Hosted Voice Training Standard CommPortal

1. Hosted Voice TrainingStandard CommPortal (Aastra)

2. Agenda • Customer Resource Center • How to Log In • Help Button • Dashboard • Messages & Calls • Contacts • Call Manager • Summary • Forwarding • Follow Me • Screening • Applications • Call Me Button • Settings • Security – e911 • Blocking • 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 settings icon (located at the top right corner) • Select Help

7. CommPortal – Dashboard • Dashboard: Provides a quick view of the most common functions • 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” button • 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. 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)

9. Messages & Calls • 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

10. Messages & Calls • Messages & 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 Deleted Messages 1 2 3 4

11. Contacts • This page allows you to manage your Contact List and Speed Dials. • It also displays your Extensions and Short Codes. • Standard Seats can store up to 250 contacts.

12. Contacts – Import Contact List 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 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.

13. Contacts – Speed Dials • Speed Dial - This is the short code 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.

14. 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.

15. 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.

16. 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. Inbound Call Handling • Ring your Phone • Send to Voicemail • Forward to another number • Find Me / Follow Me Call Manager allows you to define how your incoming calls are handled.

17. Call Manager – Call Forwarding When enabled, this service immediately forwards all calls you receive to an alternate destination. • Enter the number you want the call to forward to. • Click the Apply button.

18. Call Manager – Busy / No Answer • When the No Answer forwarding is enabled, incoming calls that you do not answer are forwarded to the alternate destination. • When the Busy forwarding is enabled, this service forwards calls to an alternate destination any time your line is busy. • You also have the ability to use the same call forward destination for both services

19. Call Manager – Selected Callers • When enabled, the Selected Callers forwarding immediately forwards calls from specific callers to an alternate destination. • Press the Edit List button to program your list of numbers that you want to use this feature. • Enter the number you want to forward the calls to in the Options section

20. Call Manager – Forwarding Destinations If you frequently forward your calls to certain numbers (for example your own home, work, or mobile number), configuring them as Forwarding Destinations makes your other services easier to use. • Enter the name of where you are forwarding the call in the Destination field. • Enter the number of where you are forwarding the call in the Number field. • Click the Add button.

21. Your Mobile Call Manager – Follow Me • 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. • To begin, Click Add Rule Home Phone Your Desk Phone

22. Call Manager – Follow Me • Destination to Ring - Choose either My Phone (Desk Phone) or Other. Note: If you choose Other enter the number you wish to ring • Choose the amount of time you want it to ring and the step you wish apply the rule to. • Enter a description • Hit OK to save. Each ring is approximately 5 seconds long

23. Call Manager – Follow Me Completed Follow Me Example • Rings Desk Phone for 15 seconds • Rings Home Phone and Cell Phone for 15 seconds. • Rings Desk Phone for 15 seconds. • If no phone is answered, call will left in the Desk Phones voicemail box. • Click Apply to save changes

24. Call Manager – Screening • Selective Rejection: When enabled, this service rejects calls from specific callers. Rejected callers hear an announcement telling them that you do not wish to take their call. You can enable or disable this service. • Anonymous Rejection: When enabled, this service rejects calls from callers who withhold their caller ID. Rejected callers hear an announcement telling them that you do not wish to take their call. You can enable or disable this service. • Priority Call: When this service is enabled, calls from specific callers ring your phone with a distinctive ringing signal. You can enable or disable this service.

25. 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.

26. Settings – Account – Emergency (e911) • 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.

27. 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.

28. Settings – Account Password • Account Password: Allows you to change your login password for the CommPortal. Note: Password must be alphanumeric and contain 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

29. Settings – Change Account Password • Enter Current Password • Enter New Password • Confirm New Password • Click Confirm to save changes

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

31. 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

32. 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.

33. Programming Phone Keys from the CommPortal To Enter Phone Programming Mode: • Go to Settings tab • Under Account sub tab • Click on Set Keys hyperlink

34. 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.

35. 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.

36. 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.)

37. Programming Phone Keys from the CommPortal • Some programming requires additional information to be added. • This example is for an Enhanced Monitored Extension. • You would need to enter the extension number you wish to monitor. • Enter an Label (Description to be displayed). Label could be the extension number or the persons name being monitored.

38. Programming Phone Keys from the CommPortal • Once you have completed you programming, click Save Changes. • The phones will update with the changes overnight or phone will need to be rebooted for changes to take place on phone.

39. Programming Phone Keys from the CommPortal Here is a brief description on what the functions do: • Speed Dial: adds speed dial (specify number) • Enhanced Speed Dial: Adds speed dial (specify number) (allows automatic transfer to speed dial number) • Speed Dial Conference: Conferences caller with tn on speed dial. • Do Not Disturb: Puts phone in do not disturb mode • Monitored Extensions: Adds Monitored Extension (You will need to specify Extension) • Enhanced Monitored Extension: Adds Enhanced Monitored Extension allows one button transfer to extension • Enhanced Call Park: Adds Enhanced Call Park (Need to specify Call park orbit) • 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: activates Call Park (you will need to use transfer with this option) • Retrieve Park Call: Retrieves Parked call (you will need to specify orbit) • Automatic Recall: Gives Last caller info and time called. Gives option to return the call by pressing 1 • Call List: Brings up call list • Directory: Brings up XML Directory • Services: no services available at this time • Voice Mail: Adds voice mail key • Last Caller Id Erasure: Erases last record of recent call you have made from the EarthLink switch • Trace Call: Traces last call received • Group Pickup: If phone is in call pick up group this will allow phone to pick up ringing call from extension in specified group • Directed Pickup: Picks up specified ringing extensions (You will need to add extension to retrieve) • Page: Adds Paging key to phone (separate Paging guide is available) • Automatic Call Distribution: Not a option at this time

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

41. Settings – Calls – Call Blocking Call Blocking: Allows you to restrict which types of calls can be dialed from your telephone. Note: By default, EarthLink blocks International calling. The Administrator must contact Customer Care to lift this restriction. x

42. Settings – Calls – Call Me Button Call Me Buttons: Ability to enable the Call Me button for use with email.

43. Settings – Messages – General Configure various aspects of your messaging service. • Allows you to change how many rings before a call will go to voicemail (1 ring = 5 seconds). • Sends voicemails (as .wav file) to your email. • Allows you to set up Voicemail to Email Notification. • Allows you to decide if you want to leave a copy of the voicemail in your voicemail box and/or just forward it to your email. • Allows you to add next action links in forwarded email.

44. Settings – Messages – General Allows the system to forward an attachment of a voicemail to an e-mail address. • Place a checkmark in the box next to Forward messages as emails. • Click on add an email address. • Enter e-mail address and click Add. • Click the Apply Button. Note: Message length is a maximum of three minutes 1 2 3 4

45. Settings – Messages • Skip Pin – If Skip PIN is enabled, then when accessing your mailbox from your own telephone you are not required to enter your PIN. • Fast Login – if enabled, when accessing your mailbox from your desk telephone, your phone number is recognized automatically and you only need to enter your PIN • Auto-Play – Messages automatically play when voice mail is accessed. • Voicemail Playback - When your messages are played, 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.

46. Settings – Messaging – Voicemail Greeting • Allows user to record a message using a microphone attached to PC. • Record multiple greetings including: personal greeting , extended absence or spoken name • Configure which greeting to play when a caller gets your voice mail

47. Settings – Notifications – MWI Specify if you want your Message Waiting Indicator light to flash when you receive a voicemail message.

48. Settings – Notifications – Email • The Email sub tab allows you to set the system to notify multiple email addresses when a voice mail message is left. • This is a notification only, there is no .wav file attachment sent with the message

49. Settings – Notifications – Outdial • This feature enables you to configure the voicemail system to call you whenever you receive a new message. • User can specify the number of attempts the system tries to reach you

50. Settings – Notifications – Override This feature allows you to override the Outdial notification for a day or multiple days.