol and then on Internal or External.
•
Click on the Contacts folder in Outlook.
2) Drag the desired contact to the Favorites list.
Related Topics
Related Topics
• How to Enable or Disable the Favorites List Display
•
How to Enable or Disable Automatic Hiding of the Favorites List
•
How to Enable or Disable the "Always on Top" Setting of the Favorites List
•
How to Enable or Disable the Dimming of Unused Favorites on Exiting
•
Favorites List
A31003-P3010-U103-15-7619, 01/2013
myPortal for Outlook, User Guide
21
Unified Communications
Presence Status and CallMe Service
5 Unified Communications
Unified Communications offers useful features such as presence and voicemail
through the clients.
Related Topics
5.1 Presence Status and CallMe Service
The Presence status and CallMe service display and optimize the availability of
subscribers. The Presence status enables simple status-based call forwarding as
well as rule-based call forwarding, which can be flexibly configured with
myPortal for Desktop or myPortal for Outlook.
Related Topics
5.1.1 Presence status
The Presence status indicates the availability of internal subscribers (including
mobile subscribers) in the Favorites list, the internal directory, the virtual
conference room and via voicemail announcements. In addition, the Presence
status controls the availability of internal subscribers with status-based call
forwarding, rule-based call forwarding and the personal AutoAttendant.
You can change your Presence status in myPortal for Outlook and also in the
Phone menu of the voicemail box. Deactivating call forwarding at the telephone
returns you to the Office presence status. For every change in the Presence
status (except for Office and CallMe), you also define the scheduled time of your
return to the Office or CallMe status.
The drop-down list for the Presence status includes the following symbols:
Symbol
Presence status
Office
Availability
Available at the normal workplace
Only selectable if the Call-Me
service is not active
Otherwise, Call-Me appears
here.
CallMe
Available at an alternative workplace
Only selectable if the Call-Me
service is active Otherwise,
Office appears here.
Meeting
22
absent - Redirected to voicemail or statusbased call forwarding to another phone
number
A31003-P3010-U103-15-7619, 01/2013
myPortal for Outlook, User Guide
Unified Communications
Presence Status and CallMe Service
Symbol
Presence status
Availability
Sick
absent - Redirected to voicemail or statusbased call forwarding to another phone
number
Break
absent - Redirected to voicemail or statusbased call forwarding to another phone
number
Gone Out
absent - Redirected to voicemail or statusbased call forwarding to another phone
number
Vacation
absent - Redirected to voicemail or statusbased call forwarding to another phone
number
Lunch
absent - Redirected to voicemail or statusbased call forwarding to another phone
number
Gone Home
absent - Redirected to voicemail or statusbased call forwarding to another phone
number
Do Not Disturb
absent - Redirected to voicemail or statusbased call forwarding to another phone
number
(not available for Mobility
Entry or MULAP)
Call-Me is shown in the Favorites list and in the internal directory as Office. The
following additional symbols are available there:
Symbol
Presence or connection status
Subscriber receives a call
Subscriber is calling
The subscriber is on the phone
Presence status is not visible
Phone is not connected
INFO: For subscribers without system telephones (e.g., ISDN or
analog), the Favorites list and the internal directory do not indicate
any presence, but only the connection status.
Mapping of the External XMPP Status Internally
The external XMPP status is mapped internally, so you can see the presence
status of external XMPP communication partners in the Favorites list or the
external directory, for example, provided XMPP has been configured. The
following mappings apply (from left to right):
A31003-P3010-U103-15-7619, 01/2013
myPortal for Outlook, User Guide
23
Unified Communications
Presence Status and CallMe Service
XMPP status
Represented as presence status
Online
Office
DND
Meeting
Away
Gone Out
Extended Away
Vacation
INFO: Outlook contacts must include the XMPP ID In the IM
address in accordance with the following pattern:
xmpp:[email protected]
Mapping of the Internal Presence Status Externally
External XMPP communication partners can see your XMPP status, provided
XMPP has been configured. The following mappings apply (from left to right):
Presence status
Represented as XMPP status
Office
Online
Meeting
DND
Sick
Away
Break
Away
Gone Out
Away
Lunch
Away
Gone Home
Away
Vacation
Extended Away
Call Forwarding to the Voicemail Box
If your Presence status is not Office or CallMe, 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.
Info Text
You can enter any info text for your current presence status, e.g., "I am in Room
No. ..." when attending a meeting. The info text is displayed in the Favorites list,
in the internal directory and in the virtual conference room. The info text is deleted
when you change your presence status.
Automatic Reset of the Presence Status
You can have your Presence status automatically reset to Office at the end of
your scheduled absence. Otherwise, the communication system extends the
current Presence status in increments of 15 minutes until you change it yourself.
24
A31003-P3010-U103-15-7619, 01/2013
myPortal for Outlook, User Guide
Unified Communications
Presence Status and CallMe Service
Visibility of your Presence Status
For each subscriber in the internal directory, you can specify whether that
subscriber can see your Presence status other than Office and Call-Me as well
as the scheduled time of your return and any info text you may have entered.
Automatic Update of Presence Status via Outlook Appointments
You can automatically control your Presence status via Outlook appointments
(but not for those that have been proposed or declined) by using specific
keywords in the Subject line. You can choose between the following calendars:
•
Exchange calendar (on the Exchange Server)
The automatic update of the presence status via Outlook appointments
occurs independently, regardless of whether or not your PC is running. The
administrator must configure the Exchange Calendar Integration for this
function.
•
Outlook calendar
The automatic update of the presence status via Outlook appointments
requires myPortal for Outlook to have been started on your PC.
You can use the following keywords:
•
Meeting
•
Sick
•
Break
•
Gone Out
•
Vacation
•
Lunch
•
Gone Home
The keywords depend on the language set for the user interface. The keywords
may be located anywhere in the Subject line. If the Subject line contains more
than one such keyword, only the fist takes effect. When this function is enabled,
your Presence status changes automatically at the start and end time of the
relevant appointment. The check for calendar appointments occurs at 30-second
intervals.
NOTICE: When enabling this function, please bear in mind that
any Outlook appointments with these keywords in the Subject line
could lead to undesirable changes in your Presence status.
Consequently, you may nee to change the Subject line if needed.
Automatic Creation of Outlook Appointments when Absent
You can have appropriate Outlook appointments created automatically when you
are absent by a change in your Presence status. The Subject line of the
corresponding Outlook appointment consists of your Presence status and the text
"(Auto)", for example: "Meeting (Auto)". The start and end times for the
appointment involved correspond to your entries in myPortal for Outlook. The end
time of the Outlook appointment remains unchanged in the event of a possibly
delayed return. You can define whether the Outlook appointments should be
A31003-P3010-U103-15-7619, 01/2013
myPortal for Outlook, User Guide
25
Unified Communications
Presence Status and CallMe Service
stored in the local PST file or on the Exchange server. If you are using a local PST
file, your Outlook must be open when creating the Outlook appointments. If you
are using a PST file on the Exchange server, the Outlook appointments are
created, regardless of whether or not your Outlook is open.
Screen Pops on Changing the Presence Status
You can have changes to your Presence status indicated by a screen pop.
Related Topics
Related Topics
• User Interface Elements
•
Directories
•
Favorites List
•
Journal
•
How to Enable or Disable the Announcement of your Presence Status for
External Callers
•
How to Enable or Disable the Announcement of your Presence Status for
Specific Callers
•
CallMe Service
•
Status-based Call Forwarding
•
Rule-Based Call Forwarding
•
Personal AutoAttendant
5.1.1.1 How to Change the Presence Status to Absent
Step by Step
1) In the toolbar of myPortal for Outlook, click on the presence status symbol,
and then click on one of the following presence statuses: Meeting, Sick,
Break, Out of the Office, Vacation, Lunch, Gone Home or Do Not Disturb.
2) Select one of the following options to specify the time of your return:
•
Click on one the four buttons with the desired time duration.
•
Select a time and a date in the calendar control.
3) If you want to specify an info text for the Presence status, enter it in the input
field.
4) Click OK.
Related Topics
Related Topics
• How to Change the Presence Status to Office
26
•
How to Enable or Disable Automatic Resetting of the Presence Status
•
How to Enable the CallMe Service
A31003-P3010-U103-15-7619, 01/2013
myPortal for Outlook, User Guide
Unified Communications
Presence Status and CallMe Service
5.1.1.2 How to Change the Presence Status to Office
INFO: You can also return to the Office presence status by
deactivating the call forwarding at the telephone.
Step by Step
1) In the tool bar of myPortal for Outlook, click on the symbol for the presence
status and then click on Office.
2) Click on the option Return to the office.
3) If you want to specify an info text for the Presence status, enter it in the input
field.
4) Click OK.
Related Topics
Related Topics
• How to Change the Presence Status to Absent
•
How to Enable or Disable Automatic Resetting of the Presence Status
5.1.1.3 How to Enable or Disable Automatic Resetting of the Presence Status
Step by Step
1) Click on the Setup symbol.
2) Click on My Preferences > Miscellaneous.
3) Select one of the following options:
•
If you want to enable automatic resetting of the Presence status to Office,
select the Auto back to office check box.
•
If you want to disable automatic resetting of the Presence status to Office,
clear the Auto back to office check box.
4) Click Save.
Related Topics
Related Topics
• How to Change the Presence Status to Absent
•
How to Change the Presence Status to Office
•
How to Enable the CallMe Service
A31003-P3010-U103-15-7619, 01/2013
myPortal for Outlook, User Guide
27
Unified Communications
Presence Status and CallMe Service
5.1.1.4 How to Change the Visibility of your Presence Status for Others
Step by Step
1) Click on the Setup symbol.
2) Click on Sensitivity > Presence Visibility.
3) Select one of the following options:
•
If you want to make your presence visible to a specific subscriber, enable
the check box in the appropriate row.
•
If you want to make your presence invisible to a specific subscriber, clear
the check box in the appropriate row.
•
If you want to make your presence visible to all subscribers, click Select
All.
•
If you want to make your presence invisible to all subscribers, click
Unselect All.
4) Click Save.
Related Topics
Related Topics
• How to Enable or Disable the Announcement of your Presence Status for
Specific Callers
•
How to Enable or Disable the Announcement of your Presence Status for
External Callers
5.1.1.5 How to Enable or Disable Automatic Updating of the Presence Status via Outlook
Appointments
Prerequisites
•
Your administrator has configured the Exchange Calendar Integration.
•
You have specified a valid MS Exchange e-mail address in
myPortal for Outlook.
Step by Step
1) Click on the Setup symbol.
2) Click on My Preferences > Outlook Connectivity.
3) Select one of the following options:
•
28
If you want to enable automatic updating of the Presence status via
Outlook appointments from the Exchange calendar, select the item
Exchange Calendar Integration.
A31003-P3010-U103-15-7619, 01/2013
myPortal for Outlook, User Guide
Unified Communications
Presence Status and CallMe Service
•
If you want to enable automatic updating of the Presence status via
Outlook appointments from the Outlook calendar, select the item Outlook
Calendar Integration.
•
If you want to disable automatic updating of the Presence status via
Outlook appointments, select the item No Calendar Integration.
4) Click Save.
Related Topics
Related Topics
• How to Enable or Disable the Automatic Creation of Outlook Appointments
when Absent
•
Presence Status Keywords for Appointments
•
How to Specify your E-Mail Address
5.1.1.6 How to Enable or Disable the Automatic Creation of Outlook Appointments when
Absent
Prerequisites
•
Your administrator has configured the Exchange Calendar Integration.
Step by Step
1) Click on the Setup symbol.
2) Click on My Preferences > Outlook Connectivity.
3) Select one of the following options:
•
If you want to enable the automatic creation of Outlook appointments
when you are absent, select the check box Automatically generate
calendar appointments from my presence changes..
•
If you want to disable the automatic creation of Outlook appointments
when you are absent, clear the check box Automatically generate
calendar appointments from my presence changes..
4) If you have enabled updating of the Outlook calendar by a change in your
Presence status, select one of the following options in the drop-down list:
•
If you want the appointments to be saved in the local PST file, selectLocal
PST.
•
If you want the appointments to be saved on the Exchange server, select
Exchange PST.
5) Click Save.
Related Topics
Related Topics
• How to Enable or Disable Automatic Updating of the Presence Status via
Outlook Appointments
A31003-P3010-U103-15-7619, 01/2013
myPortal for Outlook, User Guide
29
Unified Communications
Presence Status and CallMe Service
5.1.1.7 How to Enable or Disable Screen Pops on Changing the Presence Status
Step by Step
1) Click on the Setup symbol.
2) Click on My Preferences > Notifications.
3) Select one of the following options:
•
If you want to enable screen pops on changing the Presence status,
select the check box Display tray pop when I change my presence.
•
If you want to disable screen pops on changing the Presence status, clear
the check box Display tray pop when I change my presence.
4) Click Save.
Related Topics
Related Topics
• Screen Pops
5.1.2 CallMe Service
The Call-Me service can be used to define any phone at an alternative workplace
as the Call-Me destination at which you can be reached through your own internal
phone number. You can use myPortal for Outlook at your alternative workplace
exactly as in the office and thus also make outgoing calls from the Call-Me
destination.
Inbound Calls
Inbound calls to your internal phone number are forwarded to your CallMe
destination. Your internal phone number is displayed to the caller. Unanswered
calls are forwarded to the voicemail box after 60 seconds.
Outbound Calls
For outbound calls with myPortal for Outlook, the communication system sets up
two connections. It first calls you at your Call-Me destination. If you answer the
call, the communication system then calls the desired destination and connects
you with it. Your internal phone number is displayed at the destination (One
Number Service).
Presence Status
When the Call-Me service is enabled, the message "Call-Me active" appears
in the display of your phone (not for analog and DECT phones). Other subscribers
will see your presence status as Office.
30
A31003-P3010-U103-15-7619, 01/2013
myPortal for Outlook, User Guide
Unified Communications
Presence Status and CallMe Service
Activation
You can activate the CallMe service manually. In addition, the CallMe service is
also reactivated by an automatic reset of the Presence status following an
absence, provided it was active earlier. Then following types of CallMe
destinations are not supported:
•
Group
•
Redirected telephone
Deactivation
The CallMe service remains active until your Presence status changes.
Related Topics
Related Topics
• Presence status
5.1.2.1 How to Enable the CallMe Service
Step by Step
1) Click on the symbol for the presence status and then click Office.
2) Click on the option Enable CallMe service.
3) Click on <No Number Selected>.
4) Set the call number of the Call-Me destination by one of the following
methods:
•
Select one of your additional call numbers from the drop-down list.
•
Enter a phone number in dialable format or in canonical format in the
drop-down list.
INFO: Do not enter a group or a redirected phone as the Call-Me
destination.
5) Click OK.
Related Topics
Related Topics
• Call Number Formats
•
How to Change the Presence Status to Absent
•
How to Enable or Disable Automatic Resetting of the Presence Status
•
How to Define an Additional Phone Number
A31003-P3010-U103-15-7619, 01/2013
myPortal for Outlook, User Guide
31
Unified Communications
Presence Status and CallMe Service
5.1.3 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.
You can configure status-based call forwarding for every Presence status except
Office, CallMe and 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.
Related Topics
Related Topics
• Presence status
•
Rule-Based Call Forwarding
•
How to Define an Additional Phone Number
5.1.3.1 How to Configure Status-based Call Forwarding
Prerequisites
•
You have configured at least one additional phone number.
Step by Step
1) Click on the Setup symbol.
2) Click on Call Rules > Forwarding Destinations.
3) Choose one of the following destinations in the column with the appropriate
Presence status in the drop-down list: None, Mobile, Assistant, External 1,
External 2, Home or Voicemail.
4) Click Save.
Related Topics
5.1.4 Rule-Based Call Forwarding
Rules-based call forwarding enables you to forward calls based on numerous
conditions and exceptions even more flexibly than with status-based call
forwarding, e.g., to forward calls from unknown contacts to your voicemail box.
In addition, rule-based call forwarding also supports:
•
Any destinations
•
Presence status Office, CallMe and Do Not Disturb
You can define rules are activate or deactivate them at any time by using the
Rules wizard. A rule can only be active if your phone has not been forwarded.
Status-based call forwarding (except to the voicemail box) overrides rule-based
call forwarding.
32
A31003-P3010-U103-15-7619, 01/2013
myPortal for Outlook, User Guide
Unified Communications
Presence Status and CallMe Service
When a call forwarding rule is active, its name appears on the display of your
telephone.
When an inbound call is received, the communication system checks the
applicability of the active rule in accordance with its sequential order in the Rules
wizard. Only the first applicable rule is executed. In this case, your phone will ring
once, and the communication system will then forward your call to the defined
destination.
You can define several types of conditions and exceptions (except when ...) in one
rule. However, you cannot define a condition with an exception of the same type.
For example, it is not possible to define a condition of the type "On certain
weekdays" together with an exception of the type "Except on certain weekdays".
Types of Conditions and Exceptions
•
(except) for certain Presence status
•
(except) from certain people (in the internal directory, external directory,
Outlook contacts or from any station number)
•
(except) when transferred to you from certain people (in the internal directory,
external directory, Outlook contacts or from any station number)
•
(except) from a certain type, i.e., internal, external or Unknown Contact
•
(except) on a certain date (also on multiple dates)
•
(except) on certain weekdays
•
(except) between a certain Start and End date
•
(except) between a certain Start and End time
Related Topics
Related Topics
• Presence status
•
Status-based Call Forwarding
5.1.4.1 How to Add a Call Forwarding Rule
Step by Step
1) Click on the Setup symbol.
2) Click on Call Rules > Rules Engine.
3) Click New.
4) Click Destination.
5) Enter the phone number in canonical or dialable format format and click OK.
6) Click Next.
A31003-P3010-U103-15-7619, 01/2013
myPortal for Outlook, User Guide
33
Unified Communications
Presence Status and CallMe Service
7) If you want to add a condition, enable the check box When ... in the
appropriate row and click in the lower area on the desired underlined details:
(Date Values, Weekdays, Type, People, Start Date, End Date, Start Time,
End Time or Presence Status) to specify the condition more precisely in the
next dialog.
8) Click Next.
9) If you want to add an exception, enable the check box Except when ... in the
appropriate row and click in the lower area on the desired underlined details
(Start Date, End Date, Date Values, Start Time, End Time, Weekdays,
People, Presence Status or Type) to specify the exception more precisely in
the next dialog.
10) Click Next twice.
11) Enter a name for the rule under Name for rule (max. 15 characters).
12) Select one of the following options:
•
If you want the rule to take effect immediately, enable the check box This
rule is active.
•
If you do not want the rule to take effect yet, clear the check box This rule
is active.
13) Click on Save twice.
Related Topics
Related Topics
• Call Number Formats
•
How to Edit a Call Forwarding Rule
•
How to Copy a Call Forwarding Rule
•
How to Rename a Call Forwarding Rule
•
How to Remove a Call Forwarding Rule
•
How to Change the Order of Call Forwarding Rules
5.1.4.2 How to Edit a Call Forwarding Rule
Step by Step
1) Click on the Setup symbol.
2) Click on Call Rules > Rules Engine.
3) Click on the relevant rule and then on Edit.
4) If you want to change the phone number, click in the lower area on the
underlined phone number and then enter the desired phone number in
canonical or dialable format and click OK.
5) Click Next.
6) Select one of the following options:
34
A31003-P3010-U103-15-7619, 01/2013
myPortal for Outlook, User Guide
Unified Communications
Presence Status and CallMe Service
•
If you want to add a condition, enable the check box When ... in the
appropriate row and click in the lower area on the desired underlined
details: (Date Values, Weekdays, Type, People, Start Date, End Date,
Start Time, End Time or Presence Status) to specify the condition more
precisely in the next dialog.
•
If you want to edit a condition, click in the lower area on the appropriate
underlined detail: (Date Values, Weekdays, Type, People, Start Date,
End Date, Start Time, End Time or Presence Status) to specify the
condition more precisely in the next dialog.
•
If you want to remove a condition, clear the When … check box in the
appropriate row.
7) Click Next.
8) Select one of the following options:
•
If you want to add an exception, enable the check box Except when ... in
the appropriate row and click in the lower area on the desired underlined
details (Start Date, End Date, Date Values, Start Time, End Time,
Weekdays, People, Presence Status or Type) to specify the exception
more precisely in the next dialog.
•
If you want to edit an exception, click in the lower area on the appropriate
underlined detail (Start Date, End Date, Date Values, Start Time, End
Time, Weekdays, People, Presence Status or Type) to specify the
exception more precisely in the next dialog.
•
If you want to remove an exception, clear the Except when … check box
in the appropriate row.
9) Click Next twice.
10) Select one of the following options:
•
If you want the rule to take effect immediately, enable the check box This
rule is active.
•
If you do not want the rule to take effect, clear the check box This rule is
active.
11) Click on Save twice.
Related Topics
Related Topics
• Call Number Formats
•
How to Add a Call Forwarding Rule
•
How to Copy a Call Forwarding Rule
•
How to Rename a Call Forwarding Rule
•
How to Remove a Call Forwarding Rule
•
How to Change the Order of Call Forwarding Rules
A31003-P3010-U103-15-7619, 01/2013
myPortal for Outlook, User Guide
35
Unified Communications
Presence Status and CallMe Service
5.1.4.3 How to Copy a Call Forwarding Rule
Step by Step
1) Click on the Setup symbol.
2) Click on Call Rules > Rules Engine.
3) Click on the relevant rule and then on Copy.
4) Enter a name for the new rule (max. 15 characters) and click OK.
5) Click Save.
Related Topics
Related Topics
• How to Add a Call Forwarding Rule
•
How to Edit a Call Forwarding Rule
•
How to Rename a Call Forwarding Rule
•
How to Remove a Call Forwarding Rule
•
How to Change the Order of Call Forwarding Rules
5.1.4.4 How to Rename a Call Forwarding Rule
Step by Step
1) Click on the Setup symbol.
2) Click on Call Rules > Rules Engine.
3) Click on the relevant rule and then on Rename.
4) Enter a new name for the new rule (max. 15 characters) and click OK.
5) Click Save.
Related Topics
Related Topics
• How to Add a Call Forwarding Rule
36
•
How to Edit a Call Forwarding Rule
•
How to Copy a Call Forwarding Rule
•
How to Remove a Call Forwarding Rule
•
How to Change the Order of Call Forwarding Rules
A31003-P3010-U103-15-7619, 01/2013
myPortal for Outlook, User Guide
Unified Communications
Presence Status and CallMe Service
5.1.4.5 How to Remove a Call Forwarding Rule
Step by Step
1) Click on the Setup symbol.
2) Click on Call Rules > Rules Engine.
3) Click on the relevant rule and then on Remove.
4) Click on Yes, followed by OK.
5) Click Save.
Related Topics
Related Topics
• How to Add a Call Forwarding Rule
•
How to Edit a Call Forwarding Rule
•
How to Copy a Call Forwarding Rule
•
How to Rename a Call Forwarding Rule
•
How to Change the Order of Call Forwarding Rules
5.1.4.6 How to Change the Order of Call Forwarding Rules
Step by Step
1) Click on the Setup symbol.
2) Click on Call Rules > Rules Engine.
3) Click on the rule that you want to move.
4) Select one of the following options:
•
If you want to move the rule up by one position in the order, click on Move
Up.
•
If you want to move the rule down by one position in the order, click on
Move Down.
5) Click Save.
Related Topics
Related Topics
• How to Add a Call Forwarding Rule
•
How to Edit a Call Forwarding Rule
•
How to Copy a Call Forwarding Rule
•
How to Rename a Call Forwarding Rule
•
How to Remove a Call Forwarding Rule
A31003-P3010-U103-15-7619, 01/2013
myPortal for Outlook, User Guide
37
Unified Communications
Directories and Journal
5.2 Directories and Journal
Directories, the Favorites List and the Journal organize contacts and calls.
Related Topics
5.2.1 Directories
Directories organize your contacts.
myPortal for Outlook works the following directories, which support the following
functions:
38
A31003-P3010-U103-15-7619, 01/2013
myPortal for Outlook, User Guide
Unified Communications
Directories and Journal
Symbol
Directory
Make
Call
Look up
caller
names
Send Instant
Message
Add to Favorites
List
Add to
Conference
Outlook Contacts
x
x
x (XMPP)
x
x
Internal directory (symbol for system
phones in accordance with current
Presence status)
x
x
x
x
x
x
x
-
x
x
x
x
-
x
x
Contains internal subscribers with their
Presence status (only system telephones)
and possibly their additional phone
numbers, provided the subscriber has
made these numbers visible to others.
When a subscriber is absent, you can see
the scheduled time of return in the Date /
Time column, provided that subscriber has
allowed his or her Presence status to be
visible to you. and any info text that may
have been entered by the subscriber are
also displayed.
External directory:
Contains contacts from a corporate
directory and possibly from the public
Exchange folder (not usable with
Office 365) and must be configured by the
administrator of the communication
system.
External offline directory:
Contains contacts from the LDAP
corporate directory and must be
configured by the administrator of the
communication system. The external
offline directory is only used for the search.
INFO: Phone numbers in directories should always be entered in
canonical format, if possible.
Contact Details
Depending on the directory involved, the List view of the contacts shows different
details from among those listed below: Extension, Date / Time, Last Name,
First Name, Mobile Ph., Assistant Ph., External, Home Ph. 1, Business Ph. 1,
Business Ph. 2, Fax Ph., E-mail, XMPP ID, Department, Site, Company and
CustomerID.
Simple Search
You can search the directories, including your Outlook contacts, by First Name,
Last Name or a call number. The directories are searched in the order shown in
the table above. The search can be conducted using whole words and also with
A31003-P3010-U103-15-7619, 01/2013
myPortal for Outlook, User Guide
39
Unified Communications
Directories and Journal
partial search terms such as a part of a station number, for example. The set
search options remain in effect for subsequent searches. Al search terms used
are saved. You can optionally delete the list of search terms used.
Advanced Search
You can selectively search in the Title, First Name, Last Name, Company,
Extension, Company Ph., Business Ph. 1, Business Ph. 2, Home Ph. 1,
Home Ph. 2, Mobile Number and E-mail fields and limit the maximum number
of hits.
Sorting
You can sort the contacts of a directory by any column in ascending or descending
alphanumeric order. The sorting of a directory is retained even after the directory
is closed.
Zooming in on an Entry
You can zoom in on a specific entry one character at a time in the column by which
the entries are sorted. For example, you could jump to the first Last Name starting
with "Sen" one letter at a time. This method can also be used in the results of a
search.
Related Topics
Related Topics
• User Interface Elements
•
How to Pick up a Call for Another Subscriber
•
How to Make a Call from the Directory
•
How to Enable or Disable the Opening of Outlook Contacts on Inbound Calls
•
How to Send an Instant Message
•
How to Add a Contact to the Favorites List
•
How to Add Contacts from the Journal to Outlook Contacts
•
How to Add Conference Participants
•
Favorites List
•
Screen Pops
•
Presence status
•
Configuration
5.2.1.1 How to Search in Directories
Step by Step
1) Click on the Directories symbol, followed by Find.
2) If necessary, click on Options to display the Search options.
3) Select one of the following Search options:
40
A31003-P3010-U103-15-7619, 01/2013
myPortal for Outlook, User Guide
Unified Communications
Directories and Journal
•
If you want to search for a full word, enable the Match Full Word check
box.
•
If you want to search for a part of a word, clear the Match Full Word
check box.
4) If necessary, click on Advanced to switch between simple and advanced
searches.
5) Select one of the following options:
•
If you want to perform a simple search, enter a search term in the dropdown list and click Find. If your search returns a result,
myPortal for Outlook will display a hit list.
•
If you want to perform an advanced search, click on Advanced, enter a
search term in the appropriate field and click Find. If your search returns
a result, myPortal for Outlook will display a hit list.
6) To abort an ongoing search, click Stop.
7) To delete the list of search terms used, click Clear History.
8) Click Close.
Related Topics
Related Topics
• How to Add a Contact to the Favorites List
5.2.1.2 How to Perform a Quick Search by Name
Step by Step
›
Enter a name as the search term in the drop-down list for phone numbers and
press the Enter key.
INFO: In Outlook 2010, click on the Dial button (instead of
pressing the Enter key).
Related Topics
5.2.1.3 How to Sort a Directory
Step by Step
1) Click on the Directories symbol and then on the desired directory, e.g.,
Internal.
2) Click on one of the column titles, e.g., Last Name, to sort the contacts by this
criterion in ascending alphanumeric order.
3) If you want to reverse the sort order, click again on column header.
A31003-P3010-U103-15-7619, 01/2013
myPortal for Outlook, User Guide
41
Unified Communications
Directories and Journal
4) To jump to the first entry in the sorted column that begins with a specific
character, click on any contact in the directory and enter the desired
character.
Related Topics
Related Topics
• How to Zoom in on an Entry
5.2.1.4 How to Zoom in on an Entry
Prerequisites
•
The list is sorted by the column containing an item that you want to zoom in
on.
›
Enter the first character of the desired hit.
Step by Step
Related Topics
Related Topics
• How to Sort a Directory
•
Journal
•
How to Sort the Journal
5.2.1.5 How to Enable or Disable Searching for Caller Names in Outlook Contacts
Prerequisites
•
You are working under Windows.
•
Your administrator has configured the Exchange Calendar Integration.
•
You have specified a valid MS Exchange e-mail address in
myPortal for Outlook.
Step by Step
1) Click on the Setup symbol.
2) Click on My Preferences > Outlook Connectivity.
3) Select one of the following options:
•
42
If you want to enable the search for caller names in Outlook contacts,
select the check box under The following outlook storage locations
will be used when searching for caller information and enter the folder
name with the desired contacts on the right, e.g., \\Mailbox Dubios, Natalie\Contacts.
A31003-P3010-U103-15-7619, 01/2013
myPortal for Outlook, User Guide
Unified Communications
Directories and Journal
•
If you want to disable the search for caller names in Outlook contacts,
clear the check box under The following outlook storage locations will
be used when searching for caller information.
4) Click Save.
Related Topics
5.2.2 Favorites List
The Favorites list provides you with a constant view of selected contacts. These
contacts can also be called very easily directly from the Favorites list. All internal
subscribers with system telephones and external XMPP communication partners
are shown together with their Presence status and can be contacted via instant
messaging.
You can add contacts from all directories as well as the Outlook contacts to the
Favorites list. For favorites that do not come from the internal directory, instead of
the symbol for the Presence status, the symbol for the source of the contact is
displayed.
The Favorites list manages contacts in groups. Groups may, in turn, contain
further groups. The contacts in all groups can be sorted by First Name, Last Name
or their original sorting order.
When an internal subscriber is absent, you can determine the scheduled time of
his or her return by positioning the mouse pointer over the entry for that
subscriber, provided the subscriber has allowed his or her Presence status to be
visible to you.
For favorites with multiple phone numbers, you can specify a default number with
which the contact is to be called. The default phone number of a favorite can be
determined in the context menu from the symbol with the activated check box.
The Favorites list appears in the upper left corner of the screen by default. In a
minimized state, it is displayed as "my Favorites" in the task bar.
The Favorites list provides several display options. These options can be set via
the context menu of the icon in the top left corner of the Favorites list.
Displaying the Favorites List
You can enable or disable the display of the Favorites list at any time.
Always On Top
You can optionally choose to have the Favorites list permanently displayed in the
foreground, i.e., Always On Top, and then hide it by simply minimizing the window
and show it again via the tray icon. The tray icon of Favorites list contains a
context menu.
Auto Hide
Alternatively, you can also use the auto-hide feature to make the Favorites list
disappear and appear automatically as soon as you move the mouse pointer
away from it or return the mouse pointer to the vertical edge of the hidden
Favorites list on the screen. When you use this feature, the Favorites list is
A31003-P3010-U103-15-7619, 01/2013
myPortal for Outlook, User Guide
43
Unified Communications
Directories and Journal
docked to the left or right edge of the screen. In addition, the option Favorites are
always on top is automatically enabled. For multiple displays, the function is only
available on the primary display.
Transparency
You can also have the Favorites list dimmed to a half-transparent state and
subsequently displayed again normally as soon as you move the mouse pointer
away from it or return the mouse pointer to it.
Related Topics
Related Topics
• User Interface Elements
•
How to Pick up a Call for Another Subscriber
•
How to Create a Favorites List
•
Directories
•
How to Make a Call from the Favorites List
•
How to Add Conference Participants
•
How to Send an Instant Message
•
Presence status
•
Configuration
5.2.2.1 How to Add a Group to the Favorites List
Step by Step
1) Right-click in a free area of the Favorites list to open the context menu and
select Add Favorite Group.
2) Enter the desired name for the group in the input field.
3) Click OK.
Next steps
Add contacts to the Favorites list.
Related Topics
Related Topics
• How to Add a Contact to the Favorites List
44
•
How to Delete a Group from the Favorites List
•
How to Rename a Group in the Favorites List
A31003-P3010-U103-15-7619, 01/2013
myPortal for Outlook, User Guide
Unified Communications
Directories and Journal
5.2.2.2 How to Rename a Group in the Favorites List
Step by Step
1) Click on Rename Group in the context menu for the relevant group name in
the Favorites list.
2) Enter the desired name for the group in the input field.
3) Click OK.
Related Topics
Related Topics
• How to Add a Group to the Favorites List
•
How to Delete a Group from the Favorites List
5.2.2.3 How to Delete a Group from the Favorites List
Step by Step
›
Click on Remove Favorite Group in the context menu for the relevant group
name in the Favorites list.
Related Topics
Related Topics
• How to Add a Group to the Favorites List
•
How to Rename a Group in the Favorites List
5.2.2.4 How to Add a Contact to the Favorites List
Prerequisites
•
The Favorites list contains at least one group.
Step by Step
1) Select one of the following options:
•
Click on the Directories symbol and then on Internal or External.
•
Search the directories; see How to Search in Directories for details.
•
Click on the Contacts folder in Outlook.
2) Drag the desired contact to the Favorites list.
Related Topics
Related Topics
• Directories
•
A31003-P3010-U103-15-7619, 01/2013
myPortal for Outlook, User Guide
How to Search in Directories
45
Unified Communications
Directories and Journal
•
How to Specify a Default Number for a Favorite
•
How to Add a Group to the Favorites List
•
How to Delete a Contact from the Favorites List
5.2.2.5 How to Delete a Contact from the Favorites List
Step by Step
›
Click on Remove Favorite in the context menu for the relevant contact in the
Favorites list.
Related Topics
Related Topics
• How to Add a Contact to the Favorites List
5.2.2.6 How to Change the Sorting of the Favorites List
Step by Step
›
Right-click in a free area of the Favorites list to open the context menu and
select one of the following entries:
•
Sort By First Name
•
Sort By Last Name
•
Sort By User Define for the original sorting order.
Related Topics
5.2.2.7 How to Specify a Default Number for a Favorite
Step by Step
1) Click on Select Phone Number in the context menu for the relevant contact
in the Favorites list.
2) Select the phone number that you want to use as the default number for this
favorite from the drop-down list.
3) Click OK.
Related Topics
Related Topics
• How to Add a Contact to the Favorites List
•
46
How to Make a Call from the Favorites List
A31003-P3010-U103-15-7619, 01/2013
myPortal for Outlook, User Guide
Unified Communications
Directories and Journal
5.2.2.8 How to Enable or Disable the Favorites List Display
Step by Step
1) Click on the Setup symbol.
2) Click on My Preferences > Appearance.
3) Select one of the following options:
•
If you want the Favorites list to be displayed, enable the Display
Favorites check box.
•
If you do not want the Favorites list tom be displayed, clear the Display
Favorites check box.
4) Click Save.
Related Topics
Related Topics
• How to Create a Favorites List
•
How to Enable or Disable Automatic Hiding of the Favorites List
•
How to Enable or Disable the "Always on Top" Setting of the Favorites List
•
How to Enable or Disable the Dimming of Unused Favorites on Exiting
5.2.2.9 How to Enable or Disable Automatic Hiding of the Favorites List
Automatic hiding of the Favorites list should not be enabled on a Citrix client,
since the client UI will otherwise also be hidden.
Step by Step
1) Click on the Setup symbol.
2) Click on My Preferences > Appearance.
3) Select one of the following options in the Auto Hide drop-down list:
•
If you want the Favorites list to be automatically hidden, select Hide to the
left or Hide to the right.
•
If you do not want the Favorites list to be automatically hidden, select Do
not hide.
4) Click Save.
Related Topics
Related Topics
• How to Create a Favorites List
•
How to Enable or Disable the Favorites List Display
•
How to Enable or Disable the "Always on Top" Setting of the Favorites List
•
How to Enable or Disable the Dimming of Unused Favorites on Exiting
A31003-P3010-U103-15-7619, 01/2013
myPortal for Outlook, User Guide
47
Unified Communications
Directories and Journal
5.2.2.10 How to Enable or Disable the "Always on Top" Setting of the Favorites List
Step by Step
1) Click on the Setup symbol.
2) Click on My Preferences > Appearance.
3) Select one of the following options:
•
If you want the Favorites list to be always displayed in the foreground,
enable the check box Always On Top.
•
If you do not want the Favorites list to be always displayed in the
foreground, clear the check box Always On Top.
4) Click Save.
Related Topics
Related Topics
• How to Create a Favorites List
•
How to Enable or Disable the Favorites List Display
•
How to Enable or Disable Automatic Hiding of the Favorites List
•
How to Enable or Disable the Dimming of Unused Favorites on Exiting
5.2.2.11 How to Enable or Disable the Dimming of Unused Favorites on Exiting
Step by Step
1) Click on the Setup symbol.
2) Click on My Preferences > Appearance.
3) Select one of the following options:
•
If you want to dim the unused Favorites list, enable the check box Fade
Favorites Away.
•
If you do not want to dim the unused Favorites list, clear the check box
Fade Favorites Away.
4) Click Save.
Related Topics
Related Topics
• How to Create a Favorites List
48
•
How to Enable or Disable the Favorites List Display
•
How to Enable or Disable Automatic Hiding of the Favorites List
•
How to Enable or Disable the "Always on Top" Setting of the Favorites List
A31003-P3010-U103-15-7619, 01/2013
myPortal for Outlook, User Guide
Unified Communications
Directories and Journal
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:
•
Open
Contains the unanswered missed calls for which a call number was
transmitted. As soon as you answer one of these calls, all associated entries
with that call number are dropped from the list.
•
All calls
•
Missed
INFO: If you want to be notified about missed calls via screen
pops, disable the "close tray pop on call termination" function.
•
Accepted
•
Internal
•
External
•
Inbound
•
Outbound
•
Scheduled
Contains all the calls that you have scheduled for specific dates/times. The
Scheduled Calls feature is not available to Contact Center agents. In order for
the communication system to execute a scheduled call, myPortal for Outlook
must be open at the scheduled time; your presence status must be Office or
CallMe, and you must confirm the execution of the call in a dialog. If you are
busy at the time the scheduled call is to be made, the communication system
defers the scheduled call until you are free again. myPortal for Outlook
informs you of any pending scheduled calls on exiting the program. On
starting the application, myPortal for Outlook notifies you about any
scheduled calls for which the scheduled time has elapsed. You can then either
delete such calls or save them with a new scheduled time.
Grouped by time period
The calls in all folders are grouped by the same criterion, as selected by you:
•
Date (for example: Today, Yesterday, etc., Last Week, 2 Weeks Ago, 3
Weeks Ago, Last Month and Older)
•
Phone number
•
Last Name,First Name
•
First Name, Last Name
•
Company
The number of Journal entries contained in the group is displayed on the right of
the group designation in parentheses.
A31003-P3010-U103-15-7619, 01/2013
myPortal for Outlook, User Guide
49
Unified Communications
Directories and Journal
Call Details
Every call is shown with the date and time 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 Company, then this information is also shown. In addition, the
Direction, Duration and Call Complete columns are also displayed in most
folders.
Direction
Meaning
Inbound
Outbound
Call Complete
Meaning
The call was successful or was answered.
Sorting
You can sort the calls in the Journal by any column (except Direction) in
ascending or descending alphanumeric order. The direction in which the triangle
at a column header is pointing indicates the ascending or descending order. The
sorting of the Journal is retained even after it is closed.
Zooming in on an Entry
You can zoom in on a specific entry one character at a time in the column by which
the entries are sorted. For example, you could jump to the first Last Name starting
with "Sen" one letter at a time. This method can also be used in the results of a
search.
Retention Period
The communication system saves a record of the calls in the Journal for a
maximum period of time, which can be configured by the administrator. As a
subscriber, you can reduce this time. After the retention period expires, the
communication system automatically deletes all associated entries.
Export
You can export the log data for the current day manually or automatically to a CSV
file. The automatic export is performed:
•
on exiting
•
at midnight, provided is active
The file is named according to the scheme <phone number>-<yyyymmdd>.csv. If
the file already exists, the data is appended to it. The file contains the journal data
of all call types except Open and Scheduled in the following fields: Start Date,
Start Time, End Date, End Time, From, To, First Name, Last Name, Company,
Direction, Duration, Status and Domain.
50
A31003-P3010-U103-15-7619, 01/2013
myPortal for Outlook, User Guide
Unified Communications
Directories and Journal
Related Topics
Related Topics
• User Interface Elements
•
How to Make a Call from the Journal
•
How to Zoom in on an Entry
•
How to Enable or Disable the Closing of Screen Pops at the End of a Call
•
Presence status
5.2.3.1 How to Sort the Journal
Step by Step
1) Click on the Journal symbol.
2) Click on one of the groups: Open, All Calls, Missed, Answered, Internal,
External, Inbound, Outbound or Scheduled.
3) If required, click on the triangle on the left of the relevant group to expand the
associated Journal entries.
4) Click on one of the column titles, e.g., Last Name, to sort the Journal entries
by this criterion in ascending alphanumeric order.
5) If you want to reverse the sort order, click again on column header.
Related Topics
Related Topics
• How to Group Journal Entries
•
How to Zoom in on an Entry
5.2.3.2 How to Group Journal Entries
Step by Step
1) Click on the Journal symbol.
2) Click on one of the groups: Open, All Calls, Missed, Answered, Internal,
External, Inbound or Outbound.
3) Select one of the following options in the context menu of any column header:
A31003-P3010-U103-15-7619, 01/2013
myPortal for Outlook, User Guide
•
Group By: Date
•
Group By: Phone Number
•
Group By: Last Name, First Name
•
Group By: First Name, Last Name
•
Group By: Company
51
Unified Communications
Directories and Journal
4) Click on the triangle on the left of the relevant group to expand the associated
Journal entries.
Related Topics
Related Topics
• How to Sort the Journal
5.2.3.3 How to Delete Journal Entries
Step by Step
1) Click on the Journal symbol.
2) Click on one of the groups: Open, All Calls, Missed, Answered, Internal,
External, Inbound or Outbound.
3) If required, double-click on the triangle on the left of the relevant group to
expand the associated Journal entries.
4) Select one of the following options:
•
If you want to delete an entry, click on the relevant entry.
•
If you want to delete multiple entries in a group, select the relevant entries.
•
If you want to delete all entries in a group, click on the relevant group.
•
If you want to delete all entries in multiple groups, select the relevant
groups.
•
If you want to delete all entries in all groups, select all groups.
5) Select Delete in the context menu.
6) Click Yes.
Related Topics
Related Topics
• How to Change the Retention Period for Journal Entries
5.2.3.4 How to Change the Retention Period for Journal Entries
Step by Step
1) Click on the Setup symbol.
2) Click on My Preferences > Miscellaneous.
3) Enter the desired retention period in days in the Keep call history for field.
4) Click Save.
52
A31003-P3010-U103-15-7619, 01/2013
myPortal for Outlook, User Guide
Unified Communications
Directories and Journal
Related Topics
Related Topics
• How to Delete Journal Entries
5.2.3.5 How to Add a Scheduled Call
Prerequisites
•
You are not an agent of the Contact Center.
Step by Step
1) Click on the Journal symbol.
2) Click on the Scheduled group.
3) Click New.
4) Select one of the following options:
•
Enter the phone number in dialable format or in canonical format in the
Phone Number drop-down list.
•
Select a phone number from the Phone Number drop-down list and
press the Enter key.
5) Under Schedule Time, select the time from the list box and the date from
calendar control.
6) If you want to add a text to the scheduled call, enter it in the Notes field.
7) Click OK.
INFO: Alternatively, you can also schedule a call for a party you
cannot reach at the moment for a later point in time directly from
the screen pop of the call.
Related Topics
Related Topics
• How to Edit a Scheduled Call
•
How to Clear a Scheduled Call
•
Screen Pops
5.2.3.6 How to Edit a Scheduled Call
Prerequisites
•
A31003-P3010-U103-15-7619, 01/2013
myPortal for Outlook, User Guide
You are not an agent of the Contact Center.
53
Unified Communications
Directories and Journal
Step by Step
1) Click on the Journal symbol.
2) Click on the Scheduled group.
3) Click on the relevant entry.
4) Click Edit.
5) Select one of the following options:
•
Enter the phone number in dialable format or in canonical format in the
Phone Number drop-down list.
•
Select a phone number from the Phone Number drop-down list and
press the Enter key.
6) Under Schedule Time, select the time from the list box and the date from
calendar control.
7) If you want to add a text to the scheduled call, enter it in the Notes field.
8) Click OK.
Related Topics
Related Topics
• How to Add a Scheduled Call
•
How to Clear a Scheduled Call
5.2.3.7 How to Clear a Scheduled Call
Prerequisites
•
You are not an agent of the Contact Center.
Step by Step
1) Click on the Journal symbol.
2) Click on the Scheduled group.
3) Click on the relevant entry.
4) Click Delete.
Related Topics
Related Topics
• How to Add a Scheduled Call
•
54
How to Edit a Scheduled Call
A31003-P3010-U103-15-7619, 01/2013
myPortal for Outlook, User Guide
Unified Communications
Directories and Journal
5.2.3.8 How to Add Contacts from the Journal to Outlook Contacts
Step by Step
1) Click on the Journal symbol.
2) Click on one of the groups: Open, All Calls, Missed, Answered, Internal,
External, Inbound or Outbound.
3) If required, double-click on the triangle on the left of the relevant group to
expand the associated Journal entries.
4) Click on the relevant entry.
5) Select Copy to personal in the context menu.
Next steps
Save the contact in Outlook.
Related Topics
Related Topics
• Directories
5.2.3.9 How to Configure the Journal Export
Use the following steps to
•
specify the storage location for manually and automatically exported journal
data
•
control the automatic export of the journal
Step by Step
1) Click on the Setup symbol.
2) Click on My Preferences > Miscellaneous.
3) Click Browse.
4) Select the desired folder and click Save.
5) Select one of the following options:
•
If you want to activate the automatic export, select the Enable export
check box.
•
If you want to deactivate the automatic export, clear the Enable export
check box.
6) Click Save.
Related Topics
A31003-P3010-U103-15-7619, 01/2013
myPortal for Outlook, User Guide
55
Unified Communications
Calls
5.2.3.10 How to Export the Journal Manually
Prerequisites
You have specified a location for the exported journal data.
•
Step by Step
1) Click on the Journal symbol.
2) Click Export.
3) Click OK.
Related Topics
5.3 Calls
For calls, convenient features such as a desktop dialer, screen pops and the
option to record calls and conferences are available to subscribers.
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.
56
A31003-P3010-U103-15-7619, 01/2013
myPortal for Outlook, User Guide
Unified Communications
Calls
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
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
Related Topics
• How to Dial a Number Manually
•
Desktop Dialer and Clipboard Dialer (Windows)
•
How to Enable the CallMe Service
•
How to Add a Call Forwarding Rule
•
How to Edit a Call Forwarding Rule
•
How to Edit a Profile for the Personal AutoAttendant
•
How to Configure and Initiate an Ad-hoc Conference
•
How to Configure a Scheduled Conference
•
How to Configure a Permanent Conference
•
How to Enable or Disable the Notification by Phone
•
How to Define an Additional Phone Number
5.3.2 Call Functions
You can control call functions with myPortal for Outlook, e.g., accept calls or pick
up calls for another subscriber. You can also dial phone numbers directly from the
journal, the favorites list, a directory, an Outlook contact or from the Outlook
Inbox. The call functions can be controlled both in screen pops and in the menu
bar of myPortal for Outlook.
Related Topics
Related Topics
• Desktop Dialer and Clipboard Dialer (Windows)
•
A31003-P3010-U103-15-7619, 01/2013
myPortal for Outlook, User Guide
Screen Pops
57
Unified Communications
Calls
5.3.2.1 How to Answer a Call
Step by Step
›
Select one of the following options:
INFO: In the case of an analog or DECT phone, you must lift the
handset.
•
In the screen pop, click on the Answer symbol.
•
Click on Answer in the tool bar of myPortal for Outlook.
Related Topics
Related Topics
• How to Enable or Disable Screen Pops on Inbound Calls
5.3.2.2 How to Pick up a Call for Another Subscriber
Step by Step
›
Select one of the following options:
•
Click in the Favorites list on the subscriber being called and select Call
Pickup from the context menu.
•
Click on the Directories symbol, then on Internal, and then on the
subscriber being called, and select Call Pickup from the context menu.
Related Topics
Related Topics
• Directories
•
Favorites List
5.3.2.3 How to Redirect a Call to your Voicemail Box
Step by Step
›
Select one of the following options:
•
In the screen pop, click on the Forward symbol.
•
In the toolbar of myPortal for Outlook, click on Forward.
Related Topics
Related Topics
• How to Enable or Disable Screen Pops on Inbound Calls
•
58
Voicemail box
A31003-P3010-U103-15-7619, 01/2013
myPortal for Outlook, User Guide
Unified Communications
Calls
5.3.2.4 How to Dial a Number Manually
Step by Step
›
Select one of the following options:
•
Enter the phone number in canonical or dialable format in the drop-down
list for phone numbers and press the Enter key.
INFO: In Outlook 2010, click on the Dial button (instead of
pressing the Enter key).
•
Select a phone number from the drop-down list for phone numbers and
press the Enter key.
Related Topics
Related Topics
• User Interface Elements
•
Call Number Formats
5.3.2.5 How to Make a Call from the Directory
Step by Step
1) Click on the Directories symbol and then on the desired directory, for
example: Internal.
2) Select one of the following options:
•
Double-click in the relevant directory entry on the desired station number.
•
Click in the context menu of the relevant directory entry on the desired
station number.
Related Topics
Related Topics
• Directories
5.3.2.6 How to Make a Call from the Favorites List
Step by Step
1) If required, click on the triangle on the left of the relevant group to expand the
associated entries in the Favorites list.
2) Select one of the following options:
•
A31003-P3010-U103-15-7619, 01/2013
myPortal for Outlook, User Guide
If you want to use the standard phone number of the Favorites, doubleclick on the relevant subscriber.
59
Unified Communications
Calls
•
If you want to use any other number of the Favorites, click in the context
menu of the relevant subscriber on the desired station number.
Related Topics
Related Topics
• Favorites List
•
How to Specify a Default Number for a Favorite
5.3.2.7 How to Make a Call from the Journal
Step by Step
1) Click on the Journal symbol.
2) Click on one of the folders: Open, All Calls, Missed, Answered, Internal,
External, Inbound or Outbound.
3) If required, click on the triangle on the left of the relevant group to expand the
associated Journal entries.
4) Select one of the following options:
•
Double-click on the relevant Journal entry.
•
Click in the context menu of the relevant Journal entry on the desired
station number.
Related Topics
Related Topics
• Journal
5.3.2.8 How to Call an Outlook Contact
Step by Step
1) Click on the desired contact under Contacts in Outlook.
INFO: Alternatively, you can open the Outlook contact and
perform steps 2 through 3 in the tool bar of the Outlook contact.
2) Select the desired phone number for this contact from the drop-down list for
phone numbers in the tool bar for myPortal for Outlook (the Business phone
number is the default).
INFO: Do not use the Dialing Aid phone icon or the Call Contact
menu item in the Outlook contacts.
3) Instead, click on Dial in the tool bar of myPortal for Outlook.
60
A31003-P3010-U103-15-7619, 01/2013
myPortal for Outlook, User Guide
Unified Communications
Calls
Related Topics
Related Topics
• User Interface Elements
5.3.2.9 How to Place a Call on Hold
Step by Step
1) In the toolbar of myPortal for Outlook, click on the Hold symbol.
2) When you want to resume (unhold) the call, click on the Reconnect symbol.
Related Topics
Related Topics
• How to Enable or Disable Screen Pops on Outbound Calls
5.3.2.10 How to Record a Call or a Conference
Prerequisites
•
Live recording is enabled in the communication system.
•
You are currently conducting a call or participating in a conference as a
conference controller.
Step by Step
1) In the screen pop, click on the Record symbol.
2) If you want to stop the recording before the call ends, click on the Stop Live
Recording symbol.
Related Topics
Related Topics
• How to Enable or Disable Screen Pops on Inbound Calls
•
How to Enable or Disable Screen Pops on Outbound Calls
•
Ad-hoc Conference
•
Scheduled Conference
5.3.2.11 How to Start Web Collaboration During a Call
Step by Step
›
A31003-P3010-U103-15-7619, 01/2013
myPortal for Outlook, User Guide
In the screen pop, click on the Web Collaboration symbol.
61
Unified Communications
Calls
Related Topics
Related Topics
• Screen Pops
•
Web Collaboration Integration
5.3.2.12 How to End a Call
Step by Step
›
Select one of the following options:
INFO: In the case of an analog or DECT phone, you must hang
up the handset.
•
Only when conducting an incoming call: Click on the Hang Up symbol in
the Inbound Call screen pop.
•
In the toolbar of myPortal for Outlook, click on the Hang Up symbol.
Related Topics
Related Topics
• How to Enable or Disable Screen Pops on Inbound Calls
•
How to Enable or Disable Screen Pops on Outbound Calls
5.3.3 Desktop Dialer and Clipboard Dialer (Windows)
Using the Desktop Dialer and Clipboard Dialer, you can call a selected destination
or a destination copied to the Windows clipboard from many Windows
applications such as an editor or an Outlook e-mail.
Depending on the type of string used, the Dialer works as follows:
•
A phone number in canonical format is dialed directly.
•
A station number in dialable format is dialed directly if the communication
system can decide whether an internal or external destination is involved.
Otherwise, the user is asked to make the appropriate selection.
•
A string containing letters is searched in the directories as a first name or
company.
Windows applications that were implemented with standard Windows-compliant
components usually support the Desktop Dialer and Clipboard Dialer, but 16-bit
applications do not.
Related Topics
Related Topics
• Call Number Formats
62
A31003-P3010-U103-15-7619, 01/2013
myPortal for Outlook, User Guide
Unified Communications
Calls
•
Call Functions
5.3.3.1 How to Make a Call via the Desktop Dialer or Clipboard Dialer
Prerequisites
•
You have selected the desired string (Desktop Dialer) or the desired string is
present in the Windows clipboard (Clipboard Dialer).
INFO: For applications that do not support the Desktop Dialer,
such as Microsoft Office 2010 64-bit, you can try the Clipboard
Dialer instead.
Step by Step
1) Select one of the following options:
•
If you want to use the Desktop Dialer, press the key/mouse combination
configured for it (Ctrl + right mouse button by default). If the string is a
phone number, it is dialed.
•
If you want to use the Clipboard Dialer, press the key combination
configured for it (Shift + Ctrl + D by default). If the string is a phone
number, it is dialed.
INFO: If you want to cancel the dialing of a number, click within
five seconds in the Desktop Dialing screen pop on the Close
symbol.
2) If the string contains letters, click in the Search results in the Search
Directories window on the number to be dialed in the context menu of the
desired contact.
Related Topics
Related Topics
• How to Change the Key Combination for the Desktop Dialer or Clipboard
Dialer
5.3.3.2 How to Enable or Disable the Desktop Dialer or Clipboard Dialer
Step by Step
1) Click on the Setup symbol.
2) Click on My Preferences > Hot Keys.
3) Select one of the following options:
A31003-P3010-U103-15-7619, 01/2013
myPortal for Outlook, User Guide
63
Unified Communications
Calls
•
If you want to enable the Desktop Dialer, select the Hot Key Enabled
check box for via Desktop.
•
If you want to disable the Desktop Dialer, clear the Hot Key Enabled
check box for via Desktop.
4) Select one of the following options:
•
If you want to enable the Clipboard Dialer, select the Hot Key Enabled
check box for via Clipboard.
•
If you want to disable the Clipboard Dialer, clear the Hot Key Enabled
check box for via Clipboard.
5) Click Save.
Related Topics
5.3.3.3 How to Change the Key Combination for the Desktop Dialer or Clipboard Dialer
Follow these steps if the configured key combination does not start the Dialer.
Step by Step
1) Click on the Setup symbol.
2) Click on My Preferences > Hot Keys.
3) Select one of the following options:
4)
•
If you want to change the key combination for the Desktop Dialer, click in
the rectangular box for via Desktop.
•
If you want to change the key combination for the Clipboard Dialer, click
in the rectangular box for via Clipboard.
Select one of the following options:
•
If you want to change the key/mouse combination for the Desktop Dialer,
hold down one or more of the Shift, Ctrl and Alt keys and then click
the additional mouse button desired.
•
If you want to change the key combination for the Clipboard Dialer, hold
down one or more of the Shift, Ctrl and Alt keys and then press the
additional key desired for the key combination.
5) Click Save.
After this, the key combination defined in step 3 can be used to start the Dialer.
Related Topics
Related Topics
• How to Make a Call via the Desktop Dialer or Clipboard Dialer
5.3.4 Screen Pops
Screen pops (also called tray pops or pop-up windows) offer you convenient ways
to respond to incoming calls or new voicemails with a single click, for example.
64
A31003-P3010-U103-15-7619, 01/2013
myPortal for Outlook, User Guide
Unified Communications
Calls
A screen pop appears in the lower right corner of the screen and additional popups, if required, appear above it. There are many types of screen pops, some of
which you can activate or deactivate yourself. Some buttons in the screen pops
change, depending on the situation. You can control functions in screen pops via
the keyboard (TAB or arrow keys and Enter). You can also minimize screen pops
to an icon on the task bar.
INFO: The Windows task bar on a Citrix server client should only
be operated at 1 height unit so that pop-ups remain visible and
easily accessible
Screen Pop for Incoming Call
Screen pops show the caller's phone number and name (if the name details are
available in a directory). The directories are searched in the following order:
Outlook Contacts, Internal Directory, External Offline Directory and External
Directory. The first hit, if found, is shown in the screen pop. You can select
whether myPortal for Outlook should close these screen pops at the end of a call.
The following functions are available:
Symbol
Function
• During incoming call: Accept (pick up)
• During ongoing call: Hang Up
Forward to voicemail box
Record (if enabled in the system)
E-mail to the communication partner
XMPP to the communication partner; the presence status of the
communication partner is displayed if available
Web collaboration
Opening Outlook Contacts for Incoming Calls
You can select whether myPortal for Outlook should open the appropriate
Outlook contact for an inbound call. If there is no Outlook contact for the call
number involved, a new Outlook contact with this call number is created. You can
then add further details to this contact and save it.
INFO: In order for an Outlook contact to be opened for an
incoming call, the number contained in it must not have any other
character in the last three digits.
A31003-P3010-U103-15-7619, 01/2013
myPortal for Outlook, User Guide
65
Unified Communications
Calls
Closing Screen Pops on Call Termination
You can have screen pops (also called tray pops) automatically closed at the end
of a call. If you want to be notified about missed calls by a screen pop, deactivate
this function. As soon as more than three screen pops are opened for calls, they
are minimized and shown as icons on the task bar.
Screen Pop for New Voicemails
Screen pops show the caller's phone number and name (if the name details are
available in a directory) as well as the date and time the call was received. The
following functions are available:
•
Play through phone
•
Play through speakers and Pause
•
E-mail
•
Instant Messaging
Screen Pop for new Fax Message
This screen pop shows the sender's phone number and name (if the name details
are available in a directory) as well as the date and time the call was received. It
is always enabled: The following functions are available:
Symbol
Function
View
Close
Screen Pop after Sending a Fax Message
This screen pop shows the date and time as well as the number of successful or
failed transmissions. This type of screen pop only appears if myPortal for Outlook
is open when sending fax messages. The following functions are available:
Symbol
Function
View
Close
Screen Pop with Overview on Starting myPortal for Outlook
This screen pop appears on starting myPortal for Outlook and shows an overview
with the respective number of:
•
New voicemails
•
New Fax messages
•
Open calls
You can jump to the specific details by clicking on each item.
66
A31003-P3010-U103-15-7619, 01/2013
myPortal for Outlook, User Guide
Unified Communications
Calls
If your presence status is not Office, you will receive a corresponding message.
Screen Pop on Overdue Presence Status
The screen pop is displayed if your presence status is not Office, and the
scheduled time of your return has passed. If you close the screen pop, it will
reappear after one hour if your presence status is still overdue. The following
functions are available:
Symbol
Function
Change the presence status to Office
Close
Related Topics
Related Topics
• User Interface Elements
•
Call Functions
•
Directories
•
How to Add a Scheduled Call
•
How to Enable or Disable Screen Pops on Changing the Presence Status
•
Instant Messaging (UC Suite)
•
Voicemail box
•
Fax Box
•
How to Start Web Collaboration During a Call
5.3.4.1 How to Enable or Disable Screen Pops on Inbound Calls
Step by Step
1) Click on the Setup symbol.
2) Click on My Preferences > Notifications.
3) Select one of the following options:
•
If you want to enable screen pops on inbound calls, select the check box
Display tray pop on inbound calls.
•
If you want to disable screen pops on inbound calls, clear the check box
Display tray pop on inbound calls.
4) Click Save.
Related Topics
Related Topics
• How to Answer a Call
A31003-P3010-U103-15-7619, 01/2013
myPortal for Outlook, User Guide
67
Unified Communications
Calls
•
How to Redirect a Call to your Voicemail Box
•
How to Record a Call or a Conference
•
How to End a Call
5.3.4.2 How to Enable or Disable the Opening of Outlook Contacts on Inbound Calls
Step by Step
1) Click on the Setup symbol.
2) Click on My Preferences > Notifications.
3) Select one of the following options:
•
If you want to enable the opening of Outlook contacts on inbound calls,
select the check box Pop up application on inbound calls.
•
If you want to disable the opening of Outlook contacts on inbound calls,
clear the check box Pop up application on inbound calls.
4) Click Save.
Related Topics
Related Topics
• Directories
5.3.4.3 How to Enable or Disable Screen Pops on Outbound Calls
Step by Step
1) Click on the Setup symbol.
2) Click on My Preferences > Notifications.
3) Select one of the following options:
•
If you want to enable screen pops on inbound calls, select the check box
Display tray pop on inbound calls.
•
If you want to disable screen pops for inbound calls, clear the check box
Display tray pop on inbound calls.
4) Click Save.
Related Topics
Related Topics
• How to Place a Call on Hold
68
•
How to Record a Call or a Conference
•
How to End a Call
A31003-P3010-U103-15-7619, 01/2013
myPortal for Outlook, User Guide
Unified Communications
Calls
5.3.4.4 How to Enable or Disable the Closing of Screen Pops at the End of a Call
Step by Step
1) Click on the Setup symbol.
2) Click on My Preferences > Notifications.
3) Select one of the following options:
•
If you want to enable the closing of screen pops at the end of a call, select
the check box Close tray pop on call termination.
•
If you want to disable the closing of screen pops at the end of a call, clear
the check box Close tray pop on call termination.
4) Click Save.
Related Topics
Related Topics
• Journal
5.3.4.5 How to Enable or Disable Screen Pops for New Voicemails
Step by Step
1) Click on the Setup symbol.
2) Click on My Preferences > Notifications.
3) Select one of the following options:
•
If you want to enable screen pops on new voicemails, select the check
box Display tray pop on new voice mail.
•
If you want to disable screen pops on new voicemails, clear the check box
Display tray pop on new voice mail.
4) Click Save.
Related Topics
Related Topics
• Voicemail box
•
How to Enable or Disable the Opening of the Messages Window for New
Voicemails
•
Voicemail box
•
Fax Box
A31003-P3010-U103-15-7619, 01/2013
myPortal for Outlook, User Guide
69
Unified Communications
Calls
5.3.4.6 How to Enable or Disable Screen Pops for New Fax Messages
Step by Step
1) Click on the Setup symbol.
2) Click on My Preferences > Notifications.
3) Select one of the following options:
•
If you want to enable screen pops on receiving new fax messages, select
the check box Display tray pop on new fax message.
•
If you want to disable screen pops on receiving new fax messages, clear
the check box Display tray pop on new fax message.
4) Click Save.
Related Topics
Related Topics
• Fax Box
•
How to Enable or Disable the Opening of the Messages Window for New Fax
Messages
5.3.4.7 How to Enable or Disable the Opening of the Messages Window for New
Voicemails
Step by Step
1) Click on the Setup symbol.
2) Click on My Preferences > Notifications.
3) Select one of the following options:
•
If you want to enable the opening of the messages window on receiving a
new voicemail, select the check box Screenpop the messages window
when I receive a new voicemail message.
•
If you want to disable the opening of the messages window on receiving
a new voicemail, clear the check box Screenpop the messages window
when I receive a new voicemail message.
4) Click Save.
Related Topics
Related Topics
• How to Enable or Disable Screen Pops for New Voicemails
70
A31003-P3010-U103-15-7619, 01/2013
myPortal for Outlook, User Guide
Unified Communications
Calls
5.3.4.8 How to Enable or Disable the Opening of the Messages Window for New Fax
Messages
Step by Step
1) Click on the Setup symbol.
2) Click on My Preferences > Notifications.
3) Select one of the following options:
•
If you want to enable the opening of the messages window on receiving a
new fax message, select the check box Open the messages window
when I receive a new fax message.
•
If you want to disable the opening of the messages window on receiving
a new fax message, clear the check box Open the messages window
when I receive a new fax message.
4) Click Save.
Related Topics
Related Topics
• How to Enable or Disable Screen Pops for New Fax Messages
5.3.4.9 How to Enable or Disable the Screen Pop with an Overview on Starting
myPortal for Outlook
Follow these steps to enable or disable the screen pop that appears on starting
myPortal for Outlook with an overview of the relevant number of new voice
messages, new fax messages, open calls, and an indication of any absence.
Step by Step
1) Click on the Setup symbol.
2) Click on My Preferences > Notifications.
3) Select one of the following options:
•
If you want to enable the screen pop that appears with an overview on
starting myPortal for Outlook, select the check box Display the
'Overview' when the application starts up.
•
If you want to disable the screen pop that appears with an overview on
starting myPortal for Outlook, clear the check box Display the 'Overview'
when the application starts up.
4) Click Save.
Related Topics
A31003-P3010-U103-15-7619, 01/2013
myPortal for Outlook, User Guide
71
Unified Communications
Conferences
5.4 Conferences
In a conference, multiple participants (including external parties) can
communicate with one another at the same time. The Conference Management
function of myPortal for Outlook enables you to quickly and easily host different
types of conferences and also to schedule them in advance.
Types of Conferences
The different types of conferences offer the following features:
Ad-hoc
Usage
• Phone-controlled
• applicationcontrolled
Scheduled
Permanent
Open
• applicationcontrolled
• applicationcontrolled
• applicationcontrolled
Start
• Manually
• Scheduled
• Manually
• Manually
End
• Manually
• Scheduled
• Manually
• Manually
• Manually
Duration of the
reservation of
conference channels
• 1 hour by default
• Scheduled
• Until the
deactivation or
deletion of the
conference
• Until the
deactivation or
deletion of the
conference
Extension
-
x
-
-
Recurrence
• Manually
• Scheduled
-
-
Direction of connection • Outbound
setup from the
viewpoint of the system
• Outbound
• Inbound
• Inbound
Set of participants
• Fixed
• Fixed
• Open
• Individual
conference ID
(optional)
• Individual
conference ID
(optional)
• Shared conference
ID (optional)
• Fixed
Authentication of
conference participants
• Inbound
• Password (optional) • Password (optional)
72
A31003-P3010-U103-15-7619, 01/2013
myPortal for Outlook, User Guide
Unified Communications
Conferences
Ad-hoc
Scheduled
Permanent
Open
Recording, if enabled in • Manually (On
the system
Demand
Conference
Recording)
• Automatically (Auto
Conference
Recording)
• Automatically (Auto
Conference
Recording)
• Automatically (Auto
Conference
Recording)
• Manually (On
Demand
Conference
Recording)
• Manually (On
Demand
Conference
Recording)
• Manually (On
Demand
Conference
Recording)
Invitation by E-mail
with:
• Conference Name
• Conference Name
• Conference Name
• Conference Name
• Link for Web
Collaboration
session
• Dial-in number
• Dial-in number
• Dial-in number
• Conference ID
• Conference ID
• Conference ID
• Password
• Password
• Password
• Date and time of the
start and end of the
conference
• Link for Web
Collaboration
session
• Link for Web
Collaboration
session
Outlook appointment as an e-mail attachment
(.ics)
x
-
-
Application-controlled Conference
As a subscriber, you can initiate, control and manage a conference with the
Conference Management feature of myPortal for Desktop or
myPortal for Outlook.
Phone-controlled Conference
As a subscriber, you can initiate a phone-controlled conference and then control
it via the phone by the following methods:
•
Call the desired conference participant and connect him or her to the
conference
•
Extend a consultation call into a conference
•
Extend a second call into a conference
Virtual conference room
The virtual conference room enables you to follow a conference and its
participants in a graphical environment and to also manage the conference if you
are the conference controller. The virtual conference room shows the phone
number, name and presence status to the conference participants, where
available.
A31003-P3010-U103-15-7619, 01/2013
myPortal for Outlook, User Guide
73
Unified Communications
Conferences
Symbol
Meaning
Conference Controller
Communication system – Conference is stopped
Communication system – Conference is being started
Communication system – Conference has started
Communication system – Conference is being recorded
Communication system – Conference is being recorded
and
alternately
Communication system – Conference is being stopped
Scheduled conference participant (symbol in accordance with current
Presence status)
Called conference participant
Dial-in conference participant
Authenticating conference participant
Connected conference participant
Every arrow between the communication system and the conference controller or
its participants indicates the direction of the connection setup from the viewpoint
of the communication system.
•
Outbound:
The communication system calls the participant. Note that this applies to
internal participants only if the subscriber has not enabled forwarding to
voicemail.
•
Inbound:
The conference participants or conference controller dials into the conference
using the dial-in number.
While participating in a conference, making a call or accepting another call
disconnects the participant from the conference.
Dial-in number
The administrator can change the conference dial-in numbers that were set up
during the basic installation. You can display the dial-in number for a conference.
Conference Controller
The initiator of a conference is automatically the conference controller until this is
explicitly changed. Depending on the type of conference, the controller can:
74
A31003-P3010-U103-15-7619, 01/2013
myPortal for Outlook, User Guide
Unified Communications
Conferences
•
Add or remove conference participants:
Removed participants do not remain in the conference.
•
Disconnect or reconnect conference participants:
Disconnected participants remain in the conference. When the conference
controller is connecting a conference participant, all other conference
participants remain connected to one another. If there is only one participant
connected, that participant will hear music on hold.
•
Record a conference
Conferences in which a participant is on hold cannot be recorded.
•
Set another internal participant on the same node as the conference controller
•
Leave the conference without ending it:
The longest attending internal participant of the conference automatically
becomes the conference controller.
•
End the conference
Conference Participants
Conference participants can leave the conference and optionally dial-into it again
(scheduled and permanent conferences). As long as a conference has only one
participant, the participant hears music on hold. The administrator can specify
whether multiple external conference participants are allowed. The maximum
number of external conference participants is determined, among other things, by
the number of available trunks.
Conference tone
When connecting or disconnecting a conference participant, the other participants
hear the conference tone. The administrator can activate or deactivate the
conference tone.
Automatic Termination without a Conference Controller
If there are only external subscribers left in a conference, the participants will hear
an alert tone after a specified time period. Following a further timeout, the
conference is automatically terminated by the communication system. The
administrator can change these timeouts.
Notification by E-mail and Outlook Appointment
The system can automatically notify conference participants by e-mail and, for
scheduled conferences, additionally through an Outlook appointment as an
attachment (.ics):
A31003-P3010-U103-15-7619, 01/2013
myPortal for Outlook, User Guide
75
Unified Communications
Conferences
Event
New conference
Notified conference
participants
all
Outlook appointment
Automatic creation
Delete the conference
Automatic deletion
Reschedule the conference
Automatic update
Adding conference
participants
Those affected
Remove conference
participants
Automatic creation (those
affected)
Automatic deletion (those
affected)
This requires the administrator to have configured the sending of e-mails. In
addition, an internal conference participant must have specified his or her e-mail
address. For external conference participants, the initiator of the conference must
enter their individual e-mail addresses.
INFO: For e-mail notifications, no return acknowledgments are
obtained for failed deliveries or absence messages, since the emails are sent directly from the system due to the integration of
Web Collaboration.
Further Calls
While participating in a conference, making a call or accepting another call
disconnects the participant from the conference.
Park, Toggle/Connect
The Park and Toggle/Connect features are not available in a conference.
Call Charges
Toll charges are assigned to the party who set up the toll call. When a conference
is transferred to another conference controller, all further charges are assigned to
that controller.
Video Monitoring
Any ongoing video transmission, e.g., with OpenScape Personal Edition, must be
terminated before participating in a conference.
Related Topics
Related Topics
• User Interface Elements
76
•
Web Collaboration Integration
•
How to Specify your E-Mail Address
A31003-P3010-U103-15-7619, 01/2013
myPortal for Outlook, User Guide
Unified Communications
Conferences
5.4.1 Ad-hoc Conference
An ad-hoc conference occurs spontaneously and is started manually by the
conference controller. The conference controller can save ad-hoc conferences in
order to set them up again at some later point in time.
Starting the Conference
The system opens the window with the virtual conference room automatically for
all internal conference participants, provided they have started
myPortal for Desktop with the classic user interface or myPortal for Outlook. The
system calls all conference participants simultaneously. On joining the
conference, each conference participant hears a greeting announcement with the
name of the conference controller.
Recording the Conference
Conference controllers can record a conference manually for themselves or for all
connected internal conference participants, provided the live recording of calls
has been activated in the system. Participants located in the own node receive
the recording in the voicemail box; participants in other nodes, via e-mail. The
duration of the recording is only limited by the available storage capacity of the
system.
Ending the Conference
The conference controller can end the conference in the client or simply hang up.
Alternatively, the conference ends when all conference participants have left the
conference.
Related Topics
Related Topics
• How to Record a Call or a Conference
5.4.1.1 How to Configure and Initiate an Ad-hoc Conference
Step by Step
1) Click on the Conference symbol.
2) Click Start new conference. The AdHoc Conference window opens with
you set as the conference controller.
3) Add any conference participants as needed; see How to Add Conference
Participants for details.
4) Click in the AdHoc Conference window on Conference Room > Start. The
system now calls you and all other conference participants.
5) If you want to use OpenScape Web Collaboration in this conference, click on
Collaboration > Start Collaboration.
A31003-P3010-U103-15-7619, 01/2013
myPortal for Outlook, User Guide
77
Unified Communications
Conferences
6) If you want to repeat the ad-hoc conference with the same set of participants
later, you can now save it. To do this:
a) Click on Conference Room > Save As.
b) Enter a name for the conference in the input field.
c) Click Save.
Related Topics
Related Topics
• Call Number Formats
•
How to End an Ad-hoc or Scheduled Conference
•
How to Repeat an Ad-hoc Conference
•
How to Delete an Ad-hoc Conference
•
How to Add Conference Participants
5.4.1.2 How to Display your Own Ad-hoc Conference
Prerequisites
•
You have saved an ad-hoc conference.
Step by Step
1) Click on the Conference symbol.
2) Click Manage my conferences.
3) Click on the My Conferences tab.
4) Click on the relevant conference under Conference Name.
5) Click View.
Related Topics
5.4.1.3 How to Add Conference Participants
Prerequisites
•
A conference with you as the conference controller has been started in the
virtual conference room.
›
Add the conference participants by one of the following methods:
Step by Step
•
From the Favorites list:
Using the mouse, drag one of the participants from the Favorites into the
AdHoc Conference window. Select a station number from the Number
To Contact drop-down list in the Select Participant Contact Number
window and click OK.
78
A31003-P3010-U103-15-7619, 01/2013
myPortal for Outlook, User Guide
Unified Communications
Conferences
•
From a directory:
Using the mouse, drag one of the participants from the Directories into
the AdHoc Conference window. Select a station number from the
Number To Contact drop-down list in the Select Participant Contact
Number window and click OK.
•
From the results of a search:
Click in the AdHoc Conference window on Participants > Add
Participant. In the Add Participant To Conference window, click on
Directory Listed Participant, then click on a directory, enter the details
of the participant in the Search By field, and click Search. Click on the
desired participant in the hit list of the search results, then click Add and
Close.
•
Any participant:
Click in the AdHoc Conference window on Participants > Add
Participant. Click in the Add Participant To Conference window on
New Participant and enter the following details of the subscriber:
Participant Name, Phone Number in canonical or dialable format,
Password and Email Address and then click on Add and Close.
Related Topics
Related Topics
• Directories
•
Favorites List
•
How to Configure and Initiate an Ad-hoc Conference
•
How to Configure a Scheduled Conference
•
How to Configure a Permanent Conference
•
How to Remove Conference Participants
•
Scheduled Conference
•
Permanent Conference
5.4.1.4 How to Disconnect a Conference Participant
Prerequisites
•
An active conference with you as the conference controller has been started
in the virtual conference room.
›
Click in the context menu of the relevant conference participant on
Disconnect > Disconnect Participant.
Step by Step
The connection to the participant is cleared, but the participant remains in the
conference.
A31003-P3010-U103-15-7619, 01/2013
myPortal for Outlook, User Guide
79
Unified Communications
Conferences
Related Topics
Related Topics
• How to Reconnect Conference Participants
•
Scheduled Conference
5.4.1.5 How to Reconnect Conference Participants
Prerequisites
•
An active conference with you as the conference controller has been started
in the virtual conference room.
›
Click in the context menu of the relevant conference participant on
Reconnect Participant.
Step by Step
Related Topics
Related Topics
• How to Disconnect a Conference Participant
•
Scheduled Conference
5.4.1.6 How to Remove Conference Participants
Prerequisites
•
A conference with you as the conference controller has been started in the
virtual conference room.
›
Select one of the following options in the context menu of the relevant
conference participant:
Step by Step
•
If the conference participant is currently active, click Remove.
•
If the conference participant is not currently active in the conference, click
on Disconnect > Disconnect and Remove Participant.
The connection to the participant is cleared, and the participant is removed from
the conference.
Related Topics
Related Topics
• How to Add Conference Participants
80
•
Scheduled Conference
•
Permanent Conference
A31003-P3010-U103-15-7619, 01/2013
myPortal for Outlook, User Guide
Unified Communications
Conferences
5.4.1.7 How to Specify another Conference Controller
Prerequisites
•
A conference with you as the conference controller has been started in the
virtual conference room.
•
The new conference controller is an internal subscriber from the same node.
INFO: A different conference controller for an associated Web
Collaboration session, for example, can only be set there.
Step by Step
1) Click in the virtual conference room on Properties in the context menu of the
conference participant that you want to set as the conference controller.
2) Click on Set as conference controller.
3) Click OK.
Related Topics
Related Topics
• Scheduled Conference
•
Permanent Conference
5.4.1.8 How to End an Ad-hoc or Scheduled Conference
Prerequisites
•
An active conference with you as the conference controller has been started
in the virtual conference room.
INFO: You can also end an ad-hoc conference by hanging up.
Step by Step
1) Click Conference Room > Stop.
2) Under End In, enter the waiting time in seconds until the conference is to be
terminated and then click Stop.
Related Topics
Related Topics
• How to Configure and Initiate an Ad-hoc Conference
•
A31003-P3010-U103-15-7619, 01/2013
myPortal for Outlook, User Guide
Scheduled Conference
81
Unified Communications
Conferences
5.4.1.9 How to Repeat an Ad-hoc Conference
Prerequisites
•
You have saved an ad-hoc conference under a specified name.
Step by Step
1) Click on the Conference symbol.
2) Click Manage my conferences.
3) Click on the My Conferences tab.
4) Click on a conference under Conference Name.
5) Click Start Conference. The communication system now calls you and the
conference participants.
Related Topics
Related Topics
• How to Configure and Initiate an Ad-hoc Conference
5.4.1.10 How to Delete an Ad-hoc Conference
Prerequisites
•
You have saved an ad-hoc conference under a specified name.
Step by Step
1) Click on the Conference symbol.
2) Click Manage my conferences.
3) Click on the My Conferences tab.
4) Click on a conference under Conference Name.
5) Click Remove. If the conference has already started, it is terminated.
Related Topics
Related Topics
• How to Configure and Initiate an Ad-hoc Conference
5.4.2 Scheduled Conference
A scheduled conference (Meet-Me conference) occurs at some point in the future
with a defined duration and may be set up to recur repeatedly at the same time.
82
A31003-P3010-U103-15-7619, 01/2013
myPortal for Outlook, User Guide
Unified Communications
Conferences
A scheduled conference will run for the entire scheduled duration even if there are
no connected participants. The conference controller saves a scheduled
conference under a specified name.
Options for Configuring a Scheduled Conference
The initiator of the conference can define the following properties:
•
Start time and End time
•
Recurring conference
•
Presence of conference controller required
•
Authentication of conference participants on joining the conference required
(by entering a conference ID and password via the phone keypad).
INFO: Mobility Entry users must enter the code for DTMF suffix
dialing before their authentication.
The default password for conferences is 123456. The conference controller
can change this for the conference participants individually.
•
Language of the announcements and invitations by e-mail (by default, this is
the language of the voicemail box).
•
Direction for the connection setup for each conference participant (default:
outbound).
Invitation by E-mail and Outlook Appointment
The system can invite conference participants automatically by e-mail and an
Outlook appointment. This requires the administrator to have configured the
sending of e-mails. In addition, an internal conference participant must have
specified his or her e-mail address. For external conference participants, the
initiator of the conference must enter their individual e-mail addresses. The e-mail
includes the corresponding Outlook appointment (.ics) as an attachment.
Starting the Conference
The system opens the window with the virtual conference room at the scheduled
time automatically for all internal conference participants, provided they have
started myPortal for Desktop with the classic user interface or
myPortal for Outlook. If the presence of the conference controller is required, the
system first calls the controller. After the successful authentication of the
controller, all the other conference participants are called simultaneously.
Conference participants who have forwarded their calls to their voicemail boxes
or who are determined to be absent by their presence status are not called.
Depending on how the connection setup has been configured, the system calls
the conference participants or the participants can dial in themselves. The system
A31003-P3010-U103-15-7619, 01/2013
myPortal for Outlook, User Guide
83
Unified Communications
Conferences
announces every participant who joins the conference by name, as in: "... has
joined the conference", provided the initiator has recorded his or her name
announcement.
INFO: In order to enable the participants of a conference you
have scheduled without authentication to hear the name
announcement at the start of the conference, you will need to
have first already initiated a conference with authentication on
one occasion.
Dialing In
Every conference participant can use the dial-in number to dial into the
conference within the scheduled time period, regardless of which direction for the
conference setup was set for that participant. Attempts to dial into the conference
outside the scheduled time period result in a corresponding announcement.
Forcing Authentication with the Star (*) Key
The conference controller can set the conference so that each conference
participant is forced to provide authentication by at least by pressing the * key.
This ensures that only the participants who are actually present are connected to
the conference, as opposed to a voicemail box, for example.
Extending the Conference
Ten minutes before the scheduled end of the conference, the participants hear an
announcement indicating that the conference is about to end and are offered the
option of extending the conference by dialing a specific digit. Any conference
participant can extend the conference by dialing that specific digit. The
conference controller can extend the conference in myPortal for Outlook at any
time.
Recording the Conference
Conference controllers can record a conference automatically or manually for
themselves or for all connected internal conference participants, provided the live
recording of calls has been activated in the system. Participants located in the
own node receive the recording in the voicemail box; participants in other nodes,
via e-mail. The duration of the recording is only limited by the available storage
capacity of the system.
Ending the Conference
The conference ends at the time scheduled for the end of the conference or if the
conference controller terminates the conference.
Related Topics
Related Topics
• How to Add Conference Participants
84
•
How to Disconnect a Conference Participant
•
How to Reconnect Conference Participants
A31003-P3010-U103-15-7619, 01/2013
myPortal for Outlook, User Guide
Unified Communications
Conferences
•
How to Remove Conference Participants
•
How to Specify another Conference Controller
•
How to Record a Call or a Conference
•
How to End an Ad-hoc or Scheduled Conference
5.4.2.1 How to Configure a Scheduled Conference
Prerequisites
•
Your administrator has configured a dial-in number for conferences.
Step by Step
1) Click on the Conference symbol.
2) Click Start new conference. The AdHoc Conference window opens with
you set as the conference controller.
3) Add any conference participants as needed; see How to Add Conference
Participants for details.
4) If you want to change the direction of the connection setup for a conference
participant, click on the Participants tab.
a) Click in the context menu of the relevant conference participant on
Properties.
b) Under Direction in the context menu, select the option Inbound or
Outbound from Direction: Outbound or Direction: Inbound,
respectively.
5) In the AdHoc Conference window, click on Conference Room > Save As.
6) Enter a name for the conference in the input field.
7) Enter a Start Date.
8) Enter a Start Time.
9) Enter the End Time.
10) If the conference is to occur repeatedly, click on Recurring Conference.
a) Select an End Date for the conference series.
b) Click on either Daily Recurrence, Weekly Recurrence or Monthly
Recurrence and then select any additional options from the details on the
right-hand side.
11) If you want to delete a conference appointment time for a conference series,
perform the following steps:
A31003-P3010-U103-15-7619, 01/2013
myPortal for Outlook, User Guide
85
Unified Communications
Conferences
a) Click Exceptions.
b) Click Add.
c) Select the relevant date in the Original Date/Time drop-down list.
d) Click on Remove this recurrence.
e) Click OK.
f)
Click Cancel.
12) If you want to reschedule a conference appointment for a conference series,
perform the following steps:
a) Click Exceptions.
b) Click Add.
c) Select the relevant date in the Original Date/Time drop-down list.
d) Click on Reschedule this recurrence.
e) Select a New scheduled date.
f)
Select a new Start Time.
g) Click OK.
h) Click Cancel.
13) Click Save.
14) Click Advanced.
15) Select one of the following options in the Conference Type drop-down list:
•
If you want to mandate the authentication of the conference participants
using passwords, select Meet-Me Conference.
•
If you want to waive the authentication requirement for the conference
participants using passwords, select Meet Me Conference (No
Password).
16) Select the desired Conference Language for the announcements and the
invitations by e-mail (by default, this is the language the voicemail box).
17) Enable the check box This conference is active.
18) If you want the conference to occur only when the conference controller is
present, enable the check box This conference requires the controller to
be present.
19) If you want to force the conference participants to authenticate by pressing
the * (star) key, select the check box Force participant to enter “*” (star) to
enter the conference.
INFO: This option is recommended if the conference participants
do not have to authenticate via a password. This ensures that only
the participants who are actually present are connected to the
conference, as opposed to a voicemail box, for example.
86
A31003-P3010-U103-15-7619, 01/2013
myPortal for Outlook, User Guide
Unified Communications
Conferences
20) If you want to use Web Collaboration concurrently with this conference, select
the Automatically start phone conference with web collaboration check
box.
21) If you want the system to automatically record the conference, select the
Automatically record this conference check box.
22) If you want the e-mail invitations to be sent automatically to the conference
participants, select the check box Automatically send email invitation to
conference participants.
23) If you want to add some introductory text to the invitation e-mail, enter this in
the input field.
24) Click Save.
25) Then click Yes in the Send Conference Invitations window. The invitation emails will now be sent.
Related Topics
Related Topics
• Call Number Formats
•
How to Add Conference Participants
•
How to Delete a Scheduled or Open Conference
5.4.2.2 How to Display your Own Scheduled Conference
Step by Step
1) Click on the Conference symbol.
2) Click Manage my conferences.
3) Click on the My Conferences tab.
4) Click on the relevant conference under Conference Name.
5) If you want to display the virtual conference room, click View.
6) Select one of the following options:
•
If you want to view the schedule of the conference, click on Edit.
•
If you want to view the general settings of the conference, click on Edit
and then on Advanced.
Related Topics
Related Topics
• How To Display a Scheduled, Permanent or Open Conference as the
Conference Controller
A31003-P3010-U103-15-7619, 01/2013
myPortal for Outlook, User Guide
87
Unified Communications
Conferences
5.4.2.3 How to Determine the Dial-in Number for a Scheduled, Permanent or Open
Conference
Prerequisites
•
You are the conference controller.
INFO: As the conference controller, you can obtain the dial-in
number from the e-mail with the invitation to the conference.
Step by Step
1) Click on the Conference symbol.
2) Click Manage my conferences.
3) Click on the My Conferences tab.
4) Click on the relevant conference under Conference Name.
5) Click Edit.
6) The dial-in number can be found under Conference DID.
7) Click Cancel.
8) Click Close.
Related Topics
Related Topics
• Permanent Conference
5.4.2.4 How to Determine the Conference ID for a Scheduled or Permanent Conference
Prerequisites
•
You are the conference controller.
INFO: As the conference controller, you can obtain the
conference ID from the e-mail with the invitation to the
conference.
Step by Step
1) Click on the Conference symbol.
2) Click Manage my conferences.
3) Click on the My Conferences tab.
4) Click on a conference under Conference Name.
88
A31003-P3010-U103-15-7619, 01/2013
myPortal for Outlook, User Guide
Unified Communications
Conferences
5) Click Edit.
6) Click in the context menu of the relevant conference participant on
Properties. The Conference ID is displayed.
7) Click Cancel.
8) Click Cancel.
9) Click Close.
Related Topics
Related Topics
• Permanent Conference
5.4.2.5 How to Change the Password for a Scheduled or Permanent Conference
Prerequisites
•
You are the conference controller.
Step by Step
1) Click on the Conference symbol.
2) Click Manage my conferences.
3) Click on the My Conferences tab.
4) Click on a conference under Conference Name.
5) Click Edit.
6) Click in the context menu of the relevant conference participant on
Properties.
7) Enter the new Password.
8) Click OK.
9) Click Save.
10) Click Close.
Related Topics
Related Topics
• Permanent Conference
A31003-P3010-U103-15-7619, 01/2013
myPortal for Outlook, User Guide
89
Unified Communications
Conferences
5.4.2.6 How To Display a Scheduled, Permanent or Open Conference as the Conference
Controller
Step by Step
1) Click on the Conference symbol.
2) Click Manage my conferences.
3) Click on the Conferences that I belong to tab.
4) Click on the relevant conference under Conference Name and then on View.
Related Topics
Related Topics
• How to Display your Own Scheduled Conference
5.4.2.7 How to Extend a Scheduled Conference
Prerequisites
•
An active conference with you as the conference controller has been started
in the virtual conference room.
›
Under Conference Room > Extend Conference Time, select one of the
following methods:
Step by Step
•
Click on one of the entries 10 minutes, 20 minutes, 30 minutes or 1
hour.
•
Then click on More …, enter the desired time period for the extension
under Extend by: in minutes, and click OK.
Related Topics
5.4.2.8 How to Reschedule a Scheduled Conference
Prerequisites
•
You are the conference controller.
Step by Step
1) Click on the Conference symbol.
2) Click Manage my conferences.
3) Click on the My Conferences tab.
4) Click on the relevant conference under Conference Name.
5) Click Edit.
90
A31003-P3010-U103-15-7619, 01/2013
myPortal for Outlook, User Guide
Unified Communications
Conferences
6) Select a new Start Date.
7) Select a new Start Time.
8) Select a new End Time.
9) Click Advanced.
10) Select the Automatically send email invitation to conference participants
check box.
11) Click Save.
12) Click Close.
Related Topics
5.4.2.9 How to Delete a Scheduled or Open Conference
Prerequisites
•
You are the conference controller.
Step by Step
1) Click on the Conference symbol.
2) Click Manage my conferences.
3) Click on the My Conferences tab.
4) Click on the relevant conference under Conference Name.
5) If the conference has started, click Stop Conference.
6) Click on Remove, followed by Close.
Related Topics
Related Topics
• How to Configure a Scheduled Conference
5.4.2.10 How to Reschedule a Conference Appointment for a Conference Series
Prerequisites
•
You are the conference controller of the scheduled conference.
Step by Step
1) Click on the Conference symbol.
2) Click Manage my conferences.
3) Click on the My Conferences tab.
4) Click on the relevant conference under Conference Name.
5) Click Edit.
A31003-P3010-U103-15-7619, 01/2013
myPortal for Outlook, User Guide
91
Unified Communications
Conferences
6) Clear the Recurring Conference check box and select it again.
7) Click Exceptions.
8) Click Add.
9) Select the relevant conference appointment in the Original Date/Time dropdown list.
10) Click on Reschedule this recurrence.
11) Click OK.
12) Select a New scheduled date.
13) Select a new Start Time.
14) Click OK.
15) Click Cancel.
16) Click OK.
17) Click Advanced.
18) If you want to add some introductory text to the invitation e-mail, click in the
Notes input field and enter the desired text.
19) Click Save.
Related Topics
5.4.2.11 How to Delete a Conference Appointment for a Conference Series
Prerequisites
•
You are the conference controller of the scheduled conference.
Step by Step
1) Click on the Conference symbol.
2) Click Manage my conferences.
3) Click on the My Conferences tab.
4) Click on the relevant conference under Conference Name.
5) Click Edit.
6) Clear the Recurring Conference check box and select it again.
7) Click Exceptions.
8) Click Add.
9) Select the relevant conference appointment in the Original Date/Time dropdown list.
10) Click on Remove this recurrence.
11) Click OK.
12) Click Cancel.
92
A31003-P3010-U103-15-7619, 01/2013
myPortal for Outlook, User Guide
Unified Communications
Conferences
13) Click OK.
14) Click Advanced.
15) If you want to add some introductory text to the invitation e-mail, click in the
Notes input field and enter the desired text.
16) Click Save.
Related Topics
5.4.3 Permanent Conference
A permanent conference is not subject to time restrictions. The conference
participants can dial in at any time.
The conference controller saves a permanent conference under a specified
name. The conference is retained until it is explicitly deleted.
Options for Configuring a Scheduled Conference
The initiator of the conference can define the following properties:
•
Authentication of conference participants on joining the conference required
(by entering a conference ID and password via the phone keypad).
INFO: Mobility Entry users must enter the code for DTMF suffix
dialing before their authentication.
The default password for conferences is 123456. The conference controller
can change this for the conference participants individually.
•
Language of the announcements and invitations by e-mail (by default, this is
the language of the voicemail box).
Invitation by E-mail
The communication system can invite conference participants automatically by email. This requires the administrator to have configured the sending of e-mails. In
addition, an internal conference participant must have specified his or her e-mail
address. For external conference participants, the initiator of the conference must
enter their individual e-mail addresses. The e-mail includes the corresponding
Outlook appointment (.ics) as an attachment.
Starting the Conference
As soon as the first conference participant dials in, the system opens the window
with the virtual conference room automatically for all internal conference
participants, provided they have started myPortal for Desktop or
myPortal for Outlook. All conference participants dial in themselves. The system
announces every participant who joins the conference, as in: "... has joined
the conference."
Dialing In
Every conference participant can use the dial-in number to dial into the
conference at any time.
A31003-P3010-U103-15-7619, 01/2013
myPortal for Outlook, User Guide
93
Unified Communications
Conferences
Recording the Conference
Conference controllers can record a conference automatically or manually for
themselves or for all connected internal conference participants, provided the live
recording of calls has been activated in the system. Participants located in the
own node receive the recording in the voicemail box; participants in other nodes,
via e-mail. The duration of the recording is only limited by the available storage
capacity of the system.
Related Topics
Related Topics
• How to Add Conference Participants
•
How to Remove Conference Participants
•
How to Specify another Conference Controller
•
How to Determine the Dial-in Number for a Scheduled, Permanent or Open
Conference
•
How to Determine the Conference ID for a Scheduled or Permanent
Conference
•
How to Change the Password for a Scheduled or Permanent Conference
5.4.3.1 How to Configure a Permanent Conference
Prerequisites
•
Your administrator has configured a dial-in number for conferences.
Step by Step
1) Click on the Conference symbol.
2) Click Start new conference. The AdHoc Conference window opens with
you set as the conference controller.
3) Add any conference participants as needed; see How to Add Conference
Participants for details.
4) In the AdHoc Conference window, click on Conference Room > Save As.
5) Enter a name for the conference in the input field.
6) Click Advanced.
7) Select one of the following options in the Conference Type drop-down list:
•
If you want to mandate the authentication of conference participants using
passwords, select Permanent Conference.
•
If you want to waive the authentication requirement for the conference
participants using passwords, select Permanent Conference (No
Password).
8) Select the desired Conference Language for the announcements and the
invitations by e-mail (by default, this is the language the voicemail box).
94
A31003-P3010-U103-15-7619, 01/2013
myPortal for Outlook, User Guide
Unified Communications
Conferences
9) Enable the check box This conference is active.
10) If you want to force the conference participants to authenticate by pressing
the * (star) key, select the check box Force participant to enter “*” (star) to
enter the conference.
INFO: This option is recommended if the conference participants
do not have to authenticate via a password. This ensures that only
the participants who are actually present are connected to the
conference, as opposed to a voicemail box, for example.
11) If you want to use Web Collaboration concurrently with this conference, select
the Automatically start phone conference with web collaboration check
box.
12) If you want the system to automatically record the conference, select the
Automatically record this conference check box.
13) If you want the e-mail invitations to be sent automatically to the conference
participants, select the check box Automatically send email invitation to
conference participants.
14) If you want to add some introductory text to the invitation e-mail, enter this in
the input field.
15) Click Save.
16) Then click Yes in the Send Conference Invitations window. The invitation emails will now be sent.
Related Topics
Related Topics
• Call Number Formats
•
How to Add Conference Participants
•
How to Delete a Permanent Conference
5.4.3.2 How to Display your Own Permanent or Open Conference
Step by Step
1) Click on the Conference symbol.
2) Click Manage my conferences.
3) Click on the My Conferences tab.
4) Click on the relevant conference under Conference Name.
5) Select one of the following options:
•
If you want to display the virtual conference room, click View.
•
If you want to view the general settings of the conference, click on Edit.
Related Topics
A31003-P3010-U103-15-7619, 01/2013
myPortal for Outlook, User Guide
95
Unified Communications
Conferences
5.4.3.3 How to Delete a Permanent Conference
Prerequisites
•
You are the conference controller.
Step by Step
1) Click on the Conference symbol.
2) Click Manage my conferences.
3) Click on the My Conferences tab.
4) Click on the relevant conference under Conference Name.
5) Click Stop Conference.
6) Click on Remove, followed by Close.
Related Topics
Related Topics
• How to Configure a Permanent Conference
5.4.4 Open Conference
Open conferences are intended for a fixed number of arbitrary participants. Any
participant who has the requisite access data can dial into them.
The conference controller saves a permanent conference under a specified
name. The conference is retained until it is explicitly deleted.
Options for Configuring an Open Conference
The initiator of the conference can define the following properties:
•
The number of conference participants (max. 16).
•
Authentication of conference participants on joining the conference required
(by entering a conference ID and password via the phone keypad).
INFO: Mobility Entry users must enter the code for DTMF suffix
dialing before their authentication.
The default password for conferences is 123456. The conference controller
can change this for the conference participants individually.
96
•
The common conference ID for all conference participants.
•
Language of the announcements and invitations by e-mail (by default, this is
the language of the voicemail box).
A31003-P3010-U103-15-7619, 01/2013
myPortal for Outlook, User Guide
Unified Communications
Conferences
Starting the Conference
All conference participants dial in themselves. The system announces every
internal participant who joins the conference, as in: "... has joined the
conference."
Dialing In
Every conference participant can use the dial-in number to dial into the
conference at any time.
Recording the Conference
Conference controllers can record a conference automatically or manually for
themselves or for all connected internal conference participants, provided the live
recording of calls has been activated in the system. Participants located in the
own node receive the recording in the voicemail box; participants in other nodes,
via e-mail. The duration of the recording is only limited by the available storage
capacity of the system.
Related Topics
5.4.4.1 How to Configure an Open Conference
Prerequisites
•
Your administrator has configured a dial-in number for conferences.
Step by Step
1) Click on the Conference symbol.
2) Click Start new conference. The AdHoc Conference window opens with
you set as the conference controller.
3) Add any conference participants as needed; see How to Add Conference
Participants for details.
4) In the AdHoc Conference window, click on Conference Room > Save As.
5) Enter a name for the conference in the input field.
6) Enter a Start Date.
7) Enter a Start Time.
8) Enter the End Time.
9) If the conference is to occur repeatedly, click on Recurring Conference.
a) Select an End Date for the conference series.
b) Click on either Daily Recurrence, Weekly Recurrence or Monthly
Recurrence and then select any additional options from the details on the
right-hand side.
10) If you want to delete a conference appointment time for a conference series,
perform the following steps:
A31003-P3010-U103-15-7619, 01/2013
myPortal for Outlook, User Guide
97
Unified Communications
Conferences
a) Click Exceptions.
b) Click Add.
c) Select the relevant date in the Original Date/Time drop-down list.
d) Click on Remove this recurrence.
e) Click OK.
f)
Click Cancel.
11) If you want to reschedule a conference appointment for a conference series,
perform the following steps:
a) Click Exceptions.
b) Click Add.
c) Select the relevant date in the Original Date/Time drop-down list.
d) Click on Reschedule this recurrence.
e) Select a New scheduled date.
f)
Select a new Start Time.
g) Click OK.
h) Click Cancel.
12) Click Save.
13) Click Advanced.
14) Select the item Open Conference in the Conference Type drop-down list.
15) Select the desired Conference Language for the announcements and the
invitations by e-mail (by default, this is the language the voicemail box).
16) Enable the check box This conference is active.
17) If you want to force the conference participants to authenticate by pressing
the * (star) key, select the check box Force participant to enter “*” (star) to
enter the conference.
INFO: This option is recommended if the conference participants
do not have to authenticate via a password. This ensures that only
the participants who are actually present are connected to the
conference, as opposed to a voicemail box, for example.
18) If you want the system to automatically record the conference, select the
Automatically record this conference check box.
19) If you want to define the conference ID yourself, proceed in the following
steps:
a) Select the Create your own conference ID check box.
b) Enter the desired Conference ID (4-8 characters) in the input field.
20) Select the maximum number of conference participants under Number of
Channels
98
A31003-P3010-U103-15-7619, 01/2013
myPortal for Outlook, User Guide
Unified Communications
Conferences
21) Click Save.
Related Topics
5.4.5 Web Collaboration Integration
Together with myPortal for Desktop (Windows) and myPortal for Outlook, the
system also supports the convenient integration of the separate product
OpenScape Web Collaboration for simultaneous multi-media collaboration during
phone calls as well as phone-controlled and application-controlled
teleconferences. This gives you quick access to functions such as desktop and
application sharing, file sharing, co-browsing, whiteboarding, URL Push, IM chat
and video chat with multiple participants.
Supported Types of Connections
The Web Collaboration integration supports phone calls as well as the following
types of application-controlled phone conferences of the system:
•
Ad-hoc conference
•
Scheduled conference
•
Permanent conference
A web collaboration session can be started during a phone conversation (a
conference) via the screen pop.
On initiating or configuring a telephone conference, the conference controller can
start one Web Collaboration session for simultaneous use with the same
participants. On rescheduling, deleting or ending a conference call, the related
Web Collaboration session is also rescheduled or deleted automatically.
When the web collaboration session is started, the Web Collaboration Client
opens. No local installation is required on the desktop for this purpose. More
information can be found in the Web Collaboration product documentation.
INFO: In order to enable clients to start a Web Collaboration
session automatically, proxy authentication must be disabled on
the server.
Connecting to the Web Collaboration Session
Internal conference participants with UC PC clients are automatically connected
to the appropriate Web Collaboration session on starting the conference. To do
this, FastViewer is automatically downloaded and opened in the background,
which may take several seconds. External conference participants with known email addresses receive an e-mail with an appropriate link to the Web
Collaboration session.
INFO: Users of a Mac OS must copy the link for the Web
Collaboration session into the web browser.
A31003-P3010-U103-15-7619, 01/2013
myPortal for Outlook, User Guide
99
Unified Communications
Voice and fax messages
For a scheduled conference, it is possible to connect to the Web Collaboration
session as early as 5 minutes before the start of the scheduled conference.
Conference ID and Password
The conference ID and password for a Web Collaboration session are identical to
the conference ID and password of the associated phone conference.
Instant Messaging and Web Collaboration
Note that Instant Messaging of the system and Instant Messaging of a
Web Collaboration session are mutually independent, i.e.: the instant messages
from a UC client do not appear in a Web Collaboration session of the same
participant, and vice versa.
Related Topics
Related Topics
• How to Start Web Collaboration During a Call
•
Conferences
5.5 Voice and fax messages
The Voicemail and Fax services integrated in the system enable subscribers to
receive and manage voicemails and fax messages via myPortal for Desktop and
myPortal for Outlook. Fax messages can be sent by subscribers using
Fax Printer.
Related Topics
5.5.1 Voicemail box
The voicemail box records voicemail messages and recorded calls centrally. You
can access these messages using .
You can view or edit the settings of your voicemail box; for example, you can
select the language of the voicemail box, determine its call number, switch
between recording and announcement modes, control the announcement of your
Presence status, record your announcements and import announcements. On
importing announcements, The system performs the automatic level control and
normalization needed to meet the "USA / TIA 968 Signal Power Limitations"
requirements.
INFO: In order to enable callers to reach your voicemail box on
Busy and No Answer, the administrator must set up call
forwarding to your voicemail box. Alternatively, you can also do
this yourself by setting up a "call diversion after time" on your
phone.
100
A31003-P3010-U103-15-7619, 01/2013
myPortal for Outlook, User Guide
Unified Communications
Voice and fax messages
Determining the Call Number of the Voicemail Box
You can determine under which extension you can reach the voicemail box from
any phone to listen to your voicemails or change your Presence status, for
example.
INFO: Information on the Phone menu can be found in the Quick
Reference Guide documentation of the UC Suite Telephone User
Interface (TUI).
Selecting the Recording or Announcement Mode
In Recording mode, callers can leave a message for you on reaching your
voicemail box exactly as with an answering machine, whereas in Announcement
mode, they will only hear your announcement. You can specify this setting
separately for every Presence status.
Announcements
You can record or import the following types of announcements:
•
Name announcement:
Your name announcement is used at the start of conferences for which you
have invited others and to announce when you join a conference. In addition,
the name announcement you have recorded is used as a greeting when you
have enabled the announcement of your Presence status for the caller
involved and your Presence status is not Office, CallMe or Do Not Disturb.
•
General personal greeting
This announcement is heard by callers in default mode (i.e., when no custom
profiles of the personal AutoAttendant are enabled) on reaching your
voicemail box. For example: "I am unfortunately unable to take your call at this
moment …"
•
Personal greeting for Busy:
This announcement is heard by callers in default mode (i.e., when no custom
profiles of the personal AutoAttendant are enabled) on reaching your
voicemail box when your line is busy. For example: "I am currently on the
phone and unable to take your call …" If no personal greeting for Busy has
been recorded, callers will hear your general personal greeting.
•
Personal greeting for No Answer:
This announcement is heard by callers in default mode (i.e., when no custom
profiles of the personal AutoAttendant are enabled) when their calls are
forwarded to your voicemail box manually or on no answer after a specific
amount of time. For example: "I am unfortunately unable to take your call at
this moment …" If you have not recorded any personal greeting for No
Answer, callers will hear your general personal greeting.
A31003-P3010-U103-15-7619, 01/2013
myPortal for Outlook, User Guide
101
Unified Communications
Voice and fax messages
•
Personal announcements for custom profiles of the personal AutoAttendant:
These announcements are not used by the voicemail box in default mode, but
only in conjunction with the personal AutoAttendant.
INFO: Before using announcements or music from other sources,
make sure that you do not infringe on any copyrights.
The voicemail box can generate situation-based announcements of your
Presence status (except for Office, CallMe and Do Not Disturb) with an
indication of your scheduled time of return; for example: "xxx is in a
meeting until two thirty p.m. today". You can enable or disable the
announcement of your Presence status for specific callers and for all external
callers separately.
In default mode, the voicemail box plays back announcements in the following
order (from left to right):
Profile
Busy
Name announcement
Announcement of
your Presence Status
-
-
Personal greeting
for Busy
(if not recorded:
general)
No answer
-
-
for No Answer
(if not recorded:
general)
Meeting
Sick
Break
x (if you have enabled
the announcement of
your Presence status
for the caller involved)
x (if you have enabled
the announcement of
your Presence status
for the caller involved)
general
-
-
general
Gone Out
Vacation
Lunch
Gone Home
Do Not
Disturb
Example: Announcement of your Presence status is enabled for the caller
Profile
Meeting
102
Name announcement
Announcement of
your Presence Status
"Natalie Dubios"
"is in a meeting
until two thirty
p.m. today".
Personal greeting
"I am unfortunately
unable to take your call
at the moment …"
A31003-P3010-U103-15-7619, 01/2013
myPortal for Outlook, User Guide
Unified Communications
Voice and fax messages
Example: Announcement of your Presence status is disabled for the caller
Profile
Gone Out
Name announcement
Announcement of
your Presence Status
-
-
Personal greeting
"I am unfortunately
unable to take your call
at the moment …"
Central AutoAttendant
The central AutoAttendant enables the administrator of your communication
system to offer callers time-based choices to forward their calls to numbers he or
she has defined or to your voicemail box. As with the personal AutoAttendant,
callers signal their choices by entering digits at the phone. Due to the central
AutoAttendant, further announcements may follow those described above.
Announcement of your Presence Status
You can define whether callers should hear the announcement of your Presence
status on reaching your voicemail box. You can enable or disable this collectively
for all external callers and for specific subscribers.
Retrieving your Voicemail through the Attendant
Using myAttendant, you can grant or deny the Attendant permission to access
your voicemails and Fax messages. In the latter case, the Attendant can only
determine how many messages you have.
Bypassing the Password Prompt
If you call the voicemail box from one of your additional phone numbers, you can
bypass the password prompt. This setting also applies to the phone notification
service of the voicemail box.
Language of the Voicemail Box
You can define in which language the voicemail box plays back the menu choices
and the internal system announcements.
Related Topics
Related Topics
• First Steps
•
Screen Pops
•
How to Enable or Disable Screen Pops for New Voicemails
•
How to Redirect a Call to your Voicemail Box
•
Personal AutoAttendant
•
How to Record your Name Announcement
•
How to Record your Personal Greeting
•
How to Enable or Disable Screen Pops for New Voicemails
•
Managing Voicemail
•
Notification Service for Messages
A31003-P3010-U103-15-7619, 01/2013
myPortal for Outlook, User Guide
103
Unified Communications
Voice and fax messages
•
How to Define an Additional Phone Number
5.5.1.1 How to Determine the Call Number for your Voicemail Box
Step by Step
1) Click on the Setup symbol.
2) Click on Personal Details > My Personal Details.
3) The call number for the voicemail box can be found in the My Contact Details
area in the VoiceMail Ph. field.
4) Click Close.
Related Topics
5.5.1.2 How to Select Recording or Announcement Mode
Step by Step
1) Click on the Setup symbol.
2) Click on Communications > VoiceMail Settings.
3) For each presence status, select one of the following values from the dropdown list:
•
If you want callers to be able to leave messages in your voicemail box,
select Active.
•
If you want callers to only hear the announcements of your voicemail box,
select Inactive.
4) Click Save.
Related Topics
5.5.1.3 How to Record an Announcement
Step by Step
1) Click on the Setup symbol.
2) Click Profiles and then on any profile.
3) Click Record.
4) Click on the announcement with the desired designation in the list of
announcements.
5) Click Record. The voicemail box will now call you on your phone.
6) Accept the call from the voicemail box.
104
A31003-P3010-U103-15-7619, 01/2013
myPortal for Outlook, User Guide
Unified Communications
Voice and fax messages
7) Speak out the text of your announcement after the tone.
INFO: If you are using announcements or music from other
sources, make sure that you do not infringe on any copyrights.
8) Click Stop.
9) If you want to listen to the announcement on the phone, click on Play. To exit
the playback loop, click on Stop.
10) If you want to record the announcement again, click on Record again.
11) Click on Close, followed by Save.
Related Topics
Related Topics
• Personal AutoAttendant
•
How to Edit a Profile for the Personal AutoAttendant
•
How to Import an Announcement
•
How to Delete an Announcement
5.5.1.4 How to Import an Announcement
Prerequisites
•
The audio file is available as a PCM file with the following properties: 8 kHz,
16 bit, mono.
INFO: Before using announcements or music, make sure that
you do not infringe on any copyrights.
Step by Step
1) Click on the Setup symbol.
2) Click Profiles and then on any profile.
3) Click Record.
4) Click Upload.
5) Select the desired file and click Open.
6) Click on OK in the Warning!!! window.
7) Click on Close, followed by Save.
INFO: On importing announcements, the system performs the
automatic level control and normalization needed to meet the
"USA / TIA 968 Signal Power Limitations" requirements.
A31003-P3010-U103-15-7619, 01/2013
myPortal for Outlook, User Guide
105
Unified Communications
Voice and fax messages
Related Topics
Related Topics
• Personal AutoAttendant
•
How to Edit a Profile for the Personal AutoAttendant
•
How to Record an Announcement
•
How to Delete an Announcement
5.5.1.5 How to Delete an Announcement
Step by Step
1) Click on the Setup symbol.
2) Click Profiles and then on any profile.
3) Click Record.
4) Click on the announcement with the desired designation in the list of
announcements.
5) Click Delete.
6) Click on Close, followed by Save.
Related Topics
Related Topics
• How to Record an Announcement
•
How to Import an Announcement
5.5.1.6 How to Enable or Disable the Announcement of your Presence Status for
External Callers
Step by Step
1) Click on the Setup symbol.
2) Click on Sensitivity > VoiceMail Presence.
3) Select one of the following options:
•
If you want to activate the voicemail box announcement of your Presence
status for external callers, enable the check box My presence will be
played to external callers when they reach my VoiceMail.
•
If you want to deactivate the voicemail box announcement of your
Presence status for external callers, clear the check box My presence
will be played to external callers when they reach my VoiceMail.
4) Click Save.
106
A31003-P3010-U103-15-7619, 01/2013
myPortal for Outlook, User Guide
Unified Communications
Voice and fax messages
Related Topics
Related Topics
• Presence status
•
How to Change the Visibility of your Presence Status for Others
•
Personal AutoAttendant
•
How to Enable or Disable the Announcement of your Presence Status for
Specific Callers
5.5.1.7 How to Enable or Disable the Announcement of your Presence Status for
Specific Callers
Prerequisites
•
In order to disable the announcement of your Presence status for a specific
number, this number must be transmitted with the call.
Step by Step
1) Click on the Settings symbol.
2) Click on Sensitivity > VoiceMail Presence.
3) Select one of the following options:
•
If you want to suppress the voicemail box announcement of your
Presence status for a specific number, click Add, enter the desired
number in the input field, and click OK.
INFO: You can use the following character as placeholders to
define a call number range: ? for any single digit and * for any
number of digits.
•
If you want to allow the voicemail box announcement of your Presence
status for a specific number, click on desired entry and then on Remove.
4) Click Save.
Related Topics
Related Topics
• Presence status
•
How to Change the Visibility of your Presence Status for Others
•
Personal AutoAttendant
•
How to Enable or Disable the Announcement of your Presence Status for
External Callers
A31003-P3010-U103-15-7619, 01/2013
myPortal for Outlook, User Guide
107
Unified Communications
Voice and fax messages
5.5.1.8 How to Grant or Deny the Attendant Permission to Retrieve Voicemail and Fax
Messages
Step by Step
1) Click on the Setup symbol.
2) Click on Sensitivity > Security and Access.
3) Select one of the following options:
•
If you want to allow your voicemail and fax messages to be retrieved by
the Attendant, enable the check box Receptionists are able to listen to
my voicemail and to read my fax messages.
•
If you want to prevent your voicemail and fax messages from being
retrieved by the Attendant, clear the check box Receptionists are able
to listen to my voicemail and to read my fax messages.
4) Click Save.
Related Topics
Related Topics
• Fax Box
5.5.1.9 How to Activate or Deactivate the Password Prompt for the Voicemail Box
NOTICE: If you deactivate the password prompt for your
voicemail box, unauthorized users could access your voicemailby
phone and listen to your voice messages, for example, or call
external destinations at your cost.
Step by Step
1) Click on the Setup symbol.
2) Click on Security and Access > Security and Access.
3) Select one of the following options:
•
If you want to activate the password prompt on calling your voicemail box,
clear the Bypass password when calling voicemail check box.
•
If you want to deactivate the password prompt on calling your voicemail
box, enable the Bypass password when calling voicemail check box.
4) Click Save.
Related Topics
108
A31003-P3010-U103-15-7619, 01/2013
myPortal for Outlook, User Guide
Unified Communications
Voice and fax messages
5.5.1.10 How to Select the Language of the Voicemail Box
Step by Step
1) Click Setup.
2) Click on Communications > VoiceMail Settings.
3) Select the VoiceMail Language in the drop-down list.
4) Click Close.
Related Topics
5.5.2 Managing Voicemail
You can listen to and forward voicemails, for example, or move them to another
folder, save them as WAV files or call the sender.
Folders for Voicemail
myPortal for Outlook organizes voice messages in the following folders:
•
Inbox
•
Played
•
Saved
•
Deleted
Displaying Voicemail Messages
The following symbols identify different types of voicemail:
Symbol
-
Meaning
Voicemail to a subscriber
Voicemail to a group
Recorded call
Recorded conference
The List view of voicemails shows the following details:
•
Symbol for the type of voicemail
•
Date / Time
•
Group Name, if available
•
Call number, if available
•
Last Name, if available
For recorded conferences: conference name, if available; otherwise, Last
Name of the second conference participant, if available
•
First Name, if available
•
Company, if available
A31003-P3010-U103-15-7619, 01/2013
myPortal for Outlook, User Guide
109
Unified Communications
Voice and fax messages
•
Priority
Color coding: urgent (rot), private (blue), normal (black). When listening to the
voicemail Inbox, an announcement notifies you of the number of messages
per priority.
•
Duration
Retention Period for Voicemail
The communication system automatically deletes voicemails after a defined
retention period (which can be configured by the administrator) expires.
Voicemail for Groups
The administrator can set up groups for voice messages with a separate call
number for each group. The communication system forwards voice messages to
a group to each group member. As soon as one of the subscribers has listened
to a new message, that message is flagged as "played" for all group members. If
a group member deletes a message, that entry is also deleted for all other group
members.
Listening to Voicemail
You can optionally listen to voice messages on the phone or your PC. When a
new voice message is listened to for the first time, the communication system
moves it automatically from the Inbox folder to the Played folder.
Calling the Sender of a Voicemail
You can call the sender of a voice message.
Forwarding a Voice Message
You can forward a voice message easily to other internal subscribers.
Moving a Voice Message
You can move a voice message to another folder.
Saving a Voice Message as a File
NOTICE: The communication system saves voice messages for
a limited period of time, which can be configured per folder by the
administrator. When this time period expires, the voice messages
are automatically deleted by the communication system.
You can save a voice message as a WAV file in the file system of your PC to
archive it permanently.
Sending Voice Messages as E-Mails
You can send a voice message as a WAV file by e-mail to any recipient. If
available, the e-mail includes the call number and name of the calling party
110
A31003-P3010-U103-15-7619, 01/2013
myPortal for Outlook, User Guide
Unified Communications
Voice and fax messages
Related Topics
Related Topics
• User Interface Elements
•
Voicemail box
5.5.2.1 How to Listen to a Voice Message on the Phone
Prerequisites
•
Your Presence status is Office or CallMe.
Step by Step
1) Click on the Messages symbol.
2) Under Voicemail, click on the desired folder, e.g., Inbox.
3) Click on the desired voicemail.
4) Click on Play Message > Play through phone in the context menu.
Next steps
Accept the call from the voicemail box.
Related Topics
Related Topics
• How to Listen to a Voice Message on the PC
5.5.2.2 How to Listen to a Voice Message on the PC
Prerequisites
•
Your PC has a properly configured sound card with speakers or headphones.
Step by Step
1) Click on the Messages symbol.
2) Under Voicemail, click on the desired folder, e.g., Inbox.
3) Click on the desired voicemail.
4) Click on Play Message > Play through speakers in the context menu.
Related Topics
Related Topics
• How to Listen to a Voice Message on the Phone
A31003-P3010-U103-15-7619, 01/2013
myPortal for Outlook, User Guide
111
Unified Communications
Voice and fax messages
5.5.2.3 How to Call back the Sender of a Voice Message
Prerequisites
•
The caller's phone number has been transmitted.
Step by Step
1) Click on the Messages symbol.
2) Under Voicemail, click on the desired folder, e.g., Played.
3) Click on the desired voicemail.
4) Click in the context menu on the item Dial: ... with the appropriate phone
number.
Related Topics
5.5.2.4 How to Forward a Voicemail Message
Step by Step
1) Click on the Messages symbol.
2) Under Voicemail, click on the desired folder, e.g., Played.
3) Click on the desired voicemail.
4) Click on Forward Message, in the context menu.
5) To sort the list of recipients, click on the column headers Extension or Name
to sort by that criterion in alphanumeric ascending order.
6) If you want to reverse the sort order of the list of recipients, click again on the
column header.
7) Activate the check box for the desired recipient or recipients.
8) If you want to add a comment, proceed in the following steps:
a) Click on Comment.
b) Click Start. The voicemail box will now call you on your phone.
c) Accept the call from the voicemail box.
d) Speak out the text of your comment after the tone.
e) Click Stop.
f)
If you want to listen to the comment on the phone, click on Listen. To exit
the playback loop, click on Stop.
g) If you want to record the comment again, click on Record again.
9) Click Redirect.
Related Topics
112
A31003-P3010-U103-15-7619, 01/2013
myPortal for Outlook, User Guide
Unified Communications
Voice and fax messages
5.5.2.5 How to Move a Voice Message
Step by Step
1) Click on the Messages symbol.
2) Under Voicemail, click on the desired folder, e.g., Played.
3) Click on the desired voicemail.
4) Select the desired folder in the context menu under Move Message > ….
Related Topics
5.5.2.6 How to Save a Voice Message as a WAV File
Step by Step
1) Click on the Messages symbol.
2) Under Voicemail, click on the desired folder, e.g., Played.
3) Click on the desired voicemail.
4) Click on Save VoiceMail Message in the context menu.
5) Select a folder in the Save VoiceMail Message window, enter a File Name
and click Save.
Related Topics
5.5.2.7 How to Send a Voice Message as an E-mail
Step by Step
1) Click on the Messages symbol.
2) Under Voicemail, click on the desired folder, e.g., Played.
3) Click on the desired voicemail.
4) Click on Send in Email … in the context menu.
Next steps
Send the e-mail with the attached WAV file to the desired recipient in Outlook.
Related Topics
5.5.2.8 How to Create an Outlook Contact from the Sender of a Voice Message
Step by Step
1) Click on the Messages symbol.
2) Under Voicemail, click on the desired folder, e.g., Played.
3) Click on the desired voicemail.
4) Click on Copy to Outlook in the context menu.
A31003-P3010-U103-15-7619, 01/2013
myPortal for Outlook, User Guide
113
Unified Communications
Voice and fax messages
Next steps
Save the contact in Outlook.
Related Topics
5.5.2.9 How to Sort Voice Messages
Step by Step
1) Click on the Messages symbol.
2) Under Voicemail, click on the desired folder, e.g., Played.
3) Click on one of the column titles: Type, Date, Group Name, Call no, Last
Name, First Name, Company Name, Priority or Duration to sort the
voicemails by this criterion in ascending alphanumeric order.
4) If you want to reverse the sort order, click again on column header.
Related Topics
5.5.2.10 How to Delete a Voicemail
Step by Step
1) Click on the Messages symbol.
2) Click on one of the following folders under Voice Messages: Inbox, Played
or Saved.
3) Select one of the following options:
•
Click on the desired voicemail.
•
Mark the desired voicemails.
4) Select Move Message > Deleted in the context menu.
5) If you want to delete the Fax messages permanently:
a) Click under Voice Messages on the Deleted folder.
b) Select the desired voice message(s).
c) Select Move Message > Permanently Delete Message in the context
menu.
Related Topics
5.5.3 Fax Box
The Fax box saves Fax messages centrally. You can access these messages
using myPortal for Outlook.
You can view or edit the following settings of your Fax box:
Determining your own Fax Number
You can determine under which fax number you can be reached.
114
A31003-P3010-U103-15-7619, 01/2013
myPortal for Outlook, User Guide
Unified Communications
Voice and fax messages
Retrieving Fax Messages through the Attendant
Using myAttendant, you can grant or deny the Attendant permission to access
your fax messages and voicemails. In the latter case, the Attendant can only
determine how many messages you have.
Related Topics
Related Topics
• Screen Pops
•
How to Enable or Disable Screen Pops for New Fax Messages
•
How to Enable or Disable Screen Pops for New Voicemails
•
Managing Fax Messages
•
How to Grant or Deny the Attendant Permission to Retrieve Voicemail and
Fax Messages
•
Sending Fax Messages
•
Notification Service for Messages
5.5.3.1 How to Determine your own Fax Number
Prerequisites
•
Your administrator has configured a Fax number for you.
Step by Step
1) Click on the Setup symbol.
2) Click on the tab Personal Details > My Personal Details.
3) You will find your fax number in the Fax Ph. field..
4) Click Close.
Related Topics
5.5.4 Managing Fax Messages
You can display or forward fax messages, for example, or move them to another
folder, save them as TIFF files and even call the sender.
Folder for Fax Messages
myPortal for Outlook organizes fax messages in the following folders:
•
Inbox
•
Read
•
Deleted
•
Sent Items:
Contains the fax messages already sent by the communication system
A31003-P3010-U103-15-7619, 01/2013
myPortal for Outlook, User Guide
115
Unified Communications
Voice and fax messages
•
Sending Items
Contains queued fax messages that have not yet been sent The
communication system tries to transmit a fax message up to 5 times within 25
minutes. The Progress of each fax message being sent is indicated by a
progress bar.
Details of Fax Messages
Depending on the folder involved, the List view of the fax messages shows
different combinations of the following details: Date / Time, Fax Group, Call
number, Last Name, First Name, Company, Pages, Notes, Destination,
Status and Progress.
Retention Period for Fax Messages
The communication system automatically deletes fax messages for which the
following retention periods are exceeded:
Fax message
Retention period (days)
New
120
Read
365
Sent
365
Deleted
60
Fax Messages for Groups
The administrator can set up groups for fax messages with a separate Fax
number for each group. The communication system forwards fax messages to a
group to each group member. As soon as one of the subscribers has viewed a
new message, the message is flagged as "read" for all group members. If a group
member deletes a message, that entry is also deleted for all other group
members.
Calling the Sender of a Fax Message
You can call the sender of a fax message.
Forwarding a Fax Message
You can forward a fax message to other internal subscribers.
Saving a Fax Message as a File
You can save a fax message as a TIFF file in the file system of your PC to archive
it permanently.
Sending Fax Messages as E-Mails
You can send a fax message as a TIFF file by e-mail to any recipient.
Displaying Fax Messages
When a new fax message is viewed for the first time, the communication system
moves it automatically from the Inbox folder to the Read folder.
116
A31003-P3010-U103-15-7619, 01/2013
myPortal for Outlook, User Guide
Unified Communications
Voice and fax messages
Fax Transmission Report
You can display the transmission report of a fax message in the web browser.
Related Topics
Related Topics
• User Interface Elements
•
Fax Box
5.5.4.1 How to Display a Fax Message
Prerequisites
•
TIFF files are associated with an application in which they can be viewed.
Step by Step
1) Click on the Messages symbol.
2) Under Fax messages, click on the desired folder, e.g., Inbox.
3) Select View Fax in the context menu of the appropriate Fax message.
Related Topics
5.5.4.2 How to Call the Sender of a Fax Message
Step by Step
1) Click on the Messages symbol.
2) Under Fax Messages, click on the desired folder, e.g., Read.
3) Click on the desired fax message.
4) Click in the context menu on the item Dial: ... with the appropriate phone
number.
Related Topics
5.5.4.3 How to Forward a Fax Message
Step by Step
1) Click on the Messages symbol.
2) Under Fax Messages, click on the desired folder, e.g., Read.
3) Select Forward Message in the context menu of the appropriate Fax
message.
4) Enter the fax number of the recipient in canonical or dialable format in the
Forward Message window.
5) Click on + to add this recipient to the fax message.
A31003-P3010-U103-15-7619, 01/2013
myPortal for Outlook, User Guide
117
Unified Communications
Voice and fax messages
6) If you want to send the fax to further recipients, click in the input field and
repeat steps 4 through 5 accordingly.
INFO: You can also add further recipients by searching in a
directory.
7) If you want to remove a recipient, proceed in the following steps:
a) Click in the list of Recipients on the desired entry.
b) Press the Del key.
8) Click OK.
Related Topics
5.5.4.4 How to Move a Fax Message
Step by Step
1) Click on the Messages symbol.
2) Under Fax Messages, click on the desired folder, e.g., Read.
3) Click on the desired fax message.
4) Select the desired folder in the context menu under Move Message to > ….
Related Topics
5.5.4.5 How to Save a Fax Message as a TIFF File
Step by Step
1) Click on the Messages symbol.
2) Under Fax Messages, click on the desired folder, e.g., Read.
3) Click on the desired fax message.
4) Click on Save as TIF in the context menu.
5) Select a folder in the Save Fax Message window, enter a File Name and click
Save.
Related Topics
5.5.4.6 How to Send a Fax Message as an E-mail
Step by Step
1) Click on the Messages symbol.
2) Under Fax Messages, click on the desired folder, e.g., Read.
3) Click on the desired fax message.
4) Click on Send in Email … in the context menu.
118
A31003-P3010-U103-15-7619, 01/2013
myPortal for Outlook, User Guide
Unified Communications
Voice and fax messages
Next steps
Send the e-mail with the attached TIFF file in Outlook.
Related Topics
5.5.4.7 How to Sort Fax Messages
Step by Step
1) Click on the Messages symbol.
2) Under Fax Messages, click on the desired folder, e.g., Read.
3) Click on one of the column titles: Date, Group Name, Call no, Last Name,
First Name, Company Name, Pages or Notes to sort the fax messages by
this criterion in ascending alphanumeric order.
4) If you want to reverse the sort order, click again on column header.
Related Topics
5.5.4.8 How to Display an Overview of Fax Messages in the Send Queue
Prerequisites
•
You have sent fax messages with Fax Printer.
Step by Step
1) Click on the Messages symbol.
2) Click on the Sending Items folder under Outbox.
3) Click on one of the column titles: Date, Group Name, Last Name, First
Name, Company Name, Destination or Pages to sort the fax messages by
this criterion in ascending alphanumeric order.
4) If you want to reverse the sort order, click again on column header.
Related Topics
Related Topics
• How to Display an Overview of Sent Fax Messages
•
How to Cancel Sending a Fax Message
5.5.4.9 How to Cancel Sending a Fax Message
Prerequisites
•
You have sent a fax message with Fax Printer.
Step by Step
1) Click on the Messages symbol.
2) Click on the Sending Items folder under Outbox.
A31003-P3010-U103-15-7619, 01/2013
myPortal for Outlook, User Guide
119
Unified Communications
Voice and fax messages
3) Select Cancel in the context menu of the appropriate Fax message.
4) Click Yes.
Related Topics
Related Topics
• How to Display an Overview of Fax Messages in the Send Queue
5.5.4.10 How to Display an Overview of Sent Fax Messages
Prerequisites
•
You have sent fax messages with Fax Printer.
Step by Step
1) Click on the Messages symbol.
2) Under Outbox, click on the Sent Items folder.
3) Click on one of the column titles: Date, Group Name, Last Name, First
Name, Company Name, Destination or Pages or Status to sort the fax
messages by this criterion in ascending alphanumeric order.
4) If you want to reverse the sort order, click again on column header.
Related Topics
Related Topics
• How to Display an Overview of Fax Messages in the Send Queue
5.5.4.11 How to Resend a Fax Message
Step by Step
1) Click on the Messages symbol.
2) Under Outbox, click on the Sent Items folder.
3) Click on the relevant fax message.
4) Click on Resend in the context menu.
Related Topics
5.5.4.12 How to Display a Fax Transmission Report
Prerequisites
•
120
You have sent a fax message with Fax Printer.
A31003-P3010-U103-15-7619, 01/2013
myPortal for Outlook, User Guide
Unified Communications
Voice and fax messages
Step by Step
1) Click on the Messages symbol.
2) Under Outbox, click on the Sent Items folder.
3) Click on the relevant fax message.
4) Click on Properties in the context menu.
5) Click on Transmission report.
The transmission report of the relevant fax message is displayed in the web
browser.
Related Topics
5.5.4.13 How to Delete a Fax Message
Step by Step
1) Click on the Messages symbol.
2) Click under Fax Messages on either the Inbox or Read folder or under
Outbox on either the Sent Items or Sending Items folder.
3) Select one of the following options:
•
Click on the desired fax message.
•
Mark the desired Fax messages.
4) Select Move Message to > Deleted in the context menu.
5) If you want to delete the Fax messages permanently:
a) Click under Fax Messages on the Deleted folder.
b) Select the desired Fax message(s).
c) Select Move Message to > Permanently Delete Message in the context
menu.
Related Topics
5.5.5 Sending Fax Messages
You can use Fax Printer to send fax messages under Windows.
Details on sending fax messages can be found in the Fax Printer User Guide.
Related Topics
Related Topics
• Fax Box
5.5.6 Notification Service for Messages
The communication system can optionally notify you about new voice and fax
messages by e-mail, by phone or with an SMS.
A31003-P3010-U103-15-7619, 01/2013
myPortal for Outlook, User Guide
121
Unified Communications
Voice and fax messages
The Notification Service works as follows:
Notification
for voicemail
for fax message
E-mail
You receive an e-mail with the
message as a WAV file, the date
and time it was received, the
duration of the message and, if
available, the phone number and
name of the sender. If the size of the
WAV file exceeds a defined value, it
is not attached to the e-mail. This
value can be changed by the
administrator of the communication
system; the default is 10 MB.
Voicemails with "urgent" priority are
flagged as e-mails with "High"
importance. E-mails with a
voicemail have a separate symbol in
Outlook. If you are using an IMAP
mailbox that shows only the e-mail
headers, the usual e-mail icon will
appear instead.
You receive an e-mail with the
message as a TIFF file, the date
and time it was received, the
number of pages and, if available,
the phone number and name of the
sender. If the size of the TIFF file
exceeds a defined value, it is not
attached to the e-mail. This value
can be changed by the
administrator of the communication
system; the default is 10 MB. Emails with a Fax message have a
separate symbol in Outlook. If you
are using an IMAP mailbox that
shows only the e-mail headers, the
usual e-mail icon will appear
instead.
SMS
You receive an SMS about the received message at the phone number
defined by you.
by phone
Your voicemail box calls you at the
number you have specified and
plays back the message to you.
-
You can enable or disable every type of notification for each Presence status
individually.
The notification by phone can be restricted to the business hours configured by
your administrator. You can define the number and intervals for the repeated
attempts for the notification by phone.
Related Topics
Related Topics
• Voicemail box
•
Fax Box
5.5.6.1 How to Enable or Disable E-mail Notifications
Prerequisites
122
•
The administrator of your communication system has configured the sending
of e-mails.
•
Your e-mail address is specified under Personal Details.
A31003-P3010-U103-15-7619, 01/2013
myPortal for Outlook, User Guide
Unified Communications
Voice and fax messages
Step by Step
1) Click on the Setup symbol.
2) Select one of the following options:
•
If you want to enable or disable the notification for voice messages, click
on Communication > VM Notification.
•
If you want to enable or disable the notification for fax messages, click on
Communication > Fax Notification.
3) Select one of the options below in the Email row for each column with one of
the following Presence statuses: Office, Meeting, Sick, Break, Out of the
Office, Vacation, Lunch, Home or Do Not Disturb:
•
If you want to activate the notification for a Presence status, enable the
corresponding check box.
•
If you want to deactivate the notification for a Presence status, clear the
corresponding check box.
4) Click Save.
Related Topics
Related Topics
• How to Specify your E-Mail Address
5.5.6.2 How to Enable or Disable the Notification by Phone
Step by Step
1) Click on the Setup symbol.
2) Click on Communications > Voicemail Notifications.
3) Select one of the options below in the Outbound row for each column with
one of the following Presence statuses: Office, Meeting, Sick, Break, Out of
the Office, Vacation, Lunch, Home or Do Not Disturb:
•
If you want to activate the notification for a Presence status, enable the
corresponding check box.
•
If you want to deactivate the notification for a Presence status, clear the
corresponding check box.
4) Enter the desired phone number in the Outbound Number field in canonical
or dialable format
5) Choose one the following options in the Outbound Notification Times area:
•
If you want to be notified only during business hours, click on During
Business Hours Only.
•
If you want to be notified at any time, click on 24 Hours a Day.
6) Enter the desired time interval and the number of attempts to be made when
repeating the notification.
A31003-P3010-U103-15-7619, 01/2013
myPortal for Outlook, User Guide
123
Unified Communications
Instant Messaging (UC Suite)
7) Click Save.
Related Topics
Related Topics
• Call Number Formats
5.5.6.3 How to Enable or Disable SMS Notification
Prerequisites
•
The administrator of your communication system has defined an appropriate
SMS template for you.
Step by Step
1) Click Setup.
2) Select one of the following options:
•
If you want to enable or disable the notification for voice messages, click
on Communication > VM Notification.
•
If you want to enable or disable the notification for fax messages, click on
Communication > Fax Notification.
3) Select one of the options below in the SMS row of the Notification table for
each column with one of the following Presence statuses: Office, Meeting,
Sick, Break, SMS of the Office, Vacation, Lunch, Home or Do Not Disturb:
•
If you want to activate the notification for a Presence status, enable the
corresponding check box.
•
If you want to deactivate the notification for a Presence status, clear the
corresponding check box.
4) Click Save.
Related Topics
5.6 Instant Messaging (UC Suite)
Instant Messaging refers to communicating with instant messages (usually called
a chat).
Related Topics
5.6.1 Instant Messaging (UC Suite)
Instant Messaging enables you to chat with other peers. The communication
system supports instant messaging with users of UC Suite as well as external
communication partners via XMPP and multi-user chats (or a combination of
both).
124
A31003-P3010-U103-15-7619, 01/2013
myPortal for Outlook, User Guide
Unified Communications
Instant Messaging (UC Suite)
Sent and received instant messages are presented to you and your
communication partners as a dialog.
Context menus with the menu item Send Instant Message indicate whether the
relevant subscriber is logged in by a symbol on the left.
Symbol
Status
Logged in
Logged out
If one of the communication partners is offline, the following occurs with the
instant message, depending on the type of the selected recipient:
Recipients
Behavior
Individual subscribers
The instant message is displayed at the next login.
Group in Favorites
The instant message is never displayed for the
subscribers who are offline.
External Instant Messaging
You can also chat with one external XPP communication partner (e.g., a Google
Talk user).
Multi-user chat
A multi-user chat is the exchange of instant messages with multiple
communication partners. Here too, the communication system supports a
maximum of one external XMPP communication partner.
Instant Messaging and Web Collaboration
Note that Instant Messaging of the system and Instant Messaging of a
Web Collaboration session are mutually independent, i.e.: the instant messages
from a UC client do not appear in a Web Collaboration session of the same
participant, and vice versa.
Instant Message Window
The Instant Message window in myPortal for Desktop with the classic user
interface and in myPortal for Outlook consists of the following areas:
A31003-P3010-U103-15-7619, 01/2013
myPortal for Outlook, User Guide
125
Unified Communications
Instant Messaging (UC Suite)
•
User area (1)
This area shows every participating communication partner as a symbol or
with a picture, if available.
•
Message area (2)
This area shows the instant messages of all the chatting subscribers.
•
Input area (3)
This area contains the input field for the instant messages.
myPortal for Desktop with modern user interface shows instant messages in the
workspace of the main window.
Related Topics
Related Topics
• Screen Pops
5.6.1.1 How to Send an Instant Message
Prerequisites
•
Instant Messaging is enabled in the system.
•
Your XMPP alias is defined (if you want to chat with an external
communication partner).
Step by Step
1) Select the recipient by one of the following methods:
•
126
Click on a contact or a group in the Favorites list.
A31003-P3010-U103-15-7619, 01/2013
myPortal for Outlook, User Guide
Unified Communications
AutoAttendant
•
Click on the Directories symbol, then on Internal or External and then
on one of the subscribers.
INFO: A current communication partner can alternatively also be
contacted via an instant message from the screen pop of the call.
2) Select Send Instant Message in the context menu.
3) If you want to add further communication partners the chat (to create a multiuser chat), drag them from Favorites or Directories to the Instant Message
window.
4) If you want to remove a communication partner from the multi-user chat,
select Remove in the Instant Message window in the user area from the
context menu of the symbol or image representing the respective
communication partner.
5) Enter the text in the Instant Message window in the input area.
6) If you want to insert an emoticon into the text, select one of the following
options:
•
Click on the Smiley icon and then on the desired emoticon.
•
Enter the keyboard shortcut for the emoticon, e.g., :).
7) Click Send.
8) If you want to delete the previous history of the chat in the Message Center,
click on the Trash icon.
Related Topics
Related Topics
• Directories
•
Favorites List
•
How to Define an XMPP Alias
5.7 AutoAttendant
Depending on the presence status of the called party, the AutoAttendant offers
callers options to route voice calls to fixed numbers or their voicemail box. Callers
signal their choice by entering digits at the phone.
Related Topics
5.7.1 Personal AutoAttendant
The personal AutoAttendant offers callers the option of forwarding their voice
calls to the phone numbers defined by you or to your voicemail box, depending
on your Presence status. Callers signal their choice by entering digits at the
phone.
A31003-P3010-U103-15-7619, 01/2013
myPortal for Outlook, User Guide
127
Unified Communications
AutoAttendant
Custom Profiles for the Personal AutoAttendant
For every Presence status there is a custom profile in which you can define the
choices for your callers. You can activate or deactivate each profile separately. By
default, no profile is active. When you deactivate a profile, the default behavior of
your voicemail applies to the Presence status involved.
Announcements
When this profile is activated, the voicemail box plays back the following
announcements:
•
Name announcement:
If you have enabled dynamic announcements, the name announcement you
recorded is used for the greeting, unless your Presence status is Office,
CallMe or Do Not Disturb.
•
Dynamic announcements:
If you have enabled dynamic announcements, the voicemail box generates
situation-based announcements for your Presence status (except for Office,
CallMe and Do Not Disturb) with an indication of the scheduled time of your
return, e.g., "... is in a meeting until two thirty p.m. today".
You can activate or deactivate the playback of dynamic announcements
individually for each profile. If the dynamic announcements for a profile have
been enabled, you can activate or deactivate the announcements for your
Presence status for certain callers and for all external callers separately.
•
Personal announcement for the profile:
Before you activate a profile, you must record a personal announcement for
this profile that indicates to your caller the appropriate digits and associated
choices, e.g.: To leave a message, press 1. To speak with my representative,
press 2. To forward this call to my mobile phone, press 3." When you disable
dynamic announcements for the profile, you may find it useful to start your
personal announcement by indicating your Presence status.
The voicemail box plays back announcements for a profile in the following order
(from left to right):
Profile
128
Name
announcement
Dynamic
greetings
Personal
announcement
for profile
Busy
-
-
x
No answer
-
-
x
A31003-P3010-U103-15-7619, 01/2013
myPortal for Outlook, User Guide
Unified Communications
AutoAttendant
Profile
Meeting
Sick
Break
Name
announcement
Dynamic
greetings
Personal
announcement
for profile
x (if dynamic
announcements
have been
enabled)
x (if dynamic
x
announcements
have been
enabled)
-
-
Gone Out
Vacation
Lunch
Gone Home
Do Not Disturb
x
Example: dynamic announcements enabled
Profile
Name
announcement
Dynamic
greetings
"Natalie Dubois" "is in a
meeting
until two
thirty p.m.
today".
Meeting
Personal
announcement
for profile
"To leave a
message, press
1. To speak with
my
representative,
press 2."
Example: dynamic announcements disabled
Profile
Gone Out
Name
announcement
-
Dynamic
greetings
-
Personal
announcement
for profile
"I am currently
out of the office.
To leave a
message, press
1. To speak with
my
representative,
press 2. To
forward this call
to my mobile
phone, press 3."
Actions
When editing the profile, you can define the appropriate actions for the digits
indicated in the announcement.
•
A31003-P3010-U103-15-7619, 01/2013
myPortal for Outlook, User Guide
Record
The caller can leave a message in your voicemail box.
129
Unified Communications
AutoAttendant
•
Transfer
The caller is redirected to a destination defined by you.
•
- None The announcements for this profile are repeated.
Related Topics
Related Topics
• Presence status
•
Voicemail box
•
How to Record an Announcement
•
How to Import an Announcement
•
How to Enable or Disable the Announcement of your Presence Status for
External Callers
•
How to Enable or Disable the Announcement of your Presence Status for
Specific Callers
5.7.1.1 How to Edit a Profile for the Personal AutoAttendant
Prerequisites
•
You have recorded an announcement for the relevant status.
Step by Step
1) Click on the Setup symbol.
2) Click Profiles and then on the profile for the corresponding status.
3) In the row with the appropriate digit, select one of the following options for the
desired Action:
•
If the callers are to be redirected to the voicemail box on entering this digit,
select Record.
•
If the callers are to be transferred to another destination on entering this
digit, select Transfer.
•
If no action is to be taken on entering this digit, select - None -.
4) If you have selected Transfer, enter the phone number in canonical or
dialable format in the Destination field.
5) Select one of the following options for the function of the profile:
•
If you want to activate the profile, enable the Profile Active check box.
•
If you want to deactivate the profile, disable the Profile Active check box.
6) Select one of the following options for the announcement of your Presence
status:
•
130
If you want your voicemail box to announce your Presence status, clear
the Skip Dynamic Greeting check box.
A31003-P3010-U103-15-7619, 01/2013
myPortal for Outlook, User Guide
Unified Communications
AutoAttendant
•
If you do not want your voicemail box to announce your Presence status,
enable the Skip Dynamic Greeting check box.
7) Click Save.
Related Topics
Related Topics
• Call Number Formats
•
How to Record an Announcement
•
How to Import an Announcement
A31003-P3010-U103-15-7619, 01/2013
myPortal for Outlook, User Guide
131
Configuration
AutoAttendant
6 Configuration
You can configure myPortal for Outlook to suit your requirements by editing your
personal data or the program settings, for example.
Defining Additional Phone Numbers
Additional phone numbers are typically used for:
•
Status-based call forwarding
•
CallMe Service
You can individually configure whether or not your mobile number, external
number 1, external number 2 and private number are to be displayed in the
internal directory. The remaining phone numbers are always displayed in the
internal directory.
Providing your own Picture
If you provide your own picture, it will be shown to other subscribers when they
position their mouse pointers over your entry in the internal directory (Extension
column) or in the Favorites list. You can use an image of any file size. The
communication system saves a copy with a width and height restricted to 200
pixels.
Automatic Login
If you use an automatic login, the Login window is not displayed. For security
reasons, you should avoid using the automatic login if you have shared user
accounts.
Hotkeys
You can use any key, possibly in combination with Ctrl or Alt and the Shift
key, as hotkeys for the following functions:
•
Answer/Disconnect call
•
Forward/Transfer call
•
Task bar icon for call
(Screen pop for calls)
•
Display / Hide favorites
•
Desktop Dialing
The only precondition is that the key or key combination is not already being used
by another application.
User name
You can change the user name for your login.
132
A31003-P3010-U103-15-7619, 01/2013
myPortal for Outlook, User Guide
Configuration
How to Edit your own Name
Related Topics
Related Topics
• Directories
•
Favorites List
6.1 How to Edit your own Name
Step by Step
1) Click on the Setup symbol.
2) Click on Personal Details > My Personal Details.
3) Enter your name in the fields First Name and Last Name.
INFO: All Latin1 characters (ISO-8859-1, Western European) are
allowed.
4) Click Save.
Related Topics
6.2 How to Specify your E-Mail Address
Prerequisites
•
The administrator of your communication system has configured the sending
of e-mails.
Step by Step
1) Click on the Setup symbol.
2) Click on Personal Details > My Personal Details.
3) Enter your e-mail address under E-mail.
4) Click Save.
Related Topics
Related Topics
• How to Enable or Disable Automatic Updating of the Presence Status via
Outlook Appointments
•
Conferences
•
How to Enable or Disable E-mail Notifications
A31003-P3010-U103-15-7619, 01/2013
myPortal for Outlook, User Guide
133
Configuration
How to Define an Additional Phone Number
6.3 How to Define an Additional Phone Number
Step by Step
1) Click on the Setup symbol.
2) Click on Personal Details > My Personal Details.
3) Enter an additional phone number in canonical or dialable format in one of the
following fields: Mobile Ph., External 1 Ph., External 2 Ph., Home Ph. or
Assistant Ph..
4) Select one of the following options:
•
If you do not want to see Mobile Ph., External 1 Ph., External 2 Ph. or
Home Ph. displayed in the internal directory, clear the Visibility check
box next to the phone number.
•
If you do not want to see Mobile Ph., External 1 Ph., External 2 Ph. or
Home Ph. displayed in the internal directory, clear the Visibility check
box next to the phone number.
5) Click Save.
Related Topics
Related Topics
• Call Number Formats
•
How to Enable the CallMe Service
•
Status-based Call Forwarding
•
Voicemail box
6.4 How to Define an XMPP Alias
Prerequisites
•
The administrator of your communication system has enabled XMPP.
Step by Step
1) Click on the Setup symbol.
2) Click on Personal Details > My Personal Details.
134
A31003-P3010-U103-15-7619, 01/2013
myPortal for Outlook, User Guide
Configuration
How to Provide your own Picture
3) Enter your XMPP alias under XMPP-ID. Your XMPP alias is the left portion
(e.g., john.public) of your complete XMPP-ID (e.g.,
[email protected]), without the domain name.
The XMPP alias must be unique within the domain.
INFO: You should provide other XMPP communication partners
with your full XMPP ID (e.g.,
xmpp:[email protected]), i.e.,
including the domain name. If required, ask the administrator of
your communication system for the domain name.
4) Click Save.
Related Topics
Related Topics
• How to Send an Instant Message
6.5 How to Provide your own Picture
Prerequisites
•
You have an image file with your picture in one of the following file formats:
BMP, GIF, JPG.
Step by Step
1) Click on the Setup symbol.
2) Click on Personal Details > My Picture.
3) Click Select.
4) Choose a folder and the desired file and click Open.
Related Topics
Related Topics
• How to Delete your own Picture
6.6 How to Delete your own Picture
Step by Step
1) Click on the Setup symbol.
2) Click on Personal Details > My Picture.
3) Click Delete.
4) Click Save.
A31003-P3010-U103-15-7619, 01/2013
myPortal for Outlook, User Guide
135
Configuration
Programming the Function Keys of the Telephone
Related Topics
Related Topics
• How to Provide your own Picture
6.7 Programming the Function Keys of the Telephone
You can customize the function keys of your telephone and any available key
module or BLF module to suit your requirements with via an application in the web
browser.
This applies to both the predefined function keys and the other function keys, but
not the local application keys (Local App.). The user interface for key
programming is opened in the same language as , if available; otherwise, in
English.
INFO: You cannot program the function keys of an analog phone
with .
In the case of phones with a display, you can also program some
function keys directly at the phone.
Programming Function Keys on Different Levels
You can program the function keys on two levels: the first level can be assigned
all the offered functions, and the second level can be assigned external phone
numbers. The Shift key must be configured on the phone in order to use the
second level. The LED of the function key is always assigned to the first level.
Related Topics
6.7.1 How to Program the Function Keys of the Telephone
Step by Step
1) Click on the Setup symbol.
2) Click on My Preferences > Miscellaneous.
3) Click on Program Phone Keys. A window for programming the function keys
of the telephone is opened in the web browser.
a) If a message such as There is a problem with this website's
security certificate. appears, click on Continue to this website.
4) Under the phone icon, Click on the key area that you want to edit.
5) In the detailed view of the key area, click on the key icon at end of the
corresponding row. The key icon goes red and indicates that the function is
active for programming.
a) If you want to display details on the current function of a key, move the
mouse pointer over the label field to the left of the key.
136
A31003-P3010-U103-15-7619, 01/2013
myPortal for Outlook, User Guide
Configuration
How to Change the Password
6) Select the desired function from the Choose Function drop-down list.
a) If a function requires additional information (parameters), select these
details or enter the required data.
INFO: Select the Shift Key function for a function key to access
a second level where you program external phone numbers.
7) Click Save.
8) If you selected a system phone with automatic key labeling (such as an
optiPoint 420 Standard, for example), you can enter the text that should
appear in the display of the function key in the Labeling column.
9) If you have programmed a function key as the Shift Key, select the check box
2. Level. Enter the external phone numbers as described under steps 6 to8.
10) If you want to program further function keys, repeat steps 4 to 9.
11) Close the web browser window for key programming.
12) Click in the Setup window of myPortal for Outlook on Save.
Related Topics
Related Topics
• How to Resolve the Problem: Empty Browser Window for Key Programming
6.8 How to Change the Password
NOTICE: For security reasons, you should change your
password after logging in for the first time. Otherwise,
unauthorized users could, for example, potentially access your
voicemails and fax messages or redirect your station number to
external toll-based destinations by simply using the default
password.
INFO: You can also change the password via the Phone menu of
the voicemail box.
Step by Step
1) Click on the Setup symbol.
2) Click on Personal Details > My Personal Details.
3) Under Password, click on Change Password.
4) Enter your current password in the Current field.
A31003-P3010-U103-15-7619, 01/2013
myPortal for Outlook, User Guide
137
Configuration
How to Deactivate the Automatic Login
5) Enter your new password in the New and Confirm fields. The password must
not consist of only digits.
INFO: The password applies to myPortal for Outlook,
myPortal for Desktop, Fax Printer Driver, myAttendant and
myAgent, as well as phone access to your voicemail box.
6) Click on OK, followed by Save.
Related Topics
Related Topics
• How to Start myPortal for Outlook
6.9 How to Deactivate the Automatic Login
NOTICE: You should use the automatic login only if you are
certain that no-one else has access to your user account.
Otherwise, unauthorized users could, for example, potentially
access your voicemails and fax messages or redirect your station
number to external toll-based destinations.
NOTICE: To activate the automatic login, you must use the
corresponding option on starting myPortal for Outlook.
Step by Step
1) Click on the Setup symbol.
2) Click on Sensitivity > Security and Access.
3) Clear the Remember my password and automatically log me into
Outlook check box.
4) Click Save.
Related Topics
Related Topics
• How to Start myPortal for Outlook
6.10 How to Change the Login Name
Step by Step
1) Click on the Setup symbol.
2) Click on Personal Details > My Personal Details.
138
A31003-P3010-U103-15-7619, 01/2013
myPortal for Outlook, User Guide
Configuration
How to Select the User Interface Language
3) Enter the desired user name in the User Name field.
INFO: The user name applies to myPortal for Outlook,
myPortal for Desktop, Fax Printer Driver, myAttendant and
myAgent.
4) Click on OK, followed by Save.
Related Topics
6.11 How to Select the User Interface Language
Step by Step
1) Click on the Setup symbol.
2) Click on My Preferences > Appearance.
3) Select the desired Language.
4) Click Save.
Next steps
Close Outlook and restart myPortal for Outlook.
Related Topics
Related Topics
• User Interface Elements
6.12 How to Change the User Interface
Step by Step
1) Click on the Setup symbol.
2) Click on My Preferences > Appearance.
3) Click on the symbol with the desired user interface.
4) Click Save.
Next steps
Close Outlook and restart myPortal for Outlook.
Related Topics
Related Topics
• User Interface Elements
A31003-P3010-U103-15-7619, 01/2013
myPortal for Outlook, User Guide
139
Configuration
How to Activate or Deactivate a Hotkey
6.13 How to Activate or Deactivate a Hotkey
Step by Step
1) Click on the Setup symbol.
2) Click on My Preferences > Hot Keys.
3) Select one of the following options:
•
If you want to activate a hotkey, click in the rectangular field next to the
relevant function and hold down one or more of the Shift, Ctrl and Alt
keys while pressing the additional key desired for the key combination. If
the pressed key or key combination can be used for myPortal for Outlook,
this is displayed. Then select the Hot Key Enabled check box next to it.
•
If you want to disable a hotkey, clear the Hot Key Enabled check box next
to that key.
4) Click Save.
Related Topics
6.14 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 for Desktop with an invalid
server address.
Step by Step
1) Click on the Setup symbol.
2) Click on My Preferences > Miscellaneous.
3) Enter the IP address or the name of the communication system or the UC
server in the Server Address field.
4) Click Save.
Related Topics
6.15 How to Configure the Transfer Method
Step by Step
1) Click on the Setup symbol.
2) Click on My Preferences > Miscellaneous.
3) Select one of the following options in the Transfer Method drop-down list:
•
140
If you want to use a blind (i.e., unscreened) transfer, select Blind
Transfer.
A31003-P3010-U103-15-7619, 01/2013
myPortal for Outlook, User Guide
Configuration
Troubleshooting
•
If you want to use a consultation (i.e., screened) transfer, select
Consultation Transfer.
4) Click Save.
Related Topics
6.16 Troubleshooting
Help on known issues can be found under Troubleshooting.
Related Topics
6.16.1 How to Resolve the Problem: No Connection to the Communication
System (Windows)
The Windows Firewall is enabled by default on installing Windows. The firewall
prevents the connection of your application with the communication system.
Contact your network administrator or the administrator of your communication
system to have the following steps performed:
Step by Step
›
Add the application to the list of exceptions in the Windows Firewall settings
in the Control Panel.
Related Topics
Related Topics
• How to Start myPortal for Outlook
6.16.2 How to Resolve the Problem: myPortal for Outlook is not Loading
(Outlook 2003)
Step by Step
1) Click on ? > About in the Outlook tool bar.
2) Click on Disabled Items.
3) Click on myPortal for Outlook and then on Activate.
Related Topics
Related Topics
• How to Start myPortal for Outlook
A31003-P3010-U103-15-7619, 01/2013
myPortal for Outlook, User Guide
141
Configuration
Troubleshooting
6.16.3 How to Resolve the Problem: myPortal for Outlook is not Loading
(Outlook 2007)
Step by Step
1) Click on Help > Disabled Items in the Outlook tool bar.
2) Click on myPortal for Outlook and then on Activate.
Next steps
Close Outlook and restart myPortal for Outlook.
Related Topics
Related Topics
• How to Start myPortal for Outlook
6.16.4 How to Resolve the Problem: myPortal for Outlook is not Loading
(Office 2007)
Step by Step
1) Click on Control Panel > Add/Remove Programs in Windows.
2) Select Microsoft Office 2007 and click Change.
3) Select all .NET components in the installation options and proceed with the
installation.
4) Click in Outlook on ? > Disabled Items....
5) Click on OLI and then on Enable.
Related Topics
6.16.5 How to Resolve the Problem: Empty Browser Window for Key
Programming
On clicking the Program Phone Keys link, your Browser opens with only an
empty window.
Step by Step
1) Disable the proxy server temporarily in the Connection settings of your web
browser.
2) Refresh the page for programming function keys in your web browser and
complete the key programming.
Next steps
Then reactivate the proxy server in your web browser.
142
A31003-P3010-U103-15-7619, 01/2013
myPortal for Outlook, User Guide
Configuration
Troubleshooting
Related Topics
Related Topics
• How to Program the Function Keys of the Telephone
A31003-P3010-U103-15-7619, 01/2013
myPortal for Outlook, User Guide
143
Appendix
Presence Status Keywords for Appointments
7 Appendix
The appendix contains additional information.
Related Topics
7.1 Presence Status Keywords for Appointments
Certain keywords in appointments enable automatic updating of the presence
status. The keywords are dependent on the language of the user interface.
Language
Presence status keyword
Croatian
(Croatia)
Ured
Sastanak
Bolovanje
Pauza
Odsutan
Odmor
Ručak
Kuća
Czech
(Czech
Republic)
Kancelář
Porada
Nemoc
Přestávka
Mimo
kancelář
Dovolená
Oběd
Domů
Danish
(Denmark)
Kontoret
Møde
Syg
Break
Ikke på
kontoret
Ferie
Frokost
Gået for i
dag
Dutch
Kantoor
(Netherland
s)
Bespreking
Ziek
Pauze
Niet op
kantoor
Vakantie
Lunch
Thuis
English
(United
Kingdom)
Office
Meeting
Sick
Break
Out of Office Holiday
Lunch
Home
English
(United
States)
Office
Meeting
Sick
Break
Out of Office Vacation
Lunch
Home
Finnish
(Finland)
Paikalla
Neuvottelus Sairaana
sa
Tauolla
Matkoilla
Lounaalla
Poissa
French
(France)
Bureau
Réunion
Break
Déplacemen Congé
t
Déjeuner
Domicile
German
(Germany)
Büro
Besprechun Krank
g
Pause
Außer Haus Urlaub
Mittagspaus Zu Hause
e
Hungarian
(Hungary)
Iroda
Találkozó
Beteg
Szünet
Házon kívül Szünidő
van
Ebédidő
Otthon
Italian (Italy) Ufficio
Riunione
Malattia
Pausa
Fuori sede
Vacanza
Pranzo
A casa
Norwegian,
Bokmål
(Norway)
Kontor
Møte
Syk
Break
ikke på
kontoret
Ferie
Lunsj
Startside
Polish
(Poland)
Biuro
Spotkanie
Chorobowe
Przerwa
Wyszedł
Urlop
Lunch
Dom
Portuguese
(Portugal)
Escritório
Reunião
Doente
Pausa
Fora
Férias
Hora do
almoço
Em casa
144
Maladie
Lomalla
A31003-P3010-U103-15-7619, 01/2013
myPortal for Outlook, User Guide
Appendix
Features of the UC Clients that can be used with SIP Telephones
Language
Presence status keyword
Russian
(Russia)
В офисе
На
Болен
совещании
На
перерыве
Ушел
Выходной
Обед
Дома
Slovenian
(Slovenia)
Pisarna
Sestanek
Bolniška
Odmor
Odsoten
Dopust
Kosilo
Doma
Spanish
(Spain)
Oficina
Reunión
Enfermo
Pausa
Fuera de
oficina
Vacaciones
Pausa de
mediodía
Domicilio
Swedish
(Sweden)
Kontor
Möte
Sjuk
Rast
borta från
kontoret
Semester
Lunch
Hemma
Turkish
(Turkey)
Ofis
Toplantı
Hasta
Mola
Ofis Dışında Tatil
Öğle yemeği Ev
Related Topics
Related Topics
• How to Enable or Disable Automatic Updating of the Presence Status via
Outlook Appointments
7.2 Features of the UC Clients that can be used with SIP Telephones
The following features of the UC clients myAttendant, myPortal for Desktop and
myPortal for Outlook can be used with SIP telephones.
The used SIP telephone must satisfy the following prerequisites:
•
3PCC as per RFC 3725 is supported.
•
The "Call waiting" feature is supported.
•
Do Not Disturb is disabled.
Alternatively, for subscribers with SIP phones, DND can be activated in the
communication system.
INFO: The full functionality of the features depends on the SIP
phone used and cannot be guaranteed.
A successful test of the following features was performed with
OpenStage 15 S.
•
A31003-P3010-U103-15-7619, 01/2013
myPortal for Outlook, User Guide
Connection-/call-oriented features:
–
Make Call
–
Redirect Call
–
Resume call
–
Application-controlled conference
–
Place call on hold
–
Alternate (Toggle/Connect)
–
Consultation
–
Disconnect
145
Appendix
Features of the UC Clients that can be used with SIP Telephones
–
•
Transfer
Phone-oriented features:
–
Do Not Disturb
–
Call forwarding
Related Topics
146
A31003-P3010-U103-15-7619, 01/2013
myPortal for Outlook, User Guide
Index
A
D
absence 22
automatic creation of Outlook appointments 22
ad-hoc conference 72, 77
announcement 100
announcement mode 100
application-controlled conference 73
authentication
conference participant 72
AutoAttendant 127
central 100
personal 100, 128
automatic login 132
automatic updates 16, 132
desktop dialer 62
dialable call number format 56
dial-in number
conference 72
dialing a number 57
directory
make call 57
display conventions 8
Do Not Disturb 22
dynamic announcement 128
C
call
answer 57
missed 49
pick up for another subscriber 57
scheduled 49
call forwarding
rule-based 32
status-based 32
call functions 57
call number format 56
call sender
fax message 115
voicemail 109
callback
journal 49
CallMe 22, 30
CallMe service 30
canonical call number format 56
clipboard dialer 62
color
user interface 132
concept 8
condition
rule-based call forwarding 32
conference 72
conference management 73
conference, phone-controlled 73
configuration 132
contact 43
A31003-P3010-U103-15-7619, 01/2013
myPortal for Outlook, User Guide
E
e-mail
fax message 115
invitation to conference 72
notification 122
specify address 132
voicemail 109
exception
rule-based call forwarding 32
External directory 38
F
FastViewer 99
Favorites list
make call 57
favorites list 43
fax box 114
fax message
delete 115
display 115
forward 115
group 115
move 115
retrieve through attendant 100, 114
send 121
fax number 114
first steps 18
folder
fax messages 115
voicemail 109
function keys
program 132
functions
myPortal for Outlook 10
147
Index
make call 57
sender of voicemail 109
G
general personal greeting 100
group
voicemail 109
I
installation 13
instant message 124, 125
introduction 10
invitation
conference 72
J
journal 49
call 57
group entries 49
retention period 49
sort 49
K
key combination for the Desktop Dialer 62
key programming 136
L
language
user interface 132
voicemail box 100
M
Mobility stations
conferencing 72
presence status 22
myPortal for Outlook
functions 10
starting 13
N
name
change 132
name announcement 18, 100, 128
notification
fax message 122
voicemail 122
notification by phone 122
notification service 122
O
offline, working 13
open conference 96
operating instructions 8
Outlook appointment
for conference 72
Outlook contact
148
P
password
change 132
voicemail box 100
permanent conference 72, 93
personal announcement 128
personal AutoAttendant 128
personal details 132
personal greeting 18, 100
phone number
additional 132
visibility 132
voicemail box 100
picture
delete 132
provide 132
Presence status
announcements 100
presence status 22, 128
automatic reset 22
automatic update of Outlook appointments 22
call forwarding 32
Mobility stations 22
screen pops 22
visibility 22
priority 109, 122
private voicemail 109
profile for personal AutoAttendant 128
program settings 132
R
recording mode 100
rule 32
S
scheduled conference 72, 83
screen pops 65
security concept 17
sent fax messages 115
server address 132
setup 132
SIP telephone
features of UC clients 145
skin 10
skin color 132
SMS
notification 122
sort
fax messages 115
A31003-P3010-U103-15-7619, 01/2013
myPortal for Outlook, User Guide
Index
voicemail 109
status-based call forwarding 32
T
teleworking 30
TIFF file
fax message 115
notification 122
topics, types 8
troubleshooting 141
U
uninstallation 13
upgrade 16
urgent voicemail 109
user interface 10
color 132
language 132
user-defined profile, custom profile 128
V
virtual conference room 72
voicemail
delete 109
forward 109
listen to 109
move 109
private 109
urgent 109
voicemail box 100, 128
W
WAV file
notification 122
voicemail 109
Web Collaboration 99
A31003-P3010-U103-15-7619, 01/2013
myPortal for Outlook, User Guide
149
Was this manual useful for you? yes no
Thank you for your participation!

* Your assessment is very important for improving the work of artificial intelligence, which forms the content of this project

Download PDF

advertisement