Upload
nicholas-roberts
View
219
Download
0
Tags:
Embed Size (px)
Citation preview
Copyright © Blue-Wireless Pty Ltd 2005
SoftBX
MS Outlook™ SoftPhone & Operator
Training for
Installation & Setup/User Guide
Copyright © Blue-Wireless Pty Ltd 2005
SoftBX
Outlook screen – SoftPhone installed
SoftPhone appears as a new folder in the Outlook Folder List & as a new toolbar menu
Copyright © Blue-Wireless Pty Ltd 2005
SoftBX
Click ‘SoftPhone’ on the toolbar, click ‘Log onto SoftBX server
Screen will be blank until logon is successful
Outlook SoftPhone – logging onto the SoftBX server or creating a new profile
Copyright © Blue-Wireless Pty Ltd 2005
SoftBX
logon to existing profile
Click the drop down menu then select the server profile from the list then click ‘Log On’
Copyright © Blue-Wireless Pty Ltd 2005
SoftBX
create a new logon profile Click the arrow button to extend the logon box, click the ‘Profiles’ button to open the ‘Define new profile’ window
This information must be available from the Administrator prior to creating a new logon profile:
Enter the Profile name, e.g. Sydney HQ, User Name, Password and the server address. If required, click the Compression box.
Click the ‘Add’ button to add the profile to the list of servers this client can log onto.
Click ‘Close’ to save.
Users can add profiles via the toolbar menu at any time after logon (assuming they have that privilege set by the Administrator)
Copyright © Blue-Wireless Pty Ltd 2005
SoftBX
Outlook SoftPhone screen once logged on
If a Phonebook has been previously imported then it will appear immediately – if not then this screen will be blank – white
Phone Book and Status Display tabs are now available
Instant Message ‘LED’ will flash if a message has been received. The counter will indicate the number of waiting messages
Copyright © Blue-Wireless Pty Ltd 2005
SoftBX
toolbar menu – extension info panel
Click ‘SoftPhone’, then ‘Extension Info’ – the information panel shows the current connected status and basic settings
Copyright © Blue-Wireless Pty Ltd 2005
SoftBX
toolbar menu – telephony settings
Click ‘SoftPhone’, ‘Options‘
select ‘Telephony Settings’
Select to ‘pop’ a Contact Entry box from Outlook Contacts during a new call
Select to open the Automatic Redial box if you terminate an unanswered call or if it is busy. Set the time you want to redial the call
Click to have the ring indicator via the PC sound card speakers
Click to have Outlook SoftPhone log off if your PC goes into standby or you ‘lock’ your PC
Copyright © Blue-Wireless Pty Ltd 2005
SoftBX
Click ‘SoftPhone’, ‘Options‘
select ‘Outlook Settings’
toolbar menu – Outlook Settings
Select to have information loaded from Outlook Contacts for each call (if available)
Click to have Outlook or SoftPhone (whichever view was last selected) ‘popup’ if it has been minimised or ‘sent to back’.
Select this option to create a journal record for each call made or received, and for uncompleted or failed calls.
Tick the ‘interactive’ box to give the user the option to save or reject a journal entry
Only English is available in this version
Copyright © Blue-Wireless Pty Ltd 2005
SoftBX
toolbar menu – Log On Options
Click ‘SoftPhone’, ‘Options‘
select ‘Log On Options’
This information must be available from the Administrator prior to creating a new logon profile:
Enter the Profile name, e.g. Sydney HQ, User Name, Password and the server address. If required, click the Compression box.
Click the ‘Add’ button to add the profile to the list of servers this client can log onto.
Click ‘Close’ to save.
Copyright © Blue-Wireless Pty Ltd 2005
SoftBX
toolbar menu – TAPI Settings
Click ‘SoftPhone’, ‘Options‘
select ‘Log On Options’
Set to hear a ‘beep’ when a second call is waiting
Set to enable the microphone to adjust itself according to the volume level of the user’s voice
Use when the PC sound card may be used for other purposes or the SoftPhone hand/headset is unplugged
This information is entered automatically when the user profile is setup and should not be edited here under normal conditions
Leave ticked for echo suppression on Internet calls
Copyright © Blue-Wireless Pty Ltd 2005
SoftBX
toolbar menu – TAPI Settings continued…
Click folder button to open file list of wave files for ‘hold’ music message
Click folder button to open file list for Ring indicator wave files
Select the audio device for ring indication: incoming calls will ring via the the selected device
Select the audio device for mixing: the selected device provides level/volume adjustments.
Select the audio device for playback: the selected device will be the telephone speaker.
Select the audio device for recording/microphone input: the selected device will be the telephone microphone.
Copyright © Blue-Wireless Pty Ltd 2005
SoftBX
Click ‘SoftPhone’, ‘Options‘
select ‘Phonebooks’
toolbar menu – importing Outlook Contacts
Click OK to save. SoftPhone may need to be ‘refreshed’ by clicking the Inbox and then ‘SoftPhone’ once more. The Contacts then appear in the Phone Book.
Select an active Phone Book & Click ‘Update’ from time to time if the Contacts become un-synchronised
Click ‘Adding On’ to open the Outlook file tree. Select the Contacts – import commences immediately. Or click ‘New’ to add another Contacts list
Copyright © Blue-Wireless Pty Ltd 2005
SoftBX
Status Display
Double click extension to call or enter extension or external number in the phone number field using PC keyboard or the dialpad then click orange ‘hello!’ button to call.
Dialled or received number appears in first caller position. Next caller will appear in second caller box
Extension number of this SoftPhone can be found in the toolbar SoftPhone menu
icons indicate user is:
Orange = logged on
Orange arrow = forwarded
Blue = in a call
Silver = logged off
Orange with blue dot = released in group (user can double-click on the released extension to ‘pick up’ the call)
Copyright © Blue-Wireless Pty Ltd 2005
SoftBX
Status Display – 2 calls in progress & handling the calls
First call answered with click on ‘hello!’ button. Click ‘hold’ button to place call on hold – caller will hear ‘please hold’ message. Click ‘unhold’ to return to the call or ‘bye-bye’ to release to another extension.
First or second call can be ‘drag and dropped’ onto another extension using the mouse (‘blind transfer’)
Second call answered. Conference together with own client or select another extension and click transfer to release the call and return to first caller
A new number will enable the Contacts button. Click to store a new Contact.
Copyright © Blue-Wireless Pty Ltd 2005
SoftBX
making calls – last dialed calls list
Click the drop down menu to access the last dialed calls list.
Date, time & number are displayed. Click to place the number in the dialing box.
Click ‘hello’ button to call the number
Copyright © Blue-Wireless Pty Ltd 2005
SoftBX
Click the drop down menu to access the missed calls list.
Date, time & number are displayed. Click to place the number in the dialing box.
Click ‘hello’ button to call the number
making calls – missed calls list
Blue ‘LED’ will flash if a call has been missed
Copyright © Blue-Wireless Pty Ltd 2005
SoftBX
Click the drop down menu to access the calls taken list.
Date, time & number are displayed. Click to place the number in the dialing box.
Click ‘hello’ button to call the number
making calls – calls taken list
Copyright © Blue-Wireless Pty Ltd 2005
SoftBX
SoftPhone Operator
‘exchange’ is logged on
New ‘Queued Calls List’ orange arrow button appears
Incoming calls ‘pop’ this menu. Calls can then be ‘click & dragged’ to an extension in the Status Display for ‘blind transfer’ or to a caller box for the Operator to handle.
At any time click orange arrow button and ‘Queued Calls List’ appears displaying time of arrival and CLID.
Copyright © Blue-Wireless Pty Ltd 2005
SoftBX
Right click Instant Message ‘LED’ if it is flashing and the menu will appear.
Instant Messaging
Click ‘Show message’ to display the last message
Click ‘Show list’ to see all messages
Click ‘message to sender’ to return a message to the most recent sender
Click ‘call sender’ to place the callers number in the dialing box then click ‘hello!’ to make the call
If a message is a ‘ticker’ (high priority) click to stop
Send Instant Message boxMessage listLast message
Copyright © Blue-Wireless Pty Ltd 2005
SoftBX
Send instant message
Click send
Click Urgent or normal to set priority. Urgent will send the message as a ‘ticker’ scrolling across the screen of the receiving party
Using the arrow buttons select one or more user entries to receive message – enter subject, then type a message
Message as a ‘ticker’ scrolling across the screen of the receiving party
Copyright © Blue-Wireless Pty Ltd 2005
SoftBX
Send instant message – from the status display
Right click the extension, click ‘send message’ to pop the ‘Send instant message’ box.
Click ‘request return call’ to send Instant Message: ‘please call me back’
Click Establish Call to call the extension (same as double click)
Copyright © Blue-Wireless Pty Ltd 2005
SoftBX
Forwarding
Click the ‘Call Forward’ button
Then enter the number and click ‘OK’
Once forwarded the arrow will change to orange and the ‘Call Forward’ button will appear in the ‘pressed on’ state
Copyright © Blue-Wireless Pty Ltd 2005
SoftBX
Voice Mail
Click the Voice Mail button to record an announcement. Click ‘Test’ to listen to the recording. Record again if necessary. Click OK to send the announcement message to the server
To enable Voice Mail the client must log off. When logged on next, the orange cassette icon is marked next to the users extension in the Status Display for others to see – the orange cassette icon is also enabled next to the ‘pressed state’ Voice Mail button
A stored Voice Mail is indicated by a flashing orange ‘LED’ and a counter. The date, time and extension number are also recorded.
Arrow buttons skip to the next message and to the last message.
Orange play button to play messages in order of arrival. Call back button will dial the stored caller’s number