User Guide Virtual Office Online User Guide V. 1.0
8x8 Virtual Office Online User Guide
Version 1.0, January 2010
User Guide Virtual Office Online User Guide V. 1.0
Table of Contents
Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3 System Requirements. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4 Virtual Office Online . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5 Login Procedure. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5 Set My Profile. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5 Make Calls. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8 Receive Calls. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11 Chat. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17 Manage Contacts. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19 Presence Management. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29 Voicemail. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32 My Inbox . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34 Media Library. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37
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User Guide Virtual Office Online User Guide V. 1.0
Introduction 8x8 Virtual Office Online is a web-based solution that allows you to manage your inbound and outbound calls, voicemails, call forwarding rules, one number access settings as well as chat with your colleagues, all from the convenience of your computer.
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User Guide Virtual Office Online User Guide V. 1.0
System Requirements Supported Operating Systems • Windows® XP and Vista • Mac OS 10.5.4 (Leopard®) or newer – (Java 5 - included) Supported Browsers • Internet Explorer® 7.0 or newer, Firefox® 2.0 or newer, Safari™ 3.0 or newer • Requirements: Flash 10+ and Java 6 Update 14+ Required ports Firewall ports to be open: • 80 TCP (http) • 443 TCP (https) • 1978 TCP (Host content sharing) VOIP • Requirements: headset with microphone System Requirements Windows XP: • Pentium 4 1.3 GHz / AMD Athlon XP 1500+ or newer • 512 MB of system memory Windows Vista: • Pentium 4 1.3 GHz / AMD Athlon XP 1500+ or newer • 1 GB of system memory Mac: • Mac OS® X 10.5 (Leopard®) or newer • Intel processor, 512 MB of RAM or better recommended Bandwidth Availability • Recommended: cable modem, DSL or better • Recommend minimum: 1.5 Mbps down / 384 kbps up Note: Performance varies widely depending on the content shared, content-sharing window size, and processing speed / memory of the computer hosting the content sharing.
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User Guide Virtual Office Online User Guide V. 1.0
Virtual Office Online Login Procedure To login to Virtual Office Online, go to http://virtualoffice.8x8.com. 1. In the Sign In box, enter your 8x8 login and password. Note: If you don’t know your login and password, you can retrieve it using the 8x8 tool at: https://myaccount.8x8.com/psc/myaccount/CUSTOMER/CRM/c/RB_SELF_SERVICE. RX_EMAIL_PSWD.GBL?Page=RX_EMAIL_LOGIN 2. Enter your password and click the Login button. 3. When prompted, click Allow to enable Adobe Flash Player (a required element for this application.) The Virtual Office Online dashboard will appear, with your name, number and extension displayed in the top right corner of the screen.
Set My Profile Name and Email These fields can only be edited by your system administrator. Existing Locations By default, your computer and desk phone locations are already set up in your Virtual Office Online account. Virtual Office Online allows you to set other locations so you can make calls from any location you choose. Note: To set an international number as your location, you need to be an 8x8 customer for a minimum of 6 months To:
Follow These Steps:
View your current locations.
1. Click on Settings. 2. Click on the My Profile tab.
Add more locations.
1. Click on Settings. 2. Click on the My Profile tab. 3. Under Existing Locations, click + Add Item. 4. Enter the name and number of the destination you are adding. 5. Click Save.
Delete added locations.
1. Click the X button next to the location you want to delete. 2. Click Save.
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User Guide Virtual Office Online User Guide V. 1.0
Caller ID Profile 8x8 Virtual Office Online allows you to display your name and/or number when making calls. You can also block your outbound caller ID. To set up your Caller ID profile: 1. Click on Settings. 2. Click on the My Profile tab. To:
Follow These Steps:
Block your outgoing
1. Use the arrows next
Caller ID.
Notes:
to Caller ID to select None. 2. Click Save.
Add more locations.
1. Use the arrows next to Caller ID to select a
If you do not want to display a number, select None.
number. 2. Click Save. Delete added locations.
1. Use the entry boxes next First Name and Last Name to Caller ID to enter
cannot be left blank. But
your First Name and/or
to turn off Caller ID, select
Last Name.
None in the drop down
2. Click Save.
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menu next to Caller ID.
User Guide Virtual Office Online User Guide V. 1.0
Change Password 8x8 users can easily change their login passwords for Virtual Office Online by following these steps: 1. Click on Settings. 2. Click on the My Profile tab. 3. Under Change Password, click on the Click to Change link. 1. When the Change Password dialog box opens: a. Enter your current password. b. Enter your new password. c. Re-enter your new password. d. Click Submit.
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User Guide Virtual Office Online User Guide V. 1.0
Make Calls Virtual Office Online lets you make outbound calls from both your computer and your desk phone.
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User Guide Virtual Office Online User Guide V. 1.0
Dial out from your Computer Using your computer to place VoIP calls from your 8x8 extension is easy with Virtual Office Online. Note: For an optimal audio experience on Virtual Office Online, please use a computer headset that includes a microphone. Go to I’m Calling From at the top of the screen and select PC. To:
Follow These Steps:
Dial a number or extension.
1. Click on Call at the top left side of the Virtual Office screen. 2. Enter the number or extension in the Call box. 3. Click the Call button.
Dial by name.
1. Begin typing the person’s name in the Call box. 2. If the name is in one of your contact lists or directories, the system will auto-fill it for you. 3. Click the Call button.
Click any number listed in Search Results, Recent Contacts, My Contacts, Corporate Directory,
1. Click on the contact tab. 2. Click any number listed. 3. The Active Call panel will automatically launch.
Outlook Contacts or Outlook Directory.
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Converse with the call
Use your computer headset or to converse with the
recipient.
recipient when your call is answered.
Disconnect the call.
Click the Disconnect button in the Active Call panel.
User Guide Virtual Office Online User Guide V. 1.0
Dial Out from your Desk Phone If you prefer to use your desk phone during calls, you can dial out from Virtual Office Online and then use your desk phone to speak with the call recipient. This feature combines the cost savings of VoIP calls with the convenience of a traditional handset. Go to I’m Calling From at the top of the screen and select Desk Phone. To:
Follow These Steps:
Dial any number or extension.
1. Enter the number or extension in the Call box. 2. Click the Call button.
Dial by name.
1. Begin typing the person’s name in the Call box. 2. If the name is in one of your contact lists or directories, the system will auto-fill it for you. 3. Click the Call button.
Click to call any number listed in Search Results, Recent Contacts, My Contacts, Corporate Directory,
1. Click on any of the contact tab. 2. Click to call any number listed. 3. The Active Call panel will automatically launch.
Outlook Contacts or Outlook Directory. Converse with the call
Pick up your desk phone handset to speak with the
recipient.
recipient when the call is answered.
Disconnect the call.
Hang up your handset; or Click the Disconnect button in the Active Call panel.
Dial Out from Other Locations You can also choose to dial out from other locations. Virtual Office Online will place a call to your location first at 8x8’s cost-effective long-distance and international rates, and then connect you to your call destination. This feature allows you to reduce high calling costs when traveling. 1. Go to I’m Calling From at the top of the screen. 2. Select any other locations you have entered.
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User Guide Virtual Office Online User Guide V. 1.0
Receive Calls Manage Incoming Calls Virtual Office Online lets you use your computer to Accept, Hold, Ignore, and Send to Voicemail incoming calls to your 8x8 extension. When an incoming call is received, the Active Call panel automatically launches. To:
Click:
Answer the call.
Accept and begin speaking
Notes:
to the caller. Place the other party
Hold. To take the call off
The other party will hear
on hold.
hold, click Resume.
music until you resume the call.
Stop the ring tone and hide
Ignore.
the Active Call panel.
The caller will continue to hear ringing until the call is answered by voicemail.
Send the call directly to
Send to Vmail.
voicemail so the caller can
hear your voicemail greeting.
leave a message. View missed calls.
Inbox and view all missed calls under All or Calls.
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The caller will immediately
User Guide Virtual Office Online User Guide V. 1.0
Manage Active Calls Once you click Accept to answer an incoming call, the Active Call panel changes to give you additional call-management options. To:
Click:
Notes:
Transfer the call.
Transfer and enter the
When you begin entering a
number or name of the
name, a drop-down menu
person to whom you are
automatically appears with a
transferring the call or
list of your contacts.
transfer the call to voicemail. Put the call on hold.
Hold. To take the call off
The other party will hear
hold, click Resume.
music until you resume the call.
Record the call.
Record. See the Call
Available only for Virtual
Recording section for how
Office Pro customers.
to retrieve these recordings.
Call Recording must be enabled.
Disconnect the call.
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Disconnect.
User Guide Virtual Office Online User Guide V. 1.0
Set Call Handling Rules Virtual Office Online lets you set your own rules for handling incoming calls using the Call Waiting, Do Not Disturb, Call Forwarding and ONA features. To access these features: 1. Click on Settings at the top left side of the Virtual Office Online screen. 2. Click on the My Rules tab.
To:
Click:
Enable or disable
1. Click On/Off.
Call Waiting.
2. Click Save.
Enable or disable Do Not
1. Click On/Off.
Disturb (DND).
2. Click Save.
Send your calls to voicemail:
1. Select Always ring my
• When you are on another call • When your network is down; and/or • When you don’t answer the phone in XX seconds
You can enter the number
desk phone.
of seconds after which
2. Select send to
your calls will be sent to
voicemail next to: • When I am on a call • When my network is down; and/or • When I do not answer for XX seconds 3. Click Save.
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Notes:
voicemail. The default is 15 seconds.
User Guide Virtual Office Online User Guide V. 1.0
To:
Click:
Notes:
Always forward calls.
1. Use the arrows to select:
All calls will be forwarded
• Send to voicemail
to the selected destination
• Use one number access
without ringing first. This
rule overrides the other call • Forward to auto attendant routing rules below it. • Forward to external phone 2. Click Save.
If you select One Number Access, see the following section. If you select Forward to external phone, enter a number in the box provided.
Forward calls when I am on a call.
1. Select Always ring my desk phone.
If you select One Number Access, see the following
2. Use the arrows to select:
section.
• Reject call
If you select Forward to
• Send to voicemail
external phone, enter a
• Use one number access
number in the box provided.
• Forward to auto attendant • Forward to external phone 3. Click Save. Forward calls when my network is down.
1. Select Always ring my desk phone. 2. Use the arrows to select: • Reject call • Send to voicemail • Use one number access • Forward to auto attendant • Forward to external phone 3. Click Save.
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If you select Forward to external phone, enter a number in the box provided.
User Guide Virtual Office Online User Guide V. 1.0
To:
Click:
Notes:
Forward calls when I do not
1. Enter the number of
The default number of
answer for XX seconds.
seconds in the box provided. 2. Use the arrows to select: • Reject call
seconds is 15. If you select Forward to external phone, enter a number in the box provided.
• Send to voicemail • Use one number access • Forward to auto attendant • Forward to external phone 3. Click Save. One Number Access This feature allows callers to find you at various destinations by dialing just one number. To set your rules for this feature: 1. Click on Settings at the top left side of the Virtual Office Online screen. 2. Click on the My Rules tab.
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User Guide Virtual Office Online User Guide V. 1.0
To:
Click:
Notes:
Enable One Number Access.
1. Go to Call Forwarding.
This feature is not enabled
2. Use the arrows to select
until you select One Number
One Number Access for at least one of the
Access in one of the call forwarding rules.
four Call Forwarding rules. Ring sequentially or
Use the arrows next to One
You can ring your ONA
simultaneously.
Number Access to select:
numbers sequentially
• Sequentially, or
Enable / Disable Call Screening.
according to priority or ring all your ONA numbers
• Simultaneously
simultaneously.
1. Select/deselect the
This feature prompts callers
check box. 2. Click Save.
to say their names prior to being connected to you. When you pick up the phone, the caller’s name is announced so you can decide whether to answer the call.
Enter a destination number.
1. Use arrows in the phone label box to select Home, Work, Mobile, Pager or Other. 2. Enter the number in the entry box provided. 3. Check Password
numbers is 4. If you check Password Required, you must enter your voicemail password to answer the call. This feature is useful if you
Required if you want to
want to password-protect
secure a destination.
calls forwarded to other
4. Enter the number of seconds the system will ring this destination before forwarding to
destinations. Default ring time is 15 seconds.
the next destination or
Tip: set your ring time short
voicemail.
enough so that your ONA
5. Click Save.
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Maximum number of ONA
destination voicemail does not pick up the call.
User Guide Virtual Office Online User Guide V. 1.0
To:
Click:
Notes:
Add a destination.
1. Click + Add
Up to 4 destinations can
Destination to open
be added.
another entry panel. 2. Enter the destination type, number, password requirement and ring time. 3. Click Save. Delete a destination.
1. Click the X that appears next to the destination phone number. 2. Click Save.
Change the order of destinations.
1. Drag-and-drop the destinations into the order you want. 2. Click Save.
Chat 8x8 Virtual Office Online provides easy chat access to your contacts. Your chat history can also be reviewed easily and archived indefinitely.
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User Guide Virtual Office Online User Guide V. 1.0
To:
Click:
Notes:
Read an unread chat
1. Login to 8x8 Virtual
You can leave chat
message.
Office Online. 2. In the home panel, see whether you have any unread chat messages. 3. Click on the messages to view them.
Chat.
messages for Virtual Office Online users who are not currently not logged in. Users can also leave you chat messages when you are not logged in.
1. Click on Recent Contacts, My Contacts, Outlook Contacts, Corporate Directory or Outlook Directory. 2. Use the search box or scroll until you locate the person with whom you want to chat. 3. Click Chat next to the person’s name. 4. Type your message in the entry box at the bottom of the panel that appears. 5. Click Send.
Show / Delete chat history.
1. Click on the arrows next to Options in the message panel. 2. Select Show History or Delete History
Review / Delete past chats.
1. Click on My Inbox at the top left side of the
delete past chats by clicking
window.
on a contact name and then
2. Click on Chats. 3. Click Open next to the chat you want to review; or 4. Click the X button next to the chat you want to delete.
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You can also open and
selecting the History tab.
User Guide Virtual Office Online User Guide V. 1.0
To:
Click:
Archive chat messages.
1. Click on Settings at
Notes:
the top left side of the screen. 2. Click on the Chat tab. 3. Under History, use the arrows to select: • No history • 1 week • 1 month • 3 months • Forever 4. Click Save. Enable / Disable sound notification.
1. Click on Settings at the top left side of the screen. 2. Click on the Chat tab. 3. Under Notifications: • Check the box to enable sound notification when chat messages are received; or • Uncheck the box to disable sound notification. 4. Click Save.
Manage Contacts With 8x8 Virtual Office Online, you can call, chat, fax, email, add, delete, and copy contacts just by clicking your mouse. You can even import contacts from Microsoft Outlook. See the Outlook section for more details. Contacts are organized under these pull-down categories: • Search results – contacts matching your search inquiry. • Corporate Directory – contacts from your 8x8 phone service. • My Contacts – your personal contacts, which you can edit. • Recent Contacts – up to 10 contacts who recently contacted you or have been contacted by you. • Outlook Contacts – your personal Outlook contacts, which you can edit. • Outlook Directory – your Outlook Directory contacts.
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User Guide Virtual Office Online User Guide V. 1.0
You can select which of these contact categories to display. 1. Click on Settings at the top left side of the screen. 2. Click on the My Contacts tab. 3. Check the corresponding box to show My Contacts, Corporate Directory, Outlook Contacts and Outlook Directory. Note: in order to display Outlook Contacts and Outlook Directory, you must enter your Exchange server login information. See the Outlook section for details. Note: Although you can display all four contact tabs, we recommend you display two at a time in one of these combinations: • My Contacts and Corporate Directory
Or
• Outlook Contacts and Outlook Directory
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User Guide Virtual Office Online User Guide V. 1.0
Corporate Directory Your company’s corporate directory is derived from your 8x8 phone system. All contacts are automatically available to you but cannot be edited. To:
Click:
Use one-click call or chat.
1. Click on Corp Directory. You can also call or chat by 2. Scroll down through your list of contacts. 3. Click on a contact’s
Notes: clicking on a contact’s name and opening their contact information panel.
phone number to call them; or 4. Click on Chat to start an instant messaging session. View details about contacts.
1. Click on Corp Directory. A panel will appear with 2. Click on a contact’s name. the person’s contact information.
Email contacts.
1. Click on Corp Directory. Email addresses are listed 2. Click on a contact’s name. under the General tab. 3. When the person’s contact information panel appears, click on their email address.
Fax contacts.
1. Click on Corp Directory. Available to Virtual Office 2. Click on a contact’s name. Pro users. 8x8 Internet Fax must be enabled. 3. When the person’s contact information
Any of the following file-
panel appears, click on
types can be faxed:
the Fax tab. 4. Select a fax number from the pull-down menu. 5. Fill in the Subject and
docx, .doc, .dotx, .dotm, .dot, .mht, .mhtml, .rtf, .txt, .wps, .xml, .xlsx, xlsm, .xlsb, .xls, .xltx, .xltm, xlt, .csv.tif, .pdf,
Notes entry boxes, if
.ppt, .BMP, .DCX, DIB, .DPX,
applicable.
FAX, FITS, FPX, .GIF, GIF87,
6. Click Add to attach any documents. 7. Click Send Fax.
ICO, IPTC, JBIG, JP2, JPEG, JPG, MIFF, MNG, Mcomputer, MTV, OTB, PBM, computerD, computerDS, computerT, computerX, PGM, PICT, PNG, PNM, PPM, PSD, P7, RAS, RGBA, SGI, SUN, TGA, TIFF, VICAR, VID, VIFF, WMF, XBM, XPM, XWD
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User Guide Virtual Office Online User Guide V. 1.0
To:
Click:
View all contact history,
1. Click on Corp Directory.
including voicemails, calls, faxes, and chats.
Notes:
2. Click on a contact’s name. 3. When the person’s contact information panel appears, click on the History tab. 4. Select All, Voicemails, Calls, Faxes or Chats from the menu below.
Drag-and-drop contacts into a meeting.
1. Click on New Meeting to open a meeting panel.
Available to Virtual Office Pro users. 8x8 Virtual
2. Click on Corp Directory. Meeting must be enabled. 3. Scroll down through your list of contacts or do a search. 4. Drag and drop the contacts you want into the Participants entry box in the meeting panel. 5. Click Start Now. Add / Delete contacts.
You cannot add or delete contacts in Corp Directory. However, you can copy them from Corp Directory to My Contacts or to Outlook Contacts. See below for details.
Drag-and-drop contacts from Corp Directory to My Contacts or Outlook Contacts.
1. Click on Corp Directory. A message confirming that 2. Scroll down through your list of contacts. 3. Drag and drop the contact you want to copy into My Contacts or Outlook Contacts.
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the contact has been copied will appear.
User Guide Virtual Office Online User Guide V. 1.0
To:
Click:
Add contacts manually
1. Click on Corp Directory. A message confirming that
from Corp Directory to
2. Click on a contact’s name. the contact has been copied will appear. 3. When the person’s
My Contacts or Outlook Contacts.
Notes:
contact information panel appears, click on Add To My Contacts or Add To My Outlook Contacts.
My Contacts The My Contacts feature allows you to create a customized list of contacts. You can add contacts from Corporate Directory, Outlook Directory, Outlook Contacts or by manually entering them using the New Contact button. To:
Click:
Use one-click call or chat.
1. Click on My Contacts.
Notes:
2. Follow instructions in Corporate Directory on page 21. View details about contacts.
1. Click on My Contacts. 2. Follow instructions in Corporate Directory on page 21.
Email contacts.
1. Click on My Contacts.
Email addresses are listed
2. Follow instructions in
under the General tab.
Corporate Directory on page 21. Fax contacts.
1. Click on My Contacts. 2. Follow instructions in Corporate Directory on page 21.
View all contact history, including voicemails, calls, faxes, and chats.
1. Click on My Contacts. 2. Click on a contact’s name. 3. When the person’s contact information panel appears, click on the History tab. 4. Select All, Voicemails, Calls, Faxes or Chats from the menu below.
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User Guide Virtual Office Online User Guide V. 1.0
To:
Click:
Notes:
Drag-and-drop contacts into
1. Click on New Meeting
Available to Virtual Office
a meeting.
to open a meeting panel. 2. Click on My Contacts.
Pro users. 8x8 Virtual Meeting must be enabled.
3. Scroll down through your list of contacts. 4. Drag and drop the contacts you want into the Participants entry box in the meeting panel. 5. Click Start Now. Drag and drop contacts from Corp Directory or Outlook Directory.
1. Click on Corp Directory or Outlook Directory. 2. Scroll down through your list of contacts. 3. Drag and drop the contact you want to copy into My Contacts.
Add contacts manually.
1. Click on the New Contact button next to My Contacts. 2. When the New Contact panel appears, fill in the person’s contact information. 3. Click the green + New Contact sign to open entry boxes where you can type in the new contact’s phone numbers, email addresses and mailing address. 4. Click Save.
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A message confirming that the contact has been copied will appear.
User Guide Virtual Office Online User Guide V. 1.0
To:
Click:
Notes:
Delete Contacts.
1. Click on My Contacts.
You must click Yes when
2. Scroll down through your
the confirmation message
list of contacts. 3. Click on the red X next to
appears in order to delete the contact.
the name of the contact you want to delete. 4. Click Yes when the confirmation message appears. Recent Contacts Those listed in your contacts who have recently contacted you by phone, fax or chat are automatically listed under Recent Contacts. There is a maximum of 10 recent contacts shown. The contacts will remain there until a new recent contact replaces the oldest contact.
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User Guide Virtual Office Online User Guide V. 1.0
Outlook Contacts You can also display your Outlook contacts in your Virtual Office Online dashboard. Simply select Outlook Contacts and enter your primary Outlook email and password when prompted. Requirements: • Microsoft Exchanger Server 2009 or higher • Outlook Anywhere enabled • Your Outlook email address and password To:
Click:
Use one-click call or chat.
1. Click on Outlook Contacts. 2. Follow instructions in Corporate Directory on page 21.
View details about Contacts. 1. Click on Outlook Contacts. 2. Follow instructions in Corporate Directory on page 21. Email contacts.
1. Click on Outlook Contacts. 2. Follow instructions in Corporate Directory on page 21.
Fax contacts.
1. Click on Outlook Contacts. 2. Follow instructions in Corporate Directory on page 21.
View all contact history, including voicemails, calls, faxes, and chats.
1. Click on Outlook Contacts. 2. Click on a contact’s name 3. When the person’s contact information panel appears, click on the History tab. 4. Select All, Voicemails, Calls, Faxes or Chats from the menu below.
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Notes:
User Guide Virtual Office Online User Guide V. 1.0
To:
Click:
Notes:
Drag-and-drop contacts into
1. Click on New Meeting
Available to Virtual Office
a meeting.
to open a meeting panel. 2. Click on Recent
Pro users. 8x8 Virtual Meeting must be enabled.
Contacts. 3. Scroll down through your list of contacts. 4. Drag and drop the contacts you want into the Participants entry box in the meeting panel. 5. Click Start Now. Outlook Directory Your Outlook Directory is derived from your Outlook Corporate Directory. All contacts are automatically available to you but cannot be edited. To:
Click:
Use one-click call or chat.
1. Click on Outlook Directory. 2. Follow instructions in Corporate Directory on page 21.
View details about contacts
1. Click on Outlook Directory. 2. Follow instructions in Corporate Directory on page 21.
Email contacts.
1. Click on Outlook Directory. 2. Follow instructions in Corporate Directory on page 21.
Fax contacts.
1. Click on Outlook Directory. 2. Follow instructions in Corporate Directory on page 21.
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Notes:
User Guide Virtual Office Online User Guide V. 1.0
To:
Click:
View all contact history,
1. Click on Outlook
including voicemails, calls, faxes, and chats.
Notes:
Directory. 2. Click on a contact’s name. 3. When the person’s contact information panel appears, click on the History tab. 4. Select All, Voicemails, Calls, Faxes or Chats from the menu below.
Drag-and-drop contacts into a meeting.
1. Click on New Meeting to open a meeting panel. 2. Click on Outlook Directory.
Available to Virtual Office Pro users. 8x8 Virtual Meeting for Virtual Office Online must be enabled.
3. Scroll down through your list of contacts or do a search. 4. Drag and drop the contacts you want into the Participants entry box in the meeting panel. 5. Click Start Now. Add / Delete contacts .
You cannot add or delete contacts in Outlook Directory. However, you can copy them from Outlook Directory to My Contacts or to Outlook Contacts. See below for details.
Drag-and-drop contacts from Outlook Directory to My Contacts or Outlook Contacts.
1. Click on Outlook Directory. 2. Use the search box or scroll down through your list of contacts. 3. Drag and drop the contact you want to copy into My Contacts or Outlook Contacts.
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A message confirming that the contact has been copied will appear.
User Guide Virtual Office Online User Guide V. 1.0
To:
Click:
Notes:
Add contacts manually from
1. Click on Outlook
A message confirming that
Outlook Directory to My Contacts.
Directory.
the contact has been copied
2. Click on a contact’s name. will appear. 3. When the person’s contact information panel appears, click on Add To My Contacts.
Presence Management Virtual Office Online enables you to easily see the availability status of other users. Availability Status-Types There are two types of status in Virtual Office Online: 1. Automated Status: Virtual Office Online automatically determines the availability status of each user by detecting whether they are online/offline or on/off the phone.
2. Customizable Status: Users can also manually set their own availability status whenever needed. See Set Your Availability Status Manually below for more information.
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User Guide Virtual Office Online User Guide V. 1.0
To:
Click: Available.
Notes:
User is logged into Virtual Office Online and not currently on the phone.
On Call.
User is currently on the
To turn off automatic
phone. Automatically
display:
displays when enabled.
1. Use the arrows next to My Status to select Custom. 2. Uncheck the Automatically Change My On Call Status box .
Logged off.
User is not logged into Virtual Office Online or is invisible.
Busy.
User is not logged into Virtual Office Online or is invisible.
Do Not Disturb.
User is logged in but not
If you send a chat message,
available to chat or call.
you will get an alert stating
User is free to initiate
that the person has set
outbound chats.
their status to Do Not Disturb. You can still send a chat message by selecting Submit. Alternatively you can set Do Not Disturb by: 1. Click on Settings. 2. Click on My Rules. 3. Turn on Do Not Disturb.
Invisible.
Custom.
Prevents other users from
Setting your status to
seeing your presence
Invisible does not impact
information when you are
your ability to initiate
logged in.
outbound communications.
Allows user to manually set
Use the arrows next to My
their status and include a
Status to select Custom.
customized message.
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User Guide Virtual Office Online User Guide V. 1.0
Set Your Availability Status Manually To set your availability status manually: 1. Use the arrows next to My Status at the top of the screen to view availability status types. 2. Select Available, Busy, Do Not Disturb, Invisible or Custom. 3. If you select Custom, you can also include a personal message with your status availability, e.g., “working hard” or “need some help.” 4. If you want the system to automatically indicate when you are On Call and then revert back to Available when you are off the call, check the Automatically Change My On Call Status box under Custom.
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User Guide Virtual Office Online User Guide V. 1.0
Voicemail 8x8 Virtual Office Online users have the ability to receive notification of new voicemail messages and then listen to them online.
To:
Click:
Receive notification of
1. Login to Virtual Office
new voicemail messages in Virtual Office Online.
Notes:
Online. 2. Look at the Home panel to see how many new voicemail messages have been received.
Set your voicemail password. 1. Click on Settings. 2. Select My Services. 3. Enter your password in the entry box provided. 4. Click Save..
A voicemail password is required. It can be a minimum of 4 characters and a maximum of 15. The characters cannot be the same or in sequence, e.g., 1111 or 1234, or the same as your extension number. You must also enter this password when you password-protect your ONA destinations.
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User Guide Virtual Office Online User Guide V. 1.0
To:
Click:
Notes:
Set your time zone.
1. Click on Settings.
The time zone you select
2. Select My Services.
determines how your
3. Use the arrows next to Time Zone to select
voicemail messages are time-stamped.
your time zone. 4. Click Save. Receive email notification,
1. Click on Settings.
Notification will be sent to
with or without audio.
2. Select My Services.
the email address provided
3. Use the arrows next to
in the adjacent entry box.
Notification by Email to select either Enabled (email notification only) or Enabled with Audio (email notification + sound file attached.) 4. Click Save. Listen to new voicemail messages online.
1. Login to Virtual Office Online. 2. In the Home panel, click
You can also click the pulsating Voicemail icon at the top of the screen.
Listen next to the number of new voicemail messages received. Listen to existing voicemail
1. Click on My Inbox.
messages online.
2. Select Voicemails. 3. Click Listen to play your voicemails.
Delete voicemail messages.
1. Click on My Inbox.
To delete the message, you
2. Select Voicemails.
must click Yes when the
3. Click Delete next to the voicemail message(s) you want to delete. 4. A dialog box will appear asking you to confirm the deletion.
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dialog box appears.
User Guide Virtual Office Online User Guide V. 1.0
My Inbox My Inbox gives 8x8 Virtual Office Online users a comprehensive view of all their phone calls, faxes and chats. It also provides a historical and storage usage view of additional Virtual Office Pro features, such as Call Recordings and Past Meetings. To access these features, click on My Inbox at the top left side of the screen.
To:
Click:
Notes:
View current messages.
1. Click on Inbox.
Default view is Inbox /
2. Click on All, Voicemails,
All. You can also filter your
Calls, Faxes or Chats. Listen to voicemail messages.
1. Click on All or Voicemails. 2. Click Listen to hear your voicemails.
Return Calls.
1. Click on All, Voicemails, Faxes, Calls or Chats. 2. Scroll through the list of messages. 3. Click Return Call next to the person you want to call back.
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content by Read or Unread content.
User Guide Virtual Office Online User Guide V. 1.0
To:
Click:
Add callers to My Contacts.
1. Click on All, Faxes
Notes:
or Calls. 2. Scroll through the list of messages. 3. Click Add to My Contacts next to the person you want to add. 4. Fill out the New Contact panel and click Save. Open chat history.
1. Click on Chat. 2. Scroll through the list of chat messages. 3. Click Open Chat next to the message you want to review.
View outbound
1. Click on Sent Items.
communications.
2. Click on All, Calls, Faxes or Chats.
Access archived messages
1. Click on History
and call logs.
2. Click on All, Calls, Faxes or Chats.
Access call recordings.
1. Click on Media.
Available to Virtual Office
2. Click on Call
Pro users.
Recordings. 3. Scroll through the list of
8x8 Call Recording must be enabled.
recordings. 4. Click the play button to hear a particular recording. View past meetings.
1. Click on History.
Available to Virtual Office
2. Click on Past Meetings. Pro users. 3. Scroll through the list and 8x8 Virtual Meeting for click More Info to see
Virtual Office Online must be
additional details about a
enabled.
particular meeting. 4. When the dialog box appears, click View Participants to see who attended the meeting. 35
You can click to Hide Participants once the dialog box is open.
User Guide Virtual Office Online User Guide V. 1.0
To:
Click:
Notes:
View past meeting
1. Click on Media.
Available to Virtual Office
recordings.
2. Click on Past Meetings. Pro customers. 3. Scroll through the list and 8x8 Virtual Meeting for click More Info to see
Virtual Office Online must be
additional details about a
enabled.
particular meeting. 4. When the dialog box appears, click View Participants to see who attended the meeting. Mark as Read / Unread.
1. Select All or None at the top of the panel.
You can also mark individual messages.
2. Use the pull-down menu next to More Actions to mark as Read or Unread. Delete messages and call recordings.
Option 1 Click X Delete next to the message or recording you want to delete. Option 2 1. Select All, Read or Unread at the top of the panel. 2. Click Delete to delete all messages and recordings in the selected category.
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You can only delete voicemails, call recordings, chats and faxes. Calls, Sent History, and Past Meetings cannot be deleted.
User Guide Virtual Office Online User Guide V. 1.0
Media Library 8x8 Virtual Office Online users who are also Virtual Meeting customers, have up to 10 hours* of storage or Virtual Office Pro customers, have up to 35 hours* of storage for call recordings and meeting recordings. You can access these recordings and determine your current storage usage by following this procedure to open the Media Library. 1. Click on My Inbox. 2. Click on the Media tab. To:
Click:
Notes:
View current storage usage.
1. Click on All, Call
Available to Virtual Office
Recordings or Meetings. 2. Your total capacity, storage used and remaining capacity are all displayed. Access call recordings.
1. Click on All or Call Recordings. 2. Click Listen to hear a particular call recording.
Access meeting recordings.
1. Click on All or Meetings. 2. Click Listen to hear a particular meeting recording.
*Additional storage can be provided.
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© 2010. The 8x8, Inc. logo are registered trademarks of 8x8, Inc. 8x8, Inc. is a publicly traded company. PM251/110
Pro users. 8x8 Call Recording and Virtual Meeting for Virtual Office Online must be enabled. Available to Virtual Office Pro users. 8x8 Call Recording must be enabled. Available to Virtual Office Pro users. 8x8 Virtual Meeting for Virtual Office Online must be enabled.
