myPortal for Outlook

myPortal for Outlook

User Guide

A31003-P3010-U103-20-7619

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Copyright © Unify Software and Solutions GmbH & Co. KG 09/2016

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Reference No.: A31003-P3010-U103-20-7619

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

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Contents

Contents

1 About this Documentation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8

1.1 Types of Topics . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8

1.2 Display Conventions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8

2 Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10

2.1 myPortal for Outlook . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10

2.2 User Interface Elements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10

2.3 Online Help . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13

3 Installing and Starting myPortal for Outlook . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15

3.1 How to Install myPortal for Outlook . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15

3.2 How to Start myPortal for Outlook . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15

3.3 How to Uninstall myPortal for Outlook . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17

3.4 Automatic Updates. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17

3.4.1 How to Perform Automatic Updates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18

4 First Steps . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19

4.1 How to Select the User Interface Language . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20

4.2 How to Select the Language of the Voicemail Box . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20

4.3 How to Record your Name Announcement . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20

4.4 How to Record your Personal Greeting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21

4.5 How to Specify your Email Address. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22

4.6 How to Create a Favorites List. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22

4.7 How to Undock the Toolbar from Outlook 2010. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23

5 Unified Communications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24

5.1 Presence Status and CallMe Service . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24

5.1.1 Presence Status . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24

5.1.1.1 How to Change the Presence Status to Absent . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28

5.1.1.2 How to Change the Presence Status to Office . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29

5.1.1.3 How to Enable or Disable Automatic Resetting of the Presence Status . . . . . . . . . . . . . . . . . . . . 29

5.1.1.4 How to Change the Visibility of your Presence Status for Others . . . . . . . . . . . . . . . . . . . . . . . . . 30

5.1.1.5 How to Enable or Disable Automatic Updating of the Presence Status via Outlook Appointments30

5.1.1.6 How to Enable or Disable the Automatic Creation of Outlook Appointments when Absent . . . . . 31

5.1.1.7 How to Enable or Disable Screen Pops on Changing the Presence Status . . . . . . . . . . . . . . . . . 32

5.1.2 CallMe Service . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32

5.1.2.1 How to Enable the CallMe Service . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33

5.1.3 Status-based Call Forwarding . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34

5.1.3.1 How to Configure Status-based Call Forwarding . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34

5.1.4 Rule-Based Call Forwarding. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34

5.1.4.1 How to Add a Call Forwarding Rule . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35

5.1.4.2 How to Edit a Call Forwarding Rule . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36

5.1.4.3 How to Copy a Call Forwarding Rule . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38

5.1.4.4 How to Rename a Call Forwarding Rule . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38

5.1.4.5 How to Remove a Call Forwarding Rule . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39

5.1.4.6 How to Change the Order of Call Forwarding Rules . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39

5.2 Directories and Journal . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40

5.2.1 Directories. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40

5.2.1.1 How to Search in Directories. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42

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Contents

5.2.1.2 How to Perform a Quick Search by Name . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43

5.2.1.3 How to Sort a Directory . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43

5.2.1.4 How to "Zoom in" on an Entry . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43

5.2.1.5 How to Enable or Disable Searching for Caller Names in Outlook Contacts . . . . . . . . . . . . . . . . . 44

5.2.2 Favorites List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44

5.2.2.1 How to Add a Group to the Favorites List. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46

5.2.2.2 How to Rename a Group in the Favorites List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46

5.2.2.3 How to Delete a Group from the Favorites List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46

5.2.2.4 How to Add a Contact to the Favorites List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47

5.2.2.5 How to Delete a Contact from the Favorites List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47

5.2.2.6 How to Change the Sorting of the Favorites List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48

5.2.2.7 How to Specify a Default Number for a Favorite . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48

5.2.2.8 How to Enable or Disable the Favorites List Display . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48

5.2.2.9 How to Enable or Disable Automatic Hiding of the Favorites List . . . . . . . . . . . . . . . . . . . . . . . . . 49

5.2.2.10 How to Enable or Disable the "Always on Top" Setting of the Favorites List . . . . . . . . . . . . . . . . 49

5.2.2.11 How to Enable or Disable the Dimming of Unused Favorites on Exiting . . . . . . . . . . . . . . . . . . . 50

5.2.2.12 How to Display the Favorites List in Outlook . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50

5.2.2.13 How to Call a Contact from the Favorites List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50

5.2.2.14 How to View a Contact’s Phone Number in the Favorites List . . . . . . . . . . . . . . . . . . . . . . . . . . . 51

5.2.2.15 How to E-mail a Contact from the Favorites List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51

5.2.2.16 How to Chat with a Contact from the Favorites List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52

5.2.2.17 How to Display Recent Contacts in the Favorites List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52

5.2.2.18 How to View a Contact’s Presence in the Favorites List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52

5.2.3 Journal . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53

5.2.3.1 How to Sort the Journal . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55

5.2.3.2 How to Group Journal Entries . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56

5.2.3.3 How to Delete Journal Entries . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56

5.2.3.4 How to Change the Retention Period for Journal Entries. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57

5.2.3.5 How to Add a Scheduled Call. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57

5.2.3.6 How to Edit a Scheduled Call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58

5.2.3.7 How to Clear a Scheduled Call. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59

5.2.3.8 How to Add Contacts from the Journal to Outlook Contacts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59

5.2.3.9 How to Configure the Journal Export . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59

5.2.3.10 How to Export the Journal Manually. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60

5.2.3.11 How to Call back a Contact from the Journal . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60

5.2.3.12 How to Search Journal Entries . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61

5.3 Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61

5.3.1 Call Number Formats. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61

5.3.2 Call Functions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62

5.3.2.1 How to Answer a Call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63

5.3.2.2 How to Pick up a Call for Another Subscriber . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63

5.3.2.3 How to Redirect a Call to your Voicemail Box . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64

5.3.2.4 How to Initiate a Call Manually (until Outlook 2007). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64

5.3.2.5 How to Initiate a Call Manually (from Outlook 2010 or Later). . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64

5.3.2.6 How to Make a Call from the Directory. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65

5.3.2.7 How to Make a Call from the Favorites List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65

5.3.2.8 How to Make a Call from the Journal . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66

5.3.2.9 How to Call an Outlook Contact (until Outlook 2007) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66

5.3.2.10 How to Call an Outlook Contact (from Outlook 2010 or Later) . . . . . . . . . . . . . . . . . . . . . . . . . . . 67

5.3.2.11 How to Call from the Outlook Inbox (from Outlook 2010 or Later) . . . . . . . . . . . . . . . . . . . . . . . . 67

5.3.2.12 How to Call from an Outlook E-mail (from Outlook 2010 or Later) . . . . . . . . . . . . . . . . . . . . . . . . 67

5.3.2.13 How to Place a Call on Hold. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 68

4

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5.3.2.14 How to Record a Call or a Conference . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 68

5.3.2.15 How to Start Web Collaboration During a Call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 68

5.3.2.16 How Send Call Data to a Subscriber by E-mail. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 69

5.3.2.17 How to Contact Unavailable Subscribers by E-mail (not possible with OpenScape Office) . . . . 69

5.3.2.18 How to End a Call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 69

5.3.3 Desktop Dialer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70

5.3.3.1 How to Make a Call via the Clipboard or Dialer. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 71

5.3.3.2 How to Configure the Desktop Dialer and Clipboard Dialer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 71

5.3.4 Screen Pops . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 72

5.3.4.1 How to Enable or Disable Screen Pops on Inbound Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 78

5.3.4.2 How to Enable or Disable the Opening of Outlook Contacts on Inbound Calls. . . . . . . . . . . . . . . 79

5.3.4.3 How to Enable or Disable Screen Pops on Outbound Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 79

5.3.4.4 How to Enable or Disable the Closing of Screen Pops at the End of a Call . . . . . . . . . . . . . . . . . 80

5.3.4.5 How to Enable or Disable Screen Pops for New Voicemails . . . . . . . . . . . . . . . . . . . . . . . . . . . . 80

5.3.4.6 How to Enable or Disable Screen Pops for New Fax Messages . . . . . . . . . . . . . . . . . . . . . . . . . 81

5.3.4.7 How to Enable or Disable the Opening of the Messages Window for New Voicemails . . . . . . . . 81

5.3.4.8 How to Enable or Disable the Opening of the Messages Window for New Fax Messages . . . . . 82

5.3.4.9 How to Enable or Disable the Screen Pop with an Overview on Starting myPortal for Outlook . . 82

5.3.4.10 How to Enable or Disable the New User Interface with Screen Pops . . . . . . . . . . . . . . . . . . . . . 83

5.4 Conferences. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 83

5.4.1 Ad-hoc Conference. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 88

5.4.1.1 How to Configure and Initiate an Ad-hoc Conference . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 88

5.4.1.2 How to Initiate an Ad-hoc Conference in Outlook . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 89

5.4.1.3 How to Display your Own Ad-hoc Conference . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 90

5.4.1.4 How to Add Conference Participants . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 90

5.4.1.5 How to Disconnect a Conference Participant . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 91

5.4.1.6 How to Reconnect Conference Participants . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 91

5.4.1.7 How to Remove Conference Participants . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 92

5.4.1.8 How to Expand a Call into an Ad-hoc Conference (not possible with OpenScape Office) . . . . . . 92

5.4.1.9 How to Specify another Conference Controller . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 93

5.4.1.10 How to End an Ad-hoc or Scheduled Conference. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 94

5.4.1.11 How to Repeat an Ad-hoc Conference . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 94

5.4.1.12 How to Delete an Ad-hoc Conference. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 95

5.4.2 Scheduled Conference . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 95

5.4.2.1 How to Configure a Scheduled Conference . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 98

5.4.2.2 How to Display your Own Scheduled Conference . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 100

5.4.2.3 How to Determine the Dial-in Number for a Scheduled, Permanent or Open Conference . . . . . 101

5.4.2.4 How to Determine the Conference ID for a Scheduled or Permanent Conference. . . . . . . . . . . 101

5.4.2.5 How to Change the Password for a Scheduled or Permanent Conference . . . . . . . . . . . . . . . . 102

5.4.2.6 How To Display a Scheduled, Permanent or Open Conference as the Conference Controller . 103

5.4.2.7 How to Extend a Scheduled Conference . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 103

5.4.2.8 How to Reschedule a Scheduled Conference. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 104

5.4.2.9 How to Delete a Scheduled or Open Conference . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 104

5.4.2.10 How to Reschedule a Conference Appointment for a Conference Series . . . . . . . . . . . . . . . . 105

5.4.2.11 How to Delete a Conference Appointment for a Conference Series . . . . . . . . . . . . . . . . . . . . . 106

5.4.3 Permanent Conference. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 106

5.4.3.1 How to Configure a Permanent Conference . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 108

5.4.3.2 How to Display your Own Permanent or Open Conference . . . . . . . . . . . . . . . . . . . . . . . . . . . . 109

5.4.3.3 How to Delete a Permanent Conference. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 109

5.4.4 Open Conference . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 110

5.4.4.1 How to Configure an Open Conference . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 111

5.5 Web Collaboration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 113

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Contents

5.5.1 How to Start a Web Collaboration Session . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 114

5.5.2 How to End a Web Collaboration Session . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 115

5.6 Voice and fax messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 115

5.6.1 Voicemail Box . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 115

5.6.1.1 How to Determine the Call Number for your Voicemail Box. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 119

5.6.1.2 How to Select Recording or Announcement Mode. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 119

5.6.1.3 How to Record an Announcement . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 119

5.6.1.4 How to Import an Announcement . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 120

5.6.1.5 How to Delete an Announcement. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 121

5.6.1.6 How to Enable or Disable the Announcement of your Presence Status for External Callers. . . . 121

5.6.1.7 How to Enable or Disable the Announcement of your Presence Status for Specific Callers . . . . 122

5.6.1.8 How to Grant or Deny the Attendant Permission to Retrieve Voicemail and Fax Messages . . . . 123

5.6.1.9 How to Activate or Deactivate the Password Prompt for the Voicemail Box . . . . . . . . . . . . . . . . 123

5.6.1.10 How to Select the Language of the Voicemail Box. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 124

5.6.2 Managing Voicemail. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 124

5.6.2.1 How to Listen to a Voice Message on the Phone. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 126

5.6.2.2 How to Listen to a Voice Message on the PC . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 126

5.6.2.3 How to Call back the Sender of a Voice Message . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 127

5.6.2.4 How to Forward a Voicemail Message . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 127

5.6.2.5 How to Move a Voice Message . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 128

5.6.2.6 How to Save a Voice Message as a WAV File. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 128

5.6.2.7 How to Send a Voice Message as an E-mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 129

5.6.2.8 How to Create an Outlook Contact from the Sender of a Voice Message . . . . . . . . . . . . . . . . . . 129

5.6.2.9 How to Sort Voice Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 130

5.6.2.10 How to Delete a Voicemail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 130

5.6.3 Fax Box . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 131

5.6.3.1 How to Determine your own Fax Number . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 131

5.6.4 Managing Fax Messages. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 131

5.6.4.1 How to Display a Fax Message . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 133

5.6.4.2 How to Call the Sender of a Fax Message . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 134

5.6.4.3 How to Forward a Fax Message. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 134

5.6.4.4 How to Move a Fax Message . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 135

5.6.4.5 How to Save a Fax Message . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 135

5.6.4.6 How to Send a Fax Message as an E-mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 135

5.6.4.7 How to Sort Fax Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 136

5.6.4.8 How to Display an Overview of Fax Messages in the Send Queue . . . . . . . . . . . . . . . . . . . . . . . 136

5.6.4.9 How to Cancel Sending a Fax Message . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 137

5.6.4.10 How to Display an Overview of Sent Fax Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 137

5.6.4.11 How to Resend a Fax Message . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 138

5.6.4.12 How to Display a Fax Transmission Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 138

5.6.4.13 How to Delete a Fax Message . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 139

5.6.5 Sending Fax Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 139

5.6.6 Notification Service for New Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 139

5.6.6.1 How to Enable or Disable Email Notifications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 140

5.6.6.2 How to Enable or Disable the Notification by Phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 141

5.6.6.3 How to Enable or Disable SMS Notification . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 142

5.7 Instant Messaging . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 142

5.7.1 Instant Messaging . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 142

5.7.1.1 How to Send an Instant Message. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 144

5.8 AutoAttendant . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 146

5.8.1 Personal AutoAttendant . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 146

5.8.1.1 How to Edit a Profile for the Personal AutoAttendant. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 149

6

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6 Configuration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 150

6.1 How to Edit your own Name . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 151

6.2 How to Specify your Email Address. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 151

6.3 How to Define an Additional Phone Number . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 152

6.4 How to Define an XMPP Alias . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 152

6.5 How to Provide your own Picture. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 153

6.6 How to Delete your own Picture. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 153

6.7 Programming the Function Keys of the Telephone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 154

6.7.1 How to Program the Function Keys of the Telephone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 154

6.8 How to Change the Password . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 155

6.9 How to Deactivate the Automatic Login . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 156

6.10 How to Change the Login Name . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 156

6.11 How to Select the User Interface Language . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 157

6.12 How to Change the User Interface. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 157

6.13 How to Activate or Deactivate a Hotkey. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 157

6.14 How to Change the Server Address . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 158

6.15 How to Configure a Call Transfer. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 158

6.16 How to Enable or Disable Dialing by Entering a Name . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 159

6.17 How to Allow others to See your Call Details. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 159

6.18 Troubleshooting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 159

6.18.1 How to Resolve the Problem: No Connection to the Communication System (Windows) . . . . . . . . 159

6.18.2 How to Resolve the Problem: myPortal for Outlook is not Loading (Outlook 2003) . . . . . . . . . . . . . 160

6.18.3 How to Resolve the Problem: myPortal for Outlook is not Loading (Outlook 2007) . . . . . . . . . . . . . 160

6.18.4 How to Resolve the Problem: myPortal for Outlook is not Loading (Office 2007) . . . . . . . . . . . . . . 161

6.18.5 How to Resolve the Problem: myPortal for Outlook is not Loading (Outlook 2010/2013/16) . . . . . . 161

6.18.6 How to Resolve the Problem: Empty Browser Window for Key Programming . . . . . . . . . . . . . . . . . 161

7 myContacts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 163

7.1 Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 163

7.1.1 Minimum requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 163

7.2 How to Install myContacts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 163

7.3 How to Uninstall myContacts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 164

7.4 Automatic Updates. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 164

7.4.1 How to Perform Automatic Updates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 164

7.5 User Interface . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 165

7.5.1 Settings menu. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 165

7.5.1.1 How to Configure Connectivity Settings for the UC Server . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 165

7.5.1.2 How to Synchronize Contacts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 166

7.5.1.3 How to Configure the Advanced Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 166

7.5.2 Check for Updates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 167

7.5.2.1 How to Check for Updates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 167

8 Appendix . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 168

8.1 Presence Status Keywords for Appointments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 168

8.2 Features of the UC Clients that can be used with SIP Telephones . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 169

Index. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 171

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8

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:

Type of topic

Concept

Task (operating instructions)

Description

Explains the "What" and provides an overview of context and background information for specific features, etc.

Describes task-oriented application cases

(i.e., the "How") step-by-step and assumes familiarity with the associated concepts.

Tasks can be identified by the title How to

....

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

User Interface Elements

Menu sequence

Special emphasis

Cross-reference text

Bold

>

Bold

Italics

Presentation

Output

Input

Key combination

Monospace font, e.g.,

Courier

Monospace font, e.g.,

Courier

Monospace font, e.g.,

Courier

Example

Click OK.

File > Exit

Do not delete Name.

You will find more information in the topicNetwork.

Command not found.

Enter LOCAL as the file name.

<Ctrl>+<Alt>+<Esc>

A31003-P3010-U103-20-7619, 09/2016 myPortal for Outlook, User Guide

Related Topics

Related Topics

Types of Topics

About this Documentation

Display Conventions

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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.

INFO: myPortal for Outlook is limited to display at 96dpi. In other case display issues may be appear.

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User Interface Elements

Outlook 2003, Outlook 2007

The symbols of myPortal for Outlook are located in the toolbar of myPortal for

Outlook (which is below the menu bar and the Outlook toolbar by default):

Outlook 2010

The symbols of myPortal for Outlook are located on the myPortal ribbon tab:

INFO: The toolbar for myPortal for Outlook with reduced functionality can be additionally found in each Outlook contact.

Symbols

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

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Introduction

User Interface Elements

12

Symbol Function

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.

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.

Quick action toolbar for Directories and Journal

You can quickly communicate with your contacts via the quick action toolbar on the bottom right of the user interface. The following actions can be performed for the selected contact on your journal or directory:

Symbol Function

Dial

Start conference

Call pickup

Send E-Mail

Send instant message

Schedule outbound call

Ouick action toolbar for Messages

You can quickly perform actions related to your messages, such as moving a message to another folder, or playing a voicemail message through your speaker.

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Introduction

Online Help

The following actions can be performed via the quick action toolbar, which is displayed on the bottom right of your Messages user interface:

Symbol Function

Move message to folder (e.g. Saved)

Play through speaker

Call through phone

Forward voicemail

Send in E-Mail

Save voicemail message

Copy to Outlook

Related Topics

Related Topics

How to Initiate a Call Manually (until Outlook 2007)

How to Initiate a Call Manually (from Outlook 2010 or Later)

How to Call an Outlook Contact (until Outlook 2007)

How to Call an Outlook Contact (from Outlook 2010 or Later)

How to Call from the Outlook Inbox (from Outlook 2010 or Later)

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.

The online help is context-sensitive and opens the associated Help topic for each opened WBM page.

Navigation

The buttons in the online help provide the following functions:

Contents provides you with an overview of the structure

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Introduction

Online Help

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

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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) or the link to the 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) Run the CommunicationsClient.exe program.

3) If the User Account Control window appears with the message An unidentified program wants access to your computer, click

Allow or Yes.

4) Click on Next twice.

5) Click Custom.

6) Select the myPortal for Outlook feature to be installed.

7) 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

3.2 How to Start myPortal for Outlook

Prerequisites

myPortal for Outlook is installed on your PC.

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Installing and Starting myPortal for Outlook

How to Start myPortal for Outlook

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.

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

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How to Uninstall myPortal for Outlook 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

3.4 Automatic Updates

Automatic updates ensure that the UC clients are always kept up-to-date with the latest version.

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Installing and Starting myPortal for Outlook

Automatic Updates

If a new version is available, the update will either be installed automatically or you will be notified that an update is available. If necessary, a message is displayed indicating that one or more applications must be closed to perform the update.

INFO: We recommend that you always perform the updates offered. This also applies to software that is required for certain

UC clients.

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: [...].

Step by Step

Close Outlook.

Next steps

Restart myPortal for Outlook after the automatic update.

Related Topics

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First Steps

Automatic Updates

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 email address

Enter your email address so that the communication system can invite you to conferences by email and notify you about new voice and Fax messages.

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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.

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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.

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First Steps

How to Specify your Email Address

Related Topics

Related Topics

How to Record your Name Announcement

Voicemail Box

4.5 How to Specify your Email Address

Prerequisites

The administrator of your communication system has configured the sending of emails.

Step by Step

1) Click on the Setup symbol.

2) Click on Personal Details > My Personal Details.

3) Enter your email address under Email.

4) Click Save.

Related Topics

4.6 How to Create a Favorites List

Step by Step

1) Select one of the following options:

Until Outlook 2007:

Click on Directories > Internal or Directories > External.

As of Outlook 2010:

Click on Internal Directory or on External Directory.

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

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First Steps

How to Undock the Toolbar from Outlook 2010

4.7 How to Undock the Toolbar from Outlook 2010

myPortal for Outlook toolbar can be undocked and placed on the top of your

Windows user interface. The toolbar automatically hides. It is displayed by moving your mouse to the top of the screen.

Prerequisites

You must have Outlook 2010.

Step by Step

1) Click on the Setup symbol.

2) Click on My Preferences> Appearance.

3) Select Floating from the Display Toolbar drop-down list.

4) Click Save.

Related Topics

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Unified Communications

Presence Status and CallMe Service

5 Unified Communications

Unified Communications is a generic term that refers to the integration of different communication systems, media, devices and applications within an environment

(e.g., telephony, presence, voicemail and instant messaging).

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

Office

Presence status

Only selectable if the CallMe service is not active

Otherwise, CallMe appears here.

CallMe

Only selectable if the CallMe service is active Otherwise,

Office appears here.

Meeting

Availability

Available at the normal workplace

Available at an alternative workplace absent - Redirected to voicemail or statusbased call forwarding to another phone number

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Presence Status and CallMe Service

Symbol

Sick

Break

Presence status

Gone Out

Vacation

Lunch

Gone Home

Do Not Disturb

(not available for Mobility

Entry or MULAP)

Availability

absent - Redirected to voicemail or statusbased call forwarding to another phone number absent - Redirected to voicemail or statusbased call forwarding to another phone number absent - Redirected to voicemail or statusbased call forwarding to another phone number absent - Redirected to voicemail or statusbased call forwarding to another phone number absent - Redirected to voicemail or statusbased call forwarding to another phone number absent - Redirected to voicemail or statusbased call forwarding to another phone number absent - Redirected to voicemail or statusbased call forwarding to another phone number

CallMe 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.

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Presence Status and CallMe Service

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):

XMPP status

Online

DND

Away

Extended Away

Represented as presence status

Office

Meeting

Out of the Office

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

Office

Meeting

Sick

Break

Out of the Office

Lunch

Gone Home

Vacation

Represented as XMPP status

Online

DND

Away

Away

Away

Away

Away

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.

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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.

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 CallMe 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

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Unified Communications

Presence Status and CallMe Service 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 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) 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 on OK.

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Presence Status and CallMe Service

Related Topics

Related Topics

How to Change the Presence Status to Office

How to Enable or Disable Automatic Resetting of the Presence Status

How to Enable the 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) Click on the symbol for the presence status, followed by 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 on 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

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Unified Communications

Presence Status and CallMe Service

How to Change the Presence Status to Office

How to Enable the 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 email 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:

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Presence Status and CallMe Service

If you want to enable automatic updating of the Presence status via

Outlook appointments from the Exchange calendar, select the item

Exchange Calendar Integration.

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 Email 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.

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Presence Status and CallMe Service

Related Topics

Related Topics

How to Enable or Disable Automatic Updating of the Presence Status via

Outlook Appointments

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 CallMe service can be used to define any phone at an alternative workplace as the CallMe destination at which you can be reached through your own internal phone number. You can use the UC client at your alternative workplace exactly as in the office and thus also make outgoing calls from the CallMe destination.

Inbound Calls

Calls to your internal number are redirected to the CallMe destination. Your internal phone number is displayed to the caller. Unanswered calls are forwarded to the voicemail box after 60 seconds.

Outbound Calls

When you dial a number in the UC client, the communication system first calls you at the CallMe 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).

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Presence Status

When the CallMe service is enabled, the message "CallMe active" appears in the display of your phone (not for analog and DECT phones). Other subscribers will see your presence status as Office.

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.

NOTICE: CallMe function should not be used when dialing or calling in an open conference.

Related Topics

Related Topics

Presence Status

5.1.2.1 How to Enable the CallMe Service

Step by Step

Unified Communications

Presence Status and CallMe Service

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 CallMe 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 CallMe destination.

5) Click OK.

Related Topics

Related Topics

Call Number Formats

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Presence Status and CallMe Service

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

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

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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.

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

Unified Communications

Presence Status and CallMe Service

1) Click on the Setup symbol.

2) Click on Call Rules > Rules Engine.

3) Click on New.

4) Click Destination.

5) Enter the phone number in canonical or dialable format and click OK.

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6) Click Next.

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.

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6) Select one of the following options:

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

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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

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

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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

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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.

Symbol Directory

myPortal for Outlook works the following directories, which support the following functions:

Outlook Contacts x

Make

Call

Look up caller names

x

Send Instant

Message

x (XMPP) x

Add to Favorites

List

Add to

Conference

x

Internal Directory x

Contains internal subscribers for which the display is activated in the system 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: x

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. x x x x -

x x x x x x x

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Directories and Journal

INFO: Phone numbers in directories should always be entered in canonical format wherever 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., Email, 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 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 Email 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

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Unified Communications

Directories and Journal

Favorites List

Screen Pops

Presence Status

Configuration

5.2.1.1 How to Search in Directories

Step by Step

1) Select one of the following options:

Until Outlook 2007:

Click on Directories > Search.

As of Outlook 2010:

Under Directories, click on Search.

2) If necessary, click on Options to display the Search options.

3) Select one of the following Search options:

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 on Close.

Related Topics

Related Topics

How to Add a Contact to the Favorites List

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Directories and Journal

5.2.1.2 How to Perform a Quick Search by Name

Step by Step

1) Enter a name as the search term in the drop-down list for phone numbers.

2) Select one of the following options:

Until Outlook 2007:

Press the Enter key.

Related Topics

As of Outlook 2010:

Click on the Search symbol.

5.2.1.3 How to Sort a Directory

Step by Step

1) Select one of the following options:

Until Outlook 2007:

Click on Directories > Internal or Directories > External.

As of Outlook 2010:

Click on Internal Directory or on External Directory.

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.

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.

You can use this function in a directory or in the journal, for example.

Step by Step

Enter the first character of the desired hit.

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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 email 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:

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.

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.

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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 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

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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

How to Delete a Group from the Favorites List

How to Rename a Group in the Favorites List

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.

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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:

Until Outlook 2007:

Click on Directories > Internal or Directories > External.

As of Outlook 2010:

Click on Internal Directory or on External Directory.

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

How to Search in Directories

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

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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

Related Topics

Sort By User Define for the original sorting order.

5.2.2.7 How to Specify a Default Number for a Favorite

Step by Step

1) Click on Default in the context menu for the relevant contact in the Favorites list.

??? OL 2007: Select call number or default ???

2) Select the phone number that you want to use as the default number for this favorite from the drop-down list.

3) Click on OK.

Related Topics

Related Topics

How to Add a Contact to the Favorites List

How to Make a Call from the Favorites List

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

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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

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

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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

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

5.2.2.12 How to Display the Favorites List in Outlook

You have the option to view your Favorites List in Outlook.

Prerequisites

You must have Outlook 2010.

Step by Step

1) Click on the Setup symbol.

2) Click on My Preferences> Appearance.

3) Enable the Show in Outlook checkbox.

4) Click Save.

Related Topics

5.2.2.13 How to Call a Contact from the Favorites List

You can quickly call a contact who is in your Favorites List.

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Prerequisites

The contact’s phone number must be available in the directory.

Step by Step

1) Right-click in free area of the Favorites List to open the context menu.

2) Move your mouse over the corresponding contact.

You see additional options.

3) Select to dial the contact’s number.

Related Topics

The contact is being called.

5.2.2.14 How to View a Contact’s Phone Number in the Favorites List

You can view a contact’s phone numbers via the Favorites List.

Prerequisites

The contact’s phone number must be available in the directory.

Step by Step

1) Right-click in free area of the Favorites List to open the context menu.

2) Move your mouse over the corresponding contact.

You see additional options.

3) Select to view the contact’s phone numbers.

Related Topics

The contact’s phone numbers are displayed.

5.2.2.15 How to E-mail a Contact from the Favorites List

You can quickly e-mail a contact via the Favorites List.

Prerequisites

The contact’s e-mail address must be available in the directory.

Step by Step

1) Right-click in free area of the Favorites List to open the context menu.

2) Move your mouse over the corresponding contact.

You see additional options.

3) Select to send an e-mail to the selected contact.

Related Topics

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5.2.2.16 How to Chat with a Contact from the Favorites List

You can quickly chat with a contact via the Favorites List.

Prerequisites

The contact must have activated instant messaging.

Step by Step

1) Right-click in free area of the Favorites List to open the context menu.

2) Move your mouse over the corresponding contact.

You see additional options.

3) Select to send an instant message to the selected contact.

Related Topics

5.2.2.17 How to Display Recent Contacts in the Favorites List

You can view the last contacts or teams you communicated with in the Favorites

List. Up to ten entries of inbound and outbound calls including internal and external calls are displayed.

Prerequisites

The checkbox Show recent contacts in Favorites must be enabled (Setup>

Preferences> Appearance> Show recent contacts in Favorites).

Step by Step

1) Right-click in free area of the Favorites List to open the context menu.

2) Click on Recent Contacts.

Related Topics

The ten most recent contacts or teams are displayed.

5.2.2.18 How to View a Contact’s Presence in the Favorites List

You can view a contact’s presence in the Favorites List.

Step by Step

1) Right-click in free area of the Favorites List to open the context menu.

2) Move your mouse over the corresponding contact.

Related Topics

The contact’s presence and XMPP states are displayed in a tooltip.

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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

- Outgoing (Rightwards Arrow)

- Incoming (Leftwards Arrow)

INFO: If you want to be notified about missed calls via screen pops, disable the "close tray pop on call termination" function.

• Answered

• 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

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The number of Journal entries contained in the group is displayed on the right of the group designation in parentheses.

Call Details

Every call is shown with the start Date, the start Time and, if available, the CLI

(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, Domain and Call Info columns are also displayed in most folders. Missed calls, forwarded calls and group calls are also displayed together with user pick up information.

Direction Meaning

Inbound

Outbound

The call was successful or was answered.

External

Internal

Missed call forwarded to <User>

Missed call picked by <User>

Group call answered by<User>

Group call by caller to <User>

Voicemail

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.

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Export

You can export the log data for the current day manually or automatically to a CSV file. The storage location of the CSV file can be freely selected. Once a manual export is completed, a window appears with a link to the generated CSV file containing the exported journal data.

The automatic export is performed:

on exiting myPortal for Outlook

at midnight, provided myPortal for Outlook 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.

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

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Directories and Journal

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

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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:

• Group By: Date

• Group By: Phone Number

• Group By: Last Name, First Name

• Group By: First Name, Last Name

• Group By: Company

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.

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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.

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 on New.

INFO: With Outlook 2010, instead of the previous steps, you can alternatively click in the context menu of the relevant name in the

Outlook Inbox, an Outlook e-mail or in the Outlook contacts on

myPortal > Scheduled Call.

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.

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7) Click on OK.

INFO: Alternatively, you can add a scheduled call to a party you cannot reach at the moment 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

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 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 on OK.

Related Topics

Related Topics

How to Add a Scheduled Call

How to Clear a Scheduled Call

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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

How to Edit a Scheduled Call

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 of the CSV file for manually and automatically exported journal data

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enable or disable the automatic export of journal data

Step by Step

1) Click on the Setup symbol.

2) Click on My Preferences > Miscellaneous.

3) In the Journal area, under Export path, click on Search.

4) Select the desired storage location for the CSV file and click Save.

5) Enable or disable the automatic export of journal data:

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 on Save.

Related Topics

5.2.3.10 How to Export the Journal Manually

Prerequisites

You have specified a storage location for the journal data to be exported.

Step by Step

1) Click on the Journal symbol.

2) Click on Export.

Once a export is completed, a window appears with a link to the generated

CSV file containing the exported journal data.

3) Click on OK to close the window.

Related Topics

5.2.3.11 How to Call back a Contact from the Journal

It is possible to call back a journal entry by double-clicking on it.

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) Double-click on the required journal entry.

Related Topics

The selected contact is being called.

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5.2.3.12 How to Search 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) Enter the last four digits of the required number (CLI) or a keyword in the available search field.

INFO: Should you need to search for a number, you may enter from four up to eight digits according to the configuration set by the system administrator.

4) The search results will be displayed underneath.

INFO: The system retrieves results from all journal sections.

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

Canonical

Dialable

Description Example

Begins with + and always includes the country code, area code and the full remaining station number. Blanks and the special characters + ( ) / - : ; are allowed.

+49 (89) 7007-98765

Exactly as you would dial the call number on the system telephone in your office, always with the trunk access code.

• 321 (internal)

• 0700798765 (own local network)

• 0089700798765 (external local network)

• 0004989700798765 (international)

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INFO: If possible, you should always use the canonical call number format. This ensures that a phone number is always complete, unique and consistent for networking and mobile stations in every situation.

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 (UC Suite) in UC clients.

When dialing an external phone number in dialable format from a directory (and when using the Desktop Dialer and Clipboard Dialer for certain UC 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 (UC Suite).

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 Initiate a Call Manually (until Outlook 2007)

How to Initiate a Call Manually (from Outlook 2010 or Later)

Desktop Dialer

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 call subscribers directly by entering their phone number or name or via the entries from the journal, the favorites list, a directory, an Outlook contact or the Outlook Inbox. The call functions can be controlled both in screen pops and in the menu bar of myPortal for Outlook.

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Related Topics

Related Topics

Desktop Dialer

Screen Pops

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.

Related Topics

Click on Answer in the tool bar of myPortal for Outlook.

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.

Until Outlook 2007:

Click on Directories > Internal, and then on the subscriber being called, and select Call Pickup from the context menu.

Related Topics

As of Outlook 2010:

Click on Internal Directory and then on the subscriber being called, and select Call Pickup from the context menu.

Related Topics

Directories

Favorites List

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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.

Related Topics

In the toolbar of myPortal for Outlook, click on Forward.

Related Topics

How to Enable or Disable Screen Pops on Inbound Calls

Voicemail Box

5.3.2.4 How to Initiate a Call Manually (until Outlook 2007)

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.

Related Topics

Select a phone number or a name from the drop-down list for phone numbers and press the Enter key.

Related Topics

User Interface Elements

How to Initiate a Call Manually (from Outlook 2010 or Later)

Call Number Formats

5.3.2.5 How to Initiate a Call Manually (from Outlook 2010 or Later)

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 click on the Dial symbol.

Related Topics

Select a phone number or a name from the drop-down list for phone numbers and click on the Dial symbol.

Related Topics

User Interface Elements

How to Initiate a Call Manually (until Outlook 2007)

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5.3.2.6 How to Make a Call from the Directory

Step by Step

1) Select one of the following options:

Until Outlook 2007:

Click on Directories > Internal or Directories > External.

As of Outlook 2010:

Click on Internal Directory or on External Directory.

Click on the Contacts folder in Outlook.

2) Select one of the following options:

Double-click in the relevant directory entry on the desired station number.

Related Topics

Click in the context menu of the relevant directory entry on the desired station number.

Related Topics

Directories

5.3.2.7 How to Make a Call from the Favorites List

Step by Step

1) If required, click

??? Ol 2007: Double-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:

If you want to use the standard phone number of the Favorites, doubleclick on the relevant subscriber.

Related Topics

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

Favorites List

How to Specify a Default Number for a Favorite

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5.3.2.8 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.

Related Topics

Click in the context menu of the relevant Journal entry on the desired station number.

Related Topics

Journal

5.3.2.9 How to Call an Outlook Contact (until Outlook 2007)

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.

Related Topics

Related Topics

User Interface Elements

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Calls

Prerequisites

The name and telephone number of the desired subscriber are available in a directory.

Step by Step

Click in the Outlook contacts in the context menu of the relevant contact on the desired number, e.g., myPortal > Business or myPortal > Mobile.

Related Topics

Related Topics

User Interface Elements

5.3.2.11 How to Call from the Outlook Inbox (from Outlook 2010 or Later)

Prerequisites

The name and telephone number of the desired subscriber are available in a directory.

Step by Step

Click in the Inbox in the context menu of the relevant name on the desired call number, e.g., myPortal > Business or myPortal > Mobile.

Related Topics

Related Topics

User Interface Elements

5.3.2.12 How to Call from an Outlook E-mail (from Outlook 2010 or Later)

Prerequisites

The name and telephone number of the desired subscriber are available in a directory.

Step by Step

Click in the header of the e-mail (To, Cc, Bcc) in the context menu of the relevant name on the desired number, e.g., myPortal > Business or

myPortal > Mobile.

Related Topics

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5.3.2.13 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

5.3.2.14 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

5.3.2.15 How to Start Web Collaboration During a Call

Step by Step

In the screen pop, click on the Web Collaboration symbol.

Related Topics

Related Topics

Screen Pops

Web Collaboration

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5.3.2.16 How Send Call Data to a Subscriber by E-mail

Prerequisites

Screen pops for inbound and outbound calls have been activated.

Step by Step

1) Click on the Caller notice symbol in the Inbound Call and Outbound Call

to … screen pops.

2) Outlook opens with an e-mail message. The contact data of the call is transferred to the e-mail text.

3) Enter the intended e-mail recipient.

4) If desired, change the subject and add other explanatory text to the contact data.

5) Click on Send.

Related Topics

5.3.2.17 How to Contact Unavailable Subscribers by E-mail (not possible with

OpenScape Office)

Prerequisites

Screen pops for inbound and outbound calls have been activated.

Step by Step

1) Click on the Answer with Message symbol in the Inbound Call and

Outbound Call to … screen pops.

2) Outlook opens with an e-mail message. The e-mail recipient field is prefilled with the e-mail address of the caller.

INFO: You can define the text to be automatically displayed as the e-mail text via Setup > My Preferences > Miscellaneous >

Answer with Message.

3) If desired, change the subject line and expand any preset e-mail text as required.

4) Click on Send.

Related Topics

5.3.2.18 How to End a Call

Step by Step

Select one of the following options:

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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.

Related Topics

In the toolbar of myPortal for Outlook, click on the Hang Up symbol.

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

Using the Desktop Dialing function, you can call a selected destination from many applications such as an editor or an Outlook e-mail.

You can use either clipboard dialing, or desktop dialing. Both methods dial the number which is selected but the handling regarding the tagging of the number is different. Clipboard dialing is the preferred method.

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 of letters is searched in the directories as a first name or last name.

The tagged number is dialed after a specified time period. Within this time period, you can still cancel the dialing. If you change the default value of 3s to 0s, the dialing will occur immediately. Over the time more and more applications have become technically incompatible with the Desktop Dialing method. If the Desktop

Dialing method does not work any longer e.g. after an update of the operating system and/or application the Clipboard Dialing method has to be used instead.

INFO: The Desktop Dialing method is not supported by Apple

Mac OS in general. In this case Clipboard dialing has to be used.

Related Topics

Related Topics

Call Number Formats

Call Functions

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5.3.3.1 How to Make a Call via the Clipboard or Dialer

INFO: If you are working under a MAC OS, make sure that

System Preferences> Accessibility> Enable Access for

Assistive Devices is enabled.

Step by Step

If the string is a phone number, you have the following options:

If you want to use the Clipboard Dialer, tag the number to be dialed by pressing the right mouse button and drag the mouse pointer over it. The tagged number is highlighted at the display. Afterwards press the configured key combination (e.g. CTRL + SHIFT + D) at the keyboard.

If you want to use the Desktop Dialer, tag the number to be dialed by pressing the right mouse button and drag the mouse pointer over it while pressing the configured (CRTL) key. A green line appears which indicates the tagged range. After releasing the right mouse button the tagged number is dialed.

INFO: If you want to cancel the dialing of a number, click within five seconds on the Close symbol in the screen pop up. If the string consists of characters, the search window opens and displays the existing names that match the string in the directories. Clicking on an entry with the right mouse button opens a context menu with different phone numbers. You can call directly with the left mouse button.

Related Topics

5.3.3.2 How to Configure the Desktop Dialer and Clipboard Dialer

Step by Step

1) Click on the Setup symbol.

2) Click on My Preferences > Hot Keys.

3) If you want to use the Desktop Dialer, proceed as follow:

a) Select the Hot Key Enabled check box for via Desktop.

b) If you want to change the key/mouse combination for the Desktop Dialer, click in the rectangular box for via Desktop. Hold down one or more of the desired Shift, Ctrl and Alt keys and then click the additional mouse button desired.

4) If you want to use the Clipboard Dialer, proceed as follow:

a) Select the Hot Key Enabled check box for via Clipboard.

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b) If you want to change the key combination for the Clipboard Dialer, click in the rectangular box for via Clipboard. Hold down one or more of the desired Shift, Ctrl and Alt keys and then press the additional key desired for the key combination.

5) In the Desktop Dial Timeout (seconds) field, change the preset value

(default 3) if required. Within the time period specified here, you can still cancel the dialing. At 0 seconds, dialing occurs immediately.

6) Click on Save.

After this, the defined key combination can be used to start the Dialer.

Related Topics

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.

A screen pop appears in the lower right corner of the screen and additional popups, if required, appear above it. You can enable or disable screen pops by different methods. 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.

Screen pops can be minimized to a tray icon. As soon as more than three screen pops are opened for calls, they are automatically minimized and shown as icons on the task bar.

You can define the following settings for the screen pops:

Open Outlook contact on inbound calls

Open screen pop on inbound calls

Open screen pop on outbound calls

Close screen pop at the end of a call

Open screen pop on new voicemail

Open screen pop on new fax message

Open messages window on new voicemails

Open messages window on new fax messages

Open summary (overview) on starting the UC client

The screen pop can also be displayed in a new user interface. In this interface, the symbols described below are grouped differently and have a slightly different appearance. If multiple screen pops are open, they can be expanded and collapsed. The new user interface is not available with OpenScape Office.

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

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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.

Screen Pop on Inbound Calls

The following functions are available:

Symbol

Classic New

Answer

Function

Forward

Forwards the call to the voicemail box

Answer with message

Email to the caller.

Example: You cannot accept the call and want to notify the caller

(e.g., "will call right back").

The email recipient (To:) field is prefilled with the email address of the caller, provided the address could be determined from a contact. In addition, you can define a text that is automatically displayed as the email text via Setup > My Preferences >

Miscellaneous > Answer with message.

Caller notice

Email to a subscriber to forward the data of the caller to that subscriber.

The email recipient (To... :) field is not prefilled. The contact data of the caller is transferred to the email text.

Not possible with OpenScape Office.

Instant Messaging

Message to the caller.

Schedule Callback

Configure the date and time as well as an info text to call the caller again.

Screen Pop During the Call

The following functions are available:

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Symbol

Classic New

Hang Up

Function

Transfer

Transfers the call after the input of a number to be dialed or a name to be found.

Hold

The communication partner is placed on hold so that you can consult with someone in the room or call some other subscriber.

The caller on hold cannot hear your conversations.

Record (if enabled in the system)

Conferencing

The call can be expanded to an ad-hoc conference and further participants can be added.

Not possible with OpenScape Office.

Answer with message

Email to the communication partner.

The email recipient (To:) field is prefilled with the email address of the communication partner, provided the address could be determined from a contact. In addition, you can define a text that is automatically displayed as the email text via Setup > My

Preferences > Miscellaneous > Answer with message.

Caller notice

Email to a subscriber to forward the data of the communication partner to that subscriber.

Example: You have picked up the call of a colleague and want to notify the colleague.

The email recipient (To... :) field is not prefilled. The contact data of the communication partner is transferred to the email text.

Not possible with OpenScape Office.

Instant Messaging

Message to the communication partner.

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Symbol

Classic New

Function

Schedule Callback

Configure the date and time as well as an info text to call the communication partner again.

Start Collaboration

Starts the separate Web Collaboration product for access to features such as desktop and application sharing, file sharing, and video chat.

Transfer / Search

If a phone number is entered in the field in front of the arrow, clicking on the arrow will transfer the call to that phone number.

When the initial letters of a name are entered in the field in front of the arrow, the arrow changes to a magnifying glass. Clicking on the magnifying glass opens the Search, and the results for the entered letters are displayed.

Screen Pops on Outbound Calls

The following functions are available:

Symbol

Classic New

Hang Up

Function

Answer with message

Email to the called party.

Example: You do not reach the called party and want to notify him or her by email about some relevant issue.

The email recipient (To:) field is prefilled with the email address of the called party, provided the address could be determined from a contact. In addition, you can define a text that is automatically displayed as the email text via Setup > My Preferences >

Miscellaneous > Answer with message.

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Symbol

Classic New

Function

Caller notice

Email to a subscriber to forward the data of the called party to that subscriber.

Example: You do not reach the called party and want to notify a colleague about this.

The email recipient (To... :) field is not prefilled. The contact data of the called party is transferred to the email text.

Not possible with OpenScape Office.

Instant Messaging

Message to the called party.

Schedule Callback

Configure the date and time as well as an info text to call the called party again.

Screen Pop for New Voicemails

The screen pop also displays the date and time the voicemail message was received. The following functions are available:

Symbol

Classic New

Function

Play

Play through speakers

not installed not installed

Save

Forward VoiceMail

Screen Pop for new Fax Message

The screen pop also displays the date and time the fax message was received.

The following functions are available:

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Symbol

Classic New

View Fax

Function

not installed not installed

Save

Forward Fax

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 the UC client is open when sending fax messages. The following functions are available:

Symbol

Classic New

Function

View

Screen Pop with Overview on Starting the UC Client

On starting the UC client, the screen pop displays an overview (summary) with the number of voice and fax messages received and the open calls. The following functions are available:

Symbol

Classic New

Function

Voicemails: number

Fax messages: number

Open calls: number

You can jump to the specific details by clicking on the respective symbols.

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:

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Symbol

Classic New

not installed

Related Topics

Function

Change the presence status to Office.

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

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

How to Redirect a Call to your Voicemail Box

How to Record a Call or a Conference

How to End a Call

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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.

INFO: In case of internal calls, no pop up windows appear.

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

How to Record a Call or a Conference

How to End a Call

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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

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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

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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

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5.3.4.10 How to Enable or Disable the New User Interface with Screen Pops

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 enable the new interface for screen pops, clear the Use

classic traypop check box.

If you want to enable the classic interface for screen pops, select the Use

classic traypop check box.

4) Click Save.

Related Topics

5.4 Conferences

In a conference, multiple participants (including external parties) can communicate with one another at the same time. The Conference Management function enables you to quickly and easily host different types of conferences and also to schedule them in advance.

Usage

Start

End

Duration of the reservation of conference channels

Types of Conferences

The different types of conferences offer the following features:

Ad-hoc

• Phone-controlled

• Applicationcontrolled

• Manually

• Manually

• 1 hour by default

Scheduled

• Applicationcontrolled

• Scheduled

• Scheduled

• Manually

• Scheduled

Permanent

• Applicationcontrolled

• Manually

• Manually

Open

• Applicationcontrolled

• Manually

• Manually

Extension

Recurrence

Direction of connection setup from the viewpoint of the system

-

• Manually

• Outbound

Set of participants • Fixed x

• Scheduled

• Outbound

• Inbound

• Fixed

-

• Until the deactivation or deletion of the conference

-

• Inbound

• Fixed

-

• Until the deactivation or deletion of the conference

-

• Inbound

• Open

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Authentication of conference participants

Recording, if enabled in the system

Outlook appointment as an email attachment

(.ics)

-

-

Ad-hoc

• Manually (On

Demand

Conference

Recording)

Invitation by Email with: • Conference Name

• Link for Web

Collaboration session

Scheduled

• Individual conference ID

(optional)

• Password (optional)

• Automatically (Auto

Conference

Recording)

• Manually (On

Demand

Conference

Recording)

Permanent

• Individual conference ID

(optional)

• Password (optional)

Open

• Shared conference

ID (optional)

• Automatically (Auto

Conference

Recording)

• Manually (On

Demand

Conference

Recording)

• Automatically (Auto

Conference

Recording)

• Manually (On

Demand

Conference

Recording) x

• Conference Name

• Dial-in number

• Conference ID

• Password

• Date and time of the start and end of the conference

• Link for Web

Collaboration session

-

• Conference Name

• Dial-in number

• Conference ID

• Password

• Link for Web

Collaboration session

-

• Conference Name

• Dial-in number

• Conference ID

• Password

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.

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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 alternately with

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.

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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:

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.

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Notification by Email and Outlook Appointment

The system can automatically notify conference participants by email and, for scheduled conferences, additionally through an Outlook appointment as an attachment (.ics):

Event Notified conference participants

New conference

Delete the conference

Reschedule the conference

Adding conference participants

Remove conference participants

All

Those affected

Outlook appointment

Automatic creation

Automatic deletion

Automatic update

Automatic creation (those affected)

Automatic deletion (those affected)

This requires the administrator to have configured the sending of emails. In addition, an internal conference participant must have specified his or her email address. For external conference participants, the initiator of the conference must enter their individual email addresses.

INFO: For email 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 must be terminated before participating in a conference.

Related Topics

Related Topics

User Interface Elements

Web Collaboration

How to Specify your Email Address

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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.

Expanding a Call to a Conference

An internal subscriber who is conducting a call can convert the call to an ad-hoc conference and add further subscribers. For this, the subscriber must have a UC

Suite Conference license.

This feature is not available with OpenScape Office.

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) Select one of the following options:

Until Outlook 2007:

Click on the symbol Conference > Start new conference.

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As of Outlook 2013:

Click on Start Conference.

The AdHoc Conference window opens with you set as the conference controller.

2) Add any conference participants as needed; see

How to Add Conference

Participants

for details.

3) Click in the AdHoc Conference window on Conference Room > Start. The system now calls you and all other conference participants.

4) If you want to use OpenScape Web Collaboration in this conference, click on

Collaboration > Start Collaboration.

5) 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.

Related Topics

c) Click on Save.

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 Initiate an Ad-hoc Conference in Outlook

You initiate an ad-hoc conference directly from an Outlook Appointment.

Prerequisites

You must have initiated an Outlook appointment and selected attendees.

Step by Step

1) Within the corresponding Outlook appointment, click to create a new adhoc conference.

2) In the conference creation window, you can select to Add or Remove attendees if needed.

3) You enable the checkbox Start this conference now and instantly initiate the conference if applicable.

4) Click Finish.

The conference is created with all Outlook settings, such as duration, time and date, recurrence, etc. The conference settings may be later edited via the

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Related Topics

advanced options of the AdHoc Conference window after starting the conference.

5.4.1.3 How to Display your Own Ad-hoc Conference

Prerequisites

You have saved an ad-hoc conference.

Step by Step

1) Select one of the following options:

Until Outlook 2007:

Click on the symbol Conference > Manage my conferences.

As of Outlook 2013:

Click on Manage my conferences.

2) Click on the My Conferences tab.

3) Click on the relevant conference under Conference Name.

4) Click on View.

Related Topics

5.4.1.4 How to Add Conference Participants

Prerequisites

A conference with you as the conference controller has been started in the virtual conference room.

Step by Step

Add the conference participants by one of the following methods:

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.

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

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Conferences desired participant in the hit list of the search results, then click Add and

Close.

Related Topics

Any participant:

Click in the AdHoc Conference window on Participants > Add

Participant. Click on in the Add Participant To Conference window on

New Participant and enter the following details of the subscriber:

Participant Name and Phone Number in canonical or dialable format, and then click on Add and Close.

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

5.4.1.5 How to Disconnect a Conference Participant

Prerequisites

An active conference with you as the conference controller has been started in the virtual conference room.

Step by Step

Click in the context menu of the relevant conference participant on

Disconnect > Disconnect Participant.

The connection to the participant is cleared, but the participant remains in the conference.

Related Topics

Related Topics

How to Reconnect Conference Participants

Scheduled Conference

5.4.1.6 How to Reconnect Conference Participants

Prerequisites

An active conference with you as the conference controller has been started in the virtual conference room.

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Step by Step

Click in the context menu of the relevant conference participant on

Reconnect Participant.

Related Topics

Related Topics

How to Disconnect a Conference Participant

Scheduled Conference

5.4.1.7 How to Remove Conference Participants

Prerequisites

A conference with you as the conference controller has been started in the virtual conference room.

Step by Step

Select one of the following options in the context menu of the relevant conference participant:

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

Scheduled Conference

Permanent Conference

5.4.1.8 How to Expand a Call into an Ad-hoc Conference (not possible with OpenScape

Office)

Prerequisites

You are conducting a call.

The screen pop (pop-up window) for incoming or outgoing calls is enabled.

You have a UC Suite Conference license.

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Step by Step

1) During the call, click in the Inbound Call or Outbound Call to ... screen pop on the Conference symbol. The AdHoc Conference window opens with you set as the conference controller.

2) Add the conference participants by one of the following methods:

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.

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.

Related Topics

Any participant:

Click in the AdHoc Conference window on Participants > Add

Participant. Click on in the Add Participant To Conference window on

New Participant and enter the following details of the subscriber:

Participant Name and Phone Number in canonical or dialable format, and then click on Add and Close.

5.4.1.9 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.

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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

5.4.1.10 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 on 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

Scheduled Conference

5.4.1.11 How to Repeat an Ad-hoc Conference

Prerequisites

You have saved an ad-hoc conference under a specified name.

Step by Step

1) Select one of the following options:

Until Outlook 2007:

Click on the symbol Conference > Manage my conferences.

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As of Outlook 2013:

Click on Manage my conferences.

2) Click on the My Conferences tab.

3) Click on a conference under Conference Name.

4) Click on 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

5.4.1.12 How to Delete an Ad-hoc Conference

Prerequisites

You have saved an ad-hoc conference under a specified name.

Step by Step

1) Select one of the following options:

Until Outlook 2007:

Click on the symbol Conference > Manage my conferences.

As of Outlook 2013:

Click on Manage my conferences.

2) Click on the My Conferences tab.

3) Click on a conference under Conference Name.

4) Click on 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.

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:

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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 email (by default, this is the language of the voicemail box).

Direction for the connection setup for each conference participant (default:

outbound).

Invitation by Email and Outlook Appointment

The system can invite conference participants automatically by email and an

Outlook appointment. This requires the administrator to have configured the sending of emails. In addition, an internal conference participant must have specified his or her email address. For external conference participants, the initiator of the conference must enter their individual email addresses. The email 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 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.

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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 email. 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

How to Disconnect a Conference Participant

How to Reconnect Conference Participants

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

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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) Select one of the following options:

Until Outlook 2007:

Click on the symbol Conference > Start new conference.

As of Outlook 2013:

Click on Start Conference.

The AdHoc Conference window opens with you set as the conference controller.

2) Add any conference participants as needed; see

How to Add Conference

Participants

for details.

3) 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.

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:

a) Click on Exceptions.

b) Click on Add.

c) Select the relevant date in the Original Date/Time drop-down list.

d) Click on Remove this recurrence.

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e) Click on OK.

f) Click on Cancel.

11) If you want to reschedule a conference appointment for a conference series, perform the following steps:

a) Click on Exceptions.

b) Click on 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 on OK.

h) Click on Cancel.

12) Click on Save.

13) Click on Advanced.

14) 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).

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 the conference to occur only when the conference controller is present, enable the check box This conference requires the controller to

be present.

18) 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.

19) If you want to use Web Collaboration concurrently with this conference, select the Automatically start phone conference with web collaboration check box.

20) If you want the system to automatically record the conference, select the

Automatically record this conference check box.

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21) 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.

22) If you want to add some introductory text to the invitation e-mail, enter this in the input field.

23) Click on Save.

24) 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) Select one of the following options:

Until Outlook 2007:

Click on the symbol Conference > Manage my conferences.

As of Outlook 2013:

Click on Manage my conferences.

2) Click on the My Conferences tab.

3) Click on the relevant conference under Conference Name.

4) If you want to display the virtual conference room, click View.

5) Select one of the following options:

If you want to view the schedule of the conference, click on Edit.

Related Topics

If you want to view the general settings of the conference, click on Edit and then on Advanced.

Related Topics

How To Display a Scheduled, Permanent or Open Conference as the

Conference Controller

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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) Select one of the following options:

Until Outlook 2007:

Click on the symbol Conference > Manage my conferences.

As of Outlook 2013:

Click on Manage my conferences.

2) Click on the My Conferences tab.

3) Click on the relevant conference under Conference Name.

4) Click on Edit.

5) The dial-in number can be found under Conference DID.

6) Click on Cancel.

7) Click on 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.

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Step by Step

1) Select one of the following options:

Until Outlook 2007:

Click on the symbol Conference > Manage my conferences.

As of Outlook 2013:

Click on Manage my conferences.

2) Click on the My Conferences tab.

3) Click on a conference under Conference Name.

4) Click on Edit.

5) Click in the context menu of the relevant conference participant on

Properties. The Conference ID is displayed.

6) Click on Cancel.

7) Click on Cancel.

8) Click on 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) Select one of the following options:

Until Outlook 2007:

Click on the symbol Conference > Manage my conferences.

As of Outlook 2013:

Click on Manage my conferences.

2) Click on the My Conferences tab.

3) Click on a conference under Conference Name.

4) Click on Edit.

5) Click in the context menu of the relevant conference participant on

Properties.

6) Enter the new Password.

7) Click on OK.

8) Click on Save.

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9) Click on Close.

Related Topics

Related Topics

Permanent Conference

5.4.2.6 How To Display a Scheduled, Permanent or Open Conference as the Conference

Controller

Step by Step

1) Select one of the following options:

Until Outlook 2007:

Click on the symbol Conference > Manage my conferences.

As of Outlook 2013:

Click on Manage my conferences.

2) Click on the Conferences that I belong to tab.

3) 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.

Step by Step

Under Conference Room > Extend Conference Time, select one of the following methods:

Click on one of the entries 10 minutes, 20 minutes, 30 minutes or 1

hour.

Related Topics

Then click on More …, enter the desired time period for the extension under Extend by: in minutes, and click OK.

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5.4.2.8 How to Reschedule a Scheduled Conference

Prerequisites

You are the conference controller.

Step by Step

1) Select one of the following options:

Until Outlook 2007:

Click on the symbol Conference > Manage my conferences.

As of Outlook 2013:

Click on Manage my conferences.

2) Click on the My Conferences tab.

3) Click on the relevant conference under Conference Name.

4) Click on Edit.

5) Select a new Start Date.

6) Select a new Start Time.

7) Select a new End Time.

8) Click on Advanced.

9) Select the Automatically send email invitation to conference participants check box.

10) Click on Save.

11) Click on 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) Select one of the following options:

Until Outlook 2007:

Click on the symbol Conference > Manage my conferences.

As of Outlook 2013:

Click on Manage my conferences.

2) Click on the My Conferences tab.

3) Click on the relevant conference under Conference Name.

4) If the conference has started, click Stop Conference.

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5) 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

Unified Communications

Conferences

You are the conference controller of the scheduled conference.

Step by Step

1) Select one of the following options:

Until Outlook 2007:

Click on the symbol Conference > Manage my conferences.

As of Outlook 2013:

Click on Manage my conferences.

2) Click on the My Conferences tab.

3) Click on the relevant conference under Conference Name.

4) Click on Edit.

5) Clear the Recurring Conference check box and select it again.

6) Click on Exceptions.

7) Click on Add.

8) Select the relevant conference appointment in the Original Date/Time dropdown list.

9) Click on Reschedule this recurrence.

10) Click on OK.

11) Select a New scheduled date.

12) Select a new Start Time.

13) Click on OK.

14) Click on Cancel.

15) Click on OK.

16) Click on Advanced.

17) If you want to add some introductory text to the invitation e-mail, click in the

Notes input field and enter the desired text.

18) Click on Save.

Related Topics

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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) Select one of the following options:

Until Outlook 2007:

Click on the symbol Conference > Manage my conferences.

As of Outlook 2013:

Click on Manage my conferences.

2) Click on the My Conferences tab.

3) Click on the relevant conference under Conference Name.

4) Click on Edit.

5) Clear the Recurring Conference check box and select it again.

6) Click on Exceptions.

7) Click on Add.

8) Select the relevant conference appointment in the Original Date/Time dropdown list.

9) Click on Remove this recurrence.

10) Click on OK.

11) Click on Cancel.

12) Click on OK.

13) Click on Advanced.

14) If you want to add some introductory text to the invitation e-mail, click in the

Notes input field and enter the desired text.

15) Click on 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:

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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 email (by default, this is the language of the voicemail box).

Invitation by Email

The communication system can invite conference participants automatically by email. This requires the administrator to have configured the sending of emails.

In addition, an internal conference participant must have specified his or her email address. For external conference participants, the initiator of the conference must enter their individual email addresses. The email 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.

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 email. 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

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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) Select one of the following options:

Until Outlook 2007:

Click on the symbol Conference > Start new conference.

As of Outlook 2013:

Click on Start Conference.

The AdHoc Conference window opens with you set as the conference controller.

2) Add any conference participants as needed; see

How to Add Conference

Participants

for details.

3) In the AdHoc Conference window, click on Conference Room > Save As.

4) Enter a name for the conference in the input field.

5) Click on Advanced.

6) 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).

7) Select the desired Conference Language for the announcements and the invitations by e-mail (by default, this is the language the voicemail box).

8) Enable the check box This conference is active.

9) 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.

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10) If you want to use Web Collaboration concurrently with this conference, select the Automatically start phone conference with web collaboration check box.

11) If you want the system to automatically record the conference, select the

Automatically record this conference check box.

12) 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.

13) If you want to add some introductory text to the invitation e-mail, enter this in the input field.

14) Click on Save.

15) 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) Select one of the following options:

Until Outlook 2007:

Click on the symbol Conference > Manage my conferences.

As of Outlook 2013:

Click on Manage my conferences.

2) Click on the My Conferences tab.

3) Click on the relevant conference under Conference Name.

4) Select one of the following options:

If you want to display the virtual conference room, click View.

Related Topics

If you want to view the general settings of the conference, click on Edit.

5.4.3.3 How to Delete a Permanent Conference

Prerequisites

You are the conference controller.

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Step by Step

1) Select one of the following options:

Until Outlook 2007:

Click on the symbol Conference > Manage my conferences.

As of Outlook 2013:

Click on Manage my conferences.

2) Click on the My Conferences tab.

3) Click on the relevant conference under Conference Name.

4) Click on Stop Conference.

5) 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.

The common conference ID for all conference participants.

Language of the announcements and invitations by email (by default, this is the language of the voicemail box).

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."

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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 email. 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) Select one of the following options:

Until Outlook 2007:

Click on the symbol Conference > Start new conference.

As of Outlook 2013:

Click on Start Conference.

The AdHoc Conference window opens with you set as the conference controller.

2) Add any conference participants as needed; see

How to Add Conference

Participants

for details.

3) In the AdHoc Conference window, click on Conference Room > Save As.

4) Enter a name for the conference in the input field.

5) Enter a Start Date.

6) Enter a Start Time.

7) Enter the End Time.

8) 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.

9) If you want to delete a conference appointment time for a conference series, perform the following steps:

a) Click on Exceptions.

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b) Click on Add.

c) Select the relevant date in the Original Date/Time drop-down list.

d) Click on Remove this recurrence.

e) Click on OK.

f) Click on Cancel.

10) If you want to reschedule a conference appointment for a conference series, perform the following steps:

a) Click on Exceptions.

b) Click on 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 on OK.

h) Click on Cancel.

11) Click on Save.

12) Click on Advanced.

13) Select the item Open Conference in the Conference Type drop-down list.

14) Select the desired Conference Language for the announcements and the invitations by e-mail (by default, this is the language the voicemail box).

15) Enable the check box This conference is active.

16) 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.

17) If you want the system to automatically record the conference, select the

Automatically record this conference check box.

18) 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.

19) Select the maximum number of conference participants under Number of

Channels

20) Click on Save.

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Web Collaboration

Related Topics

5.5 Web Collaboration

The UC PC clients myPortal for Desktop (Windows) and myPortal for Outlook support the convenient integration of the separate product OpenScape Web

Collaboration for simultaneous multi-media collaboration during phone calls and conferences. This provides 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.

Web collaboration can be started by a subscriber during a phone call via the popup window of the UC PC client or by the conference controller of an active conference from within the conference. This opens the web collaboration session.

A local installation of Web Collaboration on the UC PC client is not required. If an email program is available on the UC PC client, an email with the link to the web collaboration client can be sent to the communication partners. Detailed information on web collaboration can be found in the Web Collaboration product documentation.

When creating or editing a conference, the conference controller can also schedule a web collaboration session. On deleting or ending a conference, the associated web collaboration session is automatically deleted as well.

INFO: In order to enable UC PC clients to start web collaboration automatically, proxy authentication must be disabled whenever the UC PC clients access the Internet via a proxy server.

Supported Types of Connections

The web collaboration integration supports phone calls and phone-controlled conferences as well as the following types of application-controlled conferences:

Ad-hoc conference

Scheduled conference

Permanent conference

Integration of Web Collaboration

For the integration of Web Collaboration, the address of the Web Collaboration server must be known to the communication system. The vendor offers the web collaboration server as a service on the Internet (Public Server). Alternatively, it may also be possible to use a Custom Server located on the customer's own network or with a partner. If the server is on the customer's own network, it is usually addressed by the communication system on TCP port 5004 using http. In the case of a hosted solution on the Internet (Public Server), a secure https connection is used instead, since the license number and password are transmitted over this connection. By default, TCP port 5100 is used for this purpose.

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INFO: In order to use web collaboration, the communication system requires an Internet connection (default router and DNS server). Connections via proxy are not supported.

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 email with an appropriate link to the Web

Collaboration session.

INFO: Users working under a MAC OS must close the alert dialog for the terminated session manually after completion of a web collaboration session.

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.

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 PC 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

5.5.1 How to Start a Web Collaboration Session

Prerequisites

Access to the Web Collaboration server is set up in the communication system.

An email program is installed on the client PC.

Screen pops for inbound and outbound calls have been activated.

You are currently conducting a call or participating in a conference as a conference controller.

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Step by Step

1) Click on the Start Collaboration symbol in the Inbound Call screen pop or the Outbound Call to … screen pop.

The web collaboration session (fastviewer) is started. In addition, the email program opens, and an email with a link to the web collaboration client is created.

2) Add the email address(es) and send the email.

3) As soon as a communication partner launches the Web Collaboration client, he or she is added to the web collaboration session.

Related Topics

5.5.2 How to End a Web Collaboration Session

Prerequisites

Screen pops for inbound and outbound calls have been activated.

You are currently conducting a call or participating in a conference.

A web collaboration session has been started.

Step by Step

Click on the Stop Collaboration symbol in the Inbound Call screen pop or the Outbound Call to … screen pop.

Related Topics

The web collaboration session (fastviewer) is started. In addition, the email program opens, and an email with a link to the web collaboration client is created.

5.6 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.

5.6.1 Voicemail Box

Related Topics

The voicemail box records voicemail messages and recorded calls centrally. You can access these messages using myPortal for Outlook.

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

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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.

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.

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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.

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

No answer

Meeting

Sick

Break

Gone Out

Vacation

Lunch

Gone Home

Do Not

Disturb

-

-

Name announcement Announcement of your Presence Status

-

Personal greeting

for Busy

(if not recorded: general)

for No Answer

(if not recorded: general) 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

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Example: Announcement of your Presence status is enabled for the caller

Profile

Meeting

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 ..."

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

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Voice and fax messages

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 New Messages

How to Define an Additional Phone Number

5.6.1.1 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

5.6.1.2 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

5.6.1.3 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.

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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.

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

5.6.1.4 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.

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INFO: On importing announcements, the system performs the automatic level control and normalization needed to meet the

"USA / TIA 968 Signal Power Limitations" requirements.

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

5.6.1.5 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

5.6.1.6 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.

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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.

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

5.6.1.7 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 Setup 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 on 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

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5.6.1.8 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

5.6.1.9 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

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5.6.1.10 How to Select the Language of the Voicemail Box

Step by Step

1) Click on Setup.

2) Click on Communications > VoiceMail Settings.

3) Select the VoiceMail Language in the drop-down list.

4) Click Close.

Related Topics

5.6.2 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

Voicemail to a subscriber

Voicemail to a group

Type of voicemail

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

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First Name, if available

Company, if available

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.

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Sending Voice Messages as Emails

You can send a voice message as a WAV file by email to any recipient. If available, the email includes the call number and name of the calling party

Related Topics

Related Topics

User Interface Elements

Voicemail Box

5.6.2.1 How to Listen to a Voice Message on the Phone

Prerequisites

Your Presence status is Office or CallMe.

Step by Step

1) Select one of the following options:

Until Outlook 2007:

Click on the Messages > Voice Messages symbol.

As of Outlook 2013:

Click on Voicemail.

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

5.6.2.2 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) Select one of the following options:

Until Outlook 2007:

Click on the Messages > Voice Messages symbol.

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Click on Voicemail.

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

5.6.2.3 How to Call back the Sender of a Voice Message

Prerequisites

The caller's phone number has been transmitted.

Step by Step

1) Select one of the following options:

Until Outlook 2007:

Click on the Messages > Voice Messages symbol.

As of Outlook 2013:

Click on Voicemail.

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

5.6.2.4 How to Forward a Voicemail Message

Step by Step

Unified Communications

Voice and fax messages

1) Select one of the following options:

Until Outlook 2007:

Click on the Messages > Voice Messages symbol.

As of Outlook 2013:

Click on Voicemail.

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.

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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 on 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 on 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 on Redirect.

Related Topics

5.6.2.5 How to Move a Voice Message

Step by Step

1) Select one of the following options:

Until Outlook 2007:

Click on the Messages > Voice Messages symbol.

As of Outlook 2013:

Click on Voicemail.

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

5.6.2.6 How to Save a Voice Message as a WAV File

Step by Step

1) Select one of the following options:

Until Outlook 2007:

Click on the Messages > Voice Messages symbol.

As of Outlook 2013:

Click on Voicemail.

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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

5.6.2.7 How to Send a Voice Message as an E-mail

Step by Step

1) Select one of the following options:

Until Outlook 2007:

Click on the Messages > Voice Messages symbol.

As of Outlook 2013:

Click on Voicemail.

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

5.6.2.8 How to Create an Outlook Contact from the Sender of a Voice Message

Step by Step

Unified Communications

Voice and fax messages

1) Select one of the following options:

Until Outlook 2007:

Click on the Messages > Voice Messages symbol.

As of Outlook 2013:

Click on Voicemail.

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.

Next steps

Save the contact in Outlook.

Related Topics

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5.6.2.9 How to Sort Voice Messages

Step by Step

1) Select one of the following options:

Until Outlook 2007:

Click on the Messages > Voice Messages symbol.

As of Outlook 2013:

Click on Voicemail.

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

5.6.2.10 How to Delete a Voicemail

Step by Step

1) Select one of the following options:

Until Outlook 2007:

Click on the Messages > Voice Messages symbol.

As of Outlook 2013:

Click on Voicemail.

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).

Related Topics

c) Select Move Message > Permanently Delete Message in the context menu.

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5.6.3 Fax Box

The Fax box saves Fax messages centrally. You can access these messages via the UC client.

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.

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 New Messages

5.6.3.1 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

5.6.4 Managing Fax Messages

You can display or forward fax messages, for example, or move them to another folder, save them as PDF or TIFF files and even call the sender.

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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

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

Read

Sent

Deleted

120

365

365

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.

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Saving a Fax Message as a File

You can save a fax message as a PDF or TIFF file in the file system of your PC to archive it permanently.

Your administrator can configure whether the fax message is stored as a PDF or a TIFF file on a is stored basis (not possible with OpenScape Office).

Sending Fax Messages as E-Mails

You can send a fax message as a PDF or 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.

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

5.6.4.1 How to Display a Fax Message

Prerequisites

Fax messages are stored as either PDF or TIFF files (configurable by the administrator on a system-wide basis) The selected file type must be associated with an application that can display this file.

Step by Step

1) Select one of the following options:

Until Outlook 2007:

Click on the Messages > Fax Messages symbol.

As of Outlook 2013:

Click on Fax Messages.

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

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5.6.4.2 How to Call the Sender of a Fax Message

Step by Step

1) Select one of the following options:

Until Outlook 2007:

Click on the Messages > Fax Messages symbol.

As of Outlook 2013:

Click on Fax Messages.

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

5.6.4.3 How to Forward a Fax Message

Step by Step

1) Select one of the following options:

Until Outlook 2007:

Click on the Messages > Fax Messages symbol.

As of Outlook 2013:

Click on Fax Messages.

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.

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 on OK.

Related Topics

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5.6.4.4 How to Move a Fax Message

Step by Step

1) Select one of the following options:

Until Outlook 2007:

Click on the Messages > Fax Messages symbol.

As of Outlook 2013:

Click on Fax Messages.

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

5.6.4.5 How to Save a Fax Message

Prerequisites

Your administrator has configured whether the fax message should be saved as a PDF or a TIFF file on a system-wide basis.

Step by Step

1) Select one of the following options:

Until Outlook 2007:

Click on the Messages > Fax Messages symbol.

As of Outlook 2013:

Click on Fax Messages.

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 Save as tiff or Save as PDF.

5) Select a folder in the Save Fax Message window, enter a file name of your choice in the input field, and click Save.

Related Topics

5.6.4.6 How to Send a Fax Message as an E-mail

Step by Step

1) Select one of the following options:

Until Outlook 2007:

Click on the Messages > Fax Messages symbol.

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As of Outlook 2013:

Click on Fax Messages.

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.

Next steps

Send the e-mail with the attached TIFF file in Outlook.

Related Topics

5.6.4.7 How to Sort Fax Messages

Step by Step

1) Select one of the following options:

Until Outlook 2007:

Click on the Messages > Fax Messages symbol.

As of Outlook 2013:

Click on Fax Messages.

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

5.6.4.8 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) Select one of the following options:

Until Outlook 2007:

Click on the Messages > Fax Messages symbol.

As of Outlook 2013:

Click on Fax Messages.

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.

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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

5.6.4.9 How to Cancel Sending a Fax Message

Prerequisites

You have sent a fax message with Fax Printer.

Step by Step

1) Select one of the following options:

Until Outlook 2007:

Click on the Messages > Fax Messages symbol.

As of Outlook 2013:

Click on Fax Messages.

2) Click on the Sending Items folder under Outbox.

3) Select Cancel in the context menu of the appropriate Fax message.

4) Click on Yes.

Related Topics

Related Topics

How to Display an Overview of Fax Messages in the Send Queue

5.6.4.10 How to Display an Overview of Sent Fax Messages

Prerequisites

You have sent fax messages with Fax Printer.

Step by Step

1) Select one of the following options:

Until Outlook 2007:

Click on the Messages > Fax Messages symbol.

As of Outlook 2013:

Click on Fax Messages.

2) Under Outbox, click on the Sent Items folder.

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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

5.6.4.11 How to Resend a Fax Message

Step by Step

1) Select one of the following options:

Until Outlook 2007:

Click on the Messages > Fax Messages symbol.

As of Outlook 2013:

Click on Fax Messages.

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

5.6.4.12 How to Display a Fax Transmission Report

Prerequisites

You have sent a fax message with Fax Printer.

Step by Step

1) Select one of the following options:

Until Outlook 2007:

Click on the Messages > Fax Messages symbol.

As of Outlook 2013:

Click on Fax Messages.

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

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5.6.4.13 How to Delete a Fax Message

Step by Step

1) Select one of the following options:

Until Outlook 2007:

Click on the Messages > Fax Messages symbol.

As of Outlook 2013:

Click on Fax Messages.

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).

Related Topics

c) Select Move Message to > Permanently Delete Message in the context menu.

5.6.5 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

5.6.6 Notification Service for New Messages

The communication system can optionally notify you about new voice and fax messages by e-mail, by phone or with an SMS.

The Notification Service works as follows:

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Notification

E-mail

for voicemail for fax message

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 PDF or 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 PDF or

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 by phone

You receive an SMS about the received message at the phone number defined by you.

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

5.6.6.1 How to Enable or Disable Email Notifications

Prerequisites

The administrator of your communication system has configured the sending of emails.

Your email address is specified under Personal Details.

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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 Email Address

5.6.6.2 How to Enable or Disable the Notification by Phone

Step by Step

Unified Communications

Voice and fax messages

1) Click on the Setup symbol.

2) Click on Communications > VM Notification.

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.

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Instant Messaging

7) Click Save.

Related Topics

Related Topics

Call Number Formats

5.6.6.3 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

5.7 Instant Messaging

Instant Messaging refers to communicating with instant messages (usually called a chat).

Related Topics

5.7.1 Instant Messaging

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).

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Instant Messaging

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

Individual subscribers

Group in Favorites

Behavior

The instant message is displayed at the next login.

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 consists of the following areas:

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2

1

3

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 current presence status and the instant messages of all the chatting subscribers.

INFO: The presence status of an external XMPP communication partner is displayed only if you have explicitly requested this from the external XMPP communication partner via the context menu by using the subscription feature, and your request was granted.

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

5.7.1.1 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).

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Step by Step

1) Select the recipient by one of the following methods:

Click on a contact or a group in the Favorites and then in the context menu on Send Instant Message.

Until Outlook 2007:

Click under Directories > Internal or Directories > External on a contact and then on Send instant message in the context menu.

As of Outlook 2010:

Click under Internal Directory or External Directory on a contact and then on Send instant message in the context menu.

As of Outlook 2010:

Click in the Outlook Inbox in the context menu of the relevant name on

myPortal > Send instant message.

As of Outlook 2010:

Click in an Outlook e-mail in the context menu of the relevant name on

myPortal > Send instant message.

As of Outlook 2010:

Click in the Outlook contacts in the context menu of the relevant contact on myPortal > Send instant message.

INFO: Your 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 on Send.

8) If you want to delete the previous history of the chat in the Message Center, click on the Trash icon.

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AutoAttendant

Related Topics

Related Topics

Directories

Favorites List

How to Define an XMPP Alias

5.8 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

5.8.1 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.

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.

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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

Busy

No answer

Meeting

Sick

Break

Gone Out

Vacation

Lunch

Gone Home

Do Not Disturb

-

Name announcement

Dynamic greetings

-

x x x (if dynamic announcements have been enabled) x (if dynamic announcements have been enabled) x x x

Personal announcement for profile

x

Example: dynamic announcements enabled

Meeting

Profile Name announcement

Dynamic greetings

"Natalie Dubois" "is in a meeting until two thirty p.m. today".

Personal announcement for profile

"To leave a message, press

1. To speak with my representative, press 2."

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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."

INFO: In case of "Busy" and "No answer" profiles:

-) Without "Skip dynamic greeting" set, voicemail box plays back the following announcements:

Dynamic greeting - profile announcement - 'please leave a message after the tone ...'

-) With "Skip dynamic greeting" set, voicemail box plays back the following announcements: profile announcement - 'please leave a message after the tone ...'

Actions

When editing the profile, you can define the appropriate actions for the digits indicated in the announcement.

• Record

The caller can leave a message in your voicemail box.

• 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

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5.8.1.1 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:

If you want your voicemail box to announce your Presence status, clear the Skip Dynamic Greeting check box.

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

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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.

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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 Email Address

Prerequisites

The administrator of your communication system has configured the sending of emails.

Step by Step

1) Click on the Setup symbol.

2) Click on Personal Details > My Personal Details.

3) Enter your email address under Email.

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 Email Notifications

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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.

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.,

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How to Provide your own Picture 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 on Delete.

4) Click Save.

Related Topics

Related Topics

How to Provide your own Picture

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Configuration

Programming the Function Keys of the Telephone

6.7 Programming the Function Keys of the Telephone

You can customize the function keys of your telephone and any available key module or Busy Lamp Field (BLF) to suit your requirements via the UC client with a web application.

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 the UC client, if available; otherwise, in English.

INFO: The function keys of a SIP phone, an ISDN phone or an analog phone cannot be programmed with the UC Client.

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.

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.

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How to Change the Password

INFO: Select the Shift Key function for a function key to access a second level where you program external phone numbers.

7) Click on Save.

8) If you selected a system phone with automatic key labeling, 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

to 8 .

10) If you want to program further function keys, repeat steps

4

through 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.

5) Enter your new password in the New and Confirm fields. The password must not consist of only digits.

INFO: The password is valid for all UC Suite clients and for accessing the voicemail box via the telephone.

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Configuration

How to Deactivate the Automatic Login

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.

3) Enter the desired user name in the User Name field.

INFO: The user name is valid for all UC Suite clients.

4) Click on OK, followed by Save.

Related Topics

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How to Select the User Interface Language

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

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

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Configuration

How to Change the Server Address keys while pressing the additional key desired for the key combination. If the pressed key or key combination can be used for the UC client, 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 a Call Transfer

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:

If you want to transfer the call directly to a subscriber without first speaking to that subscriber, select Blind Transfer.

If you want to speak to the subscriber before transferring the call to that subscriber, select Consultation Transfer.

4) Click on Save.

Related Topics

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Configuration

How to Enable or Disable Dialing by Entering a Name

6.16 How to Enable or Disable Dialing by Entering a Name

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 dialing by entering a name, select the Enable live

search check box.

If you want to disable dialing by entering a name, clear theEnable live

search check box.

4) Click Save.

Related Topics

6.17 How to Allow others to See your Call Details

You can allow directory users to see information about your current active call, such as who you are talking to, whether it is an inbound or outbound call and the call duration. This option is disabled by default.

Prerequisites

The option of enabling this feature is activated by your system administrator.

Step by Step

1) Click on the Setup symbol.

2) Click on Sensitivity> Security and Access.

3) Select the option Allow others to see who I am talking to.

4) Click Save.

Related Topics

6.18 Troubleshooting

Help on known issues can be found under Troubleshooting.

Related Topics

6.18.1 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.

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Configuration

Troubleshooting

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

6.18.2 How to Resolve the Problem: myPortal for Outlook is not Loading

(Outlook 2003)

Step by Step

1) Click on Help > 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

6.18.3 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

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Troubleshooting

6.18.4 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 Help > Disabled Items....

5) Click on OLI and then on Enable.

Related Topics

6.18.5 How to Resolve the Problem: myPortal for Outlook is not Loading

(Outlook 2010/2013/16)

Step by Step

1) Click in Microsoft Outlook 2010 or 2013 or 16 on the File tab.

2) Click on the menu item Options.

3) In the Outlook Options window, click on the menu item Add-Ins.

4) In the Manage drop-down list, select the entry Disabled Items and click on the Go To... button.

5) In the Disabled Items window, select the possibly listed entries OLI2010 and

Redemption (VSL) and then click on Enable.

6) Exit the window with Close. This will return you to the Basic Configuration window.

7) In the Manage drop-down list, select the entry COM-Add-Ins and click on the

Go To... button.

8) In the COM-Add-Ins window, select the entries for OLI2010 and

Redemption (VSL) and confirm this with OK.

Related Topics

With auto-login set, the myPortal for Outlook plugin will be immediately loaded. Otherwise, the login window of myPortal for Outlook appears, and myPortal for Outlook is loaded after a successful login.

6.18.6 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.

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Configuration

Troubleshooting

Step by Step

Next steps

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.

Then reactivate the proxy server in your web browser.

Related Topics

Related Topics

How to Program the Function Keys of the Telephone

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7 myContacts

The myContacts Outlook Addin is an optional add-on for UC Smart and UC Suite users which work with personal contacts in Outlook. In case of a UC Smart configuration, a myPortal Smart license has to be assigned to the user before he can login to the UC Smart server. In case of UC Suite, a UC user or UC groupware license is required.

Related Topics

7.1 Introduction

The Addin allows to synchronize personal Outlook contacts with the UC server manually or as a scheduled auto-synchronization task. By synchronizing, the following clients will gain access to the user's personal Outlook contacts for phonebook access and caller identification:

System phones

myPortal to go clients (Android, iOS and Web Edition)

myPortal Smart

other clients using the Web Services Interface (WSI), including third party applications

INFO: The classic UC Suite desktop clients are not affected as they access Outlook contacts locally on the client PC.

Related Topics

7.1.1 Minimum requirements

The Outlook addin will be provided for:

OpenScape Business V2R1 or later with active UC Smart or UC Suite.

Desktop environments running Microsoft Windows 7, Windows 8.x and

Windows 10 (x86 and x64 architectures).

Outlook versions: Outlook 2010, 2013, 2016 (32bit or 64bit).

Related Topics

7.2 How to Install myContacts

Prerequisites

myContacts

Introduction

The administrator of your communication system has made the installation file(s) or the link to the file(s) available to you.

Step by Step

1) Close Outlook

2) Run the myContactsforOutlook.exe program.

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myContacts

How to Uninstall myContacts

3) If the User Account Control window appears with the message An unidentified program wants access to your computer, click

Allow or Yes.

4) Check the I agree to the license terms and conditions checkbox.

5) Click Install.

6) Wait for the myContacts addin to be installed.

7) Click Finish to complete the installation process.

Next steps

Start Outlook.

Related Topics

7.3 How to Uninstall myContacts

Step by Step

1) Close Outlook.

2) Click in the Control Panel on Programs and Features.

3) Click on Change in the context menu of myContacts.

4) Click Uninstall.

5) Select the myContacts addin to be uninstalled.

Related Topics

7.4 Automatic Updates

The Outlook Addin includes an update mechanism which checks if a newer version of the software is available on the OpenScape Business server for download and installation.

In case that an update is available, the user is guided through the download and installation process. If necessary, a message is displayed indicating that one or more applications must be closed to perform the update.

INFO: We recommend that you always perform the updates offered. This also applies to software that is required for certain

UC clients.

Related Topics

7.4.1 How to Perform Automatic Updates

Prerequisites

You have received a message such as: A new vesion of myContacts is available.

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User Interface

Step by Step

Select one of the following options:

a) Skip this version

The existing version remains installed.

b) Remind me later

Anew pop up window appears with the following options:

Yes, please remind me later and a drop down list in to select the time before the next reminder.

No, download updates now (recommended)

Related Topics

c) Update

The installation of the latest version starts automatically.

7.5 User Interface

The myContacts tab is available in the main menu area of Outlook when the

Addin is installed and active.

The interface contains:

the Settings menu button,

the Check for Updates button,

the About button

Related Topics

7.5.1 Settings menu

The Settings menu contains:

the submenu for the server connectivity,

the submenu for synchronization of Outlook contacts with the UC server,

the advanced submenu for maintenance purposes

Related Topics

7.5.1.1 How to Configure Connectivity Settings for the UC Server

Prerequisites

Outlook is running and the myContacts addin is installed.

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myContacts

User Interface

Step by Step

1) Click on myContacts tab.

2) Click on Settings menu button.

3) Click on UC Server submenu button.

4) Fill in the IP Address under the UC Server IP Address area.

5) Fill in the Username and Password under the UC Server Account details area.

6) Click on Apply to complete the connectivity settings configuration.

INFO: The first time Outlook is opened after the installation of the addin and myContacts tab is clicked, this menu opens automatically and the configuration should be done in order to proceed with any other action.

Related Topics

7.5.1.2 How to Synchronize Contacts

Prerequisites

Outlook is running and the myContacts addin is installed.

Step by Step

1) Click on myContacts tab.

2) Click on Settings menu button.

3) Click on Synchronize Contacts submenu button.

4) The number of contacts in Outlook appears under Sync outlook contacts settings. Check or uncheck the Do not import contacts without phone

numbers and Import profile pictures checkboxes.

5) Select the sync interval from the drop down list.

6) Click on Start Sync Now to synchronize your Outlook contacts.

INFO: Contact phone numbers should always be entered in canonical format (e.g., +4989700798765) whenever possible.

Related Topics

7.5.1.3 How to Configure the Advanced Settings

In case of technical problems, you may be asked to provide a trace file of myContacts for further analysis by the support team.

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myContacts

User Interface

Prerequisites

Outlook is running and the myContacts addin is installed.

Step by Step

1) Click on myContacts tab.

2) Click on Settings menu button.

3) Click on Advanced submenu button.

4) Check or uncheck the Enable Logging checkbox to select whether a log file is written.

5) Select the Log Level from the drop down list.

6) lick on Apply to complete the advanced settings configuration.

INFO: If you have increased the trace level, please do not forget to decrease it again after you have finished the trace creation.

Related Topics

7.5.2 Check for Updates

Except for the automatic update mechanism, the user can check manually for an updated version of the myContacts addin.

Related Topics

7.5.2.1 How to Check for Updates

Prerequisites

Outlook is running and the myContacts addin is installed.

Step by Step

1) Click on myContacts tab.

2) Click on Check for Updates button.

3) Click on Check for Updates button.

If a new version is available, a window informing about the available version appears

4) Click on Yes to update the application.

Related Topics

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Appendix

Presence Status Keywords for Appointments

8 Appendix

The appendix contains additional information.

Related Topics

8.1 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

Croatian

(Croatia)

Czech

(Czech

Republic)

Danish

(Denmark)

Dutch

(Netherland s)

English

(United

Kingdom)

English

(United

States)

Ured

Kancelář

Kontoret

Kantoor

Office

Office

Finnish

(Finland)

French

(France)

German

(Germany)

Hungarian

(Hungary)

Paikalla

Bureau

Büro

Iroda

Italian (Italy) Ufficio

Norwegian,

Bokmål

(Norway)

Kontor

Polish

(Poland)

Biuro

Portuguese

(Portugal)

Escritório

Sastanak

Porada

Møde

Bespreking Ziek

Meeting

Meeting

Neuvottelus sa

Réunion

Besprechun g

Találkozó

Krank

Beteg

Riunione

Møte

Spotkanie Chorobowe Przerwa

Reunião

Bolovanje

Nemoc

Syg

Sick

Sick

Sairaana

Maladie

Malattia

Syk

Doente

Presence status keyword

Pauza

Přestávka

Pause

Pauze

Break

Break

Tauolla

Pause

Pause

Szünet

Pausa

Pause

Pausa

Odsutan

Mimo t kancelář

Ikke på kontoret

Niet op kantoor

Odmor

Dovolená

Ferie

Vakantie

Out of Office Holiday

Out of Office Vacation

Matkoilla

Déplacemen

Lomalla

Congé

Außer Haus Urlaub

Házon kívül van

Fuori sede ikke på kontoret

Wyszedł

Fora

Szünidő

Vacanza

Ferie

Urlop

Férias

Ručak

Oběd

Frokost

Lunch

Lunch

Lunch

Lounaalla

Déjeuner

Mittagspaus e

Ebédidő

Pranzo

Lunsj

Lunch

Hora do almoço

Kuća

Domů

Gået for i dag

Thuis

Home

Home

Poissa

Domicile

Zu Hause

Otthon

A casa

Startside

Dom

Em casa

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Features of the UC Clients that can be used with SIP Telephones

Language

Russian

(Russia)

Slovenian

(Slovenia)

Spanish

(Spain)

Swedish

(Sweden)

Turkish

(Turkey)

В офисе

Pisarna

Oficina

Kontor

Ofis

На совещании

Sestanek

Болен

Bolniška

Reunión

Möte

Toplantı

Enfermo

Sjuk

Hasta

Related Topics

Presence status keyword

На перерыве

Ушел Выходной Обед

Odmor Odsoten Dopust Kosilo

Pausa

Rast

Mola

Дома

Doma

Fuera de oficina borta från kontoret

Vacaciones Pausa de

Semester

Ofis Dışında Tatil mediodía

Lunch

Domicilio

Hemma

Öğle yemeği Ev

Related Topics

How to Enable or Disable Automatic Updating of the Presence Status via

Outlook Appointments

8.2 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.

Connection-/call-oriented features:

Make Call

Redirect call

Resume call

Application-controlled conference

Hold

Toggle/Connect

Consultation

Disconnect

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Appendix

Features of the UC Clients that can be used with SIP Telephones

Transfer

Phone-oriented features:

Do Not Disturb

Call forwarding

Related Topics

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Index

Index

Index

A

absence 24 automatic creation of Outlook appointments 24

ad-hoc conference 83, 88

announcement 115 announcement mode 115

application-controlled conference 84

authentication

conference participant 83

AutoAttendant 146

central 115

personal 115, 146

automatic login 150

automatic updates 18, 150, 164

C

call

answer 62

missed 53

pick up for another subscriber 62

scheduled 53

call forwarding

rule-based 34 status-based 34

call functions 62

call number format 61

call sender

fax message 132

voicemail 124

callback

journal 53

CallMe 24, 32

CallMe service 32

canonical call number format 61

clipboard dialer 70

color

user interface 150

concept 8

condition

rule-based call forwarding 34

conference 83

conference management 84 conference, phone-controlled 84

configuration 150

contact 44

D

desktop dialer 70

dialable call number format 61

dial-in number

conference 83

dialing a number 62

directory

make call 62

Display Conventions 8

Do Not Disturb 24

dynamic announcement 146

E

e-mail

fax message 132

notification 139

email

invitation to conference 83

specify address 150

voicemail 124

exception

rule-based call forwarding 34

External directory 40

F

FastViewer 113

Favorites list

make call 62

favorites list 44

Fax box 131

fax message

delete 132 display 132 forward 132 group 132 move 132

retrieve through attendant 115, 131

send 139

fax number 131

first steps 19

folder

fax messages 132

voicemail 124

function keys

program 150

functions

myPortal for Outlook 10

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Index

G

general personal greeting 115

group

voicemail 124

I

installation 15

instant message 142, 143

introduction 10

invitation

conference 83

J

journal 53

call 62

group entries 53 retention period 53 sort 53

K

key combination for the Desktop Dialer 70

key programming 154

L

language

user interface 150

voicemail box 115

M

Mobility stations

conferencing 83

presence status 24

myPortal for Outlook

functions 10

starting 15

N

name

change 150

name announcement 19, 115, 146

notification

fax message 139 voicemail 139 notification by phone 139 notification service 139

O

offline, working 15

open conference 110

operating instructions 8

Outlook appointment

for conference 83

Outlook contact

172

make call 62

sender of voicemail 124

P

password

change 150

voicemail box 115

PDF file

notification 139

permanent conference 83, 106

personal announcement 146 personal AutoAttendant 146

personal details 150

personal greeting 19, 115

phone number

additional 150 visibility 150

voicemail box 115

picture

delete 150 provide 150

Presence status

announcements 115

presence status 24, 146

automatic reset 24 automatic update of Outlook appointments 24

call forwarding 34

Mobility stations 24 screen pops 24 visibility 24

priority 124, 139

private voicemail 124

profile for personal AutoAttendant 146

program settings 150

R

recording mode 115

rule 34

S

scheduled conference 83, 95

screen pops 72

sent fax messages 132

server address 150 setup 150

SIP telephone

features of UC clients 169

skin 11

skin color 150

SMS sort

notification 139

A31003-P3010-U103-20-7619, 09/2016 myPortal for Outlook, User Guide

Index

fax messages 132

voicemail 124

status-based call forwarding 34

T

teleworking 32

TIFF file

fax message 132

notification 139

topics, types 8

troubleshooting 159

U

unified communications 24

uninstallation 15

urgent voicemail 124

user interface 11

color 150 language 150

user-defined profile, custom profile 146

V

virtual conference room 83

voicemail

delete 124 forward 124 listen to 124 move 124 private 124 urgent 124

voicemail box 115, 146

W

WAV file

notification 139

voicemail 124

Web Collaboration 113

A31003-P3010-U103-20-7619, 09/2016 myPortal for Outlook, User Guide

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