Basic Seat User Training - DirectLink · –Forward your voicemail to email (.wav file) –Send...

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Basic Seat User Training

Transcript of Basic Seat User Training - DirectLink · –Forward your voicemail to email (.wav file) –Send...

Page 1: Basic Seat User Training - DirectLink · –Forward your voicemail to email (.wav file) –Send voicemail arrival notifications to email –Change incoming call management options

Basic Seat User Training

Page 2: Basic Seat User Training - DirectLink · –Forward your voicemail to email (.wav file) –Send voicemail arrival notifications to email –Change incoming call management options

Welcome to VoiceConnect

• This training will help you get comfortable with your new VoiceConnect solution

• There are a vast number of features you can use with this new telephone system that will help you be more efficient in your day to day activities

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Getting Started!

• Canby Telcom has created a Getting Started guide to help you with the initial set up of your new solution

– Includes how to set up voicemail greetings

– Overview of some of the more frequently used functions of the "MyVoice" online web portal

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Resources

• Customer Information Site http://www.canbytel.com/VoiceConnect/ – There are a number of resources posted to this website

including telephone guides and "MyVoice" Training Guides

• "MyVoice" http://"MyVoice".canbytel.com – Online portal to manage your voicemail, contacts and call

features.

• Contact our Customer Care Center – 503.266.8111

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Components of VoiceConnect

• Telephone – There are several different types of telephone sets available with Voice

Connect – For specific information about your set see the Quick Reference Guide

provided to you at the time of installation

• Voicemail – Access voicemail from your telephone, email or remotely through

"MyVoice"

• "MyVoice" – An online web portal that allows you to:

• Access your voice mail • Forward your voicemail to email or send voicemail notifications to email • Change incoming call management options • Retrieve contact information • See Missed, Called and Received calls • Many other options…

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Voicemail

• First Time LOGIN (must be completed from the line that has voicemail assigned to it – your personal directory line)

– Press voicemail or dial *98 – You will be prompted to take the following actions:

• Record your greeting • Record your name • Change your PIN

– Must be between 4 and 10 digits long – Cannot be part of your telephone number – Cannot repeat a single digit more than two (2) times – Cannot be a sequence of numbers such as “34567”

• Accessing voicemail from outside the office: • Dial your telephone number • When you hear your greeting press the * button • You will be prompted for your PIN

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"MyVoice"

• "MyVoice" is an online portal that allows you to manage your communications from any place you have an Internet connection

• Allows you to take the following actions: – Access and listen to your voicemail – Forward your voicemail to email (.wav file) – Send voicemail arrival notifications to email – Change incoming call management options – Retrieve contact information – See missed, received, dialed and deleted calls – Many other options…

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Logging into "MyVoice"

• Go to http://MyVoice.canbytel.com

• You will be prompted for:

– Number

• This is your 10 digit personal telephone number(xxxxxxxxxx)

– Password

• This is the same as the PIN you use to login to voicemail

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Basics of "MyVoice"

Overview of Settings & Messages

Access & Change Call Services Settings

Manage How Incoming Calls

are Handled

Store & Retrieve

Contact Info

Messages & Call History

Jane Smith

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Dashboard Tab

• Most of your basic functionality sits right on the first page you see when you login

Access Voicemail

Missed Call Log

Call Settings for Incoming Calls

Contacts

Jane Smith

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Messages & Calls Tab

• Allows you to navigate through voicemail

• View all calls including:

– Missed

– Dialed

– Received

– Deleted

Jane Smith

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Contacts Tab

• Allows you to store contact information

• New contacts can be added manually or imported using a .csv text file

• Use the Export All function to create a .csv text file to use with other applications such as Outlook or Outlook Express

Jane Smith

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Actions with Contacts

Search for Contacts

Create new Contacts and Groups

Edit or Delete Contacts

Your administrator can set up extensions and short codes for you to

easily contact other users/departments within your

organization

Import or Export Contacts from other applications

Jane Smith

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Call Manager/Summary Tab

• Call Manager is a powerful tool included with Voice Connect – Allows you to control

how incoming calls are handled

– The summary tab will show you what settings are currently being applied to your calls

Jane Smith

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Call Manager/Forwarding Tab

Jane Smith

Forwarding destinations allows you to configure where your

forwarded calls route by name rather than number

Only calls that are not answered or get a busy signal will be

forwarded

All calls will automatically forward

to the number specified

NOTE: Changing forwarding options will override calls being sent to Voicemail until deactivated!

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Call Manager/Screening Tab

A checkmark indicates the service is active and all calls will automatically forward to

voicemail

NOTE: Activating DND within "MyVoice" will take effect immediately, however, if you have a telephone button mapped for DND the light will not appear TIP: If you activate DND from "MyVoice" you must also deactivate the feature from the "MyVoice" portal. If you activate DND from your telephone you must also deactivate the feature from your telephone

Jane Smith

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Settings Tab

Jane Smith • The Settings Tab provides access to: – Security

• Allows you to change your password and call services pin

– Preferences • Access to a number of settings

that you are unlikely to change frequently

– Messaging • Allows you to forward voicemail

to email

– Reminders • Configure your phone to ring at a

specified time (wake-up call)

– Phones • Provides a link to the interface

used to configure feature options on your desk phone

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Settings/Security Tab

Change your PIN, used for accessing voicemail from a

remote call forwarding number!

Change your password, used for both voicemail and "MyVoice" access!

NOTE: Passwords may be 4 to 10 numbers in length, cannot repeat more than two of the same numbers in a row

or use any portion of your telephone number

Jane Smith

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Settings/Preferences Tab

Determines how long the call will ring before going to voicemail.

Rings are incremented at 5 seconds per ring

Determines what you see when making and receiving calls

Jane Smith

Jane Smith

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Settings/Messaging/Settings Tab

Jane Smith

You can select to forward all your received voicemails to email. This

option delivers the message to your email inbox as a .wav file.

Smith

Jane

[email protected]

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Settings/Messaging/Mailbox Tab

Jane Smith

Setup steps required when logging into voicemail through your Telephone Set.

Allows you to skip having to enter a PIN (not recommended) or listening to

greetings

When your messages are played to you, you can choose whether you wish to hear the

message details (who the message is from and when it was left), the message itself, or both

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Settings/Messaging/MWI Tab

Allows you to set the Message

Waiting Indicator to be sent if the

message is only marked as urgent

Allows you to set the Message Waiting

Indicator to be sent for All Voicemail (recommended

default)

(503) 555-1111

NOTE: One or the other must be selected

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Settings/Messaging/Email

Jane Smith

[email protected]

Allows you to setup notification to one or multiple email addresses when you receive voicemail. This feature is different from the

Settings tab, as it is NOTIFICATION only.

NOTE: Only one option can be selected

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Settings/Messaging/Outdial

This feature enables you to configure the voicemail system to

notify you differently for a period of time. For example, while

you are on vacation, you might only want

to be notified of urgent messages and you might want to be notified in a different

way from normal.

Jane Smith

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Settings/Messaging/Greetings

Manage what greeting is played when callers reach your voicemail

Selecting the Edit Message box will

bring up the Greeting Recorder. If you have a microphone you can record your greetings here, otherwise you

can login to your voicemail via your

telephone to record your greetings

Record additional greetings to be used when callers reach voicemail

Jane Smith

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Settings/Reminders Tab

• Reminders allows you to send a voicemail reminder message to yourself

• Set the date and time when you would like to be notified, and record your message

• The message will be delivered to you at the date and time you assigned

• Use examples would include, Wake-Up Calls, Dr. Appt. reminders etc…

Jane Smith

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Settings/Phones

• The Phones Tab will allow you to modify some of the buttons on your telephone set

• When you select “Configure your phone” a pictorial image of your telephone will appear

• Scroll over the keys. Keys that turn blue can be modified

• Keys that are red are not accessible

Jane Smith

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Additional Help with "MyVoice"

The HELP section available on your "MyVoice" portal is context sensitive

and information provided is determined by the tab you are

viewing! Choose Help from the drop down “gear” icon located in the top right

corner of your "MyVoice" portal

Jane Smith