Training for Installation & Setup/User Guide

1. Training for Installation & Setup/User Guide MS Outlook™ SoftPhone & Operator

2. Outlook screen – SoftPhone installed SoftPhone appears as a new folder in the Outlook Folder List & as a new toolbar menu

3. Outlook SoftPhone – logging onto the SoftBX server or creating a new profile Click ‘SoftPhone’ on the toolbar, click ‘Log onto SoftBX server Screen will be blank until logon is successful

4. logon to existing profile Click the drop down menu then select the server profile from the list then click ‘Log On’

5. 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)

6. Outlook SoftPhone screen once logged on Instant Message ‘LED’ will flash if a message has been received. The counter will indicate the number of waiting messages 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

7. toolbar menu – extension info panel Click ‘SoftPhone’, then ‘Extension Info’ – the information panel shows the current connected status and basic settings

8. toolbar menu – telephony settings 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 ‘SoftPhone’, ‘Options‘ select ‘Telephony Settings’ Select to ‘pop’ a Contact Entry box from Outlook Contacts during a new 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

9. toolbar menu – Outlook Settings Click ‘SoftPhone’, ‘Options‘ select ‘Outlook Settings’ 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 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’. Only English is available in this version

10. 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.

11. toolbar menu – TAPI Settings Click ‘SoftPhone’, ‘Options‘ select ‘Log On Options’ This information is entered automatically when the user profile is setup and should not be edited here under normal conditions 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 Leave ticked for echo suppression on Internet calls

12. 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 recording/microphone input: the selected device will be the telephone microphone. Select the audio device for playback: the selected device will be the telephone speaker. Select the audio device for mixing: the selected device provides level/volume adjustments. Select the audio device for ring indication: incoming calls will ring via the the selected device

13. toolbar menu – importing Outlook Contacts Click ‘SoftPhone’, ‘Options‘ select ‘Phonebooks’ Click ‘Adding On’ to open the Outlook file tree. Select the Contacts – import commences immediately. Or click ‘New’ to add another Contacts list Select an active Phone Book & Click ‘Update’ from time to time if the Contacts become un-synchronised 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.

14. Status Display 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) 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

15. Status Display – 2 calls in progress & handling the calls 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 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. A new number will enable the Contacts button. Click to store a new Contact.

16. 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

17. making calls – missed calls list Click the drop down menu to access the missed calls list. Blue ‘LED’ will flash if a call has been missed Date, time & number are displayed. Click to place the number in the dialing box. Click ‘hello’ button to call the number

18. making calls – calls taken list 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

19. 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.

20. 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 Right click Instant Message ‘LED’ if it is flashing and the menu will appear. Last message Message list Send Instant Message box

21. Send instant message 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 Click Urgent or normal to set priority. Urgent will send the message as a ‘ticker’ scrolling across the screen of the receiving party Click send

22. 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)

23. 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

24. Voice Mail 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 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 Orange play button to play messages in order of arrival. Call back button will dial the stored caller’s number 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.

25. 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