Training for Installation & Setup/User Guide

Copyright © Blue-Wireless Pty Ltd 2005

SoftBX

MS Outlook™ SoftPhone & Operator

Training for

Installation & Setup/User Guide


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Outlook screen – SoftPhone installed

SoftPhone appears as a new folder in the Outlook Folder List & as a new toolbar menu


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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


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logon to existing profile

Click the drop down menu then select the server profile from the list then click ‘Log On’


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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)


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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


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toolbar menu – extension info panel

Click ‘SoftPhone’, then ‘Extension Info’ – the information panel shows the current connected status and basic settings


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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


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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


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toolbar menu – Log On 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.


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toolbar menu – TAPI Settings


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


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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.


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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


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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)


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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.


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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


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Click the drop down menu to access the missed calls list.



making calls – missed calls list

Blue ‘LED’ will flash if a call has been missed


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Click the drop down menu to access the calls taken list.



making calls – calls taken list


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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.


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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


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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


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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)


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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


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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


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Direct Dial Buttons

Click the orange arrow button next to the Direct Dial Button.

Enter the name and phone number and click OK to save

Click Direct Dial Button to call a number instantly

Documents

Training for Installation & Setup/User Guide