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8x8 Virtual Office Online User Guide - Packet8

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1. box _ Click Validate and then Save USER GUIDE 8x8 Virtual Office Online Follow These Steps Select a previously 1 Under the E911 Address entered E911 address tab click on the arrows next to Change E911 Address 2 Click Save Update address whille 1 Under the E911 Address E911 support will not be travelling outside tab check the box next to available with this option the US Travelling outside the US Microphone Configuration Virtual Office Online gives you access to your Adobe Flash Player Setting configuration Settings a ts lnc a a i T a T My Profile Contacts My Services Call Forwarding Meetings E911 Mic Camera Billing Microphone Camera You can select an audio source by To save your currently selected Integrated Camera accessing your microphone settings by microphone as your default microphone clicking on the Show Mic Settings click on Show Privacy Settings button button below below and select the Remember option Adobe Flash Player Settings Adobe Flash Player Settings Microphone a Privacy a Allow uc 8x6 com to access your camera Built in Microphone X pim jah ete Record Volume Z Reduce Eor Qremomer aiared HA a cco RE hm lt m Show Mic Settings Show Privacy Settings Change Camera t a ee E ey Audio Testing Service Test your audio settings by calling an 8x8 service that will prompt you to record a brief message and play it back Call Testing Service If you do not hear any prompts please a
2. click on the Advanced Exchange Active Sync checkbox and enter your Active Sync URL and Exchange UPN you do not have to re enter your Outlook credentials to display your Outlook directory contacts Requirements e Microsoft Exchange Server 2007 or higher Advanced Exchange Active Sync should only be used when your Outlook Exchange e Outlook Anywhere enabled Server has no AutoDiscover e Your Outlook email address functionality If you are unsure and password of this feature please contact your Outlook Administrator 36 USER GUIDE 8x8 Virtual Office Online 37 My Social Contacts My Social Contacts allows you to take advantage of your Virtual Office Online social networking integration My Social Contacts Non Editable Contacts wv Show Facebook Contacts K Update Credentials w Login to Facebook Chat w Publish my status message to my Wall wv Show Twitter Contacts J Update Credentials w Tweet my status message Add Facebook contacts as your Social Contacts in Virtual Office Online Add Twitter contacts as your Social Contacts in Virtual Office Online Follow These Steps _ Click on Settings _ Click on All Contacts Check the box next to Show Facebook Contacts _ Click on the Login with Facebook _ Enter your Facebook login and password Facebook Login V Remember Credentials _ Login to Facebook Chat _ Publish my status message to my
3. 3 il l _ Save your changes 30 USER GUIDE 8x8 Virtual Office Online 31 Change Password 8x8 users Can easily change their login passwords for Virtual Office Online by following these steps a Ee I d D Click on Settings Click on the My Profile tab Under Change Password click on the Click to Change link When the Change Password dialog box opens Enter your current password Enter your new password Re enter your new password Click Submit r Change Password Current Password New Password New Password Re enter New Password 2e enter New Password L Submit Cancel Account Access Pass Phrase As a security requirement for accessing call history or billing information over the phone users will be asked to provide a pass phrase as default this is set as the users first name but can be changed here The pass phrase must be alphanumeric and at least 3 characters long Contact Preferences Extension users can update their communication preferences from 8x8 Note 8x8 reserves the right to contact you regarding your service features or policy announcements and information about your account USER GUIDE 8x8 Virtual Office Online Contacts Configuration Along with being able to synchronize your Virtual Office Online contacts with your contacts from Outlook Google App Facebook and Twitter you can also access your 8x8 phone system s corporate directory contacts your 8x8
4. Available to Virtual Office Pro users 8x8 Virtual Meeting must be enabled USER GUIDE 8x8 Virtual Office Online Follow These Steps Add contacts from Click on Corporate A message confirming that the Corporate Directory Directory contact has been copied will _ Scroll down through your list PPS of contacts This feature is useful when Drag and drop the contact you want to edit contacts from you want to copy into My Corporate Directory or when Contacts you want to add a Corporate _ Select which address book Directory contact to one of you want to add the contact your personal contact accounts tO Add contacts _ Click on the New Contact manually button next to My Contacts When the New Contact panel appears fill in the person s contact Information Click the green sign to open entry boxes where you can type in the new contact s phone numbers email addresses and mailing address Click Save Delete Contacts You must click Yes when the Click on the red x next to the name of the contact you confirmation message appears in order to delete the contact want to delete Click Yes when the confirmation message appears 75 USER GUIDE 8x8 Virtual Office Online 76 Corporate Directory The Corporate Directory is where your 8x8 corporate directory and Outlook corporate directory resides Recent Contacts My Contacts de Hew Contact Corporate Directory My
5. John Smith Hi 01 38 PM Emily Johnson Start Meeting J Start Video J Options Can you show me how to use the chat pop out window 01 38 PM John Smith Sure Click on the arrow on the top right hand corner My Status Available I m calling from Softphone John Smith 8x8 Chat with Emily Johnson Mozilla Firefox 98 http virtualo ffice 8x8 com uc cacheable 2 8 5349 ChatWindow html Ty Emily Johnson 01 7 PM Emily Johnson Hi Forward all calls Off April 3 2012 e CF fnew meena se Zi Transferring data from vm 8x8 com 1 45 PM USER GUIDE 8x8 Virtual Office Online 3 Click on fd to pop the free standing window back into the main browser window Notes Since Virtual Office Online allows you to interact with a number of different chat programs your identity to your contacts will Show up as the identity of whichever account you logged in as and not your Virtual Office Online identity Video chat works only with Virtual Office Online users on the same company phone system Video chat requires a webcam installed on your computer and the other party s computer Be sure to allow the application to access your camera This option is given to you Adobe Flash Player Settings Privacy Allow virtualoftice 8x3 com to access your camera and microphone Allow OS deny Remember when you first log onto Virtual Office Online 17 USER
6. Online 72 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 Recent Contacts My Contacts de Hew Contact Corporate Directory My Social Contacts Beta e Search results contacts matching your search inquiry e Recent Contacts up to 10 contacts who recently contacted you or have been contacted by you e My Contacts your personal contacts entered into Virtual Office Online sync from your Outlook and Google account e Corporate Directory contacts from your 8x8 phone system corporate directory and or MS Exchange directory e 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 LO recent contacts shown The contacts will remain there until a new recent contact replaces the oldest contact Recent Contacts Bruce Faithwick rg 408 329 4916 Raz Doe if 1 555 165 7241 Ext 1002 Chat 2 USER GUIDE 8x8 Virtual Office Online My Contacts The My Contacts feature allows you to create a customized list o
7. Options in the message panel _ Select Show History or Delete History You can leave chat messages for Virtual Office Online users who are currently not logged in Users can also leave you chat messages when you are not logged in You can chat with your contacts who are currently logged onto Virtual Office Online Facebook and or Google Talk Works with other Virtual Office Online users on the same phone system who are also logged in at the same time At initial video chat allow the system to use the proper plug in and select the video camera you wish to use Video chat does not include audio Only chat initiated through Virtual Office Online will be stored Only the text content of a video chat is stored Video sessions are not recorded USER GUIDE 8x8 Virtual Office Online Review Delete past chats Archive chat messages Enable Disable Sound notification 14 Follow These Steps _ Click on My Inbox at the top left side of the window _ Click on Chats Click Open next to the chat you want to review or Click the Delete link on the top right corner of the chat you want to delete Click on Settings at the top left side of the screen Click on the My Services tab Under Chat Settings gt History use the arrows to select No history 1 week 1 month 3 months Forever _ Click Save Click on Settings at the top left side of the screen Click on the My
8. Social Contacts Beta To access Corporate Directory 1 Click on Corporate Directory 2 Scroll down through your list of contacts Follow These Steps Use one click call or 1 Click on a contact s phone You can also call or chat by chat number to call them or clicking on a contact s name 2 Click on Chat to start an and opening their contact instant messaging session information panel Chat is only available for your Virtual Office contacts View details about 1 Click on a contact s name A panel will appear with the eran eer recom ometon Email contacts 1 Click on a contact s name Email addresses are listed under the General tab 2 When the person s contact Information panel appears click on their email address USER GUIDE 8x8 Virtual Office Online 77 To Fax contacts View all contact history including voicemails calls faxes and chats Drag and drop contacts into a meeting Follow These Steps Click on a contact s name When the person s contact Information panel appears click on the Fax tab Select a fax number from the pull down menu _ Fillin 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 Click Add to attach any do
9. Virtual Office Online Forward all calls Off 4 Logout 1 408 329 6710 2x8 Softphone Ext 1002 Mo b ea L Call J Fax N 88 virtualoffice 8x8 com uc cacheable 2 9 My Inbox Settin _My Inbox Setting I m calling from Softphone ntacts Emily Johnson May 29 2012 1 408 329 6711 Ext 1004 2 20 PM John Smith 1 408 329 6710 Ext 100 Quick Tip You can use online fax to send most types of documents including PDFs JPGs BMPs GIFs TIFs Word documents d Chat Message s and Excel files ng s in Progress My Meetings Twitter Item s Beta acebook Post s Beta Active Calls Status Time create New Contact O create New Meeting send a Fax User Guide Y iew Demo Getting Started We want to hear from you Feedback 59 USER GUIDE 8x8 Virtual Office Online Make Calls Virtual Office Softphone lets you make outbound calls from your computer 60 USER GUIDE 8x8 Virtual Office Online 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 Follow These Steps Dial a number or 1 Enter the number or extension extension in the Call box Alternatively you can click on the Call bu
10. Waiting ON First Name John Last Name Smith Voicemail Settings Password _ Show password Time Zone Pacific Standard Time Notification by email Enabled with Audio 4 Email jsmith specialtycookies c Call Recording Recording mode Disabled Play Announcement when calls are recorded v To Other Party v To Me Please be sure you have read the Terms and Conditio Internet Fax Pick Fax Phone Number Notify me by email when I receive a fax Email with Attachment up to 50 pages Email jsmith specialtycookies c Add Additional add up to 5 email addresses Chat Settings History Keep history for forever Notifications w Play sound on incoming chat Chat Window L Bring to front on incoming chat i f Save Discard all changes 39 USER GUIDE 8x8 Virtual Office Online Caller ID Profile 8x8 Virtual Office Online allows you to display your name and or number when making calls You can also block your outbound caller ID To set up your Caller ID profile 1 Click on Settings 2 Click on the My Services tab 3 Go to the Caller ID Profile section y Settings My Profile AllContacts My Services CallForwarding E911 Address Billing Caller ID Profile Caller ID 15554451845 x1002 Call Waiting ON First Name Helen Last Name Ross Follow These Steps Block y
11. back to Available when you are off the call check the Automatically Change My On Call Status box under Custom Custom status Status Available e v Available Status message Do Not Disturb Busy Automatically change my status when Invisible v ana Call w On Virtual Meeting to Do Not Disturb Custom With Message In an 8x8 Virtual Meeting Ok Cancel Note Your custom availability status will be displayed on your social networking account s if you choose the option 11 USER GUIDE 8x8 Virtual Office Online 12 Automatic Status Change While participating in a Virtual Meeting your status changes automatically to Busy In an 8x8 Virtual Meeting When you leave the meeting your status reverts back to Available Note Applicable to Virtual Office Pro users only Custom status Status QAvailable Status message Automatically change my status when w On a Call w On Virtual Meeting to Busy With Message In an 8x8 Virtual Meeting k Cancel To turn off the automatic setting My Status bBusy in an 8x8 Virtual Meeting 1 Use the arrows next to My Status to select Custom 2 Uncheck the Automatically Change my status when On Virtual Meeting to Busy Status Dox Chat 8x8 Virtual Office Online provides easy chat access to your contacts whether they are your colleagues on the same phone system your Google App
12. do So 1 Log into the Self Service Portal account using the admin username and password 2 Navigate to the extension that is allowed to use the feature 3 Click on Features on the extension 4 Check the Allow Social Networking Tools box USER GUIDE 8x8 Virtual Office Online To access these features in Virtual Office Online 1 Click on Settings at the top left side of the screen 2 Click on All Contacts in the Settings panel New Meeting i Recent Contacts My Contacts LERTE Facebook Features In addition to adding Facebook contacts to Virtual Office Online you can also post your Virtual Office Online statuses on your Facebook wall post to your Facebook contacts walls view your Facebook contact status as well as chat with them Follow These Steps Add Facebook _ Click on Settings If you are already logged onto contacts as your PClickeon Aik Contacts Facebook or Twitter or have a Social Contacts in Stored login session you will Virtual Office Online LNECK INE BOX NEXT TO SNOW be automatically authenticated Facebook Contacts once you elect to show _ Click on the Login with Facebook contacts or Twitter Facebook contacts _ Enter your Facebook login and password Facebook Login m f V Remember Credentials _ Login to Facebook Chat _ Publish my status message to my Wall Loading Contacts Your credentials will be stored in encrypted format on your computer f Login with
13. or sequentially _ If you select sequential forwarding you can prioritize your phone numbers using the Order column Click Ok USER GUIDE 8x8 Virtual Office Online Follow These Steps Set rule to ask for 1 Click on Forward to tab or Use your voicemail password password before call link can be picked up on _ Select Forward Calls to the forwarded call _ Enter phone number _ Click on Add Click on Password Required if you want to enter your voicemail password first before picking up your call ali P imirdlap Bal en ee em iii P Baha Mi Ti Fea Ml Deb a Click Ok 1 aes reteert p Dhi Peers ADE ANDETI LEN bee hied Ea eh ead Th AA L Ee Peed Fot ihl be jaor Oor Lull Raza hiri Fon e alh Mami EN Set rule to ask callers On the description panel A Meader Lal p rig ae to announce their check the box next to I a ee ee ee ee eee ASSIST agi R A names before call is Enable Call Screening a Pirsani Chii ie put through and you have the option to meee answer or not Biag Dii i e aiy baaa ai aa a ka da ep S Set rule to forward _ Click on Forward to tab or Your call queues and Auto call to voicemail a link Attendants need to be set call queue or auto up before you can forward to Navigate to the After trying attendant them to reach all of the phone numbers above forward calls to pull down menu Select either Voicemail Call Queue or Auto Attendant 4 Cli
14. 30 PM As snthamurthy Start USER GUIDE 8x8 Virtual Office Online 16 gt Tip Logging into your Google Gmail GTalk account or Facebook account to activate your Virtual Office Online contacts brings those contacts into your 8x8 Online account When you chat from your 8x8 Online account your name from your Google or Facebook account will be presented to your Google and Facebook contacts The name on your 8x8 account will not be shown during chat to Google and Facebook contacts Chat Pop out You can pop a chat session out of the main Virtual Office Online browser into a free standing and resizable browser window This gives you the flexibility to move the window out of the Virtual Office Online browser window You can pop back into the browser window any time To pop out a chat session 1 Click on Bad on the right hand corner of the chat window 88 8x8 Virtual Office Online My Status Available I m calling from Softphone Forward all calls Off New Meeting My Inbox Settings Emily Johnson 1 408 329 6711 Ext 1001 Chat John Smith 1 408 329 6710 Ext 1002 New Meeti Emily Johnson 1 408 329 6711 Ext 1001 Chat e John Smith 1 408 329 6710 Ext 1002 Name 2 Emily Johnson Phone 1 408 329 6711 Ext 1001 Type Corporate Directory General Chat History John Smith Ext 1002 Logout 1 408 329 6710 Emily Johnson 01 37 PM Emily Johnson Hi 01 38 PM
15. All Calls feature Note To set an international number as your location you need to be an 8x8 customer for a minimum of 6 months To Follow These Steps Notes View your current 1 Click on Settings locations 2 Click on the My Profile tab Add more phones _ Click on Settings Click on the My Profile tab Under My Phone Numbers click Add Phone Number 4 Enter the name and number of the destination you are adding _ Click Save Delete added phones If you have an 8x8 Desk Phone Click the x button next to the location you want to this Phone Number cannot be deleted or removed delete 2 Click Save Note If you have an 8x8 desk phone this phone number cannot be deleted or removed 28 USER GUIDE 8x8 Virtual Office Online 29 Profile Picture You can upload or use a webcam to capture a profile picture for your Virutal Office Online account User profile pictures show in the following places e Upper right corner of the main Virtual Office Online window e Contact List when you mouse over the name will also show Google profile picture e Under contact details and in chat panels e In the softphone panel when a call is received e When you mouse over a participant s name in a Virtual Meeting Note You can add profile picture to your profile only if your Virtual Office Account Manager has enabled the feature To set up your profile picture 1 Click Settings gt My Profile 2 Sc
16. Facebook i err ee ee Automatically publish Elect to Publish my status V Show Facebook Contacts re Update Credentials V Login to Facebook Chat perish my status message to my Wall your Virtual office message to my Wall Online statuses on your Facebook wall 19 USER GUIDE 8x8 Virtual Office Online Post on your Facebook contact s Wall Chat with a Facebook contact View contact info and interaction history Twitter Features Follow These Steps _ Click on My Social Contacts Use the search box or scroll down through your list of contacts _ Click on a contact _ Type your message on the Wall Post field and hit Share Click on Facebook contact s name _ Click on the Chat tab _ Type in your message and click Share _ Click on the contact s name _ Click on Social tab to view contact info Click on History tab for the Interaction history Virtual Office Online Twitter integration allows you to add all of the people you follow as your social contacts read reply to or retweet their posts and even direct message them Add Twitter contacts to your Social Contacts in Virtual Office Online Read tweets from people you are following 20 Follow These Steps _ Click on Settings Click on All Contacts Check the box next to Show Twitter Contacts Enter your Twitter login and password Twitter Login v Remember Credentials Tweet my status messa
17. GUIDE 8x8 Virtual Office Online 18 Social Networking Virtual Office Online allows you to integrate Facebook and Twitter into your 8x8 Virtual Office experience Notes 1 To use the social networking integration feature your phone system administrator needs to enable the feature for your extension 2 While Virtual Office Online can post statuses to your Facebook or Twitter account it does not post status updates you made from Facebook or Twitter back to your Virtual Office Online account 3 You can refresh your Facebook and Twitter activities by clicking on More or Show New Items Settings Contacts Outlook Anywhere enabled Your Exchange email address and password Your Gmail Google Apps email address and password Your Facebook username and password Your Twitter username and password wv Show My Pe Ll Show Exchange Contacts IL Show Google Contacts Corporate Directory Non Editable Contacts V Show Corporate Directo R _ Show Exchange Directory My Social Contacts Non Editable Contacts v Show Facebook Contacts Bi Beta Update Credentials EA Login to Facebook Chat Publish my status message to my Wall _ Show Twitter Contacts I eta Sort Contact Lists by Last Name First Name _ First Name Last Name _ Sort by presence Enable Social Networking Tool Only the phone system administrator can enable or disable the social networking feature To
18. Gmail contacts or your Facebook contacts Your chat history can also be reviewed easily and archived indefinitely Dave Provenza Name Dave Provenza Phone i 408 654 0933 Type Corporate Directory General Dave Provenza 01 30 PM Dave Provenza Stopped vide 01 30 PMme Hi 01 30 PM Dave Provenza hi 01 30 PM Dave Provenza Start Venza carced video 01 30 PMme I will start the video now th Started vid 101 30 PM Nalini Ananthamurthy Start Meeting Stop Video Options USER GUIDE 8x8 Virtual Office Online Using Chat To Read an unread chat message Video Chat Show Delete chat history 13 Follow These Steps Login to 8x8 Virtual Office Online _ In the Home panel see whether you have any unread chat messages Click on the messages to view them Click on Recent Contacts My Contacts Corporate Directory or My Social Contacts Use the search box or scroll until you locate the person with whom you want to chat _ Click Chat next to the person s name or navigate to the Chat tab _ Type your message in the entry box at the bottom of the panel that appears Click Send Click on Recent Contacts My Contacts or Corporate Directory Use the search box or scroll until you locate the person with whom you want to chat Click Chat next to the person s name or navigate to the Chat tab _ Click Start Video Click on the arrows next to
19. Services tab Under Chat Settings gt Notifications Check the box to enable Sound notification when chat messages are received or Uncheck the box to disable sound notification Check the box to bring the chat window to front on an incoming chat _ Click Save You can also open and delete past chats by clicking on a contact name and then selecting the History tab Default setting is Forever unless changed Default setting is to enable sound notification USER GUIDE 8x8 Virtual Office Online 15 Follow These Steps Control chat window 1 Click on Settings atthe top This option is enabled by appearance left side of the screen default 2 Click on the My Services tab 3 Under Chat Settings e Check the box Bring to front on incoming chat to instantly bring a chat window to front on receiving an incoming chat message eliminating the need to click the Message Notification Icon to open a chat window e Uncheck the box to trigger a chat window by clicking the Message Notification Icon My Status Available I m calling from Softphone Forward all calls Off 4 Click Save Dave Provenza Name S Dave Provenza Phone i 408 654 0933 Ext 2933 Type Corporate Directory General Dave Provenza Start Meeting Stop Video Options 01 30 PM Dave Provenza Stoppe 01 30 PMme Hi 01 30 PM Dave Provenza hi 01 30 PM ed 01 30 PMme I will start the video now 01
20. USER GUIDE 8x8 Virtual Office Online with Softphone 8x8 Virtual Office Online User Guide May 2012 35 8x8 INC USER GUIDE 8x8 Virtual Office Online Contents Introduction 1 cece eee eee eee eeeeanee 3 System Requirements 0 cece eee eee ee eens 3 Operating System Reguirements vo ccs 4 Contacts Synchronization Requirements a aaau ccc eee 4 What s NOW 22 cs cco t inte canes eeesseue hae eensaeeuneeseres 5 Getting Started ccc eee eee eee eens 6 Configure Extension and User Profile First 0 6 EOP CCCs e opens E E pendent ea nee EEE hae 6 Virtual Office Online with Softphone 0 cc eee 7 Access to your Virtual Office Softphone Features vo i Virtual Office Online Features cc cece eee 8 LOO Vi ean apeenw E ko my ee tedraean ein ve 8 Presence Management iaaa aaa 9 E E E E E AE rant sie Le Social Networking voc ccc creer e eee t etre erste teenie nes 18 Pe OO aaa 6 usu sen ice eho nen bar Pee oss ee he eee eer hae eee CC Virtual Office Extension Management ccc cece eee eee ay Virtual Office Softphone 0 0 cece eee 58 Pk Ol icra anette ya rane Conrtauneee ng 1aseeaaneadra neuron ne a 60 CSC dllGa4 danas E nye A E EE EES 63 WONG ial EEE E E EE EE E TEETE 6 Caller and Call Line INformations sasaaa 70 RAC VOUN au eiee E hehe edd eneiennestiacantgeents val Using Your Virtual Office Online ContactS 0 all USER GUIDE 8x8 Virtual Office Online Introduction 8x8 Vi
21. Virtual Office Pro customers To set up your Internet Fax settings 1 Click on Settings 2 Click on the My Services tab 3 Go to Internet Fax Internet Fax Pick Fax Phone Number Notify me by email when I receive a fax Email with Attachment up to 50 pages Email johnsmith specialtycooki Add Additional add up to 5 email ade Follow These Steps Select a phone Use the arrows keys to selecta AUS local fax number comes number for Internet number with your Virtual Office Pro Fax Service If your phone system administrator has not selected a fax phone number for you you can select the phone number during your initial log in to Virtual Office Online You can elect to have multiple fax numbers by simply ordering more Internet fax virtual numbers for your fax service Turn off Internet Fax Use the arrow keys to select Selecting this feature turns off Disabled Internet fax until you enable it again Turn on Internet Fax Use the arrow keys to selecta Make sure you select a number number Instead of Disabled USER GUIDE 8x8 Virtual Office Online 4 Follow These Steps Fax notification Select either the Disabled or You can add up to five email Enabled radio button to switch addresses to receive a fax fax notification or or off notification which includes a link to view the fax Chat Settings Under My Services gt Chat Settings you can configure e your chat history e enable sound no
22. Wall Loading Contacts Your credentials will be stored in encrypted format on your computer f Login with Facebook N _ Click on Settings _ Click on All Contacts Check the box next to Show Twitter Contacts Enter your Twitter login and password Twitter Login V Remember Credentials _ Tweet my status message Your credentials will be stored in encrypted format on your computer amp Sign in with Twitter Close If you are already logged into Facebook or Twitter or have a Stored login session you will be automatically authenticated once you select to show Facebook contacts or Twitter contacts If you are already logged Into Facebook or Twitter or have a Stored login session you will be automatically authenticated once you select to Show Facebook Contacts or Twitter USER GUIDE 8x8 Virtual Office Online 38 Sorting Contacts by Presence You can sort your contacts lists including My Contacts Corporate Directory and Social Contacts by presence and by last name Contacts from Virtual Office are sorted automatically in the following order of presence e Available e On a call e Busy e Do not disturb e Logged off e Invisible e No chat capability My Status Available I m calling from Softphone John Smith Ext 1002 88 8x8 Virtual Office Online Forward all calls Off Logout j 1 408 329 6710 cal New Meeting My Inbox Settings Welcome John Apri
23. a You are prompted to record your voice 2 Follow the prompts and record your voice Your recording is played back to you immediately 3 Click Show Microphone Settings to adjust the volume and or your computer s sound settings using the control panel 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 m r Settings rte atconacs im serves canrorearatno eorn asareee mcrorone iting Billing Statement Billing Statement Date 03 02 2011 Billing Statement Date 02 02 2011 View current billing activity to be billed on 04 02 2011 Virtual Office Softphone Your Virtual Office Softphone offers you the following features e Make calls from your computer e Receive calls from your computer e Incoming call handling Do Not Disturb advanced call forwarding e Active call handling touch tone dialing blind warm voicemail and between device transfers call hold resume e Multi line call handling 3 way calling call waiting call Swap e Call recording e Voicemail online access to voicemail e Caller and calling line information caller ID callers log e Call notification missed call call waiting and voicemail waiting notification e Volume control for Virtual Offic
24. act Post on the contact s Facebook wall Click on the contact s name _ Click on the person s full name link _ Click on the contact s name _ Click on Social tab to view contact info Click on History tab for the Interaction history _ Click on Facebook contact s Name _ Type in your message and click Share USER GUIDE 8x8 Virtual Office Online Follow These Steps Chat with the Click on Facebook contact s Facebook contact name _ Click on the Chat tab _ 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 Drag and drop Click on My Social Contacts A message confirming that the contacts from My Social Contacts to My Contacts _ Scroll down through your list contact has been copied will of contacts Appa Drag and drop the contact you want to copy into My Contacts 8x8 Inc NASDAQ EGHT www 8x8 com The Champion For Business Communications 2012 The 8x8 Inc logo is a registered trademark of 8x8 Inc 8x8 Inc is a publicly traded company PM336910v32
25. assword entry box provided required It can be a minimum of ieSe 4 characters and a maximum of 15 The characters cannot be the same or in Sequence e g 1111 or 1234 or the same as your extension number Set your voicemail Use the arrows next to Time The time zone you select time zone Zone to select your time determines how your voicemail zone messages are time stamped _ Click Save Set email to send Enter your email address in voicemail notification the email field to lt Click Save Receive email Use the arrows next to Notification will be sent to the notification with or Notification by Email email address provided in the without audio to select either Enable adjacent entry box email notification only or Enabled with Audio email notification sound file attached Click Save Disable email _ Use the arrows next to notification Notification by Email and select Disable 2 Click Save 41 USER GUIDE 8x8 Virtual Office Online 42 C Call recording is available to Virtual Office Pro customers all Recording To set up your Call Recording settings L l Click on Settings Call Recording Click on the My Services tab Go to the Call Recording section Recording mode Record On Demand Play Announcement when calls are recorded w To Other Party w To Me Please be sure you have read the Terms and Conditions for Call Recording Record calls on demand Reco
26. at 8 23 AM Duration 19 04 Call Recording PP x 100401 Add to Me Oo Jauo 26 2010 at amp 21 AM Duration 21 55 You can access these recordings and determine your current storage usage by following this procedure to open the Media Library 1 Click on My Inbox 2 Click on the Media tab Follow These Steps View current storage Click on All Call Recordings Available to Virtual Office Pro usage or Meetings USETS Your total capacity storage used and remaining capacity are all displayed 8x8 Call Recording and Virtual Meeting must be enabled Access call recordings 1 Click on All or Call Available to Virtual Office Pro Recordings USETS Click Listen to hear a particular call recording 8x8 Call Recording must be enabled Access meeting Click on All or Meetings Available to Virtual Office Pro recordings Click Listen to hear a users particular meeting recording 8x8 Virtual Meeting must be enabled 25 USER GUIDE 8x8 Virtual Office Online Social Inbox With Virtual Office Online social networking integration you can view your Facebook contacts wall posts your Twitter contacts tweets direct messages to you from your Twitter followers and more e My Inbox lililicious_ New Release Transistor Venus volume 6 chapters 45 49 1 minute age Dome with mid term exams time to enjoy the short break before assignment season kicks im cool ite been six years since we ve been abl
27. call forwarding e Active call handling touch tone dialing blind warm voicemail and between device transfers call hold resume e Multi line call handling 3 way calling call waiting call swap e Voicemail online access to voicemail e Caller and calling line information caller ID callers log e Volume control for Virtual Office Softphone ringer e Click to communicate with your Virtual Office Online contacts Virtual Office Pro users only USER GUIDE 8x8 Virtual Office Online Virtual Office Online Features In addition to providing a secure login to the Virtual Office Softphone Virtual Office Online also offers key unified communication features such as presence management video chat between your employees integration with social networking tools like Facebook and Twitter as well as access to your Virtual Office and Virtual Office Pro services Login Virtual Office Online ensures that only individuals with an account login and password can access their Virtual Office services To login to Virtual Office Online and Virtual Office Softphone go to http virtualofice 8x8 com 1 In the Sign In box enter your 8x8 login and password Note If you don t know your login and password you can retrieve it using the Forgot Password link You will need your registered email address to retrieve and reset your login 2 Enter your password and click the Login button 3 When prompted click Allow to enable Adobe Flash Playe
28. calls to in the Active Calls box 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 67 USER GUIDE 8x8 Virtual Office Online Voicemail You can receive notification of new voicemail messages and then listen to them online Call xxx xxx rxocxy or 866 TRY VOIP Make a call Welcome Jill Ne i il No New Fax Message s No Unread Chat Message s No Meeting s in Progress No New Twitter Item s No New Facebook Post s 000009 August 14 2010 5 43 PM Quick Tip To add more participants after a meeting has started choose Add Participants from the Meeting Controls drop down menu To access your Voicemail 1 Login to Virtual Office Online 2 Click on the New Voicemail notification link New 1 Voleemaill s Total 2 Veleemail s K Delete all USER GUIDE 8x8 Virtual Office Online 68 Voicemail Box Setup To Follow These Steps Access your voicemail Dial 555 ee nn Access your voicemail Dial 500 from another extension Change your Dial 555 voicemail greeting Enter your voicemail password Press to go to the main menu Press 2 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 10463 Follow These Step
29. ck Ok Calli Forwarding Rule Rule Description Rule Hame Rule 1 When recare call from Any Humber at Any Time Forward the call to Joba Doa Ext LJ Brahe Call Sereenineg Call Friii Date and Tine Forward To When I recelve a call from W Anyone OK Cancel changes 52 USER GUIDE 8x8 Virtual Office Online 53 Default Rules Setting Change my Call forwarding settings for when my office network IS down Change my call forwarding settings for when amon a call with my Virtual Office service Change my call forwarding settings for when don t pick up my Virtual Office phone In x secs Settings To access click on Default Rules Follow These Steps _ Click When my network is down Click My Voicemail link in the rule details box if you wish to forward your calls to a different location when your network is down _ Click on Disable if you wish to enable Call Screening on your call forward destinations when your network is down _ Click When my Virtual Office phone line is busy _ Click My Voicemail link in the rule details box if you wish to forward your calls to a different location when your Virtual Office voice service Is busy _ Click on Disable if you wish to enable Call Screening on your call forward destinations when your Virtual Office voice service IS DUSY _ Click When don t answer my call for 15 secs _ Enter the duration in the secs Dox _ Click My Voicema
30. copy them from Corporate Directory to My Contacts See below for details _ Scroll down through your list A message confirming that the of contacts contact has been copied will Drag and drop the contact PR you want to copy into My Contacts Click on Corporate A message confirming that the Directory contact has been copied will Click on a contact s name apes When the person s contact Information panel appears click on Add To My Contacts USER GUIDE 8x8 Virtual Office Online My Social Contacts This tab contains all your Facebook and Twitter contacts Recent Contacts My Contacts de Hew Contact Corporate Directory My Social Contacts Beta To access your social contacts 1 Click on My Social Contacts 2 Scroll down through your list of contacts Follow These Steps Send a direct 1 Click on the contact s name message via witter 5 Type in your message and click Send View your Twitter Scroll through your contact contact s latest list tweet _ The latest tweet is listed under your Tweeter contact Or _ Click on the contact s name Click on Social tab to view contact info including the latest tweet Unfollow your Click on a contact s name Twitter contact _ Click on Unfollow 79 Navigate to the contact s Twitter page View contact info and interaction history including Tweets Facebook posts Favorites Direct messages from and to the cont
31. cuments Click Send Fax _ Click on a contact s name When the person s contact Information panel appears click on the History tab Select All Voicemails Calls Call Recording Faxes or Chats from the menu below Click on New Meeting to open a meeting panel Click on Corporate Directory _ Scroll down through your list of contacts or do a search Drag and drop the contacts you want into the Participants entry Dox in the meeting panel _ Click Start Now Notes Available to Virtual Office Pro users 8x8 Internet Fax must be enabled Any of the following flle types can be faxed docx doc dox dotm dot mht mhtml rtf txt wps xml xlsx xlsm xlSb xlS xItx xItm xIt 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 computer computerx PGM PICT PNG PNM PPM PSD PARAS ROBA SGI SUN TGA TIFF VICAR VID VIFF WMF XBM XPM XWD Total fax size limit is LOOKB per submission Available to Virtual Office Pro users 8x8 Virtual Meeting must be enabled USER GUIDE 8x8 Virtual Office Online 78 Add Delete contacts Drag and drop contacts from Corporate Directory to My Contacts Add contacts manually from Corporate Directory to My Contacts Follow These Steps You cannot add or delete contacts in Corporate Directory However you can
32. d Transfer the call _ Click Transfer without speaking to the second party Blind Transfer Enter the number or name of the person to whom you are transferring the call Click on Blind Transfer 65 USER GUIDE 8x8 Virtual Office Online 66 Follow These Steps Transfer a call toa 1 Click the line you wish to second call already transfer on hold _ Click on Transfer _ Select the line you wish to transfer the call to Click on Complete Transfer Speak to a second _ Click Transfer party prior to transferring the first party over Warm transferring the call to Click Dial Transfer Once the call is connected and you are ready to transfer the call click on Complete Transfer Put the call on hold _ Click Hold To take the call off hold click Resume Multi line call handling _ Enter the number or name of the person to whom you are The other party will hear music until you resume the call With the 8x8 Virtual Office Softphone you can do mutli line call handling Follow These Steps Make Another Call Click Add Call and enter the number or name of the person you wish to dial Conference two calls Click Add Call to initiate together when the second call Enter currently on a call the number or name of the person you wish to conference Click Call and then Merge to conference the calls together Swap Calls Click on the phone number you want to switch
33. djust your speaker settings and try again If you hear the prompts but your message doesn t playback clearly adjust your 8x8 mic settings by clicking Show Mic Settings above If this doesn t work adjust your computer s Sound settings using the Control Panel For additional help call 8x8 Customer Support at 1 888 898 8733 Advanced m Playout Delay Restore Default Ne a O O te tesla yey 56 USER GUIDE 8x8 Virtual Office Online 57 To access your Adobe Flash Player Settings 1 Click on Settings 2 Click on the Microphone tab Follow These Steps Stop the Adobe Flash 1 Under the Microphone Player Settings from tab click on Show Privacy popping up every Settings time you log into Virtual Office Online Once you have selected to always allow or deny check the box next to Remember Select an audio Under the Microphone tab source for your click on Show Mic Settings microphone Make the appropriate microphone selection Audio Testing Service By denying Flash Player access to your microphone and camera you will not be able to use your computer microphone to speak during your calls or meetings or participate in video chats or meetings VOO allows you to test your voice output quality and adjust the output as necessary You can hear how you sound to others and refine your settings for best output To test your audio 1 Click Call Testing Service in the Audio Testing Service are
34. e Configuration Under My Profile you can view your extension profile manage your phone Service locations set up your profile picture change your Virtual Office Online password and select your communication preferences Settings My Profile Contacts My Services Call Forwarding Meetings E911 Mic Camera Billing Name Email First Emily Last Johnson ejohnson specialitycookies com My Phone Number s Name Softphone tAdd Phone Number Profile Picture Password Tools Click to Change Virtual Office Password Pass Phrase 4678 Must be alphanumeric and at least 3 characters long Click to Change Contact Preferences V 8x8 e newsletters Helpful tips with information on the latest news and features v Product and promotion emails Emails about new products special discounts and offers 8x8 reserves the right to contact you regarding service feature or policy announcements and information about your account Save Discardallchanges tT USER GUIDE 8x8 Virtual Office Online Name and Email You can change the First and Last Name fields for your account The email field can only be edited by your 8x8 phone system administrator My Phone Numbers By default your computer and desk phone if you have one locations are already set up on your account Virtual Office Online allows you to add additional numbers so you can make calls from any location you choose hese additional numbers can also be used for the Forward
35. e Softphone ringer microphone and speaker e Click to communicate with your Virtual Office Online contacts 58 USER GUIDE 8x8 Virtual Office Online 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 My Status lInvisible I m calling from Softphone John Smith Ext 1002 88 8x8 Virtual Office Online Forward all calls Off Logout 1 408 329 6710 f Call J Fax M New Meeting My Inbox Settings Search Recent Contacts Emily Johnson EA welcome John 1 408 329 6711 Ext 1001 Chat John Smith amp You have 1 408 329 6710 Ext 1002 gt 1 New Yoicemail s Quick Tip No New Fax Messaga s Did you know you can hold vidd coworkers on Virtual Office Onli No Unread Chat Message s aaa ihota Youna Q No Meeting s in Progress My Meetings O No New Twitter Item s Beta Status Time No New Facebook Post s Beta i O create New Contact Q create New Meeting se C User Guide Y iew Demo Getting Started We want to hear from you Feedback Note You can pop the soft phone out of the main window to a stand alone resizable phone panel by clicking Mal You can pop it back into the main window anytime by clicking M My Status lInvisible I m calling from Softphone John Smith Ext 1002 BR 8x8
36. e allows you to view your call queue assignments and log in or out of the queues you have been assigned to My Status Available I m calling from Softphone Call Queue Billing Forward all calls Off Follow These Steps Log in to a call queue when you are assigned to a single queue Log in to a call queue when you are assigned to multiple queues Log out of a call queue when you are assigned to a single queue Log out of a call queue when you are assigned to multiple queues Check the box next to the Call Queue that you have been assigned to My Status Available I m calling from Softphone Call Queue Billing Forward all calls Off _ Click on Call Queue pulldown menu next to Call Queue _ Select Login to All if you want to log into all your queues To log into specific queues you can click on the queue _ The checkmark indicates that you are logged in to that queue Uncheck the box next to the Call Queue that you have been assigned to My Status Q Available I m calling from Softphone Call Queue Billing Forward all calls Off _ Click on Call Queue pulldown menu next to Call Queue _ Select Logout of All if you want to log out of all your queues To log out of specific queues you can click on the queue No checkmark indicates that you are logged out of that queue USER GUIDE 8x8 Virtual Office Online 55 Note Call Queue configuration is done th
37. e calls faxes and chats It also provides a historical and storage usage view of additional Virtual Office Pro features such as Call Recordings and Past Meetings The social networking integration consolidates your social networking activities in one central location New Meeting My Lontacts a Hew Contact To access these features click on My Inbox at the top left side of the screen Inbox is My Inbox Search Select All None Read Unread Delete 14083297729 Add to Me Sep 14 2010 at 2 14 PM Duration 22 secs Kelly Mori d to Me Sep 14 2010 at 2 13 PM Duration 05 23 Hew 1 Volcemaill s Total 2 Voicemail s 14086540835 Add to Me Sep 9 2010 at 3 21 PM Duration 32 sec 14086540835 Add to Me Sep 9 2010 at 3 20 PM Duration 23 secs USER GUIDE 8x8 Virtual Office Online View current mMmeESSages Listen to voicemail messages Return Calls Add callers to My Contacts Open chat history View outbound communications Access archived messages and Call logs 23 Click on All Voicemails Follow These Steps _ Click on Inbox Default view is Inbox All You can also filter your content by Calls Faxes or Chats Read or Unread content Click on All or Voicemails Scroll through the list of mMeESSages _ Click Listen next to the voicemail notification you
38. e to watch an a minutes ago event live Reply Retweet P m KJ jakemarsh The stream is now live http bit ly bToARB this is so brianshaler What I did wat radical 1 couldnt help but wonder brilliant Or both httor bit ly S2TvLI 17 minutes aga Reply Retweet Send To access these features 1 Click on My Inbox 2 Click on the Social tab Follow These Steps View Facebook posts Click on All or Posts You must be authenticated for your Facebook account View Twitter tweets Click on All or Tweets You must be authenticated for your Twitter account View latest posts or Click on Load More tweets more View your Twitter Click on Favorites favorites View your Twitter Click on Inbox Direct Messages View Direct Messages Click on Sent that you sent to your Twitter contacts 26 USER GUIDE 8x8 Virtual Office Online 27 Virtual Office Extension Management Virtual Office Online allows you to manage your Extension features online Your management features include e Extension profile configuration e Contact configuration e Chat configuration e Service configuration such as caller ID voicemail Internet fax call recording Virtual Meeting Virtual Office Mobile e Call forwarding configuration Call Fax New Meeting Recent Contacts My Contacts a New Contact To access these features click on Settings at the top left side of the screen My Profil
39. ension extension in the Call box on the Home panel or your softphone _ Click the Call button Dial by name Begin typing the person s name in the Call box _ If the name is in one of your contact lists or directories the system will auto fill it for you _ Click the Call button Click to call any _ Click on any of the contact number listed in tab Search Results Recent Contacts My Contacts or Corporate Directory Click to call any number listed _ The softphone panel will automatically launch Speak with the call Pick up your desk phone recipient handset to speak with the recipient when the call is answered Disconnect the call Hang up your handset or Click the Disconnect button on your softphone 62 USER GUIDE 8x8 Virtual Office Online 63 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 Voice
40. f contacts This list is pulled from personal contacts you entered into Virtual Office Online or personal contacts from your Outlook and or Google account My Contacts sw New Contact Loul Abraha 925 691 9655 Walt Abraham 510 238 2004 Sharon Acker 650 325 5895 Gabe Adler To access My Contacts 1 Click on My Contacts 2 Scroll down through your list of contacts Follow These Steps Use one click call Click on a contact s phone You can also call by clicking on number to call them a contact s name and opening their contact information panel 1 Click on the Chat link or You can chat with your Google M A E E contacts if you opt to login to Chat tab Google Talk View details about Click on a contact s name A panel will appear with the contacts person s contact information Email contacts 1 Click on a contact s name Email addresses are listed under the General tab 2 When the person s contact information panel appears xwe currently do not offer email click on their email address support for Google contacts 3 This will launch your email yet application and inserts their email address 73 USER GUIDE 8x8 Virtual Office Online 74 To Fax contacts View all contact history including voicemail calls faxes and chats Drag and drop contacts into a meeting Follow These Steps Click on a contact s name When the person s contact Informatio
41. from 1 408 654 0835 1 866 at Any Time forward the call to Jane Doe Ext _ Enable Call Screening Cal From Date and Time Forward To When I receive a call from Anyone v or any of the phone numbers listed below Blocked Anonymous Callers Add 1 408 654 0835 1 856 Q taii EEE LIETE A ee TLE ie Eal pii Bur ssd Time Timed i Tpi thee Dabe ard Time for thea rae to rire keyim a bpm sieaa parie Basr rara sy Han ioghn Fa RLS a airen y iw iym a Be 50 New Rule Settings Set your rule to receive all calls Set your rule to filter for specific phone numbers area codes or blocked caller IDs Set rule to filter at all times Set rule to filter for specific date time period Set rule to filter for a recurring schedule Click on Add New Rule _ Click on the Call From link or tab Pick Anyone to Forward All Calls _ Click on the Call From link or tab Uncheck Anyone If checked Check the Any area code or phone number listed below box to set specific phone numbers Enter area codes or phone numbers as desired Check the Blocked Anonymous Callers to filter blocked anonymous callers Click on Date and Time tab or link _ Select Any time _ Click on Date and Time tab or link Select Specified date time period Enter your start and end date Click Ok _ Click on Date and Time tab or link _ Select Recurring schedule Select da
42. g under Settings allow you to customize your call forwarding rules by filtering your Call via 1 Phone numbers area code or blocked caller ID and or 2 Date and time the call comes in Call Forwarding also allows you to configure how the call should be handled by either rejecting it or forwarding it to multiple phone numbers sequentially or simultaneously and enabling or disabling the call screening functionality In addition you can also configure your phone system defined forward rules under Default Rules setting To access Call Forwarding settings 1 Click on Settings at the top left side of the Virtual Office Online screen 2 Click on the Call Forwarding tab K Sattings _ MyProfile allcontacts My services Cali Forwarding 911A dress Microphone wating My Rules Defaut Rules _ Enable Forward all calle to My Rules applied in the order shown below Add New Rule Order Enables Rules Disable E w During Lunch Fond to Dallas Office Update Order l Rule Datalls Rule Name On weekends call my cell phone Wher receive a call from Any Number on forward the call to Helen Boss Ext with call screening Disabled Note 1 Once you have used Call Forwarding rules in Virtual Office Online you no longer have access to the feature in your Self Service Portal account www 8x8 com login 2 Rules are applied in the order they are listed For example if you want to make sure all calls fr
43. ge Your credentials will be stored in encrypted format on your computer l Sign in with Twitter Close 1 Click on My Inbox 2 Click on Social 3 Click on Tweets tab to see just tweets from your Twitter contacts If you are already logged onto Facebook or Twitter or have a Stored login session you will be automatically authenticated once you elect to Show Facebook Contacts or Twitter USER GUIDE 8x8 Virtual Office Online 21 Follow These Steps Automatically publish Elect to Tweet my status your Virtual Office message Online statuses as your tweet wv Show Twitter Contacts Mi tweet my status message Respond to a tweet 2 Type your reply 3 Click on Tweet when you are ready to send 8x8 Virtual Office Online is awesome x Save favorite tweets 1 Click on the All Tweets or Favorites _ Click on the non highlighted Star icon next to any tweet Remove favorite _ Click on the All Tweets or tweets Favorites Click on the highlighted star Icon next to any tweet View contact into _ Click on the contact s name and interaction Gideon Soci titien history including EE Tweets Favorites Click on History tab for the Interaction history Direct Messages from and to the contact USER GUIDE 8x8 Virtual Office Online 22 My Inbox My Inbox gives you a comprehensive view of all your 8x8 Virtual Office or Virtual Office Pro voicemails phon
44. il link in the rule details box if you wish to forward your calls to a different location when you don t pick up your Virtual Office calls in x secs Click on Disable if you wish to enable Call Screening on your call forward destinations when you don t pick up your Virtual Office calls in x Secs l All Contacts Biy Services Gail sii I E911 Address I Microphone Billing My Rules Default Rules Enable Forward all calls to Default Rules Rules When my Virtual Office phone line is busy When I don t answer my call for 15 secs Rule Details Rule Name When my Internet connection is down When my network is down forward all my calls to He Yoicemail with call screening Disabled Discard all changes Save USER GUIDE 8x8 Virtual Office Online 54 Call Screening The Call Screening feature allows you to know who is calling your Virtual Office number before you accept the call You have the option to accept the call or hang up As soon as you pick up your phone the system announces your caller to you Once the announcement is done you can e Accept It press e Allow the system to continue calling your other forwarding phones or get your voicemail Note If you turn off this feature your callers won t be screened and you won t hear an announcement of who is calling you You can only enable call screening with a call forwarding rule Call Queue Configuration Virtual Office Onlin
45. ing hard Samina Quabili 1 205 419 0406 Ext 1003 Chat 1 Even if your colleagues are only using their 8x8 desk phone you can still see if they are on the phone via the status Note 2 Your Facebook Google Talk and Twitter contacts will not be able to see these Statuses If you choose to publish your status to these social networking accounts They will only be able to view your customized status Customizable Status Users can alSo manually set their own availability status whenever needed See Customize Your Availability Status for more information My Status Busy a conference call with Tokyo Note You can choose to publish your Virtual Office Online status to Google Talk your Facebook wall or your Twitter account with the social networking integration tool USER GUIDE 8x8 Virtual Office Online Status Icons Availability Status Available On Call Logged off Do Not Disturb Invisible 10 Meaning User is logged into Virtual Office Online and not currently on the phone Contact is online and available to chat Contact Is currently on the phone Automatically displays when enabled Just using your 8x8 desk phone allows colleagues to see your On Call status Contact is not logged onto Virtual Office Online or is Invisible Contact self sets this Status but anyone can still communicate with them Contact Is logged in but not available to chat or call Contact is free to In
46. itiate outbound chats however incoming calls will go directly to your voicemail when you select this status Prevents other Virtual Office Online users from seeing your presence information when you are logged in Allows contact to manually Set their status and include a customized message To turn off automatic display Use the arrows next to My Status to select Custom Uncheck the Automatically Change My On Call Status box If you send a chat message when a colleague has Do Not Disturb on you will get an alert stating that the person has set their status to Do Not Disturb You can still send a chat message by selecting Submit Setting your status to Invisible does not impact your ability to initiate outbound communications Use the arrows next to My Status to select Custom The customized status will be displayed on your social network accounts If you choose the option in your social network settings USER GUIDE 8x8 Virtual Office Online Customize Your Availability Status To set your availability status manually 1 Use the arrows next to My Status at the top of the screen to view availability status types 2 Select Available Busy Do Not Disturb Invisible or Custom 3 If you select Custom you can also include a personal message with your status availability e g working hard or need some help 4 lf you want the system to automatically indicate when you are On Call then revert
47. l 4 2012 10 34 AM You have e Jasmine Lee 408 No New Voicemail s 010 Chat John Smith No New Fax Message s 1 408 3 29 6710 Ext 1002 No Unread Chat Message s Emily Johnson 1 408 329 6711 Ext 1001 Q No Meeting s in Progress My Meetings Rob Shasta O No New Twitter Item s Beta 1 408 724 9022 Ext 1011 Chat f No New Facebook Post s Beta in a meeting Rick Steves 3 1 501 229 8387 Ext 1008 Chat O create New Contact Q create New Meeting Z Send Steve Blair 1 408 717 41 User Guide View Demo Getting Started We want to hear from you Feedback To change your sorting preferences 1 Click Settings 2 Select Contacts tab Sort Contact Lists by Last Name First Name First Name Last Name W v Sort by presence 3 Scroll down to Sort Contact Lists by area 4 Make your desired changes 5 Click Save USER GUIDE 8x8 Virtual Office Online Virtual Office or Virtual Office Pro Service Configuration Virtual Office Online not only allows you access your Virtual Office Softphone but gives you the ability to configure your Virtual Office services online You can manage configurations for your caller ID profile voicemail Internet fax call recording Virtual Meeting and Virtual Office Mobile Virtual Office Pro users only Settings Caller ID Profile Caller ID 14083296710 x1002 Call
48. mail 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 Follow These Steps Answer the call Click Accept and begin speaking If you are on another call when to the caller you accept an incoming call your first call will be put on hold Activate the Dialpad Click Show Dialpad Applicable to a call where the caller has set up a profile picture Place your first call Click Hold To take the call off The other party will hear music on hold to answer a hold click Resume until youresume the call second incoming call Decline the call Click Decline The caller will continue to hear ringing until the call is answered by voicemail USER GUIDE 8x8 Virtual Office Online 64 Incoming call handling To Follow These Steps Do Not Disturb You can set Do Not Disturb by changing your status to Do Not Disturb at the top of your screen Call Forwarding To access these features Click on Settings at the top left side of the Virtual Office Online screen Click on the Call Forwarding tab Manage Active Calls 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 f
49. n panel appears click on the Fax tab Select a fax number from the pull down menu _ Fillin 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 Click Add to attach any documents _ Click Send Fax _ Click on a contact s name When the person s contact Information panel appears click on the History tab Select All Voicemails Calls Call Recordings Faxes or Chats from the menu below Click on New Meeting to open a meeting panel _ Click on My Contacts Scroll down through your list of contacts Drag and drop the contacts you want into the Participants entry Dox in the meeting panel _ Click Start Now Available to Virtual Office Pro users 8x8 Internet Fax must be enabled Any of the following flle types can be faxed docx doc dotx dotm dot mht mhtml rtf txt wps xml xlsx xlsm xlSb xlS xItx xItm Xit csv tif pdf ppt BMP DCX DIB DPA FAX Fh Ss FPA Gl GIF87 ICO IPTC JBIG JP2 JPEG JPG MIFF MNG Mcomputer MTV OTB PBM computerD computerDS computer computerx PGM PICT PNG PNM PPM PSD PARAS ROBA SGI SUN TGA TIFF VICAR VID VIFF WMF XBM XPM XWD Total fax size limit is LOOKB per submission
50. om Acme client at all times get forwarded to your cellphone while also setting your forwarding rules from 9am to 5pm to simultaneously ring your desk phone and your cellphone be sure to set your Acme forwarding rule on top of your Sam to 5pm rule 3 You need to click on Save on the main My Rules page to save your edits 48 USER GUIDE 8x8 Virtual Office Online 49 Follow These Steps Forward all your 1 Click on the box next to Virtual Office calls to Forward All Calls one phone number 2 Selecta number to forward all your calls to Create anew call 1 Click on Add New Rule forwarding rule Turn arule on 1 Click on Ok after you are Your rules and changes do not done with your rules set saved until you click on Ok 2 Make sure that the Enable box is checked Turn a rule off 1 Uncheck the box next to the freee emaema Edit a rule 1 Click on Edit next to an ements Copy a rule 1 Click on Copy next to an existing rule Rename the new rule _ Click on Edit to change the rule settings Delete arule Click on the Delete button to delete rule _ Click Yes to confirm deletion Re order arule On the rule you want to You can only update one row at reorder enter the desired a time order number in the Order column _ Click on Update Order USER GUIDE 8x8 Virtual Office Online Call Forwarding Rule Toll Free Numbers Rule Description Rule Name To Free Numbers Rule When I receive a call
51. or handling incoming calls using the Call Forwarding features Once you click Accept to answer an incoming call Virtual Office Softphone gives you additional call management options such as e Touch tone dialing e Blind warm voicemail and between device transfers e Call hold resume e Call Recording Virtual Office Pro Users Touch tone dial pad Speaker Volume sii Microphone Volume ii Transfer Merge Active Calls From To Status E 4m Bruce Faithwick Bruce Faithwick on hold Multi line call USER GUIDE 8x8 Virtual Office Online Speaker Volume sii Microphone Volume sii Merge 3 way E multi line call by pressing the Merge button From To Status E gm Bruce Faithwick Bruce Faithwick on hold Follow These Steps Touch tone dialing Click any button on your touch If you need to make another tone keypad call while you are connected on your first one click on Add Call 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 Disconnect the call Click Disconnect Adjust your Click the Speaker Volume icon Softphone Speaker and slide adjust to your desired Volume volume Adjust your Click the Microphone Volume Softphone icon and slide adjust to your Microphone Volume desired volume Record the call Click Record Call Available only for Virtual Office Pro customers Call Recording must be enable
52. our outgoing Use the arrows next to caller ID Caller ID _ Select Anonymous from the list My Profile Contacts My Services 14087271885 x0 Caller ID v 14086750258 x1131 Caller ID 16503516752 x1131 First Name Anonymous l _ Click Save Pick a caller ID number 1 Use the arrows next to You can select your extension Caller ID to select a number or the Company Main Number Click Save for outbound caller ID number If you want your Caller ID to show up as Anonymous select None Display a caller ID Use the entry boxes next to First Name and Last Name name Caller ID to enter your First cannot be left blank But to Name and or Last Name turn off Caller ID select None in Click Save Caller ID When you select None for your Caller ID your display name will Show up as Anonymous It may take up to 24 hours for the changes to take effect on your 8x8 phone 40 USER GUIDE 8x8 Virtual Office Online Voicemail Settings To set up your Voicemail Settings 1 Click on Settings 2 Click on the My Services tab 3 Go to the Voicemail Settings section m oicemail Settings Password _ Show password Time Zone Pacific Standard Time Notification by email Enabled with Audio Email jonan sx3 com To set up your voicemail box see the Voicemail Box Settings section below Follow These Steps Set your voicemail 1 Enter your password in the A voicemail password is p
53. phone system users Settings Outlook Anywhere enabled Your Exchange email address and password Your Gmail Google Apps email address and password Your Facebook username and password Your Twitter username and password My Contacts Y Show My Personal Contacts iq _ Show Exchange Contacts Ll Show Google Contacts L Corporate Directory Non Editable Contacts Y Show Corporate D Ll Show Exchange Directory My Social Contacts Non Editable Contacts v Show Facebook Contacts i Beta Update Credentials vi Login to Facebook Chat Ll Publish my status message to my Wall _ Show Twitter Contacts E Beta Sort Contact Lists by e Last Name First Name _ First Name Last Name _ Sort by presence Under the Contacts tab you have three contact categories you can configure e My Contacts e Corporate Directory Non editable e My Social Contacts Non editable 32 USER GUIDE 8x8 Virtual Office Online 33 My Contacts Under My Contacts you can display your personal contacts that you have entered through Virtual Office Online and also personal contacts from your Outlook and Google accounts Notes Virtual Office Online syncs up with your Outlook personal contacts and Google contacts so edits to contacts additions and deletions made on Virtual Office Online or the other accounts will sync up to each other Please allow time fo
54. r a required element for this application The Virtual Office Online dashboard will appear with your name number and extension displayed in the top right corner of the screen Note Virtual Office Online uses AES 256 with RSA 1024 encryption technology Obtaining Your Username and Password Your options to get your username and password are 1 Ask your phone system administrator for your 8x8 username and password 2 Check your Virtual Office related email for any extension updates Sample subject line Extension LOL has been changed The email contains your 8x8 username and password 3 Use your Virtual Office extension phone number 555 555 5555 along with your 8x8 password to log into Virtual Office Online Note If your phone system administrator has provided you with an 8x8 username and password you can retrieve both by using the Forgot Password feature USER GUIDE 8x8 Virtual Office Online Presence Management Virtual Office Online lets you easily see the availability status of other Virtual Office users on your phone system and likewise allows your colleagues to see your status Availability Status Types There are two types of status in Virtual Office Online Automated Status Virtual Office Online automatically determines the availability status of each user by detecting whether they are online offline or on off the phone or attending a virtual meeting Yadim Tsyganok S 1 415 508 5155 Ext 1001 Chat Work
55. r your Exchange and Google servers to update to see the changes To access these features click on My Contacts To enable My Contacts functionality _ Click on Settings on the top left side of the screen _ Click on the All Contacts tab 1 2 3 Navigate to My Contacts 4 Select which contacts to display 5 _ Enter credentials when prompted My Contacts Show Outlook Contacts a Show Google Contacts Fg Follow These Steps Add personal _ Click on New Contact contacts in Virtual Office Online _ Enter your contact Information Click Save My Contacts Loul Abraha 925 691 9655 Walt Abraham 10 938 2004 Sharon Acker 650 325 5895 Gabe Adler USER GUIDE 8x8 Virtual Office Online gt Requirements Show personal Microsoft Exchange Server contacts from 2007 or higher Outlook Outlook Aywhere enabled Your Outlook email address and password Email Address Password Exchange Active Sync URL Exchange Login Username or UPN 34 Follow These Steps _ Click on Show Outlook Contacts checkbox Requirements e Microsoft Exchange Server Enter your primary Outlook 2007 or higher email and password when prompted e Outlook Anywhere enabled To save your Outlook login e Your Outlook email address information click on the and password Remember Credentials checkbox To configure your Advanced Exchange Active Sync connection click on the Advanced E
56. rator if your extension requires configuration or to request a username and password If you are the phone system administrator you can refer to the Virtual Office Setup Guide http sims 8x8 com GetDocument aspx docid 10468 for instructions on setting up your Virtual Office extension and user profiles Login Access To access your Virtual Office Softphone you will need to log in to Virtual Office Online 1 Open up a browser 2 Navigate to http virtualoffice 6x8 com and 3 Log in with your username and password Note Qualifying Extensions are Unlimited Extension Metered Extension or Global Extension USER GUIDE 8x8 Virtual Office Online Virtual Office Online with Softphone Virtual Office Online with Softphone provides you with these standard features e Secure login e Presence management e Chat video chat between extensions chat history and management e Social Networking Integration Facebook and Twitter e Inbox access to voicemail call and meeting recordings call chat social networking logs e Extension profile configuration e Contact configuration e Chat configuration e Service configuration such as caller ID voicemail Internet fax call recording Virtual Meeting Virtual Office Mobile e Call forwarding configuration Access to your Virtual Office Softphone Features e Make calls from your computer e Receive calls from your computer e Incoming call handling Do Not Disturb Advanced
57. rd all calls Disable call recording Announce to the other party that the call is being recorded Follow These Steps 1 Use the arrows next to Recording Mode to select Record On Demand Click Save Use the arrows to select Record All Calls _ Click Save Use the arrows to select Disabled Click Save Check the To Other Party box next to Play Announcement when calls are recorded 2 Click Save Use the Record Call button on your Virtual Office Softphone or 8x8 phone to record your Calls All incoming and outgoing calls will be automatically recorded Recording stops when you end the call For your convenience your storage capacity is automatically upgraded in LGB Increments if you go over your free LGB storage limit Recording notification requirements vary from state to state Make sure you read 8x8 s Privacy Laws and Notice Requirements for Electronic Recording of Telephone Conversations before making your selection USER GUIDE 8x8 Virtual Office Online 43 Follow These Steps Hear an 1 Check the To Me box next to Recording notification announcement that Play Announcement when requirements vary from state the call is being calls are recorded to state Make sure you read recorded 3 Cidtsave 8x8 s Privacy Laws and Notice Requirements for Electronic Recording of Telephone Conversations before making your selection Internet Fax Internet Fax is available to
58. res cooler and friendlier design elements such as the CALL ANSWER buttons in green and DECLINE DISCONNECT buttons in red The start video Hold Record Call Transfer Merge buttons are shown only during a live call Audio Testing Service You can now hear your audio sound quality while ona call ora meeting or a webinar Audio testing allows you to record your voice using your standard microphone and play back to test the audio quality You can then adjust the settings on your microphone or computer If required Expandable Panels You can enlarge the main Virtual Office Online panels Home Fax Settings Meetings My Inbox Contact details to take up the full space available in the pane Clicking the green single box Mi in the upper right corner on Windows and upper left Mac of the selected panel will enlarge it Clicking the double box In the expanded panel will shrink it back to normal size Automatic Status Change By default your status now automatically changes to Busy when ina meeting Users can configure or disable this automatic status change USER GUIDE 8x8 Virtual Office Online Getting Started You must have a qualifying 8x8 Virtual Office or Virtual Office Pro extension to use Virtual Office Online with Virtual Office Softphone Configure Extension and User Profile First Configuration includes at minimum assigning a user name password and an e911 address for the given extension Please contact your phone system administ
59. roll to Profile Picture area Settings P Name Email First john jdoe specialtycookies com My Phone Number s Name Number Softphone soft Desk Phone 1 408 329 6713 tAdd Phone Number Profile Picture Password Tools Click to Change Virtual Office Password Pass Phrase 5589 l i Must be alphanumeric and at least 3 characters long Click to Change Contact Preferences _ 8x8 e newsletters Helpful tips with information on the latest news and features m Product and promotion emails Emails about new products special discounts and offers 3x8 reserves the right to contact you regarding service feature or policy announcements and information about your account Save Discard all changes USER GUIDE 8x8 Virtual Office Online 3 Select Click to Change Change Profile Picture Please select one of the options below Upload a Picture Take Picture Delete Picture Ni OOU hOU OK Cancel er Select one of the three options Follow These Steps Upload a Picture Allows you to upload an Supported file types are existing picture PNG 1 Click Upload Picture jpeg 2 Browse and select an e jpg existing picture 3 Click Ok e gif The picture loads to your profile _ Save your changes Take a Picture _ Click Take a Picture Save your changes Delete Picture Click Delete Picture 4 il 2 Click Capture
60. rough the Self Service Portal by the phone system administrator You can only log in or out of the queues if your phone system administrator has given you the privileges to do So E911 Address Configuration E911 service delivers address specific versus phone number only call back information to public service answering points whenever someone makes an emergency call This enables emergency personnel to be dispatched to the scene even if the caller is unable to speak or if the call is suddenly disconnected Settings My Profile Call Forwarding E911 Address Microphone Billing m Current E911 Address Street Address 810 W MAUDE AVE SUNNYVALE CA 94085 2910 _ Traveling outside the US Note E911 support will not be available with this option Change E911 Address 810 W MAUDE AVE SUNNYVALE CA 94085 2910 USA Add E911 Address The E911 address MUST be the same location as the permanent location of your 8x8 phone If you using the softphone only the physical location of your computer laptop should be entered To enter your E911 Address 1 Click on Settings 2 Click on the E911 Address tab Follow These Steps Enter anew E911 _ Under the E911 Address If your address can not be address tab click on Add 911 validated a list of alternatives Address will be presented for you to Enter your address details select _ Review the E911 service limitations and Terms and Conditions then check the
61. rtual Office Online with Softphone is a web based solution that allows you to manage your Virtual Office phone Service utilize the 8x8 Unified Communication features such as chat presence management and social networking Integration and use the Softphone all from the convenience of your computer The 8x8 Virtual Office Softphone takes your communications to the next level by leveraging the Internet and usability of your computer As a feature rich web based communication device Virtual Office Softphone allows you and your employees to access your Virtual Office voice services from any computer with Internet access System Requirements Supported Operating Systems e Windows XP Vista and Windows e Mac OS 10 6 Snow Leopard or newer Java 6 included Supported Browsers e 32bit Internet Explorer 7 0 or newer Google Chrome 5 0 or newer Firefox 2 0 or newer Safari 3 0 or newer e Requirements Flash 10 and Java 6 Update 14 Java needed for hosting only Required ports Firewall ports to be open e 80 TCP http e 443 ICP rtpm or https depending on server connected to e 54545 TCP Host content sharing and remote desktop e 8443 for HT TPS Exchange GMail proxy VoIP e Requirements headset with microphone USER GUIDE 8x8 Virtual Office Online Operating System Requirements Windows 7 e gigahertz GHZ or faster 32 bit x86 or 64 bit x64 processor e gigabyte GB RAM 32 bit or 2 GB RAM 64 bi
62. rvers to update to see the changes 3 By default the Show Corporate Directory is checked When Corporate Directory has Show Outlook Directory selected you have the option to unselect the Show Corporate Directory Please select the directory combination that best suits your requirements 35 USER GUIDE 8x8 Virtual Office Online To enable your Corporate Directory functionality _ Click on Settings on the top left side of the screen _ Click on the All Contacts tab Navigate to Corporate Directory _ Select which contacts to display UT amp WW rw Enter credentials when prompted to show Outlook Directory Contact Directory Non Editable Contacts Show Outlook Directory Sl Follow These Steps Exchange Server Login 7 Show corporate Click on the Show Outlook The checkbox for Show amp Password contacts from Directory checkbox Corporate Directory will Outlook automatically uncheck Enter your primary Outlook Exchange Active Sync URL Exchange Login Username or UPN email and password when when you check the Outlook v cedentiats will be stored Bra E EERE EE prompted Directory Please re check the Show Corporate Directory to _ To save your Outlook login enable your 8x8 phone system information click on the Remember Credentials contacts checkbox If you have already setup your _ To configure your Advanced personal Outlook contacts Exchange Active Sync connection
63. s Receive notification Look at the Home panel to of new voicemail see how many new voicemail messages in Virtual messages have been Office Online received Listen to new Login to Virtual Office You can also click the Voicemail voicemail messages Online icon at the top of the screen online _ In the Home panel click Listen next to the number of new voicemail messages received _ Scroll through the list of messages and click Listen to play the one s you want to hear Listen to existing Click on My Inbox AEE _ Select Voicemails online Click on Listen _ Scroll through the list of voicemails to play the one s you want to hear USER GUIDE 8x8 Virtual Office Online Follow These Steps Delete voicemail Click on My Inbox messages _ Select Voicemails _ Click on Listen _ Scroll through the list of messages to play the one s you want to hear _ Click Delete on the voicemail you wish to delete To delete the message you must click Yes when the dialog box appears Forward voicemail via 1 Click on Listen inthe home The system will use the default email panel or click on My Inbox mail cllent on your computer to and select Voicemails to send a link to the voicemail display your messages Scroll through the list to your desired voicemail _ Click Forward r Yoicemails From 4085551212 1 of O38 31 2010 at 3 21 PM Duration 3 secs 80e Pownnat Delete For
64. t e 16 GB available hard disk space 32 bit or 20 GB 64 bit e DirectX 9 graphics device with WDDM 1 0 or higher driver Windows XP e Pentium 4 1 3 GHz AMD Athlon XP 1500 or newer e 512 MB of system memory Windows Vista e Pentium 4 1 3 GHz AMD Athlon XP 1500 or newer e GB of system memory Mac e Mac OS X 10 6 Snow Leopard or newer e 64bit Javab e Powercomputer G4 G5 or Intel processor 512 MB of RAM or better recommended Bandwidth Availability e Recommended cable modem DSL or better e Recommend minimum 1 5 Mbps down 384 kbps up Note Performance varies widely depending on the content shared content sharing window size and processing speed memory of the computer hosting the content sharing Contacts Synchronization Requirements Outlook e Microsoft Exchange Server 2007 or higher e Outlook Anywhere enabled e Your Outlook email address and password Google Twitter Facebook e Your username and password USER GUIDE 8x8 Virtual Office Online What s New Virtual Office Online release 2 9 offers significant enhancements to the previous version The following topics summarize the enhancements and new features e User Profile Pictures You can now upload or use a webcam to capture a profile picture e Phone Pop Out and Design Changes You can pop the soft phone out of the main window to a stand alone resizable phone panel You can pop it back into the main window anytime The soft phone also featu
65. t meeting recordings _ Select All or None at the top of the panel _ Use the pull down menu next to More Actions to mark as Read or Unread Option 1 Click Q next to the message or recording you want to delete Option 2 1 Select All Read or Unread at the top of the panel Click Delete to delete all messages and recordings in the selected category Notes Available to Virtual Office Pro users 8x8 Call Recording must be enabled Available to Virtual Office Pro users 8x8 Virtual Meeting for Virtual Office Online must be enabled You can click to Hide Participants once the dialog box IS open Available to Virtual Office Pro customers 8x8 Virtual Meeting for Virtual Office Online must be enabled You can also mark individual messages You can only delete voicemails call recordings chats and faxes Calls Sent History and Past Meetings cannot be deleted USER GUIDE 8x8 Virtual Office Online Media Library If you are a Virtual Office Pro customer you have up to LGB of storage for call recordings and meeting recordings a ae Sent Items History Media seciat eta ora i 7 B can JE Meeting Remaining Recordings Recordings 37 16 57 00 00 00 00 00 00 Call Recordings Meetings ro Nei Meeting created by Kelly Mori Today at 3 46 AM to Today st 3 50 AM Dur 02 23 1 1 recording s 09 01 2010 at 9 48 AM Our 01 54 DA Kelly mori O to A Iskandar Jaus 26 2010
66. t to Show Facebook Contacts be automatically authenticated once you select to Show _ Enter your Facebook login Facebook Contacts or Twitter and password Check the box next to Login to Facebook Chat 45 USER GUIDE 8x8 Virtual Office Online 46 View Services Available To view 8x8 services you have on your extension 1 Click on Settings 2 Click on the My Services tab 3 Go to Current Plan includes Current Plan Includes Voice Service 1GB file storage Virtual Meeting Virtual Office Online Mobile SR eine he at ee ee If you have not configured your Virtual Office Mobile comes free with Virtual Office Pro accounts you will See a link to download the application for your iPhone Your listing will be dependent on what services you have Call Forwarding Configuration Virtual Office Online allows you to manage call forwarding rules for your Virtual Office Service You have two options to set your call forwarding rules 1 Forward all calls this simple call forwarding feature is an easy way for you to quickly forward all your calls to another phone 2 Call Forwarding settings this feature allows you to Set call forwarding rules based on combinations of where the call is from when the call is coming in and how the call should be handled USER GUIDE 8x8 Virtual Office Online 47 Forward All Calls This feature allows you to quickly and easily forward all your calls
67. tification and e control chat window appearance on your Virtual Office chats Chat Settings History Keep history for forever Notifications w Play sound on incoming chat Chat Window heal Bring to front on incoming chat Follow These Steps Change the duration Use the arrows next to that your chat log Is History to select a duration ae lt Click Save Play sound on Check the box next to Play Incoming chat sound on incoming chat _ Click Save Bring chat window to Check the box next to Bring front on receiving an to front on incoming chat incoming chat Click Save Virtual Office Online allows you to chat with your colleagues with 8x8 phone service as well as your Google and Facebook contacts USER GUIDE 8x8 Virtual Office Online To set up Virtual Office Online Chat with contacts Follow These Steps 8x8 Phone System You don t have to do anything For interactive chatting both Corporate Directory to set up chat with your parties need to be logged into colleagues who are also on Virtual Office Online the 8x8 Virtual Office phone system Google Contacts Click on Settings _ Click on All Contacts Check the box next to Show Google Contacts Enter your Google login and password Check the box next to Login to Google Talk Facebook Click on Settings If you are already logged into Facebook or Twitter or have a _ Click on All Contacts Stored login session you will Check the box nex
68. to another phone number of your choice For example when you are rushing to go to a client site you can choose to forward all your Virtual Office calls to your mobile phone Follow These Steps Access Forward All 1 Navigate to the top of the screen Calls 2 Click on the pull down menu next to Forward all calls 3 Select the number you want to forward calls to Apple 212 eBay Newsy Yahoo Craigslist SF I m calling from PC Call Queue Logged in 0 2 Att Athsani 1 Q My Status Av il ble Forward all calls nat I am working on a project gt idd aa Mobile ority over your existing Call Forwarding rules v 408 555 7444 Edit numbers Or 1 Click on Settings at the top left side of the Virtual Office Online screen 2 Click on the Call Forward Rules tab 3 Check the Enable Forward all calls box 4 Click on the pull down menu next to the Please select a destination to to Select the number you want to forward calls tO My Rules Defau t Rule _ Enable Forward All Calls to 1 408 555 4567 Add phone numbers Click on Settings at the top left side of the Virtual Office for your Forward All Online screen Calls list Click on the My Profile tab Under My Numbers click on Add Number and enter your phone number under the Number column Turn off the Forward Select Off from the pull down menu All Calls function USER GUIDE 8x8 Virtual Office Online Call Forwarding settings Call forwardin
69. tton to your left and you can enter the number or extension in the Call field found on the Virtual Office Softphone panel _ Click the Call button Dial by name Begin typing the person s name in the Call box _ If the name is in one of your contact lists or directories the system will auto fill it for you _ Click the Call button Click any number Click on the contact tab listed in Search Results Recent Contacts My Contacts or Corporate Directory _ Click any number listed _ Virtual Office Softphone will automatically launch and dial the connect Speak with the call Use your computer headset to recipient Speak with the recipient when your call is answered Disconnect the call Click the Disconnect button on your Virtual Office Softphone Recent Contacts My Contacts de Hew Contact Corporate Directory My Social Contacts Beta 61 USER GUIDE 8x8 Virtual Office Online 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 Follow These Steps Dial any number or _ Enter the number or ext
70. want to hear _ Click on All Faxes Calls or Chats _ Scroll through the list of MeSSdABeSs Click Call next to the person you want to call back _ Click on All Faxes or Calls _ Scroll through the list of MeESSdPes Click Add next to the person you want to add to your contacts _ Fillout the New Contact panel and click Save _ Click on Chat _ Scroll through the list of chat MeSSdagesS Click Open Chat next to the message you want to review Click on Sent Items _ Click on All Calls Faxes or Chats _ Click on History _ Click on All Calls Faxes or Chats USER GUIDE 8x8 Virtual Office Online 24 To Access Call recordings View past meetings View past meeting recordings Mark as Read Unread Delete messages and call recordings Follow These Steps _ Click on Media _ Click on Call Recordings _ Scroll through the list of recordings _ Click the Play button to hear a particular recording _ Click on History _ Click on Past Meetings _ Scroll through the list and click More Info to see additional details about a particular meeting When the dialog box appears click View participants to see who attended the meeting Click on Media _ Click on Past Meetings _ Scroll through the list and click More Info to see additional details about a particular meeting When the dialog box appears click Listen to listen to pas
71. ward j 69 USER GUIDE 8x8 Virtual Office Online 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 Ringer Volume D Record Call Transfer Hold Active Calls From Status om Kelly Mori PROM User on hold 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 e Ringing e Connected e On Hold 70 USER GUIDE 8x8 Virtual Office Online Ringer Volume You have the option to adjust your Virtual Office Softphone ringer volume Ringer Volume ig Transfer Click on the Ringer Volume Icon W and adjust the volume to the desired level Using Your Virtual Office Online Contacts The Virtual Office Online Contacts feature allows you to e Do a corporate directory search e Synchronize your Virtual Office Online contacts with your contacts from Outlook Google App Facebook and Twitter e Distinguish your contacts by icons e Click to call or chat with your contacts e View contact information combined history for calls and chat attached to contact details My Statuss Avaieble l m calag from Softphone t do nat ship do nat ship Ext 1002 Call Qeewe Seles Forward all cats off logout 1 555 167 8516 71 USER GUIDE 8x8 Virtual Office
72. xchange Active Sync checkbox and enter your Active Sync URL and Exchange UPN This feature should only be used when your Outlook Exchange Server has no AutoDiscover functionality If you are unsure of this feature please contact your Outlook Administrator USER GUIDE 8x8 Virtual Office Online Follow These Steps nn Show personal _ Click on Show Google Email Address a tadi Ga contacts from Google Contacts checkbox _ Remember Credentials Enter your Google email and V Login to Google Talk v Publish my status message to Google Talk password when prompted Your credentials will be stored in encrypted format on your computer _ctoce _ _ To save your Google login Information click on the Remember Credentials checkbox Tobe able to chat with your Google Talk contacts click on the Login to Google Talk checkbox To automatically publish your Virtual Office Online Status as your Google Talk Status click on the Publish my status message to Google Talk checkbox Corporate Directory Under Corporate Directory you can display your 8x8 phone system corporate directory contacts or your corporate directory from MS Outlook Exchange Server Notes 1 Your company s corporate directory contains the configured extensions on your 8x8 phone system All contacts are automatically available to you 2 If updates are made by your service administrator please allow time for your Exchange se
73. ys of the week for the schedule Enter your start and end time for the days Click Ok By default Monday to Friday 8am to 5pm is selected USER GUIDE 8x8 Virtual Office Online Call Forwarding Rule Toll Free Numbers Rule Description Rule Name Toll Free Nambers Rule When I receive a call from 1 408 654 0835 1 866 between w 29 2 1 5 ag Thy 20 2 01 59 PM forward the call to Jane Doe Ext Rumi Work Fax Enable Call Screening Cal from Date and Time Forward To Drop Call Cater will hear busy signal Jane Doe Ext 2 Rumi Work Fax Update Order Ring these numbers Scquentially After trying to reach all the phone nu rsa e forward calls to Voicemail 51 Set rule to reject calls Set rule to forward call to a specific number Set rule to forward call to multiple numbers Follow These Steps _ Click on Forward to tab or link _ Select Drop Call Click Ok _ Click on Forward to tab or link _ Select Forward Calls to Enter phone number _ Click on Add Click on the x button to delete the phone number Click Ok _ Click on Forward to tab or You can reorder your phone list link by entering number order _ Select Forward Calls to _ Enter phone number _ Click on Add _ Enter duration your phone Should ring before moving on to the next phone number _ Enter next number Elect to forward calls to these numbers Simultaneously

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