Hosted Voice Product Training Premium CommPortal

1. Hosted Voice Product TrainingPremium CommPortal (Aastra)

2. Agenda • Customer Resource Page • How to Log In • Help Button • Dashboard • My Mobile • Fused Mailbox • Messages & Calls • Contacts • Call Manager • Rules • Weekly Schedule • Special Days • Find Me / Follow Me • Applications • CommPortal Assistant • Call Me Button • Mobile Communicator • Settings • Security – e911 • Preferences • Messaging • Phones configuration • Contacts

3. Resource Center https://www.earthlinkbusiness.com/hostedvoice 1 2 3

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 help icon • (located at the top right corner) • Select Help

7. Call Button • Displays your office number as the caller ID when calling from any phone.

8. CommPortal – Dashboard • Dashboard: Provides a quick view of the most common functions • My Mobile: Configures Mobile Fuse • Messages & Calls: Provides call history, allows you to manage and listen to voicemails, and view your faxes. • Contacts: Provides a method for storing and retrieving contact details • Call Manager: Allows you 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 1 2 3 4 5 6 7 8

9. 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.

10. Fuse My Mailbox • 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

11. Messages & Calls • 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)

12. Messages & Calls • The Messages tab allows you to see and listen to voice mails messages • The Faxes tab allows you to 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

13. Messages & Calls 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

14. Contacts • 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

15. 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. • Select the Contacts tab. • Select Import at the bottom of the screen to launch the Import Contacts popup. • Use the Browse button to search for the file on your PC. • By default, the new contact details will replace existing ones if the names are the same. • Click Import. • For an example .CSV file format, first enter a contact manually. Then click Export All and a sample .csv will be generated. You can then use this as a template to add your Contacts.

16. Contacts – Speed Dials • 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.

17. Contacts – Extensions • 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.

18. Contacts – Short Codes • 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.

19. 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. Call Manager allows you to define how your incoming calls are handled.

20. Call Manager – Rules • Rules give you options for routing incoming calls. • Normal Calls • Rejected Calls • Screen Calls • Add New Set of Rules • Each Set of Rules have different options that you can configure via the Edit button.

21. Call Manager – Rules • Ring my phone (Default for Normal) • Forward to (allows forwarding to another number). • Send to voicemail (sends all calls to voicemail) • Reject the call(rejects all calls) • Ask the caller to say their name before I accept call • Ring more than one phone at the same time or in sequence • Ask the caller ti say their name before Ringing more than one phone at the same time or in sequence • Ring my phone (Default for Normal) • Forward to (allows forwarding to another number). • Send to voicemail (sends all calls to voicemail) • Reject the call (rejects all calls) (Default for Reject Calls) • Ask the caller to say their name before I accept call • Ring more than one phone at the same time or in sequence • Ask the caller ti say their name before Ringing more than one phone at the same time or in sequence • Screens… • An individual contact (select contact). • A group of contacts (select contacts). • Anyone on my contact list. • Anyone in my business group. • This group of numbers (numbers need to be specified) • Any anonymous number Normal Calls Reject Calls Screen Calls

22. Timing of Call Manager Rules • Configuration of Ring more than one phone at the same time or in sequence • 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 Your Mobile Home Phone Your Desk Phone

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

24. 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.

25. Call Manager – Rules • Click Apply to activate the changes

26. Applying Rules • 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

27. 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. • To Make Changes to the Hours: • Click on the Period you want to activate. • Using your mouse, click & drag over the day and time you want that period active. • Click Apply to save changes • In the above example the blue spaces would be the lunch time, Purple would be working hours. Green would be the weekend. The White spaces would be considered all other times. 2 1 3

28. Call Manager – Special Days Special Days allows you to define which days you will not be following your Normal work week schedule.

29. Applying the Weeky Schedule • Back on the Summary tab. • Place the radio button on Handle depending on the time or day. • Use the drop down boxesto configure which Rule is used during that particular period. • Click Apply to save changes. At all other times would be anything that is not colored in on the calendar and would be represented by a white space.

30. Applications (Apps) • 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.

31. Apps – CommPortal Assistant 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

32. CommPortal – Assistant 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)

33. 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. • Allows you to access IM and Presence. * To log on you will need your telephone number and your CommPortal password

34. Mobile Communicator for Mobile • 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

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

36. Settings – Emergency (e911) In the new window, complete the fields and click the Update Address button. IMPORTANT: Your address will be verified., so please enter a true physical address. Ensure to update this address whenever you change you physical location. It is also important Not to include special characters in the Name field.

37. Settings – Account Password • 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) • Call Services Pin: Allows you to change your PIN for Remote Call Services. (remote call forward for standard seats) Note: Password must be 4 numbers long. • Voicemail Pin: Allows you to change your PIN 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 1 2 3

38. Settings – Change Account 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)

39. Settings – Call Services PIN • Enter New PIN • Click Confirm Note: Password must be 4 numbers long.

40. Settings – 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

41. Settings – Account – Devices • 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.

42. Programming Phone Keys from the CommPortal • When you move your cursor over the button you wish to modify and a blue halo appears this button is able to be programmed. • If a red Halo appears that means that you cannot program this key.

43. Programming Phone Keys from the CommPortal • There are numerous functions that can be programmed to buttons on your phone. • The keys on the upper portion of the display (highlighted in orange) are the Top Keys. These keys do not change with different call Statuses. • The keys on the bottom portion of the display (highlighted in blue) are the Bottom Keys. These keys change when in call. When on a call, the assigned buttons move off screen and the More key will have to be pressed to access the programmed buttons.

44. Programming Phone Keys from the CommPortal To Program keys: • Click on the key you wish to program. • From the Dropdown list, choose the function you wish to program. • Fill out appropriate information • Click OK * By default Voicemail, Call List, Directory, and DND (do not disturb) are assigned by default. (These can be reassigned or moved.)

45. Programming Phone Keys from the CommPortal • When you are done programming, make sure you click Save Changes. • The phones will refresh automatically overnight or you can reboot the phone to make the changes

46. Programming Phone Keys from the CommPortal Here is a brief description on what the Bottom key functions do: • Automatic Callback: Do not use. Redial key works the same • Automatic Recall: Gives last caller info and time called. Gives option to return the call by pressing 1 • Call List:Brings up a list of inbound & outbound calls • Directed Pickup: Picks up specified ringing extensions (will ask you to add extension to retrieve) • Directory: Provides a listing of extensions within Business Group • Do Not Disturb: Calls will not ring phone. • Group Pickup: If phone is in call pick up group, this will allow phone to pick up ringing call from extension in a specified group • Intercom: Activates 2 way intercom feature. Must dial extension after pressing Intercom • Intercom (Specific number): Activates 2 way intercom to specified extension • Last Caller Id Erasure: Erases last record of recent calls you have made and received • Last Number Redial: Redials last number dialed • Persistent Paging Key: Bring up paging options ( Paging key automatically added when paging enabled) • Push to Talk: Bring up Push to Talk options ( PTT key automatically added when paging enabled) • Persistent Push to Talk: Bring up Push to Talk options ( Paging key automatically added when paging enabled) • New Call: Provides dial tone to make a phone call • Other services (XML Apps) (see - options) • dialed call lists: Brings up dialed call list • log out: Dissociates phone number from mac address in meta should only be used when hot desking is present • call lists: Brings up call list • Messages: Bring up VVX phone messaging center (allows for listing to VM messages on phone) • Contacts: Brings up XML Directory • Services: No services available at this time • Park Call: Allows you to Park a Call • Retrieve Parked Call: Retrieves parked call (asks for Orbit on phone screen) • Speed Dial: Adds speed dial (specify number) • Trace Call: Traces last call received

47. Aastra 6757i • The 6757i model has five programmable keys on the top and bottom. • The menus can be scrolled through by using the More key on the bottom right. • The top set of keys have two pages of programmable keys, while the bottom set of keys has four pages.

48. Aastra 6731i The 6731i has eight programmable keys (labeled via paper insert). Note: Voicemail, DND (do not disturb), and Directory are programmed by default.

49. Aastra 6739i The 6739i has eleven programmable keys on each screen and can be paged through by using the More key on the bottom right. • There are five available pages of keys that can be programmed. Note: DND (do not disturb) is programmed by default.

50. Settings – Calls – General • Outbound Calling: Ability to withhold caller ID when dialing out. • When receiving an inbound call: • Display caller name • Display caller number