USER GUIDE Contact Directory

8x8 Virtual Office Contact Directory User Guide

December 2013

The Champion For Business Communications

USER GUIDE Contact Directory

Table of Contents Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3 Contact Card. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4 Contact Display Options. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5 Compact View. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5 Detailed View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6

Initiating Call or Chat. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7 Contact Management . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7 7 Create New Personal Contact. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8 Importing Contacts. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9 Enable Social Networking Tool. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10 Filtering Contacts. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10

Sorting and Grouping . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11 Sorting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11 Grouping. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11

Recents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12 Favorites . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12 Search . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13

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USER GUIDE Contact Directory

Introduction The Contact Directory is an online directory for users to view their contacts and see who is online and available. Information used by the Contact Directory is pulled from the User Profiles that are created and maintained by your phone system administrator in your system’s online Account Manager. Phone system administrators can exclude extensions and User Profiles from the Contact Directory using the management tools in the Account Manager. By default all extensions appear in the Contact Directory, and User Profiles that have not been assigned to an extension do not appear.

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USER GUIDE Contact Directory

Contact Card To see more information on a specific contact, hover anywhere on the row of a contact to display the Contact Card box. The row shading will turn blue. Contact information is grouped in the following sections: • Phone Numbers. • Email Addresses. • Addresses. Contact Card Tools: • Click the

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to favorite. Click

again to “unfavorite”.

• Click

to see communication history with contact.

• Click

to edit contact (option available only for personal contacts).

• Click

to delete contact (personal contacts only).

• Click

to create a copy of contact.

USER GUIDE Contact Directory

Contact Display Options Individual users can display contacts in the Compact View format or elect to display additional contact information by choosing the Detailed View format. By default, contacts are set to display in Compact View. • To switch display view options, hover on the down arrow and click either Compact View or Detailed View.

Compact View The following data is shown in Compact View: • Presence indicator

.

• Contact name. • Favorite

(if contact is identified as a favorite).

• Extension number (if contact is member of your corporate contact directory). • Contact source icon (8x8 system, Facebook, Google, Twitter, etc.).

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USER GUIDE Contact Directory

Detailed View In addition to the data shown in Compact View, the following additional data is available in Detailed View: Note: Phone System Administrators have the flexibility of determining what information is available in Detailed View by adjusting configuration settings in the system’s online Account Manager. • Contact’s profile picture. • Up to three of the following: –– Title. –– Department. –– Location. –– Customized fields made available by the phone system administrator. To choose which data to show in Detailed View, click the down arrow and select Customize. In the Customize Detailed View pop-up box select up to three items to display. By default Department and Title are set to display.

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USER GUIDE Contact Directory

Initiating Call or Chat Calls or chats to system users can be initiated from both the Contact Row and the Contact Card. • When hovering on the extension number, extension is underlined. Clicking the extension will initiate a call to that number. • In Detailed View, when hovering over extension number, Chat appears. Click chat to initiate a conversation.

Contact Management Hovering on

displays the Contact Management box. Use Contact Management to

create new contacts, import contacts, and filter contacts.

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USER GUIDE Contact Directory

Create New Personal Contact • Hover on the

and click Create New. (Note: personal contacts will only be saved at

the extension level and are not visible to other extensions/users on your phone system.) • Enter contact information. • If entering multiple phone numbers or email addresses for a single contact, use the checkbox to indicate which number or email address is the primary one. (By default the first phone number or email address listed will be checked as the primary. The primary information will display in the contact row (when applicable) and display first in the Contact Card.) • The

adds another line, the

deletes a line.

• Click Save when complete. Note: End users can not edit or delete data that is part of the global phone system.

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USER GUIDE Contact Directory

Importing Contacts Contacts can be imported from Microsoft Outlook Exchange servers and your personal social networking sites. Importing from Microsoft Outlook Exchange • Hover on

, click Import and then select Corporate or Personal Exchange.

• Enter credentials. • Click Ok. Once you have imported your contacts, Exchange Corporate or Exchange Personol will now appear in the Display Options section. To edit your credentials or to remove contacts from the Contact Directory, click the

next to the Exchange Corporate or Exchange Personol in

Display Options. Importing from Social Networks Virtual Office Online allows you to integrate Facebook and Twitter into your 8x8 Virtual Office experience.

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USER GUIDE Contact Directory

Enable Social Networking Tool To use social networking tools, your phone system administrator must enable this feature for your extension using your system’s online Account Manager. To import contacts from social networking sites: • Hover on

, click Import, and then select social network site.

Note: You only need to import your contacts once. Once you have imported contacts from a particular site, that site will no longer appear in the Import selection box, and the site will now appear in the Display Options section. • Enter credentials. • Click Ok. Once you have imported contacts, to edit your credentials or to remove contacts from the Contact Directory, click the

next to the social site in Display Options.

Notes: 1. Virtual Office Online can post status updates to your Facebook or Twitter account, it does not post status updates you made from Facebook or Twitter back to your Virtual Office account. 2. You can refresh your Facebook and Twitter activities by clicking on More or Show New Items.

Filtering Contacts To filter which contacts display in your Contact Directory: • Hover on

.

• Check box to display. Note: Unchecking a box only hides the contact from view. It does not remove the contact permanently from your Directory. To remove all contacts from an imported source, click the and select Remove Account. 10

USER GUIDE Contact Directory

Sorting and Grouping To sort and group contacts, click the down arrow next to All Contacts.

Sorting Contacts can be sorted: • Alphabetically by First or Last Name. • By Availability—Contacts from Virtual Office are sorted automatically in the following order of presence: –– Available. –– On a call. –– Busy. –– Do not disturb. –– Logged off. –– Invisible. –– No chat capability.

Grouping To group contacts check the Group Contacts box. You can determine grouping categories by checking and un-checking the boxes under Display Contacts located under

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.

USER GUIDE Contact Directory

Recents Clicking on the Recents tab displays the 20 most recent contacts.

Favorites Clicking on the Favorites tab displays the contacts an extension user has indicated as favorites (by clicking on the

). Favorites are also displayed based on alphabetical sort

setting in All Contacts. To favorite or “unfavorite” a contact, click the Card. • If a contact has been favorited, the • If a contact has not been favorited, the

is yellow. is grey.

• By default, contacts are in the “not favorite” mode.

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in the Contact

USER GUIDE Contact Directory

Search Click on the

Clicking on magnifying glass

switches the view to a search bar with a blank results

screen. • Position cursor in search box. • Type in the contact name or extension number you are searching for. –– Results will begin to appear as characters are typed in search box. Search results should narrow as more characters are typed in search box. • If there are no available results that match the search, you will receive a “No results found” message. • Search all contacts (including imported contacts). • Clicking X clears the search box and results.

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The Champion For Business Communications