8x8 Virtual Office Online User Guide - Packet8

8x8 Virtual Office Online User Guide - Packet8

User GUide

8x8 Virtual Office Online

Billing

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

To access your billing statements:

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

2 . Click on the Billing tab .

Virtual Office Softphone

Your Virtual Office Softphone offers you the following features:

• Make calls from your computer .

• Receive calls from your computer .

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

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

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

• Call recording* .

• Voicemail (online access to voicemail) .

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

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

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

• Click to communicate with your Virtual Office Online contacts .

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To access your Virtual Office Softphone:

1 . Log on to your Virtual Office Online account .

2 . Click Call .

3 . Your Virtual Office Softphone panel pops out, but stays attached to your Virtual Office

Online window .

Note: You can pop the soft phone out of the main window to a stand alone resizable phone panel by clicking . You can pop it back into the main window anytime by clicking

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Make Calls

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

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Dial out from Your Computer

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

Softphone .

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

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

To:

Dial a number or extension

Dial by name

Click any number listed in Search

Results, Recent

Contacts, My

Contacts or

Corporate Directory .

Speak with the call recipient

Disconnect the call

Follow These Steps:

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

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

Virtual Office Softphone panel .

2 . Click the Call button .

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

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

3 . Click the Call button .

1 . Click on the contact tab .

2 . Click any number listed .

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

Notes:

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

Click the Disconnect button on your Virtual Office Softphone .

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Dial Out from Your Desk Phone

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

Office service .

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

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

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

To:

Dial any number or extension

Dial by name

Click to call any number listed in

Search Results,

Recent Contacts,

My Contacts or

Corporate Directory.

Speak with the call recipient

Disconnect the call

Follow These Steps:

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

2 . Click the Call button .

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

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

3 . Click the Call button .

1 . Click on any of the contact tab .

2 . Click to call any number listed .

3 . The softphone panel will automatically launch .

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

Hang up your handset; or

Notes:

Click the Disconnect button on your softphone

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Dial Out from Other Locations

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

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

2 . Select any other locations you have entered .

Receive Calls

Virtual Office Softphone lets you use your computer to Accept or Decline incoming calls to your 8x8 extension . When you decline an incoming call, it is automatically directed to your voicemail .

Send to Voicemail.

On receiving an incoming call, the Virtual Office Softphone panel automatically slidesout .

If the calling contact has set up a profile picture, the softphone panel displays the picture, hiding the dial pad .

To:

Answer the call

Activate the Dialpad

Place your first call on hold to answer a second incoming call

Decline the call

Follow These Steps:

Click Accept and begin speaking to the caller .

Click Show Dialpad.

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

Click Decline .

Notes:

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

Applicable to a call where the caller has set up a profile picture .

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

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

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Incoming call handling

To:

Do Not Disturb

Call Forwarding

Follow These Steps:

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

Not Disturb at the top of your screen.

To access these features:

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

Online screen .

Notes:

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

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

Forwarding features .

2 . Click on the Call Forwarding tab .

Manage Active Calls

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

• Touch tone dialing

• Blind, warm, voicemail and between-device transfers

• Call hold/resume

• Call Recording (Virtual Office Pro Users)

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To:

Touch tone dialing

Disconnect the call

Adjust your

Softphone Speaker

Volume

Adjust your

Softphone

Microphone Volume

Record the call

Transfer the call without speaking to the second party

(Blind Transfer)

Follow These Steps:

Click any button on your touch tone keypad .

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

Click Disconnect .

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

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

Click Record Call .

Notes:

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

Available only for Virtual Office

Pro customers .

1 . Click Transfer .

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

3 . Click on Blind Transfer.

Call Recording must be enabled .

User GUide

8x8 Virtual Office Online

To:

Transfer a call to a second call already on hold

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

Transfer)

Put the call on hold

Follow These Steps:

1 . Click the line you wish to transfer .

2 . Click on Transfer .

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

4 . Click on Complete Transfer .

1 . Click Transfer .

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

3 . Click Dial .

Notes:

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

Complete Transfer.

1 . Click Hold .

2 . To take the call off hold, click

Resume .

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

Multi-line call handling

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

To:

Make Another Call

Conference two calls together – when currently on a call

Swap calls

Follow These Steps:

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

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

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

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

Active Calls box .

Notes:

This will put the current call on hold .

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

The other party will be put on hold .

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Voicemail

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

To access your Voicemail:

1 . Login to Virtual Office Online .

2 . Click on the New Voicemail notification link .

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Voicemail Box Setup

To:

Access your voicemail from your extension

Access your voicemail from another extension

Change your voicemail greeting

Follow These Steps:

Dial 555 .

Dial 500 .

1 . Dial 555 .

2 . Enter your voicemail password .

3 . Press * to go to the main menu .

4 . Press 2 .

5 . Press 3 to change your voicemail greeting .

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

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

To:

Receive notification of new voicemail messages in Virtual

Office Online

Listen to new voicemail messages online

Listen to existing voicemail messages online .

Follow These Steps:

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

1 . Login to Virtual Office

Online .

Notes:

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

2 . In the Home panel, click

Listen next to the number of new voicemail messages received .

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

1 . Click on My Inbox .

2 . Select Voicemails .

3 . Click on Listen .

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

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To:

Delete voicemail messages

Forward voicemail via email

Follow These Steps:

1 . Click on My Inbox.

2 . Select Voicemails .

3 . Click on Listen .

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

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

Notes:

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

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

2 . Scroll through the list to your desired voicemail .

3 . Click Forward .

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

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Caller and Call Line Information

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

70

To access your call line information:

1 . Open your Virtual Office Softphone panel .

2 . Look at the Active Calls section .

Virtual Office Softphone Call Status

• Ringing

• Connected

• On Hold

User GUide

8x8 Virtual Office Online

Ringer Volume

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

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

Using Your Virtual Office Online Contacts

The Virtual Office Online Contacts feature allows you to:

• Do a corporate directory search .

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

®

,

Google

TM

App, Facebook

©

and Twitter

©

.

• Distinguish your contacts by icons .

• Click to call, or chat with your contacts .

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

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

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

• Search results — contacts matching your search inquiry .

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

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

Outlook and Google account .

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

MS Exchange directory .

• My Social Contacts — your Facebook and Twitter contacts .

Search Results

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

Recent Contacts

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

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My Contacts

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

Outlook and/or Google account .

To access My Contacts:

1 . Click on My Contacts.

2 . Scroll down through your list of contacts .

To:

Use one-click call

Chat

View details about contacts

Email contacts

Follow These Steps:

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

1 . Click on the Chat link or

2 . Click on the contact and

Chat tab .

Click on a contact’s name .

Notes:

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

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

Google Talk .

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

Email addresses are listed under the General tab .

1 . Click on a contact’s name .

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

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

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

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To:

Fax contacts

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

Drag-and-drop contacts into a meeting

Follow These Steps:

1 . Click on a contact’s name .

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

Notes:

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

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

Any of the following file-types can be faxed:

4 . Fill in the Name, Subject,

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

You can uncheck the Include

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

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

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

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

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

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

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

JPG, MIFF, MNG, Mcomputer,

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

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

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

VIFF, WMF, XBM, XPM, XWD

5 . Click Add to attach any documents .

Total fax size limit is 100KB per submission .

6 . Click Send Fax .

1 . Click on a contact’s name .

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

3 . Select All, Voicemails, Calls,

Call Recordings*, Faxes* or

Chats from the menu below .

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

2 . Click on My Contacts.

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

3 . Scroll down through your list of contacts .

4 . Drag and drop the contacts you want into the

Participants entry box in the meeting panel .

5 . Click Start Now .

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To:

Add contacts from

Corporate Directory

Add contacts manually

Delete Contacts

Follow These Steps:

1 . Click on Corporate

Directory.

2 . Scroll down through your list of contacts .

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

Contacts.

Notes:

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

This feature is useful when you want to edit contacts from

Corporate Directory or when you want to add a Corporate

Directory contact to one of your personal contact accounts .

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

1 . Click on the New Contact button next to My

Contacts.

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

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

4 . Click Save .

1 . Click on the red

next to the name of the contact you want to delete .

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

2 . Click Yes when the confirmation message appears .

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Corporate Directory

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

To access Corporate Directory:

1 . Click on Corporate Directory .

2 . Scroll down through your list of contacts .

To:

Use one-click call or chat

View details about contacts

Email contacts

Follow These Steps:

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

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

1 . Click on a contact’s name .

1 . Click on a contact’s name .

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

Notes:

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

Chat is only available for your

Virtual Office contacts .

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

Email addresses are listed under the General tab .

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To:

Fax contacts

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

Drag-and-drop contacts into a meeting

Follow These Steps:

1 . Click on a contact’s name .

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

Notes:

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

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

Any of the following file-types can be faxed:

4 . Fill in the Name, Subject,

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

You can uncheck the Include

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

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

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

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

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

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

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

JPG, MIFF, MNG, Mcomputer,

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

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

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

VIFF, WMF, XBM, XPM, XWD

5 . Click Add to attach any documents .

Total fax size limit is 100KB per submission .

6 . Click Send Fax .

1 . Click on a contact’s name .

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

3 . Select All, Voicemails, Calls,

Call Recording, Faxes or

Chats from the menu below .

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

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

2 . Click on Corporate

Directory.

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

4 . Drag and drop the contacts you want into the

Participants entry box in the meeting panel .

5 . Click Start Now .

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To:

Drag-and-drop contacts from

Corporate Directory to My Contacts

Follow These Steps:

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

Directory. However, you can copy them from Corporate

Directory to My Contacts. See below for details .

1 . Scroll down through your list of contacts .

Add contacts manually from

Corporate Directory to My Contacts

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

Contacts.

1 . Click on Corporate

Directory .

2 . Click on a contact’s name .

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

Contacts .

Notes:

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

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

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My Social Contacts

This tab contains all your Facebook and Twitter contacts .

To access your social contacts:

1 . Click on My Social Contacts.

2 . Scroll down through your list of contacts .

To:

Send a direct message via Twitter

Follow These Steps:

1 . Click on the contact’s name .

2 . Type in your message and click Send .

1 . Scroll through your contact list .

View your Twitter contact’s latest tweet

2 . The latest tweet is listed under your Tweeter contact

Or

1 . Click on the contact’s name .

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

1 . Click on a contact’s name .

Unfollow your

Twitter contact

Navigate to the contact’s Twitter page

View contact info and interaction history including Tweets,

Facebook posts,

Favorites, Direct messages from and to the contact

Post on the contact’s

Facebook wall

2 . Click on Unfollow .

1 . Click on the contact’s name .

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

1 . Click on the contact’s name .

2 . Click on Social tab to view contact info .

3 . Click on History tab for the interaction history .

1 . Click on Facebook contact’s name .

2 . Type in your message and click Share .

Notes:

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To:

Chat with the

Facebook contact

Follow These Steps:

1 . Click on Facebook contact’s name .

Notes:

2 . Click on the Chat tab .

3 . Type in your message and click Share .

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

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

1 . Click on My Social Contacts .

Drag-and-drop contacts from My

Social Contacts to

My Contacts

2 . Scroll down through your list of contacts .

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

Contacts.

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

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