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Hosted Voice Product Training Platinum CommPortal (Polycom)

Hosted Voice Product Training Platinum CommPortal (Polycom). Agenda. Call Manager Rules Weekly Schedule Special Days Find Me / Follow Me Applications CommPortal Assistant Call Me Button Mobile Communicator EarthLink Meeting Room Settings Security – 911 Preferences Messaging

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Hosted Voice Product Training Platinum CommPortal (Polycom)

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  1. Hosted Voice Product TrainingPlatinum CommPortal(Polycom)

  2. Agenda • Call Manager • Rules • Weekly Schedule • Special Days • Find Me / Follow Me • Applications • CommPortal Assistant • Call Me Button • Mobile Communicator • EarthLink Meeting Room • Settings • Security – 911 • Preferences • Messaging • Phones configuration • Contacts • Customer Resource Page • How to Log In • “Help” Button • Dashboard • My Mobile • Fused Mailbox • Messages & Calls • Contacts

  3. Resource Center www.earthlinkbusiness.com/hostedvoice

  4. Log In Open up a web browser Go to https://voip.elnk.us You will enter the following: Number – This is your 10 digit telephone number. Password– This is your CommPortal password.

  5. Logging In For The First Time • When you log into the Commportal for the first time, you will be prompted to change your Commportal password and voicemail pin. • You can use the default voicemail greeting or create a personal voicemail greeting. (This step is not required on initial login) Log in with 10 digit phone number & password (provided by Earthlink) (Different from voicemail pin) Click “Next” to begin

  6. Powerful “Help” Tool • For additional help, click on the “gear” icon (located at the top right corner) • Select “Help”

  7. Call Button EarthLink Platinum Seat • Initiate a call directly from the CommPortal • Displays your office number as the caller Id when calling from any phone.

  8. Start EarthLink Meeting Room Sessions from CommPortal EarthLink Platinum Seat • Click the “Start Meeting” Button to begin an unscheduled meeting • Meeting screen is launched after “Start Meeting” button is clicked

  9. CommPortal - Dashboard EarthLink Platinum Seat Dashboard : Provides a quick view of the most common functions My Mobile: Configures “Mobile Fuse” Messages & Calls : Provides call history Contacts : Provides a method for storing and retrieving contact details Call Manager : Allows customer to manage how incoming calls are handled Apps: Download “Call Me”, “Assistant” and Mobile Communicator Groups: Displays “Groups” the telephone number is part of (such as MLHG’s and MADN’s) Settings: Provides access to call service settings 6 2 4 5 1 3 8 5 4 1 3 2 6 7

  10. My Mobile • With the "My Mobile" service, you can: • Automatically recognize your Mobile when retrieving messages. • Share the same voicemail service for your desk and mobile phones.

  11. Select your mobile provider from the drop down menu and then click on the “view instructions” button. Follow simple steps to migrate your wireless voicemail service. Subscribers then benefit from the same applications on all their lines: Inbound Fax to PDF Smartphone, PC and web clients Fused Desk Phone -Cell Phone Mailbox EarthLink Platinum Seat EarthLink Platinum Seat

  12. Messages & Calls EarthLink Platinum Seat • The “Messages & Calls” tab allows you to: • Manage and listen to your voicemails • View your faxes • View details of your recent missed, dialed & received calls. • The export feature allows you to export your missed, dialed and received calls in a CSV format (Comma Separated Values)

  13. Messages & Calls EarthLink Platinum Seat • The “Messages” tab allows you to see and listen to voice mails messages • The “Faxes” tab allows you to see and view faxes sent to your unified fax number. * Unified fax is a subscription based service. If you are not subscribed, the Faxes tab will not appear EarthLink Platinum Seat

  14. Messages & Calls EarthLink Platinum Seat 3 4 5 Messages and Calls Tab also allows you to: • View the last 200 “Missed” calls • View the last 10 “Dialed” calls • View the last 200 “Received” calls • View Calls that have been “Rejected” • View “Deleted” messages 1 2

  15. Contacts EarthLink Platinum Seat • This page allows you to manage your Contact List and Speed Dials. • It also shows you your Extensions and Short Codes. • Premium Seat can store up to 1000 Contacts

  16. Contacts - Import Contacts • Importing Contacts • If you have contacts in a Outlook, Yahoo, Gmail or Hotmail email account, you can import these details into your Contacts list. • Sign in to your email application and save the contact details that you want to import into in a suitable file. • This file must use the Windows comma separated variable format (CSV) and contain a header line that describes the column contents for each contact. Make a note of the file's name and location. • 1: Select the “Contacts” tab. • 2: Select “Import” at the bottom of the screen to launch the • Import Contacts popup. • 3: Use the “Browse” button to search for the file on your PC. • 4: By default, the new contact details will replace existing • ones if the names are the same. • 5: Click “Import”. • For Example .CSV file format Enter a contact manually. Click Export All and a sample .csv will be generated. You can then use this as a template to add you Contacts. EarthLink Platinum Seat

  17. Contacts - Speed Dials EarthLink Platinum Seat • Speed Dial- This is the short number you will use when dialing from your phone. • Number - This is the full number that you wish to call when using this speed dial entry.

  18. Contacts - Extensions EarthLink Platinum Seat • The “Extensions” tab displays a list of the contacts within your business group. • This information is for viewing only and does not allow you edit the list.

  19. Contacts - Short Codes EarthLink Platinum Seat • “Short Codes” allow you to quickly dial common numbers that are set up by the Business Group Administrator. • This information is for viewing only and does not allow you edit the list.

  20. Call Manager Incoming Calls The summary tab provides a description of how calls you receive will be handled, taking into account the settings for all of your incoming call services and any interactions between them. • Ring your Phone • Send to Voicemail • Forward to another number • Use one of your “Set of Rules” • Use a different set of rules depending on time of day. EarthLink Platinum Seat Call Manager allows you to define how your incoming calls are handled.

  21. Call Manager - Rules • “Rules” give you options for routing incoming calls. • Normal Calls • Rejected Calls • Screen Calls • Add New Set of Rules EarthLink Platinum Seat • Each Set of Rules have different options that you can configure via the “Edit”button.

  22. Call Manager - Rules Normal Calls Reject Calls Screen Calls

  23. Your Mobile Timing of Call Manager Rules EarthLink Platinum Seat Home Phone Your Desk Phone • When enabled, this service redirects calls that you receive to one or more alternate destinations. • You may configure multiple destinations to ring sequentially, simultaneously or a combination of both. *Each ring last approximately five seconds

  24. Timing of Call Manager Rules • Add 1st phone to ring and determine the start and end time for phone to ring. • Click “Add”.

  25. Timing of Call Manager Rules • Add additional phone(s) to ring and determine the start and end time for phone(s)to ring. • Click “Finish” after determining all phones to ring.

  26. Call Manager - Rules EarthLink Platinum Seat • Click “Apply” to activate the changes

  27. Applying “Rules” EarthLink Platinum Seat • Click back on the “Summary” tab. • Place the radio button on “Use my …. Rules”. • Use the drop down boxes to configure which Rule you want to use • Click “Apply” to save changes

  28. Call Manager - Weekly Schedule • The Weekly Schedule tab allows you to configure your “Call Manager” based on what you do during specific hours of the day or days of the week. EarthLink Platinum Seat To Make Changes to the Hours: • Click on the Periodyou want to activate. • Using your mouse, click & drag over the day and time you want that period active. • Click “Apply” to save changes 2 1 3

  29. Call Manager - Special Days EarthLink Platinum Seat • “Special Days” allows you to define which days you will not be following your “Normal” work week schedule.

  30. Applying the Weekly Schedule EarthLink Platinum Seat • Back on the “Summary” tab. • Place the radio button on “Handle depending on the time or day”. • Use the drop down boxes to configure which Rule is used during that particular period. • Click “Apply” to save changes.

  31. Applications (Apps) EarthLink Platinum Seat • “Call Me”allows you to add a button to a website or email signature , allowing people to phone you by simply clicking on the button. • * Your account will be charged for the cost of the calls made using “Call Me” buttons.

  32. Apps – CommPortal / AssistantPC Soft Client Taskbar Icon • Lightweight application installed on subscriber’s PC • Downloaded from CommPortal • One-click access to key telephony features from taskbar • Instantly accessible, regardless of other applications currently in use • Features include: • Search contacts, with option to launch click-to-dial call • MS Outlook synchronization • Search corporate LDAP directory • Instant CommPortal launch • Control features such as Call Forwarding & Do Not Disturb • Control top level settings on Incoming Call Manager • Incoming VM/Fax message popup • Incoming call popup with call disposition

  33. CommPortal - Assistant EarthLink Platinum Seat Click the Windows hyperlink to start the download process Click on “Next” Follow the instructions provided by the Setup Wizard. * To log on you will need your telephone number and your CommPortal password and the CommPortal url (http://voip.elnk.us)

  34. Mobile Communicator for Desktop • Mobile Communicator is a desktop softphone that enables you to: • Make and receive audio calls. • Manage your contacts, including integrating • with Microsoft Outlook. • View presence information for your contacts. • Access your voicemails with a single click. • Schedule/Start/Join EarthLink Meeting Room Sessions EarthLink Platinum Seat * To log on you will need your telephone number and your CommPortal password

  35. Mobile Communicator for Desktopwith EarthLink Meeting Room • Click “Tools”. • Click “Options” • Click “Meetings” Gives you the ability to: • Join Options • Meeting Options • Download Outlook Plugin

  36. Mobile Communicator for Desktopwith EarthLink Meeting Room • Click “Tools”. • Click “Options” • Click “Audio” Gives you the ability to: - Adjust Microphone - Adjust In-Call Audio - Adjust Notification

  37. Mobile Communicator for Desktopwith EarthLink Meeting Room • Click “Tools”. • Click “Options” • Click “Video” Gives you the ability to: - Share your camera -

  38. Mobile Communicator for Desktopwith EarthLink Meeting Room • The following options are available from the Meetings Tab • View Upcoming Meetings • View Recorded Meetings • Create a Meeting • Schedule a Meeting • Join a Meeting

  39. Mobile Communicator for Desktopwith EarthLink Meeting Room • Create and Start an “Unscheduled” meeting from the Meetings Tab in Mobile Communicator • Invite IM Contacts and Start Meeting • Share Meeting URL • - Send Invite via Email • - Copy URL Meeting

  40. Mobile Communicator for Desktopwith EarthLink Meeting Room Schedule a Meeting from “Meetings” tab in Mobile Communicator Schedule a Meeting from “Home” tab in Microsoft Outlook (Mailbox or Calendar)

  41. Mobile Communicator for Mobile / Tablet EarthLink Platinum Seat • Mobile Communicator allows you to push and pull calls between your devices without hanging up, additionally offering voicemail features. • Make and receive calls as if using your desk phone. • Displays same Caller ID as if dialing from the desk phone. * To log on you will need your telephone number and your CommPortal password

  42. Settings – Account – Emergency (e911) EarthLink Platinum Seat • 911 Location: Allows the user to set the location for emergency 911 phone calls • Remember to follow this step every time your phone moves to a new address.

  43. Settings – Emergency (e911) • In the new window, complete the fields and click the “Update Address”button.

  44. Settings - Account Password EarthLink Platinum Seat • Account Password: Allows you to change your login password for the CommPortal. Note: Password must be alphanumeric andcontain at least one letter and one number. (8 to 20 characters)

  45. Settings - Account – Change Password Enter “Current Password” Enter “New Password” “Confirm New Password” Click “Confirm” to save changes Note: Password must be alphanumeric and contain at least one letter and one number (8 to 20 characters)

  46. Settings – Voicemail Pin EarthLink Platinum Seat • Voicemail Pin: Allows you to change your login password for Voicemail. Note: Password must be 6-20 numbers long with no numbers in a sequence. It also cannot be the number of the line or contain a part of the number

  47. Settings - Account – Change PIN • Enter “New PIN” • Click “Confirm” Note: Password must be 6-20 numbers long with no numbers in a sequence. It also cannot be the number of the line or contain a part of the number

  48. Settings - Account - Devices EarthLink Platinum Seat • “Devices” provides a link to the interface that you use to configure your desk phone. (ex. Add / Remove soft keys) • Clicking the link opens the interface in a separate window Note: Options for programming keys on your phone depend on the type of phone ordered. Please refer to phone specific training for details on button programming.

  49. Programming Phone Keys from the CommPortal There are numerous functions that can be programmed to buttons on your phone Click “Programmable Keys – Line” or “Programmable Keys – Bottom” to begin Programmable Keys - Line The keys to the left and right of the display are know as “line keys”. *Keys on screen for vvx 600 model Programmable Keys - Bottom The keys under the display are know as the “bottom keys”. *Keys on screen for vvx 600 model

  50. Programming Phone Keys from the CommPortal • To Program the “Line keys” • Select a” key” from the list. • * Line 1 is reserved for the phone number & should not be modified. • There are various “line keys” depending on the phone model. • VVX 310 – 6 buttons • VVX 410 – 12 button (pictured) • VVX 600 – 16 buttons

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