basic seat user training - directlink · –forward your voicemail to email (.wav file) –send...
TRANSCRIPT
Basic Seat User Training
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
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
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
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…
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
"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…
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
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
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
Messages & Calls Tab
• Allows you to navigate through voicemail
• View all calls including:
– Missed
– Dialed
– Received
– Deleted
Jane Smith
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
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
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
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!
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
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
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
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
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
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
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
Settings/Messaging/Email
Jane Smith
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
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
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
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
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
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