Hosted Voice Product Training Platinum Comm Portal Polycom

Hosted Voice Product Training Platinum Comm. Portal (Polycom) © 2016 Earth. Link. All rights reserved.

Agenda 8. Call Manager 1. Customer Resource Page 2. How to Log In 3. “Help” Button 4. Dashboard 5. My Mobile • Fused Mailbox 6. Messages & Calls 7. Contacts • • Rules Weekly Schedule Special Days Find Me / Follow Me 9. Applications • • Comm. Portal Assistant Call Me Button Mobile Communicator Earth. Link Meeting Room 10. Settings • • Security – 911 Preferences Messaging Phones configuration 11. Contacts 2 © 2015 Earth. Link. All rights reserved.

Resource Center www. earthlinkbusiness. com/hostedvoice 3

Log In Open up a web browser Go to https: //voip. elnk. us You will enter the following: Number – This is your 10 digit telephone number. Password– This is your Comm. Portal password. 4 © 2015 Earth. Link. All rights reserved.

Logging In For The First Time • When you log into the Commportal for the first time, you will be prompted to change your Commportal password and voicemail pin. • You can use the default voicemail greeting or create a personal voicemail greeting. (This step is not required on initial login) Log in with 10 digit phone number & password (provided by Earthlink) (Different from voicemail pin) 5 © 2015 Earth. Link. All rights reserved. Click “Next” to begin

Powerful “Help” Tool • For additional help, click on the “gear” icon (located at the top right corner) • Select “Help” 6 © 2015 Earth. Link. All rights reserved.

Call Button Earth. Link Platinum Seat • Initiate a call directly from the Comm. Portal • Displays your office number as the caller Id when calling from any phone. 7 © 2015 Earth. Link. All rights reserved.

Start Earth. Link Meeting Room Sessions from Comm. Portal Earth. Link Platinum Seat • Click the “Start Meeting” Button to begin an unscheduled meeting • Meeting screen is launched after “Start Meeting” button is clicked 8 © 2015 Earth. Link. All rights reserved.

Comm. Portal - Dashboard Earth. Link Platinum Seat 1 1 2 2 3 3 4 4 5 6 5 7 6 8 1. Dashboard : Provides a quick view of the most common functions 2. My Mobile: Configures “Mobile Fuse” 3. Messages & Calls : Provides call history 4. Contacts : Provides a method for storing and retrieving contact details 5. Call Manager : Allows customer to manage how incoming calls are handled 6. Apps: Download “Call Me”, “Assistant” and Mobile Communicator 7. Groups : Displays “Groups” the telephone number is part of (such as MLHG’s and MADN’s) 8. Settings : Provides access to call service settings 9 © 2015 Earth. Link. All rights reserved.

My Mobile With the "My Mobile" service, you can: • Automatically recognize your Mobile when retrieving messages. • Share the same voicemail service for your desk and mobile phones. 10 © 2015 Earth. Link. All rights reserved.

Fused Desk Phone - Cell Phone Mailbox Earth. Link Platinum Seat • Select your mobile provider from the drop down menu and then click on the “view instructions” button. • Follow simple steps to migrate your wireless voicemail service. • Subscribers then benefit from the same applications on all their lines: – Inbound Fax to PDF – Smartphone, PC and web clients 11 © 2015 Earth. Link. All rights reserved. Earth. Link Platinum Seat

Messages & Calls Earth. Link Platinum Seat • The “Messages & Calls” tab allows you to: – – – Manage and listen to your voicemails View your faxes View details of your recent missed, dialed & received calls. • The export feature allows you to export your missed, dialed and received calls in a CSV format (Comma Separated Values) 12 © 2015 Earth. Link. All rights reserved.

Messages & Calls Earth. Link Platinum Seat • The “Messages” tab allows you to see and listen to voice mails messages • The “Faxes” tab allows you to see and view faxes sent to your unified fax number. * Unified fax is a subscription based service. If you are not subscribed, the Faxes tab will not appear 13 © 2015 Earth. Link. All rights reserved.

Messages & Calls Earth. Link Platinum Seat 1 2 3 4 5 Messages and Calls Tab also allows you to: • View the last 200 “Missed” calls • View the last 10 “Dialed” calls • View the last 200 “Received” calls • View Calls that have been “Rejected” • View “Deleted” messages 14 © 2015 Earth. Link. All rights reserved.

Contacts Earth. Link Platinum Seat • This page allows you to manage your Contact List and Speed Dials. • • It also shows your Extensions and Short Codes. • Premium Seat can store up to 1000 Contacts 15 © 2015 Earth. Link. All rights reserved.

Contacts - Import Contacts Earth. Link Platinum Seat Importing Contacts If you have contacts in a Outlook, Yahoo, Gmail or Hotmail email account, you can import these details into your Contacts list. Sign in to your email application and save the contact details that you want to import into in a suitable file. This file must use the Windows comma separated variable format (CSV) and contain a header line that describes the column contents for each contact. Make a note of the file's name and location. 1: Select the “Contacts” tab. 2: Select “Import” at the bottom of the screen to launch the Import Contacts popup. 3: Use the “Browse” button to search for the file on your PC. 4: By default, the new contact details will replace existing ones if the names are the same. 5: Click “Import”. For Example. CSV file format Enter a contact manually. Click Export All and a sample. csv will be generated. You can then use this as a template to add you Contacts. 16 © 2015 Earth. Link. All rights reserved.

Contacts - Speed Dials Earth. Link Platinum Seat • Speed Dial - This is the short number you will use when dialing from your phone. • Number - This is the full number that you wish to call when using this speed dial entry. 17 © 2015 Earth. Link. All rights reserved.

Contacts - Extensions Earth. Link Platinum Seat • The “Extensions” tab displays a list of the contacts within your business group. • This information is for viewing only and does not allow you edit the list. 18 © 2015 Earth. Link. All rights reserved.

Contacts - Short Codes Earth. Link Platinum Seat • “Short Codes” allow you to quickly dial common numbers that are set up by the Business Group Administrator. • This information is for viewing only and does not allow you edit the list. 19 © 2015 Earth. Link. All rights reserved.

Call Manager Incoming Calls Earth. Link Platinum Seat The summary tab provides a description of how calls you receive will be handled, taking into account the settings for all of your incoming call services and any interactions between them. Call Manager allows you to define how your incoming calls are handled. 20 © 2015 Earth. Link. All rights reserved. • • • Ring your Phone Send to Voicemail Forward to another number Use one of your “Set of Rules” Use a different set of rules depending on time of day.

Call Manager - Rules Earth. Link Platinum Seat “Rules” give you options for routing incoming calls. • Normal Calls • Rejected Calls • Screen Calls • Add New Set of Rules • Each Set of Rules have different options that you can configure via the “Edit” button. 21 © 2015 Earth. Link. All rights reserved.

Call Manager - Rules Normal Calls Reject Calls Screen Calls 22 © 2015 Earth. Link. All rights reserved.

Timing of Call Manager Rules Earth. Link Platinum Seat Your Desk Phone Home Phone • When enabled, this service redirects calls that you receive to one or more alternate destinations. • You may configure multiple destinations to ring sequentially, simultaneously or a combination of both. *Each ring last approximately five seconds 23 © 2015 Earth. Link. All rights reserved. Your Mobile

Timing of Call Manager Rules • Add 1 st phone to ring and determine the start and end time for phone to ring. • Click “Add”. 24 © 2015 Earth. Link. All rights reserved.

Timing of Call Manager Rules 25 © 2015 Earth. Link. All rights reserved. • Add additional phone(s) to ring and determine the start and end time for phone(s) to ring. • Click “Finish” after determining all phones to ring.

Call Manager - Rules Earth. Link Platinum Seat • Click “Apply” to activate the changes 26 © 2015 Earth. Link. All rights reserved.

Applying “Rules” Earth. Link Platinum Seat 1. Click back on the “Summary” tab. 2. Place the radio button on “Use my …. Rules”. 3. Use the drop down boxes to configure which Rule you want to use 4. Click “Apply” to save changes 27 © 2015 Earth. Link. All rights reserved.

Call Manager - Weekly Schedule • Earth. Link Platinum Seat The Weekly Schedule tab allows you to configure your “Call Manager” based on what you do during specific hours of the day or days of the week. To Make Changes to the Hours: 2 1 3 28 © 2015 Earth. Link. All rights reserved. 1. Click on the Period you want to activate. 2. Using your mouse, click & drag over the day and time you want that period active. 3. Click “Apply” to save changes

Call Manager - Special Days Earth. Link Platinum Seat • “Special Days” allows you to define which days you will not be following your “Normal” work week schedule. 29 © 2015 Earth. Link. All rights reserved.

Applying the Weekly Schedule Earth. Link Platinum Seat 1. Back on the “Summary” tab. 2. Place the radio button on “Handle depending on the time or day”. 3. Use the drop down boxes to configure which Rule is used during that particular period. 4. Click “Apply” to save changes. 30 © 2015 Earth. Link. All rights reserved.

Applications (Apps) Earth. Link Platinum Seat • “Call Me” allows you to add a button to a website or email signature , allowing people to phone you by simply clicking on the button. * Your account will be charged for the cost of the calls made using “Call Me” buttons. 31 © 2015 Earth. Link. All rights reserved.

Apps – Comm. Portal / Assistant PC Soft Client Taskbar Icon • Lightweight application installed on subscriber’s PC • Downloaded from Comm. Portal • One-click access to key telephony features from taskbar • Instantly accessible, regardless of other applications currently in use • Features include: • Search contacts, with option to launch click-to-dial call • MS Outlook synchronization • Search corporate LDAP directory • Instant Comm. Portal launch • Control features such as Call Forwarding & Do Not Disturb • Control top level settings on Incoming Call Manager • Incoming VM/Fax message popup • Incoming call popup with call disposition

Comm. Portal - Assistant Earth. Link Platinum Seat 1. Click the Windows hyperlink to start the download process 2. Click on “Next” 3. Follow the instructions provided by the Setup Wizard. * To log on you will need your telephone number and your Comm. Portal password and the Comm. Portal url (http: //voip. elnk. us) 33 © 2015 Earth. Link. All rights reserved.

Mobile Communicator for Desktop Earth. Link Platinum Seat Mobile Communicator is a desktop softphone that enables you to: • Make and receive audio calls. • Manage your contacts, including integrating with Microsoft Outlook. • View presence information for your contacts. • Access your voicemails with a single click. • Schedule/Start/Join Earth. Link Meeting Room Sessions * To log on you will need your telephone number and your Comm. Portal password 34 © 2015 Earth. Link. All rights reserved.

Mobile Communicator for Desktop with Earth. Link Meeting Room 1. Click “Tools”. 2. Click “Options” 3. Click “Meetings” Gives you the ability to: – Join Options – Meeting Options – Download Outlook Plugin 35 © 2015 Earth. Link. All rights reserved.

Mobile Communicator for Desktop with Earth. Link Meeting Room 1. Click “Tools”. 2. Click “Options” 3. Click “Audio” Gives you the ability to: - Adjust Microphone - Adjust In-Call Audio - Adjust Notification 36 © 2015 Earth. Link. All rights reserved.

Mobile Communicator for Desktop with Earth. Link Meeting Room 1. Click “Tools”. 2. Click “Options” 3. Click “Video” Gives you the ability to: - Share your camera - 37 © 2015 Earth. Link. All rights reserved.

Mobile Communicator for Desktop with Earth. Link Meeting Room The following options are available from the Meetings Tab • View Upcoming Meetings • View Recorded Meetings • Create a Meeting • Schedule a Meeting • Join a Meeting 38 © 2015 Earth. Link. All rights reserved.

Mobile Communicator for Desktop with Earth. Link Meeting Room Create and Start an “Unscheduled” meeting from the Meetings Tab in Mobile Communicator • Invite IM Contacts and Start Meeting • Share Meeting URL - Send Invite via Email - Copy URL Meeting 39 © 2015 Earth. Link. All rights reserved.

Mobile Communicator for Desktop with Earth. Link Meeting Room Schedule a Meeting from “Meetings” tab in Mobile Communicator Schedule a Meeting from “Home” tab in Microsoft Outlook (Mailbox or Calendar) 40 © 2015 Earth. Link. All rights reserved.

Mobile Communicator for Mobile / Tablet Earth. Link Platinum Seat Mobile Communicator allows you to push and pull calls between your devices without hanging up, additionally offering voicemail features. • Make and receive calls as if using your desk phone. • Displays same Caller ID as if dialing from the desk phone. * To log on you will need your telephone number and your Comm. Portal password 41 © 2015 Earth. Link. All rights reserved.

Settings – Account – Emergency (e 911) Earth. Link Platinum Seat • 911 Location: Allows the user to set the location for emergency 911 phone calls • Remember to follow this step every time your phone moves to a new address. 42 © 2015 Earth. Link. All rights reserved.

Settings – Emergency (e 911) • In the new window, complete the fields and click the “Update Address” button. 43 © 2015 Earth. Link. All rights reserved.

Settings - Account Password Earth. Link Platinum Seat • Account Password: Allows you to change your login password for the Comm. Portal. Note: Password must be alphanumeric and contain at least one letter and one number. (8 to 20 characters) 44 © 2015 Earth. Link. All rights reserved.

Settings - Account – Change Password 1. Enter “Current Password” 2. Enter “New Password” 3. “Confirm New Password” 4. Click “Confirm” to save changes Note: Password must be alphanumeric and contain at least one letter and one number (8 to 20 characters) 45 © 2015 Earth. Link. All rights reserved.

Settings – Voicemail Pin Earth. Link Platinum Seat • Voicemail Pin: Allows you to change your login password for Voicemail. Note: Password must be 6 -20 numbers long with no numbers in a sequence. It also cannot be the number of the line or contain a part of the number 46 © 2015 Earth. Link. All rights reserved.

Settings - Account – Change PIN 1. Enter “New PIN” 2. Click “Confirm” Note: Password must be 6 -20 numbers long with no numbers in a sequence. It also cannot be the number of the line or contain a part of the number 47 © 2015 Earth. Link. All rights reserved.

Settings - Account - Devices Earth. Link Platinum Seat • “Devices” provides a link to the interface that you use to configure your desk phone. (ex. Add / Remove soft keys) • Clicking the link opens the interface in a separate window Note: Options for programming keys on your phone depend on the type of phone ordered. Please refer to phone specific training for details on button programming. 48 © 2015 Earth. Link. All rights reserved.

Programming Phone Keys from the Comm. Portal There are numerous functions that can be programmed to buttons on your phone Click “Programmable Keys – Line” or “Programmable Keys – Bottom” to begin Programmable Keys - Line The keys to the left and right of the display are know as “line keys”. *Keys on screen for vvx 600 model Programmable Keys - Bottom The keys under the display are know as the “bottom keys”. *Keys on screen for vvx 600 model 49 © 2015 Earth. Link. All rights reserved.

Programming Phone Keys from the Comm. Portal To Program the “Line keys” • Select a” key” from the list. * Line 1 is reserved for the phone number & should not be modified. There are various “line keys” depending on the phone model. ‒ VVX 310 – 6 buttons ‒ VVX 410 – 12 button (pictured) ‒ VVX 600 – 16 buttons 50 © 2015 Earth. Link. All rights reserved.

Programming Phone Keys from the Comm. Portal To Program the “Bottom keys” • Select a “key” from the list. * By default Redial, DND (do not disturb) and Directory are assigned to Key 1, 2 and 3. • There are 10 available keys to assign. • These buttons will only be available in a idle state. When on a call, these buttons will not be available and will change to an “in call” set of keys. • If you need a “key” to be available while on a call, they should be added to the “Line Keys”. 51 © 2015 Earth. Link. All rights reserved.

Programming Phone Keys from the Comm. Portal • There are numerous programmable options for “Line keys”. ‒ ‒ ‒ 52 © 2015 Earth. Link. All rights reserved. Automatic Callback Automatic Recall Directed pickup Enhanced Monitored Extension Enhanced Call Park Last Caller ID Erasure Line Identity Speed Dial Trace Call Voicemail

Programming Phone Keys from the Comm. Portal • There are numerous programmable options for “Bottom keys”. - Automatic Recall - Directed Pickup - Do Not Disturb - Intercom (Specific Number) - Persistent Paging Key - Persistent Push to Talk - Park Call - Speed Dial - Other Services (XML Apps) - dialed call list - log out - call lists - messages - contacts - services 53 © 2015 Earth. Link. All rights reserved. - Call List - Directory - Group Pickup - Last Caller Id Erasure - Last Number Redial - Push to Talk - New Call - Retrieve Parked Call - Trace Call

Programming Phone Keys from the Comm. Portal Here is a brief description on what the “Line key” functions do: • Automatic Callback Do not use. The phones redial key works the same • Automatic Recall Gives last caller info and time called. Gives you the option to return the call by pressing 1 • Directed Pickup Picks up specified ringing extensions (You will need to add extension to retrieve) • Enhanced Monitored Extensions Adds Enhanced Monitored Extension (You will need to specify Extension) • Enhanced Call Park Adds Enhanced Call Park • Group Pickup If phone is in a “call pick up group”, this will allow phone to pick up ringing call from extension in specified group • Last Caller ID Erasure Erases last record of recent calls you have made and received • Line Adds Additional lines when programmed (in Earth. Link system) • Speed Dial Adds speed dial (specify number) • Trace Call Traces last call received • Voice Mail Adds voice mail key 54 © 2015 Earth. Link. All rights reserved.

Programming Phone Keys from the Comm. Portal Here is a brief description on what the “Bottom key” functions do: • • • • • Automatic Callback Automatic Recall Call List Directed Pickup Directory Do Not Disturb Group Pickup Intercom (Specific number) Last Caller Id Erasure Last Number Redial Persistent Paging Key Push to Talk Persistent Push to Talk New Call Other services (XML Apps) (see - options) -dialed call lists -log out -call lists -messages -contacts -services Park Call Retrieve Parked Call Speed Dial Trace Call 55 © 2015 Earth. Link. All rights reserved. Do not use. Redial key works the same Gives last caller info and time called. Gives option to return the call by pressing 1 Brings up a list of inbound & outbound calls Picks up specified ringing extensions (will ask you to add extension to retrieve) N/A (please see other services – contacts) Calls will not ring phone. If phone is in call pick up group, this will allow phone to pick up ringing call from extension in a specified group Activates 2 way intercom feature. Must dial extension after pressing Intercom Activates 2 way intercom to specified extension Erases last record of recent calls you have made and received Redials last number dialed Bring up paging options ( Paging key automatically added when paging enabled) Bring up Push to Talk options ( PTT key automatically added when paging enabled) Bring up Push to Talk options ( Paging key automatically added when paging enabled) Provides dial tone to make a phone call Brings up dialed call list Dissociates phone number from mac address in meta should only be used when hot desking is present Brings up call list Bring up VVX phone messaging center (allows for listing to VM messages on phone) Brings up XML Directory No services available at this time Allows you to Park a Call Retrieves parked call (asks for Orbit on phone screen) Adds speed dial (specify number) Traces last call received

Programming Phone Keys from the Comm. Portal To Assign a Key Under the “Line Key” Area: 1. Click on key you wish to assign 2. Click on drop down arrow and make a selection 3. Fill out any additional information needed * 4. Click “Save Changes” on lower right 5. Phones will need to be rebooted to pick up new programming or they will reboot overnight * For example the Enhanced Monitored Extension key will need a valid extension in your business group and a label like the persons name you are monitoring 56 © 2015 Earth. Link. All rights reserved.

Programming Phone Keys from the Comm. Portal To Assign a Key Under the “Bottom Keys” Area: 1. Click on key you wish to assign 2. Click on drop down arrow and make a selection 3. Fill out any additional information needed* 4. Click “Save Changes” on lower right. 5. Phones will need to be rebooted to pick up new programming or they will reboot overnight. * For example the Other service key will need you to choose a service and fill in a label describing that service 57 © 2015 Earth. Link. All rights reserved.

Programming Phone Keys from the Comm. Portal • When you are done programming make sure you click “Save Changes”. • The phones will refresh automatically overnight or you can reboot the phone to make the changes. 58 © 2015 Earth. Link. All rights reserved.

Settings - Calls - General Earth. Link Platinum Seat Outbound Calling: Ability to withhold caller ID when dialing out. When receiving an inbound call: ‒ Display caller name ‒ Display caller number 59 © 2015 Earth. Link. All rights reserved.

Settings - Call Blocking Earth. Link Platinum Seat x Call Blocking : Allows you to restrict which types of calls can be dialed from your telephone. Note: By default, Earth. Link blocks International calling. The Administrator must contact Customer Care to lift this restriction. 60 © 2015 Earth. Link. All rights reserved.

Settings - Call Me Button Earth. Link Platinum Seat • Call Me Buttons : Ability to disable the “Call Me” button for use with email. 61 © 2015 Earth. Link. All rights reserved.

Settings - Messages Configure various aspects of your messaging service. Earth. Link Platinum Seat 62 © 2015 Earth. Link. All rights reserved. • Allows you to change how many rings before a call will go to voicemail (1 ring = 5 seconds). • Sends voicemails (as. wav file) to your email. • Allows you to set up Voicemail to Email Notification. • Allows you to decide if you want to leave a copy of the voicemail in your voicemail box and/or just forward it to your email. • Allows you to add next action links in forwarded email. • Live screening rings your phone with a different ringtone when a caller is being sent to voicemail. You can pick up the phone and hear the voicemail as it is being recorded without the caller knowing that you are listening in.

Settings - Messages Earth. Link Platinum Seat Allows the system to forward an attachment of a voicemail to an e-mail address. 1. Place a checkmark in the box next to “Forward messages as emails” 2. Click on “add an email address” 3. Enter e-mail address and click “Add”. 4. Click the “Apply” Button Note: Message length is a maximum of three minutes 63 © 2015 Earth. Link. All rights reserved.

Settings - Messages Earth. Link Platinum Seat Skip Pin – If Skip PIN is enabled, then when accessing your mailbox from your own telephone you are not required to enter your PIN. Fast Login – if enabled, when accessing your mailbox from your desk telephone, your phone number is recognized automatically and you only need to enter your PIN Auto-Play – Messages automatically play when voice mail is accessed. Voicemail Playback - When your messages are played, you can choose whether you wish to hear the message details (who the message is from and when it was left), the message itself, or both. 64 © 2015 Earth. Link. All rights reserved.

Settings - Messaging - Voicemail Greetings Earth. Link Platinum Seat • Allows user to record a message using a microphone attached to PC. • Record multiple greetings including: personal greeting , extended absence or spoken name • Configure which greeting to play when a caller gets your voice mail 65 © 2015 Earth. Link. All rights reserved.

Settings - Notifications - MWI Earth. Link Platinum Seat • Specify if you want your “Message Waiting Indicator” light to flash when you receive a voicemail message. 66 © 2015 Earth. Link. All rights reserved.

Settings - Notifications - Email Earth. Link Platinum Seat • The “Email” sub tab allows you to set the system to notify multiple email addresses when a voice mail message is left. • This is a notification only, there is no. wav file attachment sent with the message 67 © 2015 Earth. Link. All rights reserved.

Settings - Notifications - Outdial Earth. Link Platinum Seat • This feature enables you to configure the voicemail system to call you whenever you receive a new message. • User can specify the number of attempts the system tries to reach you 68 © 2015 Earth. Link. All rights reserved.

Settings - Notifications - Override Earth. Link Platinum Seat • This feature allows you to override the “Outdial” notification for a day or multiple days. 69 © 2015 Earth. Link. All rights reserved.

Settings - Messaging - Reminders Earth. Link Platinum Seat • The “Reminders” tab allows access to a service that you can configure your phone to ring at a specified time and date. • For example, you could set this service to call you to act as a reminder of an important meeting. 70 © 2015 Earth. Link. All rights reserved.

For any questions or additional help, visit http: //www. earthlinkbusiness. com/hostedvoice - or Contact our Customer Care Specialists @ 1 -855 -352 -2731

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