Software User Manual - PBNext
Contents
1. avart ee Fr FAG FFR De AF re RR SPARE AE MT AEE pre a Getting Started Thank you for choosing PBNext the 1 choice for small business communications PBNext Is a complete phone system that allows you to Promote a more professional atmosphere and company image Improve your sales process Enhance office productivity Manage multiple incoming calls from your PC Access your service from anywhere Save money SYSTEM REQUIREMENTS FOR THE SOFTWARE PBNext supports any computer that meets the following requirements Microsoft Windows 98 Windows Millennium Edition Windows Me Windows 2000 Windows XP The latest Windows service packs and critical updates applicable to your operating system available from Microsoft Intel Pentium class processor 90 MHz or faster recommended 32 megabytes of RAM 64 megabytes or higher recommended 10 100 megabytes free on hard disk space depending on your system s configuration an additional 100 megabytes may be required during the installation process Video card and monitor that support 800x600 resolution 256 colors at 96 DPI An available phone line Internet Access High speed or dial up internet access NOTE If a customer has dial up internet access and only one phone line PBNext will work but only for incoming call routing otherwise known as forwarding Customer service can help setup this for you or see Call Forwarding in the mypbnext com2. 0000 Conferenced Connect Instant Dial FENext Active Mute Disconnect Connected to server a To add up to eight additional callers repeat the process below for each new caller you wish to add Click the button The Instant Dial pop up window will appear x Name or phone number 1 222 333 4444 Type in the phone number or use the arrow button to select a phone number from the drop down menu Press Enter on your keyboard or click the button After you click the Dial button PBNext will call the person you selected PBNext User Manual 14 THREE WAY amp CONFERENCE CALLING CONTINUED If you have callers on hold that you want connected to your three way or conference call Select the callers name from the Calls Waiting list and click on the Three Way Call button The Three Way pop up window will appear Start three way with amp Call on hold Somebody Jane or e New Call Select Call on Hold Using the arrow button select the caller from the drop down list and then click the button If you want to disconnect someone from a three way or conference call Highlight the caller in the Participants list To do so click on the button File Tools myPBNext Help CallManager V3 Address Book Connected Call 00 33 Leave Conference Conference Call From Routing Disconnect Transfer Hald Mew call End Conference Calls
3. Waiting articipants Status Somebody Fred 949 555 1212 Outgoing On Hold wre Somebody Fred In conference d Somebody Jane In conference p Somebody Joe In conference Connect Instant Dial PENext Active Mute Lises raet er lt OOOI RISK nls Connected to server a Click the left arrow button located between the Calls Waiting list and Participants list The caller will be placed on hold in your Calls Waiting list PBNext User Manual 15 THREE WAY amp CONFERENCE CALLING CONTINUED To bring the caller back highlight the caller in the Calls Waiting list and click the right arrow gt button If you want to leave the conference call temporarily Click the button Everyone else will remain in your conference call and will be listed in your call waiting log You can reconnect to the conference call the same way you connect other users on hold If you are ready to end your conference call To disconnect a caller highlight the caller and click the Disconnect button To end a conference and hang up on all callers click button Note Make sure you disconnect all callers If you don t disconnect them the callers that remain on the line can continue to talk to each other Usage charges still apply until all callers have hung up or End Conference is clicked PBNext User Manual 16 USING THE ADDRESS BOOK PBNext includes a full featured address book that s always just on
4. manual PBNext User Manual 2 INSTALLING YOUR PBNEXT SOFTWARE Close all running programs Insert the PBNext CD into your computer s CD ROM or DVD drive The PBNext installer should start automatically If it does not start automatically continue on below otherwise proceed onto the next section titled Starting PBNext Qn the Windows taskbar click then click Run on the Start menu The Run pop up window will appear Type the name of program folder document or Internet resource and Windows will open it For you My Recent PBNext_1_6 D Documents ovo Drive Fa SE groups on Primary domain controller filewault G S Garison Draper on filevaultiHome H Desktop public on Primary domain controller Filevaulky Ps My Documents r My Computer 7 blu N Taras File name Y Files of type Programs Cancel Click on the My Computer icon then select the drive labeled far PBNext_1_6 Click on the button PBNext User Manual 3 INSTALLING YOUR PBNEXT SOFTWARE CONTINUED Select the file i setup exe then click on the button 2 xd Browse Look in My A Sach Documents Deskto P hu Network File name setup exe Er Places Files of type Programs Cancel Back at the Run pop up window setup exe will appear in the Open box Click the li button Type the name of program folder document or Internet resource and Wind
5. setup When your phone rings pick up the receiver PBNext will then call the person you selected This will happen instantly you will hear ringing as soon as you pick up PBNext User Manual 9 RECEIVING CALLS When someone calls your PBNext phone number and enters your extension number or is placed in one of your queues the incoming call pop up window will appear Somebody Jane Cell From 949 555 1212 Routing Direct Ignore Send to voice mail New Call x Somebody Jane Cell 949 555 1212 lke Incoming Call 12 28 pm You may receive the call by clicking the button or simply hitting the Enter key on your keyboard Your phone will then ring and you will be connected to the caller when you pick It up You may ignore the call by clicking the button If you ignore a call it will be placed into your call waiting queue The caller will continue to hear hold music wile remaining available for other users to answer the call To manage your call waiting see the next section Call Waiting Simultaneous Calls You may send the call to voice mail by clicking the gt end to voice mail button If you send a call to voice mail the caller will be redirected to your voice mailbox Calls sent to voicemail will not be available for answer to any user o accept an incoming call when you are already on the line click the button You will automatically connect to the new incoming caller and
6. your original caller will be placed on hold in your call waiting log Note If you don t take action on the incoming call it will be automatically sent to voice mail PBNext User Manual 10 CALL WAITING TRANSFER SIMULTANEOUS CALLS PBNext allows you to manage simultaneous calls by putting them into your Calls Waiting log The Calls Waiting log holds a list of all of the callers that are currently waiting to connect to you In addition to identifying calls via Caller ID you can also see where the incoming call is routed For example if you are set up to answer phone calls on a Sales line and a Customer Support line you may be waiting for a particular incoming sales call The incoming call pop up window will tell you where each call is directed and you can act accordingly PBNext puts you in control To place a call on hold click the button When you place a call on hold it appears in your Calls Waiting log Fi le Tools myPBNext Help P Call Manager V3 address Book Connected Call Three Way Call Disconnect Transfer Hold Calls Waiting lt Unknown gt 949 555 7171 Direct In voiceMail Somebody Jane Cell 949 555 1212 Direct On Hold Connect Instant Dial PENext Idle Connected ko server ve You have two options to reconnect to the call If you hang up your phone highlight the caller you wish to reconnect and then click the button The PBNext system will then call your phone pick it
7. Next manual PBNext User Manual 24 PBNext User Manual 25 HELP AND TECHNICAL SUPPORT Any time you need help you can call 1 877 7 PBMEXT 1 877 772 6398 and the next available Customer Service Representative will assist you Make sure that you have your account number username and security code ready if you ever need to contact our Customer Support Center we will need this information If we don t already have one on file our system will also ask for an email address to send information to CAUTION Do not share your password PBNext representatives will never ask you for your password To download a copy of this manual and Acrobat Reader if necessary click on the Help icon on the Call Manager menu then click Help Topics E File Tools myPBNext Help x Help Topics About PENext Connected Call Three Way al Disconnect Transfer Hold Calls Waiting Gonnect Instant Dial PEhlext Idle Connected to server For more information on PBNext log onto WWW PBNEXT COM For more information about DelTel Inc and other services provided under DelTel Inc please log on to www deltel com PBNext User Manual 26
8. all Manager menu then select Options The PBNext Options window shown below will appear Select the Actions tab Actions Settings Double click actions Call Manager Connect Call hd Conference i Address Book wenden When an incoming call is received f Play sound Program FilestDelTellPBI Browse Y Popup window fv Show Tray Balloon Win XP only m Double clicking trav icon performs Call Manager action shown above f Show Call Manager when call is connected Cancel Double click Options o determine what action will be performed when you double click on a contact in the call manager contact list use the arrow button to select the action you want from the Call Manager drop down menu then click the button To determine what action will be performed when you double click on a contact in the address book contact list use the arrow button to select the action you want from the Address Book drop down menu then click the button Incoming Call Options To determine incoming call options read and check the options you want in the When an incoming call is received area then click the button PBNext User Manual 19 OPTIONS CONTINUED To set up settings options select Tools from the Call Manager menu then select Options The PBNext Options window shown below will appear Select the Settings tab You may change your local telephone number by typing th
9. and save a copy Click on the button to continue EF PBNext Account Setup e 2 5 x Step 5 Account Information Please write down the Following information for your reference You will need it to login to PBMext Account ID 1 Username ADHIN Password 123456 In the Startup Preferences window type in the phone number of the phone you wish to receive your calls include the area code typically the nearest phone to the computer you are going to run PBNext on You may also make a selection to have PBNext start automatically when you start your computer Click on the button to continue PBNext User Manual 6 E PBNext Account Setup Step 7 Startup preferences 111 222 3333 Your setup is now complete Click the Finish button when you re ready to enjoy all the features of PBNext PBNext User Manual 7 LOGGING To login to PBNext type the following information found inside your Welcome Kit into the boxes on the login screen The first time you log in click on the button and type in the phone number including the area code of the phone nearest the computer you are going to run PBNext on If you need to change this number in the future you may click on the Options button when you login and type in the new Account ID Username Password number You may also make a selection to have PBNext start automatically when you start your computer Once you have completed this step and after logg
10. e click away Here s how to manage your address book ne Pend windowcliceon the MN Address Bookish JER File Tools myPBNext Help P Call Manager AS Address Book G Find Clear Email Address Corporate Accounts Payable Jane Somebody Customer Service Operator Orders Sales 4 Mew contact Edit contact Delete Contact Dial Connected fo server To add a new contact to your address book click on the button The New Entry window shown below will appear x First Name Last Name Phone Numbers Contact Information Motes Primary Phone Dial Mobile PE Dial Horne Dial Other Dial Fax Save amp Close Cancel Select the Phone Numbers Contact Information or Notes tab and type in your contact s information Click the button to finish PBNext User Manual 17 USING THE ADDRESS BOOK CONTINUED To edit an existing contact click the name in the contact list you would like to update and then click the button The New Entry window shown below will appear First Mame lane Last Mame Somebody Phone Numbers Contact Information Motes Primary Phone fri422238 0 Dial Mobile 0 Dial Home jaodagssss Dial othe Dial Faxi Save amp Close Cancel Select the Phone Numbers Contact Information or Notes tab and type your new information in the New Entry window Click the button to finish You can v
11. e new number into the box Remember the local number entered in this field is where calls will ring when Connect is pressed If you want PBNext to start automatically when you start your computer check the appropriate box Actions Settings Local Phone Number Cancel THIRD PARTY INTEGRATION PBNext can optionally integrate with third party applications to provide easy access to PBNext functionality from other windows applications For example enabling PBNext Internet Explorer integration searches for phone numbers within web pages loaded by Internet Explorer and changes those phone numbers into links Internet Explorer is enabled by default With the PBNext third party integration option enabled you can go to any website and click on a phone number to make a call To set the options for third party integration open Tools and select Options from the drop down menu PBNext User Manual 20 Next select the Third Party Integration ee Q tab Enable the third party integration check ESEE box Internet Explorer is enabled by default Change Password You may disable it from the menu by Options pe female removing the checkmark from the check box Tarhan Tolga New contact Edit contact Delete Contact Dial Connected to server Actions Settings Third Party Integration INTERNET EXPLORER COMPATIBILITY FENext can optionally integrate with third party applications to So
12. iew details for each contact at any time by clicking on a name in the contact list and pressing the Enter key on your keyboard The New Entry window will appear You can dial the person selected using any of the phone numbers listed for them by clicking the buttons next to each number To delete a contact click the name in the contact list you would like to delete and then click the To find a contact without having to scroll through the list type the first few letters of the entry you are looking for into the Find box PBNext automatically narrows down the list to match your criteria You may clear the name from the Find box by clicking on the button To phone a contact from the wW Address Book tab select an entry from the contact list and click on the button Administrators may update the addresses in the company directory by logging on to www myPBNext com See the myPBNext com User Manual for instructions Note Ifyou are not the administrator of your PBNext account you will not be able to update or delete any entries created under the company directory These entries are viewable in your personal address book by all members of a company but are only editable by administrators PBNext User Manual 18 OPTIONS The PBNext Options window allows you to set up options for sounds your mouse pop up windows change your local telephone number and more To set up options for various actions select Tools from the C
13. ing onto the internet click the button to proceed IN TO PBNEXT Account ID SSB Username lan i Remember Password Hu W Remember Local Phone Number 3493 000 0000 Status ss KA HH Disconnected M Automatically log in next time PBNext User Manual 8 Using PBNext CALL MANAGER The PBNext main screen is the Call Manager This is the screen that appears when you click on the PBNext icon on your desktop or in the lower right corner of your screen All PBNext features are easily accessible from the Call Manager You can make and receive phone calls manage and connect waiting calls place calls on hold transfer calls and start a conference or three way call JE File Tools myPBNext Help P Call Manager M Address Book 23 Connected Call Three Way Call Disconnect Transfer Hold Calls Waiting Connect Instant Dial PBNext Idle Connected ko server a MAKING CALLS To make a phone call click the button in your call manager or select Tools from the Call Manager menu then select Instant Dial The Instant Dial pop up window will appear Name or phone number 1 222 333 4444 To dial a phone number type in the phone number or use the arrow button to select a phone number from the drop down menu Press Enter on your keyboard or click the button After you click the Dial button you must wait for the PBNext system to call you on the phone number you entered during
14. k to each other If your call has a total of three callers including yourself it s considered a three way call Adding the fourth caller automatically creates a conference call You may initiate a three way or conference call whenever you have a caller connected When that is the case the Three way Call button is enabled on the Call Manager screen as shown below Fel Fi le Tools myPBNext Help AJ Address Book Connected Call 00 37 Three Way Call Somebody Jane From 949 640 0000 Routing Direct Disconnect Transfer Hold Calls Waiting Call Manager Connect Instant Dial PBNext Active BE er To create a three way call Click the button The Three Way pop up window will appear Start three way with Call on hold or ie New Call Somebody Fred THREE WAY amp CONFERENCE CALLING CONTINUED PBNext User Manual 13 Select f New Call ype in the phone number you want or using the arrow button select a name from the drop down list Click the button The Call Manager screen will expand to show the conference call area and both you and the original caller will hear the phone ringing the third party s number File Tools myPBNext Help Call Manager N S Address Book Connected Call 00 08 Conference From Routing Disconnect Transfer Hold Calls Waiting Participants 949 444 0000 Conferenced 949 640
15. metimes a web page will not be compatible running provide easy access to PBNext functionality From other windows applications phone number searches with Internet Explorer If a Enabling PENext third party integration allows any application page displays Errors or a call cannot be made try fincluding web based applications to explicitly control PENext and disabling Internet Explorer integration provide convenience Functionality From within the application Enabling PBNext Internet Explorer integration searches for phone numbers within web pages loaded by Internet Explorer and turns those phone numbers into links To disable Internet Explorer Integration J Enable third party integration J Enable Internet Explorer integration 1 Go back to Options and select the Third Party Integration tab t 2 Deselect the checkbox next to Enable Internet Explorer integration Cancel USING INTEGRATION With third party integration enabled the clickable phone numbers are indicated as an underlined link PBNext User Manual 21 ALL LISTINGS Best Buy 15171 Lake Forest Orive Irvine CA 92615 ra http www bestbuy com Click on a phone number A message box will prompt you to dial or cancel the call USE SMALLER WINDOW OPTION You can enable the Use smaller window option for the most optimal viewing experience on your monitor 9496402209 PBNext User Manual 22 The Use smaller window for MyPBNext com o
16. ows will open it For you Open D setup exe i Cancel Browse Follow the on screen instructions to complete the PBNext software installation on your computer The installer will automatically update your computer s other software if necessary this may take several minutes and may reboot your computer up to two times depending on your operating system STARTING PBNEXT When installation is complete you will see PBNext icons on your desktop Launch Penext and in your Start menu Log onto the internet and then double click the icon on your desktop to start PBNext manually After your initial login PBNext will automatically start each time you logon to your computer PBNext User Manual 4 SETTING UP YOUR PBNEXT ACCOUNT The PBNext Account Setup Wizard will take you through the process of preparing your PBNext account You will only need to fill in this information once Set up your account as follows After you logon the first time the Account Setup window will appear please read and select the appropriate choice then click the button to continue E PBNext Account Setup 10 gt Account Setup Congratulations PENext is now installed on your computer To complete the installation process please choose an option below f First time Account Setup Choose this option iF this is your First time installing or using PBNext You cannot use your PBMext account without going through this step first Second Ins
17. ption is by default disabled You can enable this option by placing a checkmark in the checkbox PBNext User Manual 23 CHANGING YOUR PASSWORD To change your password select Tools from the Call Manager menu then select Change Password The Change Password pop up screen will appear Current Password Mew Password Cancel ype in your current password and your new password and then click the button Your password will be updated Click the button to cancel the procedure RECORDED GREETINGS Your PBNext account Is setup with default recorded greetings but you can also contact our Professional Voice Service Department Our Professional Voice Service Department can create and professionally record custom greetings and menu trees for you for an additional fee myPBNext In addition to the Call Manager PBNext features a website for managing your PBNext account myPBNext Using myPBNext gives you the ability to Check voicemail log Record your personal greetings Check inbound faxes Forward your calls Add detailed information to your address book and more To gain access to myPBNext select myPBNext from the Call Manager menu Selecting Voice Mail Faxes Preferences or Admin will send you directly to the corresponding feature on the myPBNext website For details on how to work with the myPBNext features see the following Help and Technical Support section for information on how to download the myPB
18. tallation Re installation IF vou have already been through the First time Setup Wizard choose this option to install PENext on this computer Manual Configuration Advanced users only To use PENext without any installation assistance choose this option Back Next gt For First time Account Setup locate your activation code it will be on the CD sleeve your order form or your welcome letter At the Enter activation code screen type your activation or registration code into the box and click the button to continue If you can t locate your activation code please contact Customer Support at 1 877 7 PBNEXT If this is your Second Installation or Re installation you will need your account ID username and password information not your original activation code For Manual Configuration please contact Customer Support at 1 877 7 PBNEXT PBNext User Manual 5 ET PBNext Account Setup ee JE x Step 1 Enter activation code Please enter the activation code located on the CD sleeve Activation Code P24JH L331 At the About to Begin and Account Qverview windows read the information and click on the buttons to continue At the Terms of Service window read through the terms of service and select the box indicating you understand the terms of agreement Click on the button to continue At the Account Information screen copy your account ID Username and Password Be sure you write down this information
19. up to be reconnected to the caller If you didn t hang up your phone highlight and double click the caller and your call will instantly reconnect PBNext User Manual 11 PBNext allows you to transfer a call to another extension This is very helpful if a caller has reached the incorrect extension and needs to speak to another user To transfer a connected call click the button The following pop up window will appear From 99 77 3456 Routing Outgoing Disconnect Hold alls Waiting Jame Name or phone number 101 Cancel C5 VoiceCast Reseller 5 FENext Agent Account Executive Sales YoiceCast Customer Sales PBNext Customer Sales Yoicelast Reseller Sales PENext Agent 5 Billing SUPER visa Connect Instant Dial You may enter an extension number or select a name from the pull down menu Once you have entered the appropriate extension number or name click to send the call to that extension Note PBNext does not support transferring calls directly to another phone number You will have to either create a conference or have a pre set queue with call forwarding enabled PBNext User Manual 12 THREE WAY amp CONFERENCE CALLING The Three Way amp Conference Calling feature works in conjunction with the Call Managers call waiting log conference call is similar to a three way call except it allows for up to eight simultaneous callers to spea
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