InTouch User Guide
Contents
1. Mantis Bu InTouch 0000247 Phone numbers from Outlook Contacts wit Tue 29 03 20 20 KB E Jamie Wyatt amp as Is RSS Feeds fq lee inm RE SUPPORT QLG 983460 Documentation for code signing Tue 29 03 20 12 KB Lai Fu Yan D Search Folders A Netregistry Change of registrant name N Tue 29 03 20 7 KB v Woods My Outlook Data File 1 RE survey 4 Lee Davis AdvaTel Cindy Nguyen Max Vasilyev Tue 29 03 2011 11 49 AM 4 Michael Tery o QG E Lee Davis Phillip MaGrundle 4 Philip Wong Q e Thanks Lee E Mad Vishnyakov Allan Davis Best Regards S Cindy Anthony Michaud Antonina Morello Mail Boardroom From Lee Davis Cala Fraser em Sent Tuesday 29 March 2011 11 40 AM E 4 Calendar al E3 aa To Cindy Nguyen a iiL Contacts Subject RE survey X Feur Corin a v Glenn Fisher E Tasks A See more about Cindy Nguyen deen ee amp Ca 8 CENTE e 6 Items 2315 Unread 91 A Reminders 2 All folders are up to date E Connected to Microsoft Exchange O amp 100 y S s jeje ETT fe The lower panel is the Active Cals panel that only appears when cals are in progress Further detail at Call Popup Window The final lower panel is the Dial Box in which you can type in a number and click Dial InTouch wil alow the user to dial arbitrary phone numbers by means of a dial box and Dial button The user can enter numbers and2. The InTouch Panel can also be hidden Outlook 2007 amp 2010 only when the user requires additional space for Outlook or emails To hide the InTouch Panel click the X button in the top right corner of the InTouch Panel To Show the InTouch Panel press the Show button in InTouch ribbon Outlook 2010 or the InTouch tool bar Outlook 2007 Note the Show button is only available whilst the InTouch Panel is hidden At the top of the InTouch Panel is the Contacts and Missed Calls tabs Under the Contacts tab is the Add Contacts button that wil display the Add Contacts dialog detailed further in Add Contacts to InTouch To the right of the Add Contacts button is the search panel that allows the user to search all InTouch contacts detailed further in Searching Contacts with InTouch Below that is a Prime Contacts panel that is unique to each end user Prime Contacts are distinguished from the remaining InTouch contacts by means of a different background color White The next panel down is the main directory Blue that includes all other entries that are not in the Prime Contacts Note that if a user s Prime Contacts is extensive it may extend beyond the bottom of the user s screen and the remaining InTouch contacts may not be visible without scrolling 2011 AdvaTel Pty Ltd Displays 9 gie Inbox Mailbox Lee Davis Microsoft Outlook cog 8 Home Send Receive Fol
3. characters into the dial box Alphabetical characters wil be translated into their numerical equivalents as per standard telephone keypads detailed in the table below No other characters are valid and wil therefore not be accepted by the edit box Note once instaled the InTouch panel and toolbars are always present in Outlook as described throughout this document If a user wishes to remove InTouch from Outlook without uninstaling the product this can be achieved using Outlook s add in management faciity Refer to Outlook s help file for more information on enabling and disabling add in s 2011 AdvaTel Pty Ltd 10 InTouch User Guide 4 1 1 Hints Hints are available to users when they hover their mouse over InTouch GUI elements All hints are localized based on the language selected in the InTouch options InTouch Contact List Prime and or Directory contacts The Contact name and a summary of any presence available for that contact This display wil NOT be truncated Contact Entries phone numbers email The Entry This display wil NOT be addresses etc truncated Note Numbers displayed are the original raw numbers obtained from the directory not the number that will be dialled Missed calls List Contact Name Time Date Missed number The Contact name the time date of the missed call the number of the missed call and a summary of any presence available for that contact This display wil NOT be
4. truncated Individual presence indicators The presence for the given indictor Contact Entries phone numbers email The Entry This display wil NOT be addresses etc truncated 2011 AadvaTel Pty Ltd Displays Toolbars Contact Name The Contact name and a summary of any presence available for that contact Individual presence indicators The presence for the given indictor Drop down menu button Cal Instant The same text as is displayed on the menu Message etc button label Drop down items The same text as is displayed on the item label For example if a contact has a business phone number listed as 555 1234 then hint as well as the drop down item wil read Business 555 1234 Ribbon Tabs Outlook 2007 amp 2010 only Contact Name The Contact name and a summary of any presence available for that contact Individual presence indicators The presence for the given indictor Drop down menu button Cal Instant The same text as is displayed on the menu Message etc button label Drop down items The same text as is displayed on the item label For example if a contact has a business phone number listed as 555 1234 then hint as well as the drop down item wil read Business 555 1234 2011 AdvaTel Pty Ltd 12 InTouch User Guide Call Popup Call Popup buttons The action that the button wil perform Answer the call MSN Start an MSN IM C
5. On the Associate Contacts pop up click join Associate contacts It s useful to join contacts together when they are both for the same person Would you like to join the contact Scott AdvaTel together with the contact Scott Tyson and specify the name of this person Alias Firstname Scott Lastname Tyson Prime Contact V 2011 AdvaTel Pty Ltd InTouch Contacts 33 Step 3 The result is a merger of Skype entry Scott Tyson amp Yahoo Entry Scott AdvaTel Contacts Missed Calls 1 og scot Prime Contacts Scott Tyson w By default merged contacts are marked as Prime clear the Prime Contact checkbox to combine the contacts without making the merged contact Prime Combined contacts can be renamed or by right clicking on the contact and selecting Rename combined contact NOTE this wil only change the name of the combined contact InTouch wil not rename the individual original contacts Combined contacts can be split apart by right clicking on the contact and selecting Split combined contact this will separate all of the individual contacts Individual contacts that were marked Prime before they were combined wil remain as prime Likewise individual contacts that were not Prime wil remain non Prime At any time Status BLF Busy Lamp Field Presence indicators if available relating to the names displayed on the screen wil be visible to the InTouch user
6. 2011 AdvaTel Pty Ltd 34 InTouch User Guide 6 Presence Presence is divided into e BLF Busy Lamp Field information via the IP Office TAPI e Outlook Calendar mining e Skype related presence in InTouch e Yahoo related presence in InTouch e MSN related presence in InTouch e InTouch sending IP Office BLF Busy Lamp Field presence to Skype e InTouch sending IP Office BLF Busy Lamp Field presence to Yahoo e InTouch sending IP Office BLF Busy Lamp Field presence to MSN Note the IP Office BLF information is limited to call status and diversion details only Call details caller id caller name etc wil not be displayed to maintain privacy Likewise Outlook calendar availability is limited to busy status Busy or Out of Office and duration These presence indicators are automaticaly updated based on the relevant source They are not directly configurable by the user but reflect the information provided by the contact i e phone cals appointments Skype Yahoo amp MSN Status 2011 AdvaTel Pty Ltd Presence 35 6 1 BLF Busy Lamp Field information via the IP Office interface There are 4 telephony states displayed e Idle e Busy Ringing On a call and Call Waiting e Do Not Disturb e Call Forward e Information Unavailable Note The Information Unavailable state may be encountered at start up as the IP Office are being queried for their initial status or on soft phone lines where the soft phone is
7. Mailbox and or currently open personal and archive folders e Active Directory via Outlook Global Address Book provided by the Exchange Server e Other Outlook directories such as Public Folders e Skype contacts e Yahoo contacts e MSN contacts 2011 AdvaTel Pty Ltd z InTouch User Guide 5 1 Incorporation of Contacts InTouch Prime Contacts un Brendan Evans Oo 6 Cindy Nguyen Dmitry Nikitin G Blizabeth Donaldson 6 Glenn Fisher Q3 OG Jacqui Davis Jamie Wyatt Lai Fu Yan Lauren Woods Lee Davis Max Vasilyev Michael Teny Philip Wong Scott Tyson Mad Vishnyakov 2011 AdvaTel Pty Ltd InTouch Contacts 29 Incorporation of Contacts Contacts are added to this list via the Add Contacts dialog While the contacts are being loaded InTouch wil continualy update the InTouch contact list These contacts are then sorted in alphabetical order and the user manually eliminates duplicates via drag and drop Updates to contacts from other platform such as Skype Yahoo MSN or Outlook that are listed in InTouch wil automaticaly be reflected in InTouch as soon as the information is available e g Changes to Skype contacts are almost instantaneous while Outlook Global Address List contacts wil require a restart of InTouch before the changes are picked up As the next step the user can construct their personal Prime Contacts which
8. activated from a call screen pop By clicking on the call back button a user wil set a call back reminder in their Outlook calendar Call back reminders can also be scheduled at any time from any InTouch context menu or InTouch Toolbar for any contact that has one or more phone numbers The dialog for scheduling a call back reminder The dialog shows the Contact name and number for callback The time to call back as either an offset from now or a specific date and time An optional subject a reminder as to what you are calling this person about Call Back boj mE Contact Example Contact 0 0011 1 613 555 1234 Call Back In 5 Minutes 7 Call Back On Wednesday 30 March 2011 2 04 22 PM Subject sales brochures SchedueCall Cane jJ This reminder wil then be included in the Outlook Reminders popup window 3X 1 Reminder bo e RES Sj Scheduled call to Example Contact at 0 0011 1 613 555 1234 sales brochur Start time Tuesday 29 March 2011 2 34 PM Subject Due in 1 Scheduled call to Example Contact at 0 00111613 555 Now Dismiss All Openitem Dismiss Click Snooze to be reminded again in 2011 AdvaTel Pty Ltd InTouch User Guide Double clicking on the reminder will display the reminder as a normal Outlook appointment with the addition of the InTouch toolbar Outlook 2003 or Ribbon Outlook 2007 amp 2010 ill A Appo
9. automaticaly be reflected in InTouch when available E g the Outlook Global Address List does not support add modify delete notifications however a users Contacts folder does Editing a contact from the InTouch panel Any contact that has been sourced from an Outlook contact folder that the user has Write access to can be edited using the InTouch right click menu John Smith BCM Business 9 613 5551668 Outlook Schedule Call 9 613 5551668 Organize 8 Make this a prime contact Edit Contact Remove contact from InTouch Selecting the Edit item wil display the Outlook contact dialog When the User saves the changes InTouch wil automaticaly apply the changes to the contact within the InTouch panel as well as to the Contact in Outlook Removing contacts directly from the InTouch panel InTouch contacts can be removed directly from the right click menu Clicking the Remove item wil exclude from InTouch the individual contact or for a merged contact all the contacts that go to make up a merged contact The source contacts wil not be deleted from their original locations 2011 AdvaTel Pty Ltd InTouch Contacts 31 5 2 Searching Contacts with InTouch InTouch supports searching across any of the available IP Office Outlook Skype Yahoo and MSN fields To search for contacts enter the text you wish to search for and after a short approximately 1 second pause the search wil begin returning matching In
10. not running connected to the IP Office There are three Microsoft Outlook states displayed e Free e In a meeting Hover cursor to display meeting duration this features has special importance so users can make the best decision based on the extra level of information provided e Away Out Of Office Hover cursor to show return time date this reveals the time and date of the planned return Very useful for associates of people on leave or business trips 2011 AdvaTel Pty Ltd 36 InTouch User Guide The Outlook and IP Office Presence states are then combined into one indicator as follows Combined Icons Phone Presence Phone No Phone Unavailable Idle On a Call Forwarded No Calendar Information 7 amp 3 A ig T J Contact Entry Icons Free Meeting Phone Presence Phone Unavailable Idle On a Call Forwarded amp CO No Calendar Information Free Meeting Away Outlook f A Email 2011 AdvaTel Pty Ltd 6 2 Presence Outlook Calendar mining InTouch wil mine the calendars of those Prime Contacts who are sourced from the Microsoft Exchange Global Address List This information wil be updated every 5 minutes InTouch wil not mine the calendars of contacts who are not nominated as Prime Contacts This feature requires that the calendar of the contact to be mined has allowed Reviewer access to their calendar In Outlook from the user to be monitored Select Too
11. rows and concatenate these text lines to form a single text block The Email SMS Parameters editor allows for built in variables which should be entered inside curly brackets For Example contact number message text When an SMS email is composed the variable fields wil be replaced with the contact cell number and SMS text Template Free text can be added to the SMS template that wil be displayed by default when selecting the SMS option from a contact within InTouch This text can be appended and or deleted from within the SMS message dialog when creating and sending an SMS IMPORTANT The Preview box wil be updated as you change the Email SMS Parameters grid This way you can always see what you have configured and what will be sent to the SMS gateway IQ Enable IQ checkbox enable or disable the Inteligent Quickdial IQ feature within InTouch Enabled by default Options available enable the user to customize how InTouch IQ is to be invoked by a combination of key press and mouse click Key press options at least one key option is required e lt Ctrl gt e Alt e Shift Mouse click options e Left click single e Middk click single e Right click single e Left double click e Middle double click e Right double click Default setting Ctrl Right Click 2011 AadvaTel Pty Ltd Other Features 59 Intra Company Dialing Enable Intra Company dialing Enables or disabl
12. Add Contacts dialog accessed by clicking the Add Contacts button on the main InTouch window is use to add contacts to the main InTouch panel The Add Contacts dialog will present the user with a screen containing 4 major elements 1 A drop down list of Contact Directories a Local directory IP Office The default selection b External Directory IP Office c Each contact folder that has been made available for use as an Outlook Address Book By default there is only 1 folder but the user may add more There wil be an entry for each folder The entry wil be listed as Contact Folder Name Message Store Name e g Contacts Mailbox John Smith d The Global Address List e Skype Contacts if available f Yahoo Contacts if available g MSN Contacts if available 2 A search box that operates only on the currently selected Contact Directory 3 A grid display of the contacts from the Contact Directory This grid wil be similar in form to the Outlook Address Book listing the contacts details in rows of data These contacts wil include a check box at the very left hand side that indicates if that individual contact is included in the Contacts list checked included The user will NOT be able to dial email IM schedule a call back or perform other InTouch activities from these lists only mark these contacts for use in the Contacts list 4 New Contact To add new Outlook Contac
13. Call Instant Message Email SMS Schedule a call Forward To Clear Call Forward Do not Disturb Show Note The Show button wil only display when the InTouch panel is hidden Outlook 2007 only Outlook 2010 Jamie Wyatt Q A Call wy Instant Message ke Email ES Schedule a call d Forward To la a Do not Disturb InTouch The Toolbars wil display as much information and activities as are available for the contact associated with the currently selected item For email items this contact is the sender of the email InTouch attempts to find a matching InTouch contact based on a unique identifier assigned by Outlook or failing that the first InTouch contact with a matching email address For Outlook contacts it is the contact itself and any details of other contacts that might have been amalgamated with that Outlook contact For appointment items that were created by scheduling a calback using InTouch it is the contact that the callback was scheduled against 2011 AdvaTel Pty Ltd Displays 15 Compact Ribbon Outlook 2010 only Jamie Wyatt a ay Jamie Wyatt ay SY he E dv m ic g InTouch InTouch Compact Ribbon for Explorers Compact Ribbon for Inspectors The InTouch Ribbon can be changed from Full to Compact mode and vice versa by use of the lt contract or gt expand button within the InTouch Ribbon Compact mode removes the button labels within the InTo
14. Contents Table of Contents Part Introduction 3 aa M Yo TEE a CENE mm 3 Part Il Minimum Requirements 4 Part Ill First Run 6 Part IV Displays 7 T InFouch PANG orainn 1 AINEA AAA EAA AATA AAR ARAE E 8 aE E E E E E E ui IL A EE E 10 2 InTouch Tool Bar Ribbon Display cccceceeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeeseeeseeeseeeseeeeseeeeeesees 14 3 Context right click or popup menus ss ssssssssunnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn enhn nnn nn nnn 16 4 Call Popup Window eeeeeeee enne nn nnnnne nn nhia enn nh nan nnn sues nnns aa nnn nnne nn nn nnn 21 5 Add Contacts to InTouch ciii rule eicere iii lune n NNER EAKA NEN KEANNA AREAN NANN REA ENNER 23 Part V InTouch Contacts 27 1 Incorporation of Contacts eeeeeseseeeesseseee eene enne nnne nnne nnn annee nr nnne nn nn nnn 28 2 Searching Contacts with InTouch eeeesseeeeeeeeee esses nennen nennen nn nennu nnn nnne nn nnn 31 3 Amalgamation of duplicated contacts eeeeeeeeseeeeeeesee eene nennen nnne n nnn 32 Part VI Presence 34 1 BLF Busy Lamp Field information via the IP Office interface eere 35 2 Outlook Calendar mining eeeeeeeeeeeeee eese eene nennen nene nnnn nnn nh nane n nnn iae nnn hine nn nn nnn 37 3 Skype related presence in InTouch eeeeeeeeeeeeeeeeeen enne nennen nnne nnn nn
15. Outlok Address Book 1 Find the folder to add in the folder Ist 4 Mailbox Lee Davis 3 Inbox 90 CA Drafts 4 7 Sent Items 2 fs Deleted Items 244 al Calendar 83 Contacts a Journal Lg Junk E mail 83 More Contacts Z Outbox Ej RSS Feeds We Search Folders la Notes 8 Suggested Contacts d Sync Issues 1 Jj Tasks 4 My Outlook Data File 1 fa Deleted Items 3 Contacts J Search Folders Public Folders Lee Davis i 2011 AdvaTel Pty Ltd 5 InTouch User Guide 2 Right click and select Properties Or Click on the folder then navigate to the File menu and select Folder Properties for folder name 3 Select the Outlook Address Book tab Contacts Properties I General Home Page Outlook Address Book v Show this folder as an e mail Address Book Name of the address book Contacts 4 Check the Show this folder as an e mail Address Book and click OK The check box can be cleared if a folder is no longer wanted in the Address Book 2011 AdvaTel Pty Ltd
16. Touch contacts The fields searched are e Outlook o First Name o Last Name o Company Not displayed in contact details o Job Title Not displayed in contact details o Email Address 1 2 amp 3 o Phone Numbers Cel Phone 1 Business amp Business 2 Home amp Home 2 Assistant Company Car Primary e IP Office o Extension o Display Name e Skype o Skype Name o Office Phone o Mobile Phone e Yahoo o Sign In Name o Name e MSN o Sign In Name Email address o Name Note if a contact that is part of an amalgamated contact matches the search the entire amalgamated contact wil be returned not just the matching sub contact To cancel or clear a search you can either delete the text press the cancel button x or press ESC while the cursor is in the Search Box 2011 AdvaTel Pty Ltd 32 InTouch User Guide 5 3 Amalgamation of duplicated contacts When many contacts are listed from a number of sources it is likely that there wil be duplicated entries E g Nick may be in their Outlook Active Directory as well as a users Skype list This duplication can be amalgamated into a single entry by using drag and drop of one entry onto the other as outlined below E g Step 1 Search for the duplicated entry via the Search box and drag one entry to the other Contacts Missed Calls 1 22 scot Prime Contacts Scott Tyson Skype Name s tysonintouch Scott AdvaTel Q Yahoo ID staintouch Step 2
17. a meeting out of office InTouch will set the user s Yahoo messenger status to Busy Note If the Yahoo User sets their status to Offline Invisible then InTouch wil not update their Status in order to respect their privacy Note Because InTouchis accessing the users own calendar and pushing the information to the users own Yahoo contact Exchange based calendar permissions are of no influence 2011 AadvaTel Pty Ltd 65 MSNrelated presence in InTouch Should a MSN account who is represented in the current InTouch screen change their presence status then the relevant MSN icon wil be displayed in InTouch 6 5 1 InTouch sending IP Office BLF Busy Lamp Field presence to MSN When the phone is in use On Call Ringing Call Waiting or the Outlook calendar is set to away in a meeting out of office InTouch wil set the user s MSN messenger status to Busy Note If the MSN User sets their status to Offline then InTouch wil not update their Status in order to respect their privacy Note Because InTouch is accessing the users own calendar and pushing the information to the users own Skype contact Exchange based calendar permissions are of no influence When Skype or MSN are closed then InTouch wil continue to display the last observed contact details but wil no longer show a presence indicator for each Skype amp MSN contacts as appropriate When Skype or MSN come back on lne InTouch wil up date the relevant presence 2011 Adv
18. aTel Pty Ltd e InTouch User Guide 7 Other Features 7 1 Email InTouchdoes not in any way change the traditional use of Outlook email However it does add considerable new capability An InTouch user can highlight an email right click on it and choose from a list of options which wil appear The choices are providing the information is available e Call Phone the contact from a list of associated numbers e Instant Message Start an Instant Message chat with the contact using Skype Yahoo or MSN e Email Send an email to an address associated to the contact e Schedule a call this wil place a reminder in Outlook Calendar and a screen pop wil appear at the cal back time The cal back could be 5 10 15 30 minutes 1 hour or select alowing manual entry of the time date e SMS optional Send a text message to a number associated to the contact Alternatively these other forms of communication can also be achieved by highlighting the e mail and then selecting the required button on the tool bar 2011 AdvaTel Pty Ltd Other Features 43 7 2 Calendar items Appointments InTouch automatically interacts with Outlook Calendar in a number of ways e InTouch wil mine the Outlook Calendar of InTouch Prime contacts who are or include an Outlook Contact at 5 minute intervals e InTouch can be used to arrange for a scheduled reminder call which wil be placed in the user s calendar These call back reminders are
19. acts from the Global Address List The Outlook Address Book item is a container for the Contact folders and does not contain contacts itself and wil therefore not be listed The Public Folders item has not been observed to include any contacts and wil therefore not be included Contact folders stored within the Public Folders store can be included by the same means as adding a Contact Folder from the user s message store s as outlined in Appendix A 2011 AdvaTel Pty Ltd Displays 25 Configuration Initially the InTouch lst wil be completely empty InTouch wil not automatically include any contacts from any Contact Directory InTouch users wil add contact manually by way of the Add Contacts dialog reached by clicking the Add Contacts button on the main InTouch panel InTouch users wil add or remove individual contacts from the various Contact Directories by checking or clearing respectively the tick box to the left of the desired contact within the Add Contacts dialog Outlook users can add other folders to the Outlook Address Book Instructions to do so are listed in Appendix A This is an existing Outlook feature The IP Office directory wil be the default selected directory whenever the Add Contacts dialog is displayed Add contacts to InTouch xm Show contacts from the Global Address List x Check the contacts you wish to appear in the InTouch panel Carla Fraser Cindy Nguyen Correspon
20. all Hold Only available for connected cals Wil place the call on hold Will change to an Unhol button when the call is held Unhold Only available for held calls Unholds the given call Pressing the unhold key while there is another connected call wil place that call on hold before unholding this call Skype Only available If the contact has one or more Skype contacts associated and the user is running Skype The Skype button wil start text chat with the contact Yahoo Only available If the contact has one or more Yahoo contacts associated and the user is running Yahoo The Yahoo button will start text chat with the contact MSN Only available If the contact has one or more MSN contacts associated and the user is running MSN The MSN button wil start text chat with the contact SMS Only available If the contact has one or more Cellphone numbers associated The SMS button will start a new SMS message to the contact Email Only available if the contact has an email address associated with them Start a new email message to the first email address found for the contact Call back Only available if the contact has a phone number associated i e not available for an incoming call with Caller ID Blocked Wil allow the user to specify when to schedule the callback reminder and to enter a subject for the reminder 2011 AdvaTel Pty Ltd so InTouch User Guide 7 5 3 Call Window Errors Should any call handling fun
21. all prefix o Areas where Area code rules are required to dial numbers within the an area code The user will edit the phone number in situ similar to the following Scott Tyson e Skype Name s tysonintouch Yahoo ID staintouch oe Other 9 613 555 1234 These editable Dialed as fields wil only accept numbers and and spaces No attempt wil be made to allow the user to enter phonewords such as 555 CALL and convert it to 555 2255 2011 AdvaTel Pty Ltd 52 InTouch User Guide 7 7 7 8 Instant Message InTouch does not incorporate Instant Messaging functions directly within itself Instead users can initiate an instant messaging chat session using Skype Yahoo or MSN as appropriate by way of the InTouch context menus and or InTouch toolbars for contacts that have an associated Skype Yahoo or MSN account i e by right clicking on a Contact who has an associated Skype identity then selecting Chat lt Skype identity gt InTouch wil trigger a new Skype chat session using the Skype User Interface Likewise the same behavior applies to Yahoo contacts using the Yahoo User Interface and MSN contacts using the MSN User Interface SMS e SMS is achieved by sending an email to an SMS service provider SMS service settings are configured by the administrator as part of the pre configuration e Only available for contacts with cellphone numbers e Sent SMS messages wil appear in the Sent Items folder
22. ch resides on the Right hand side of any Outlook page this display consists of various sub displays that are automatically sized as required Sub displays are i The search panel i Contacts List comprised of in alphabetical order 1 The Prime Contacts at the top of the list as nominated by the user 2 The remaining contacts that a user has added from all available sources Microsoft Outlook IP Office Skype Yahoo amp Windows Live Messenger ii Missed Calls List iv Call pop ups 2 The tool bar display Microsoft Outlook 2003 amp 2007 or ribbon display Microsoft Outlook 2010 3 Context menus right click or popup e g unopened e mails Outlook Contacts InTouch cal back reminder appointments or cal screen pops 4 The Add Contacts dialog used to add contacts from the various contact sources to the InTouch panel 2011 AdvaTel Pty Ltd 3 InTouch User Guide 4 1 InTouch Panel The central visual focus for InTouchis the InTouch Panel that resides on the Right hand side of the user s Outlook page It is made up of a number of sub panes and remains on the Right hand side regardless of the Outlook page the user has displayed The InTouch Panel can be resized Outlook 2007 amp 2010 only to suit the individual user s available screen space or preference To adjust the size of the InTouch Panel place the mouse on the left hand boarder of the panel then click and drag the InTouch Panel to the desired size
23. ction fail a message may be displayed to the user The error message will include an interpretation of the TAPI error code Failure Scenarios are e User invoked Oo Oo Answer Hold Unhold Hang up Make Call e From toolbar o Set Call Forward o Clear Call Forward o Toggle Do not Disturb 2011 AadvaTel Pty Ltd Other Features 51 7 6 Editing the Phone Number Editing the Phone Number InTouch alows the user to edit the phone number dialing behavior to overcome o Configurations where Private dialing plan length which is equal to the PSTN digit length o Configurations where both intra company and regular local external dialing plan had 7 digits o Configuration with intra company of X digits but having an access code which is different depending on the routes required 8xxxx for PRI calls and 7xxxx for IP calls o Configurations where private dialing contacts have been entered in Outlook Address Books As an exampk where intra company length 7 and prefix 6 area code 613 and 613 is included for 10 digit dialing The user that enters a private dialing number 3937913 wil see 613 added by Outlook in front of 3937913 the InTouch user has to edit the InTouch contact to replace 9 613 393 7913 with 63937913 The InTouch user must manually change settings in Control Panel gt Phone and Modem Options for o Configurations where intra company dialing prefix is used for long distance calls instead of the external outgoing c
24. dence CS2K Support DHCP ServiceUser Dmitry Nikitin Dongle Movement Elizabeth Donaldson Select the contact you wish to add into InTouch InTouch wil analyze the selected contact and engage the Amalgamation Candidates wizard upon detecting the following conditions 1 The first or last names of the added contact match any of the existing InTouch contacts including contact entries 2 Any contact entry phone number email address etc match any of the existing InTouch contacts including contact entries 2011 AdvaTel Pty Ltd InTouch User Guide The wizard wil display all contacts which match the newly added contact in a list Amalgamation Candidates Select the contact that matches the newly added contact then press Combine You are then asked to to confirm the contact amalgamation Associate Contacts Enter the contacts First Name Last Name and Alias optional and select if the contact is to be a Prime Contact Press Join to confirm the contact amalgamation Or select Cancel to close the wizard if none of the recommended existing contacts match the newly added contact If InTouch does not detect a match then InTouch wil not engage the wizard at all Amalgamation candidates Glenn Fisher a Associate contacts The above entry you selected looks similar to some existing contacts that InTouch displays If this entry ioi somesas he cune person E e
25. der View a o 3 E u Xx CRepy CindyNguyen amp D m R3 Move to aa Move A Unread Read Find a Contact y e xd um k z sA Reply an d Call Instant Message Email EF Schedule a call j To Manager B Categorize il Address Book lew jew elete m E mail tems amp B Forward s Forward To 8 Do not Disturb 3 Team E mail BRUST W Followup Y Filter E mail New Delete Respond InTouch Quick Steps a Move Tags Find 4 Favorites lt InTouch Y X P Search Inbox Ctrl E p Inbox 91 3 Sent Items 2 1j zx D 9 From Subject Received Size Categories v 1 a Unread Mail 4971 Cindy Ngu RE survey question Tue 29 03 20 19 KB REM d G JOHN McP Reminder Steering and Curriculum Committee Meeting next w Tue 29 03 20 29 KB Contacts Missed calls IE S10 C Phillip Wo RE Voicemail number for PhoneEasy testing Tue 29 03 20 17 KB og M SPAM MSS Lj Phillip Wo FW Voicemail number for PhoneEasy testing Tue 29 03 20 18 KB m 4 Cindy Ngu FW survey question Tue 29 03 20 17 KB Prime Contacts 4 Mailbox Lee Davis A LeeDavis RE Tue 29 03 20 17 KB c i Brendan Evans o Go ID oan Cindy Nguyen 00n Sj Sent Items 2 E E muy tn a Deleted Items 246 Glenn Fisher RE two errors in issproc Tue 29 03 20 21 KB E Elizabeth Donaldson ta Junk E mail EA Glenn Fisher RE two errors in issproc Tue 29 03 20 22 KB Jacqui Davis 3 B Outbox
26. encompass those requirements of the prerequisite software listed in the previous section 2011 AdvaTel Pty Ltd 6 InTouch User Guide 3 First Run If no InTouch license is available InTouch wil run in trial mode for 7 days Any valid license that is available wil override the 7 day trial When running InTouch for the first time the user must select their extension from the list of available extensions G Telephone extension for InTouch Please provide your telephone number 601 Cancel _ If the Avaya TAPI2 driver is not configured correctly or the IP Office is unavailable InTouch wil not function Note If an extension is added to the IP Office whist InTouch is running it wil not be available for selection until the PC is restarted The InTouch panel wil initially be devoid of contacts allowing the user to pick exactly the contacts that he or she is interested in for day to day communication If the user is running Skype the user will be prompted by Skype to allow access Outlook exe to access Skype cJ Skype Useful tip mm OUTLOOK EXE wants to use Skype Allow access Deny access 2011 AdvaTel Pty Ltd First Run 4 Displays The core of InTouch is the displays that form the visible and user interaction aspects of the product The main displays are 1 The InTouch Panel a fixed with Outlook 2003 or variable width Outlook 2007 amp 2010 panel whi
27. es Intra Company Dialing for the user Intra Company number length Phone numbers with fewer digits than the specified length wil be dialled as an internal number while Phone numbers which match the specified length wil be dialled with the intra company prefix The Intra company phone number length must be larger than internal extensions Intra Company dialing Prefix Allows the user to specify Intra Company dialing Prefix which will be used for Intra Company Dialing By default e Phone numbers with fewer digits than the specified length wil be dialled as an internal number e Phone numbers which match the specified length wil be dialled with the intra company prefix e Phone numbers which exceed the specified length wil be passed to the Windows TAPI translation function to be prepared for dialing Basic configuration of TAPI can be done using the InTouch configuration wizard More complex dialing rules will need to be managed manually 2011 AdvaTel Pty Ltd e InTouch User Guide 7 11 Supported Languages InTouch supports the folowing languages e English United States e Dutch Netherlands e French France e German Germany e Italian Italy e Portuguese Portugal e Spanish Spain Language selection can be made at instalation or at any time from InTouch Options 2011 AdvaTel Pty Ltd Other Features 61 8 Appendix A Adding a contact folder to the Outlook Address Book To add a folder to the
28. ge or Chat to the callers associated Windows Live Messenger contact Yahoo Instant Message or Chat to the callers associated Yahoo contact Hold Places the caller on hold The button wil change to Unhold whilst the call is being held Call back Schedules a call back to the callers number Hang up Terminates the call 2011 AdvaTel Pty Ltd 22 InTouch User Guide If a button has more than one 1 selection available a drop down box will be show to all the user to specifically select the desired contact method If a button is grayed out then that option is not available or not associated with the call Moveable Call Popup Window When Outlook is not in focus e g you are viewing a webpage or document the call popup window wil float on top of the current active window The call pop window can then be moved anywhere onscreen by dick and hold on the mouse within the call information area top of the cal popup window then dragging the cal popup window to the desired location If the InTouch Panel size is reduced to not allow the full display of the call popup window the call popup window wil float into the bottom right corner of the screen The popup can then be dragged to any desired location The Call popup window wil return to the InTouch panel if the InTouch panel size is adjusted to a size that wil accommodate the popup 2011 AdvaTel Pty Ltd Displays 23 4 5 Add Contacts to InTouch The
29. hat Skype Start an Skype IM Chat Yahoo Start an Yahoo IM Chat Email Send an Email SMS Send an SMS Hold Place cal on Hold Call back Schedule a call back reminder Hang up Hang up this call All remaining Cal Popup areas The Contact name and a summary of any presence available for that contact InTouch Dial box Dial Box Enter a number you wish to dial here and click the adjacent Dial button Dial Button Dial the number in the adjacent text entry box 2011 AdvaTel Pty Ltd Displays 13 InTouch status bar My Presence indicators The status of the user if the service in online or the reason the service is offline if the service is Offline e g if InTouch were successfully connected to Skype the hint would be the Skype presence of the current user If the service was not online the hint will display Not Available Help Button InTouch Help About Button About InTouch 2011 AdvaTel Pty Ltd InTouch User Guide 4 2 InTouch Tool Bar Ribbon Display InTouch incorporates a number of Outlook toolbars Toolbars are visible on the main Mail Calendar amp Contact folder views and o For Office Outlook 2003 individual mail contact and calendar items o For Office Outlook 2007 amp 2010 mail reading view not composing new mail view Contact view appointment view not meeting view Outlook 2003 amp 2007 Wyatt CQ M
30. his phone number Missed Call Context Menu 608 IP Office ter Phone 608 Outlook Schedule Call Phone 608 Organize 3 Delete missed call Clear all missed calls Missed call context menus behave identicaly to the regular InTouch Contacts context menus previous page with the exception that there is a Delete missed call item at the bottom This action wil permanently remove that call from the missed calls ist 2011 AdvaTel Pty Ltd Displays 21 4 4 Call Popup Window Incoming and Outgoing cals made using InTouch or on the user s handset are represented at the bottom of the InTouch Panel by a small call popup InTouch has no internal limit to the number of call windows it can display however if more than 2 calls appear at the user s Set InTouch wil display a scroll bar alongside the call windows such that not more than 2 will be displayed on screen at once Note If a Pounce notification is in place then a maximum of 1 call wil be displayed The buttons on the call popup have the folowing functions Glenn Fisher 0 21 Email Skype MSN 7 Yahoo Call back Unhold 2 8672 0 14 Hold XA Callbek Hangup Email Launch a new email message to a selected email address associated with the SMS Send a short text message to the caller network dependant Answer Answers the incoming call Skype Instant Message or Chat to the callers associated Skype contact MSN Instant Messa
31. iciireeicoeaielielefnelceSRe eiii 52 CX M ARR 52 9 Missed Calls a E E a E EN 53 10 InTouch Options E NEE NE ARE ONE E 54 11 Supported Langu ges sa 2 cscs secede eecka see ranana La r aaa ikaenda aaaea ta raaa anika 60 Part VIII Appendix A Adding a contact folder to the Outlook Address Book 61 Index 0 2011 AdvaTel Pty Ltd Introduction 3 1 Introduction InTouchis an Outlook Add In user application which runs on the user s Windows based PC and integrates Outlook MSN Yahoo and Skype with Avaya IP Office Call Management and Control It enables the user to optimize communications by providing consolidated presence information and by presenting a variety of communication options such as voice email SMS and Instant Messaging IM InTouch offers direct one touch interaction between a user s telephony email calendar and IM bringing together the most popular forms of communications InTouch improves user productivity and simplifies communications This document details the work flows and features that are part of the InTouch application 1 1 Trademarks Microsoft Exchange Microsoft Outlook Net framework Windows Instaler Windows Live Messenger Windows XP Windows Vista amp Windows 7 associated trademarks are products of Microsoft Corporation Skype associated trademarks logos and the S symbol are trademarks of Skype Limited Yahoo amp Yahoo Messenger ass
32. intment Call Back Phone 0 0011 1 613 555 1234 InTouch Subject Location Start time Tue 29 03 2011 End time Tue 29 03 2011 In Shared Folder iid Scheduled call to Example Contact at 0 0011 1 613 555 1234 sales brochures Appointment Insert Example Contact x al Format Text Review 88 olv FEY Scheduling Assistant Save amp Delete Invite Options Tags Alternatives Close Attendees M M Actions Show Attendees Zoom Scheduled call to Example Contact at 0 0011 1 613 555 1234 sales brochures 2 34 PM C All day event 2 34 PM Calendar ce E s 09 The contact can be called from here or an alternate method of contact can be chosen based on any presence indicators that might be available 2011 AdvaTel Pty Ltd Other Features 45 7 3 Pounce To activate the Pounce feature Right Click on a contact in InTouch Panel who has Presence indicators in an unavailable state see below e g On the Phone and Select Pounce e Phone anything other than Idle e Outlook anything other than Free e MSN Anything other than Online e Skype anything other than Online or Skype Me e Yahoo Anything other than Online To Cancel a Pounce feature Right Click on a contact in InTouch Panel who has Presence indicators in an unavailable state e g On the Phone and Select Pounce again An active Pounce is indicated by displaying the contact as highlighted in the InTouch pa
33. is a subset of the names in a separate listing above the start of the main list These are listed first and available to the InTouchuser without the need to perform a search The Prime Contacts can be viewed from any Outlook page Moving InTouch contacts between the main directory and the Prime contacts is achieved by right clicking on the desired contact and selecting Make this a prime contact or Make this a normal contact Prime contacts are distinguished from the remaining InTouch contacts by way of their background color Other than Prime and normal contacts no contact grouping is available within InTouch Contacts Displays There are two forms of contact display colapsed and expanded By default all contacts are displayed in the collapsed form showing only the contact s name and any presence indicators they might have The expanded form can be displayed by clicking on the small button to the left of the contact name if the contact has InTouch displayable details e g telephone number s email address es IM address es If any one of the contact s details are two long to fit on the display it wil be truncated and an elipses mark placed on the end as seen below Philip MaGrundler Hu Email Phillip MaGrundle amp SoybeanSlater 2011 AdvaTel Pty Ltd o InTouch User Guide Note Modifications to Outlook Skype Yahoo and MSN contacts that have been included in the InTouch panel wil
34. ls then Options From the Preferences tab select Calendar Options Select Free Busy Options Select the Permissions tab Set the Default and Anonymous permission level as Reviewer Calendar Properties mem General Home Page AutoArchive Permissions Synchronization Name Permission Level Default Reviewer Anonymous Reviewer Add Remove Permissions Permission Level Reviewer hd Read Write None Create items Free Busy time E Create subfolders Free Busy time subject E Edit own location E Edit all Full Details l Other Free Busy Delete items Other None E Folder owner Own Folder contact All 7 Folder visible oc cancel Analy 2011 AdvaTel Pty Ltd 3 InTouch User Guide NOTE By default Outlook will only publish 2 months of Calendar free busy information In order for InTouch to correctly display the date of an appointment expiration beyond this time the published months will need to be extended In Outlook Select Tools then Options From the Preferences tab select Calendar Options Select Free Busy Options Select the Permissions tab Select Other Free Busy Change the Publish x month to the required value Free Busy Options mm Options Free busy information is used by people sending meeting requests to determine when you are available for meetings Publish 2 month s of Calendar free busy info
35. n nn nnn 39 InTouch sending IP Office BLF Busy Lamp Field presence to Skype cesses 39 4 Yahoo related presence in InTouch eeeeeeeeeeeee eene nennen nennen enhn nnne nennen 40 InTouch sending IP Office BLF Busy Lamp Field presence to Yahoo seen 40 5 MSN related presence in InTouch eeeeeseeeeeeesee eene nn nnne nnn nnn nn nnn 41 InTouch sending IP Office BLF Busy Lamp Field presence to MSN seen 41 Part VII Other Features 42 WW Eas cose HERE 42 2 Calendar items Appointments ceececeeeeeeeeeeeee ence ence ee eeeeeeeeeeeeeeeeeeseeeeeeeeeeesaeeseaeseeeseeeeeeesees 43 SB POUNCE jeccessnccisecdeescccasieccenccensttast scasvecassssceectuceeudask ccdwecctasdecvsccccasehs oreeeveqcctedtsvecacestecssemenecteness 45 4 Intelligent Quickdial IQ cceceeceee cece ence ee ee eee ee ee eee ee ee eee nese eeee nennen nennt nn nennt nn nnn 47 Let RMRE 48 L EL TIRE m 48 Call DAI Midrimee s 49 Call InDuM dplclPMeIEc E 50 6 Editing the Phone Number sssseeeeeeesee eene nn nnne nnnh nnns nnn sue nn nhan nnn n nnn nn nn nnn 51 2011 AdvaTel Pty Ltd InTouch User Guide Z Instant Message i ieeinneiieinreiieifellieaellieeizellltarenil
36. nel and with a tick next to the Pounce item in the Right Click Menu of the contact Jamie Wyatt c 0i The Pounce Feature wil be triggered when any of the Contacts presence indicators become available as below Phone Idle Outlook Calender Free Skype Available Y ahoo Available MSN Available When the Pounce is triggered the InTouch User wil be presented with the following screen x Lee Davis 3 gm Call v IM Y Snooze Y Email SMS Cancel Multiple Pounce Notifications appear as a single window with a drop down ist of all the contacts f Lee Davis g g aywinnit Lee Frye 1551 M Lee Davis Call IM Sno Email SMS Cancel 2011 AdvaTel Pty Ltd InTouch User Guide The Pounce window will display Presence indicators for the current contact along with Menu s that will alow the InTouch Users to communicate i e Cal IM Email amp SMS with the given contact The InTouch User wil have an option to Snooze the Pounce Notification for 5 10 15 or 30 minutes Cancel to cancel the currently selected Pounce Notification or Cancel All to cancel all the Pounce Notifications Note Pounces do not persist across Outlook Restarts 2011 AadvaTel Pty Ltd Other Features 7 4 Intelligent Quickdial IQ Inteligent Quickdial IQ allows you to select and dial almost any number displayed on screen e g webpage document PDF picture email signature etc via a combination of a button
37. nown about the caller E g phone number e mail address etc Double clicking on the missed number wil initiate a call to the number the cal was missed from Note Missed calls are only logged while InTouch is running Cals made by the user and calls answered by the user i e not missed are not logged 2011 AdvaTel Pty Ltd s InTouch User Guide 7 10 InTouch Options Outlook 2003 amp 2007 Tools gt Options gt InTouch Options Tab IP Office A Configures the parameters to use for IP Office operations Switch IP address 10 10 20 220 Extension 608 Set Forward Targets ig Set the options for Email SMS service Intelligent Quickdial IQ Enable IQ Ctrl Alt Right click Shift Intra Companv dialiing o emm am 2011 AdvaTel Pty Ltd Other Features 55 Outlook 2010 Fie Tab gt InTouch Options Or by clicking on the Show InTouch Options button in the bottom right corner of the InTouch Ribbon Home Tab Language English United States v IP Office a Configures the parameters to use for IP Office operations Switch IP address 10 10 20 220 Ederson Set Forward Targets EMAIL SMS ay Set the options for Email SMS service Advanced Options Intelligent Quickdial IQ 7 Enable IQ Ctrl F Ait E shit Intra Camnany diallina 2011 AdvaTel Pty Ltd s InTouch User Guide Language Allows
38. number gt item will have no effect EMAIL SMS Advanced Options 2011 AdvaTel Pty Ltd Other Features i SMS messages are sent using an SMS Email Gateway of your choice most SMS providers support SMS Email Gateways In order for the gateway to convert emails to SMS messages the emails must be composed using defined rules These rules are provided by your system administrator or SMS provider The Email SMS Parameters allow you to configure the rules supplied by your system administrator or SMS provider This is required so InTouch will compose and send SMS emails in the appropriate format Each Header Type To Subject or Body can be assigned fixed or variable text The editor will allow you to add multiple rows of the same Header Type This means that the editor will extract all Enable Email SMS Feature checkbox enables or disables the SMS option within InTouch 2011 AdvaTel Pty Ltd s InTouch User Guide Email SMS Parameters allows the user to configure the rules supplied by the system administrator or SMS provider This is required so InTouch wil compose and send SMS emails in the appropriate format Each Header Type To Subject or Body can be assigned fixed or variable text The editor wil allows the user to add multiple rows of the same Header Type This means that the editor will extract all text lines defined in the multiple grid
39. ociated trademarks and logos are trademarks of Yahoo Inc 2011 AdvaTel Pty Ltd InTouch User Guide 2 Minimum Requirements Operating system Windows XP Professional SP3 Windows Vista SP2 Business Ultimate or Enterprise 32 OR 64 bit Windows 7 Professional Ultimate or Enterprise 32 OR 64 bit Net framework Framework 3 5 Service Pack 1 available from the Microsoft website Microsoft Outlook 32 bit only 2003 2007 2010 Microsoft Exchange 2003 2007 2010 Skype optional 3 8 0 188 or later Windows Live Messenger optional 14 0 or later Y ahoo optional 10 0 or later Avaya IP Office Release 6 0 or later NOTE In order for the InTouchclient to work with TAPI correctly the InTouch client must always be associated to a registered and active phone 2011 AadvaTel Pty Ltd Minimum Requirements 5 Windows Installer Windows Installer 3 1 Hardware Recommendation in addition to the base Operating System requirements InTouch requires 1 GHz 32 bit x86 or 64 bit x64 processor 1 GB of system memory At least 20 MB of available hard drive space for installation and an additional 10 MB of available hard drive space for configuration and cached contact data Note the space requirement for configuration and cache wil vary dependent upon the number of contacts to be displayed A Network Connection 10Mb s minimum NOTE These hardware requirements
40. of your email client Note Some SMS service providers may reply with an email confirmation You or your system administrator will need to contact your SMS service provider if do not require this confirmation All SMS service providers have different features and functionality available please contact your SMS service provider for further information as to supported features Send SMS Message o ms Contact Cameron Murphy 1 636 555 3226 SMS Message 73 150 This is a reminder that you have a dentist appointment Tuesday at 11 00ard Cancel Send SMS 2011 AdvaTel Pty Ltd Other Features 53 7 9 Missed Calls InTouch x X Contacts Missed Calls 3 Og InTouch X Contacts Missed calls o2 At the top of the InTouch Panel there is a Missed Calls tab If there the user has missed any cals whist InTouch has been running then the tab wil be highlighted in an orange color and the number of missed calls wil be shown in the tab s caption E g Missed Calls 3 Clicking on the tab wil display a list of the missed calls including a time stamp and phone number if presented to the extension If a missed call is received from a number matching a contact the contacts details wil also be displayed The number of missed calls presented on the Missed Calls tab reflects the number of calls that have been missed since the user last viewed the Missed Calls list A right click on a missed call entry wil reveal other data k
41. ome 0 0011 1 705 555 4356 Cell 0 0011 1 705 555 9098 MSN Call example contact Chat example contact Outlook Email contact example com Schedule Call Cell 0 0011 1 705 555 9098 Schedule Call Phone 608 Schedule Call Business 0 0011 1 613 555 1234 Schedule Call Home 0 0011 1 705 555 4356 Skype Chat echo123 Business 16135551234 Home 17055554356 Cell 17055559098 Call echo123 Yahoo e Chat example contact Call example contact Organize cr Make this a normal contact Split combined contact Rename combined contact Edit Contact Remove contact from InTouch 2011 AdvaTel Pty Ltd Contact Entry context menu Each contact entry a phone number email address Skype or MSN identity can be right clicked upon This wil display a context menu with the only the actions applicable for that entry Skype Entry Cindy Nguyen Skype 8 Chat echol23 Call echo123 Yahoo Entry Cindy Nguyen Yahoo Chat example_contact Call example_contact MSN Entry Cindy Nguyen MSN amp Chat example_contact Call example_contact Email Entry Cindy Nguyen Outlook G Email contact example com 2011 AdvaTel Pty Ltd InTouch User Guide Phone Number Entry Cindy Nguyen IP Office a Business 0 0011 1 613 555 1234 Outlook Schedule Call Business 0 0011 1 613 555 1234 Skype B Business 16135551234 Organize E Edit this phone number Undo changes to t
42. press and mouse click The default combination is Ctrl and Right click However this can be customized within InTouch Options Example Contact contact example com ph 1 212 555 1234 w http 1 212 555 1234 e ag 00011 1212 555 1234 Dial Schedule Call Skype 2011 AdvaTel Pty Ltd InTouch User Guide 7 5 Calls 7 5 4 Making Calls To make a call you have a number of choices e Double click on the required number after expanding the Entry in your Prime Contacts e Enter the required number in the dial box and click on Dial button e Right click on an email and select the required phone number as displayed e Click Dial from a cal back reminder screen pop e Doa search and click on the required number after expanding the Entry e Scroll down the entries in the directory under the Prime Contacts and click on the required number after expanding the Entry Should an outgoing call fail the call popup wil automatically be dismissed when the call is terminated 2011 AdvaTel Pty Ltd Other Features 49 7 5 2 Call Window functions Answer Only available for incoming ringing cals Wil answer the call at the user s handset in speakerphone or a headset as appropriate Pressing the answer key while there is another connected call wil place that call on hold before answering this call Hang up Only available when the call is connected or an outgoing call has not yet been answered Wil hang up on the c
43. rmation on the server Update free busy information on the server every 15 minutes Internet Free Busy T Publish at my location Search location 2011 AdvaTel Pty Ltd 6 3 Skype related presence in InTouch Should a Skype account who is represented in the current InTouch screen change their presence status then the relevant Skype icon wil be displayed in InTouch Note that InTouch uses the Skype Icons as per version 4 of Skype 6 3 1 InTouch sending IP Office BLF Busy Lamp Field presence to Skype When the phone is in use On Call Ringing Call Waiting or the Outlook calendar is set to away in a meeting out of office InTouch wil set the user s Skype status to Do Not Disturb Note If the Skype User sets their status to Offline Invisible then InTouch wil not update their Status in order to respect their privacy Note Because InTouch is accessing the user s own calendar and pushing the information to the user s own Skype contact Exchange based calendar permissions are of no influence 2011 AdvaTel Pty Ltd InTouch User Guide 6 4 Yahoo related presence in InTouch Should a Yahoo account who is represented in the current InTouch screen change their presence status then the relevant Yahoo icon wil be displayed in InTouch 6 4 1 InTouch sending IP Office BLF Busy Lamp Field presence to Yahoo When the phone is in use On Call Ringing Call Waiting or the Outlook calendar is set to away in
44. t 2011 AdvaTel Pty Ltd om InTouch User Guide Contact Directories Contact Directories can be thought of as the individual folders where the contacts are sourced from Skype Yahoo IP Office and MSN only have 1 Contact Directory each but Outlook can have many 1 for each folder nominated as available for use in the Outlook Address Book and 1 for the Global Address List Skype Yahoo MSN amp TAPI Contact Directories Skype Yahoo MSN and TAPI will each have a single Contact Directory Outlook Contact Directories InTouch wil use the list of Address Book Providers provided by Outlook as the basis of the InTouch Contacts from Outlook By Default this list includes only the Global Address List and the user s Contact folder from their default store generally their Mailbox on the Exchange Server U Address Book Global Address List File Edit Tools Search Name only More columns Address Book Global Address List Lee Davis Iz Advanced Find Lee Davi on slob Name Title cts ocation Suggested Contacts JV 1 Adares yl dd m The image above displays Contact folders sourced from other Personal Folders in addition to the default Contacts from the Mailbox to illustrate that Outlook can support more than 2 Contact Directories The list also contains Al Contacts All Groups Al Users but these wil not be included as they just reproduce sub sets of the cont
45. text menus wil not display IP Office Outlook Calendar Skype Yahoo or MSN Presence Email Outlook Contact and Appointment Context Menus with InTouch sub menu inserted Copy Quick Print Email Reply Reply All E Schedule a call Forward Mark as Unread Categorize Follow Up Find Related Quick Steps Rules Move Ignore A d Junk x Delete The Email Outlook contact and Appointment context menu wil display an InTouch sub menu containing all the actions available for the contact based on the item that has been right clicked upon If there no actions available or no contact was abk to be found the InTouch item wil be disabled 2011 AdvaTel Pty Ltd The actions available fall into the folowing categories if no actions are available for a given category there will be no sub menu for that category Call All calls that are available via the IP Office Calls that can be made using Skype and voice chat sessions that can be started using Skype Yahoo and or MSN Instant Messaging start a chat session using Skype Yahoo or MSN as available Email start a blank email to selected email address SMS send a short message maximum 160 chars to an available number Schedule a call schedule a call to an available number 2011 AdvaTel Pty Ltd pow InTouch User Guide Contacts Context Menu Example Contact Pounce IP Office Phone 608 Business 0 0011 1 613 555 1234 H
46. the user to change the language of the InTouch Components The languages available are detailed in Supported Languages Section IP Office Switch IP Address Sets the IP Address of the IP Office Extension Sets the Directory Number that InTouch should use for call control Changes to this setting wil be effective when the user clicks OK and this setting is persistent across restarts of Outlook InTouch Set Forward Targets button Set Forward Targets Number 555 1234 sog Allows the user to configure names amp numbers for setting Call Forward using the Forward To button on the main InTouch toolbar The Names and Numbers configured here wil be listed in the Forward to menu of the main InTouch toolbar Users can add up to 49 forward targets An additional item is added to the end of the user configured forward targets Forward to other that alows the user to enter an arbitrary number There is no validation on the numbers entered in this list however numbers that do not appear to be extensions wil be translated to a diallable address prior to setting call forward i e the number wil be prefixed with the External Dial Digit Note any configuration on the IP Office for alowed disalowed call forward settings wil override these call forward actions E g if a user extension is configured such that setting call forward to external numbers is disallowed clicking on a Forward to lt external
47. uch ribbon leaving only the icons for each option Grayed out icons indicate that option is unavailable for the selected contact The menus on the toolbar or ribbon will show the following actions e Call All cals that are available via the IP Office Calls that can be made using Skype and voice chat sessions that can be started using Skype Yahoo and or MSN e Instant Messaging start a chat session using Skype Yahoo or MSN as available e Email start a blank email to selected email address e SMS send a short text message maximum 160 chars to any number network dependant e Schedule a call schedule a call to an available number e Forward To Forwarding your extension to another pre configured see InTouch Options or ad hoc number indicated on the Handset if successfuly activated e Clear Call Forward Clearing the Cal Forwarding that has been set to your extension indicated on the Handset if successfuly activated e Do not Disturb Setting do not disturb to your extension wil forward you calls to to Voicemail or another pre configured extension refer to you IP Office system administrator indicated on the Handset and Telephony presence status at the bottom of InTouch if successfuly activated 2011 AdvaTel Pty Ltd 16 InTouch User Guide 4 3 Context right click or popup menus In various parts of the InTouch operation the user can right click to display InTouch information and activities Note Con
48. xis ing It s useful to join contacts together when they are both for the same person contacts below we strongly s t you select that contact and press the Conan hika If not press Would you like to join the contact Glenn Fisher together with the contact Cancel Glenn Fisher and specify the name of this person Glenn Fisher Glenn Fisher Glenn Alias First name Glenn Last name Fisher Prime Contact Cancel Join Cancel Adding New contacts from InTouch for Outlook Contacts only Contacts can be added directly from InTouch Outlook Contacts only The user can select an Outlook contact folder excluding the Global Address List within the Add Contacts dialog and create a new contact in Outlook that will automatically be included into the InTouch contact lst Note If you decide to add a Outlook Contact using InTouch that already exists within an Outlook contacts folder excluding the Global Address List and you fill in the details and click save amp close Outlook will display a prompt to stating that the contact already exists and do you want to update the contact If you click yes the contact will be updated within Outlook BUT will not be added into InTouch You wil need to add the updated contact manually through the Add Contacts dialog 2011 AdvaTel Pty Ltd 5 InTouch Contacts InTouchusers can incorporate into one list contacts from e Outlook Contacts from the user s
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