Unified Communications User Guide
Contents
1. CallEverywhere Unified Communications UserGuide INTELLIVERSE Everywhere WELCOME TO UNIFIED COMMUNICATIONS Congratulations on your choice to simplify and manage your communications using the Unified Communications This guide is designed to help you quickly learn both the basic and advanced features of your new service TABLE OF CONTENTS SETTING UP Unified Communications Unified Communications guides you through the set up process when you access the service for the first time Setting Up Your Service e Dial your Unified Communications number e Press to interrupt the Greeting e Enter your temporary pass code and press The temporary pass code is provided on the welcome letter and confirmation email To access the system after the initial set up simply dial your Unified Communications number press to interrupt the greeting and enter your personalized pass code You may change your pass code to any 6 10 digit number at anytime through the Personal Options Menu Setting up your Call Forwarding Numbers When a caller chooses to call your service the system has the ability to dial up to 6 separate phone lines in order to locate you To set up your Caller Connect numbers e Access your callEverywhere account online at www everywhere net e Under the Preferences Voice Tab click on Call Forwarding e Enable Call Forwarding and enter your contact numbers e You can select whether you want the numbers to reach2. aling in the To field Attach a document along with any instructions to the recipient eYou can also send a fax from a facsimile machine See page 5 under Sending a Message USING ADVANCED SERVICES Unified Communications provides several menus and submenus to manage your messages and personalize its features This section covers the more advanced features of your service Voicemail To Email Unified Communications sends all your voice messages to your callEverywhere web portal accessible through www everywhere net Each voice message you receive appears in your web portal as an email message with a WAVeattachment Simply open the email and click on the attachment to hear the message through your computer s speakers By double clicking on the attachment the RealPlayerelaunches and automatically begins to play your message RealPlayere allows you to replay the message as well as rewind and advance within the message Once you are finished listening to the message close the RealPlayere You now have the option to save forward or delete the message just like any other email Fax To Email When someone sends a fax message to your Unified Communications number the system automatically forwards the message as an email message with a TIFF attachment to your callEverywhere web portal accessible through www everywhere net To view the fax click on the attachment Once you have finished viewing your fax you h
3. ave the option to save forward or delete the message just like any other email Making Calls Unified Communications gives you the ability to place local long distance or international calls from any phone To Place a Call e Access your account and listen to your Inbox Message Summary e Press to make a Call e Dial the area code and phone number For international calls dial 011 country and city code before entering the number Sending a Message The callEverywhere messaging feature allows you to record a message and send it directly into the mailbox of another Unified Communications user via voice mail or email You can also record a message and send it through your account as an email send a fax or send a numeric page To Send an Email press 1 To Send a Fax press 2 To Send a Page press 3 To Send a Voicemail press 4 To Send an Email press 1 You will have the option of using your address book accessible through your web portal to enter in an email address you are messaging to and press to record your message Press after you finish recording your message and select from the following options e To Approve press e To Review press 1 e To Append press 2 e To Re record press 3 e To Cancel press 4 If you do not press any option the message will be delivered To Send a Fax press 2 e You have to have dialed in from a fax machine in order to use this feature You will have the option of usin
4. ess 2 to Save the current message e Press 3 to Delete the current message from your mailbox e Press 4 to Replay the current message e Press 5 to Play the Previous message e Press 6 to get sender information call from phone number and hear recipient information number called e Press 9 to return to the previous menu Please Note Deleting message from either the phone or web portal will delete the message in both places Managing Incoming Calls When someone calls your Unified Communications number the caller is directly connected to one of a possible six numbers pre programmed by you Callers are directed to the numbers specified only if they are activated eYou will be able to see the caller s phone number if you have caller ID activated on your call forwarding number s device i e cell phone home phone Managing Your Fax Messages Receiving a Fax Message Unified Communications accepts fax messages by normal delivery methods The caller sends a fax message from any fax machine directly to your Unified Communications number e To retrieve the fax message access your callEverywhere web portal www everywhere net and click on the Fax folder under the Messages tab Sending a Fax Message To send a Fax Message using the callEverywhere service access the callEverywhere web portal www everywhere net and click on the Fax folder under the Compose tab Enter the fax number full 11 digits or international di
5. g your address book to enter in a fax number or enter the number by pressing the key Press after you finish entering the address book entry or fax number and select from the and press start to send the fax To Send a Page press 3 e You will have the option of using your address book to enter in a number or enter the number by pressing the key Press after you finish entering the address book entry or pager number and select from the following options e If this is correct press e If this is incorrect press If you do not press any option the page will be delivered To Send a Voicemail press 4 e You will have the option of using your address book to enter in a number or enter the number or numbers you are messaging to and press to record your message Press after you finish recording your message and select from the following options e To Approve press e To Review press 1 e To Append press 2 e To Re record press 3 e To Cancel press 4 If you do not press any option the message will be delivered CHANGING YOUR PERSONAL OPTIONS Unified Communications allows you to customize and update your personal greeting pass code availability and default fax number whenever you want through your Personal Options The Personal Options Menu includes e Press 0 to update your Name Recording or Personal Greeting To Update your Name Press 0 e Press 1 to hear the current Name Recording e Press 2 to a
6. on setting e Access the callEverywhere web portal www everywhere net e Under the Preferences Mail Optons HELPFUL TIPS Web Portal Access Access www everywhere net with your login and password The web portal gives you access to do the following View manage and compose fax email and voicemail e POP other email accounts as well as address book into callEverywhere or integrate callEverywhere with Microsoft Outlook Create a central published location for shared documents music and photos e View a record of your calls in real time Manage personal options such as paging pass code and call forwarding numbers Downloading Required Software Unified Communications stores voicemail messages in a WAV format and fax messages as TIFF files Since both of these formats are supported by several popular software packages your computer may already be pre configured to launch these applications when you retrieve your messages Client Services 1 888 554 7835 Copyright 2007 Intelliverse
7. ppend to current Name Recording e Press 3 to record a new Name Recording e Press 4 to cancel Press to save To Update your Personal Greeting Press 1 e Press 1 to review the current Personal Greeting Press 2 to append to current Greeting Press 3 to record a new Greeting Press 4 to cancel Press to save To Review current Voice Greeting Press 2 To Change your Password Press 7 To Return to the Main Menu Press 9 To Change your Availability When you mark yourself unavailable calls are automatically sent to voicemail To change your availability e Access your callEverywhere web portal everywhere net and go to the Preferences Voice Options Tab e Under Call Forwarding click on the Disable option e If you only want to make some of the numbers unreachable you can go to Call Forwarding Enable go to the selection of the number or numbers you wish to make unavailable by clicking on the Do Not Disturb check box and save the changes To reverse your Un Availability status e Access your callEverywhere web portal www everywhere net and go to the Preferences Voice Options Tab e If you want to make all numbers available you can click on Call Forward Enable and save those settings To manage Pager Notification Options Unified Communications can inform you either of all messages or certain messages You can also change the time and days in which you wish to receive notification To change the notificati
8. you simultaneously or in sequence e We recommend that if you are placing your any number that has a voicemail component i e cell phone as one of the call forwarding numbers that you program such that no more than 3 rings This will ensure that messages are left on your callEverywhere account USING Unified Communications Every time you access your account you hear your Inbox Message Summary which includes the new and saved messages that are in your account Additionally Unified Communications service provides several menus and submenus to retrieve your messages and personalize its features Main Menu Options This menu is available immediately following your Inbox Message Summary after pressing 9 e Press 1 for New Voice Messages e Press 2 for Old Voice Messages e Press 3 for Sending a Message e Press to Make a Call e Press 0 to Manage Personal Options Managing Your Voice Messages via the Phone Unified Communications allows you to manage your voicemail from any phone you can listen to a message forward a message from the web portal or send a message to another callEverywhere subscriber When you access your voicemail service from any phone the Unified Communications will play new messages first followed by saved messages Additional Voice Message Options After listening to your message you may select from the following options before listening to the next message e Press 1 to Play the next message e Pr
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