USER GUIDE 8x8 Virtual Office Solo

8x8 Virtual Office Solo User Guide

Version 1.0, May 2011

USER GUIDE 8x8 Virtual Office Solo

Contents Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4 System Requirements. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4 Operating System Requirements. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4 Contacts Synchronization Requirements. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5 Virtual Office Solo. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5 Softphone with the following features:. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5 Unified Communication features:. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5 Virtual Office Solo Features. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6 Login. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6 Presence Management. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6 Social Networking . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7 My Inbox. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10 Virtual Office Solo Account Management . . . . . . . . . . . . . . . . . . . . . . . . . . . 15 Virtual Office Solo Softphone. . . . . . . . . . . . . . . . . . . . . . . . . . . . 38 Make Calls. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .39 Receive Calls. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41 Voicemail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45 Caller and Call Line Information. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47 Ringer Volume. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48 Using Your Virtual Office Solo Contacts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48 Internet Fax . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52 How Internet Fax Works. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52 Send and Receive Internet Faxes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54 Call Recording. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60 Virtual Office Solo Login Procedure. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60 Set Call Recording Preferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60

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USER GUIDE 8x8 Virtual Office Solo

Record Calls. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62 Access Call Recordings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64 Virtual Meeting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66 Virtual Office Solo Login Procedure. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66 Create a Meeting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66 View, Edit and Cancel Meetings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73 Start a Meeting. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 78 Join a Meeting. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 80 Meeting Controls and Features. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 89 Video Meeting Features. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 107 Remote Desktop Control. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 110 Review Past Meetings. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 112

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USER GUIDE 8x8 Virtual Office Solo

Introduction 8x8 Virtual Office Solo is a web-based solution that combines a softphone, Internet faxing, web conferencing and call recording all accessible from the any computer with Internet access.. Virtual Office Solo is ideal for entrepreneurs and slngle-line businesses.

System Requirements Supported Operating Systems • Windows® XP, Vista and Windows 7 • Mac OS 10.6 (Snow Leopard®) or newer – (Java 6 - included) Supported Browsers • 32bit Internet Explorer® 7.0 or newer, Firefox® 2.0 or newer, Safari™ 3.0 or newer • Requirements: Flash 10+ and Java 6 Update 14+ (Java needed for hosting only) Required ports Firewall ports to be open: • 80 TCP (http) • 443 TCP (rtpm or https) (depending on server connected to) • 54545 TCP (Host content sharing and remote desktop) • 8443 for HTTPS (Exchange/GMail) proxy. VoIP • Requirements: headset with microphone

Operating 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 10.6 (Snow Leopard®) or newer • 64bit Java6 • Powercomputer G4/G5 or 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 4

USER GUIDE 8x8 Virtual Office Solo

Note: Performance varies widely depending on the content shared, content-sharing window size, and processing speed / memory of the computer hosting the content sharing.

Contacts Synchronization Requirements Outlook: • Microsoft Exchange Server 2007 or higher • Outlook Anywhere enabled • Your Outlook email address and password Google/Twitter/Facebook: • Your username and password

Virtual Office Solo With Virtual Office Solo, you get all this!

Softphone with the following features: • Advanced call forwarding • Make and receive calls from your computer • Make and receive calls with Virtual Office Mobile smartphone app • Call recording with one GB of cloud storage • Active call handling (touch tone dialing; blind, warm, voicemail and between-device transfers; call hold/resume) • Multi-line call handling (3-way calling, call waiting, call swap) • Voicemail (online access to voicemail) • Caller and calling line information (caller ID, callers log) • Volume control for Virtual Office Softphone ringer • Login and password account security

Unified Communication features: • Inbox for all your communications: voicemail, call and meeting recordings, phone call, chat, and social networking logs • Contact management with Google, Microsoft Outlook, Microsoft Exchange Server, Facebook, and Twitter • Social networking: integration with Facebook, Twitter, and Google Talk • Presence management for Google and Facebook contacts • Virtual Meeting (web-based content, audio and chat sharing) with 15 participant limit • Internet Fax (inbound and outbound) with email forwarding to up to five addresses • Virtual Office Mobile app to extend your Virtual Office calling plan to your iPhone or Android smartphone

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USER GUIDE 8x8 Virtual Office Solo

Virtual Office Solo Features Login Virtual Office Solo ensures that only individuals with an account login and password can access their Virtual Office services. To login to Virtual Office Solo, 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 Forgot Password link. You will need your registered email address to retrieve and reset your 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 Solo dashboard will appear, with your name and number displayed in the top right corner of the screen. Note: Virtual Office Solo uses AES-256 with RSA-1024 encryption technology.

Presence Management Presence management lets you publish your Virtual Office Solo status to Google Talk, your Facebook wall or Twitter account with the social networking integration tool.

Customize Your Availability Status 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 Custom, e.g., “working hard” or “need some help.”

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USER GUIDE 8x8 Virtual Office Solo

Social Networking Virtual Office Solo allows you to integrate Facebook and Twitter into your 8x8 Virtual Office experience. Notes: 1. While Virtual Office Solo can post statuses to your Facebook or Twitter account, it does not post status updates you made from Facebook or Twitter back to your Virtual Office Solo account. 2. You can refresh your Facebook and Twitter activities by clicking on More or Show New Items.

To access these features in Virtual Office Solo: 1. Click on Settings at the top left side of the screen. 2. Click on All Contacts in the Settings panel.

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USER GUIDE 8x8 Virtual Office Solo

Facebook Features In addition to adding Facebook contacts to Virtual Office Solo, you can also post your Virtual Office Solo statuses on your Facebook wall, post to your Facebook contacts’ walls, view your Facebook contact status as well as chat with them. To:

Follow These Steps:

Notes:

Add Facebook

1. Click on Settings.

If you are already logged onto

contacts as your

2. Click on All Contacts.

Facebook or Twitter or have a

Social Contacts in Virtual Office Solo

3. Check the box next to Show Facebook Contacts. 4. Click on the Login with Facebook. 5. Enter your Facebook login and password.

Automatically publish

Elect to Publish my status

your Virtual Office

message to my Wall.

Solo statuses on your Facebook wall Post on your

1. Click on My Social Contacts.

Facebook contact’s

2. Use the search box or scroll

wall

down through your list of contacts. 3. Click on a contact. 4. Type your message on the Wall Post field and hit Share.

Chat with a Facebook contact

1. Click on Facebook contact’s name. 2. Click on the Chat tab. 3. Type in your message and click Share.

View contact info

1. Click on the contact’s name.

and interaction

2. Click on Social tab to view

history

contact info. 3. Click on History tab for the interaction history.

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stored login session, you will be automatically authenticated once you elect to show Facebook contacts or Twitter contacts.

USER GUIDE 8x8 Virtual Office Solo

Twitter Features Virtual Office Solo Twitter integration allows you to add all of the people you follow as your social contacts, read, reply to or retweet their posts and even direct message them. To:

Follow These Steps:

Notes:

Add Twitter contacts

1. Click on Settings.

If you are already logged onto

to your Social

2. Click on All Contacts.

Facebook or Twitter or have a

Contacts in Virtual Office Solo

3. Check the box next to Show Twitter Contacts. 4. Enter your Twitter login and password.

Read tweets from

1. Click on My Inbox.

people you are

2. Click on Social.

following

3. Click on Tweets tab to see just tweets from your Twitter contacts.

Automatically publish

Elect to Tweet my status

your Virtual Office

message

Solo statuses as your tweet

Retweet

1. Click on Retweet on the tweet.

Respond to a tweet

1. Click on Reply on the tweet. 2. Type your reply. 3. Click on Tweet when you are ready to send.

Save favorite tweets

1. Click on the All, Tweets or Favorites. 2. Click on the non-highlighted star icon next to any tweet.

Remove favorite tweets

1. Click on the All, Tweets or Favorites. 2. Click on the highlighted star icon next to any tweet.

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stored login session, you will be automatically authenticated once you elect to Show Facebook Contacts or Twitter.

USER GUIDE 8x8 Virtual Office Solo

To:

Follow These Steps:

View contact info

1. Click on the contact’s name.

and interaction

2. Click on Social tab to view

history including Tweets, Favorites, Direct Messages from and to the contact

Notes:

contact info. 3. Click on History tab for the interaction history.

My Inbox My Inbox gives you a comprehensive view of all your 8x8 Virtual Office Solo voicemails, phone calls and faxes. It also provides a historical and storage usage view of Call Recordings and Past Meetings. The social networking integration consolidates your social networking activities in one central location.

To access these features, click on My Inbox at the top left side of the screen. Inbox

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USER GUIDE 8x8 Virtual Office Solo

To:

Follow These Steps:

Notes:

View current

1. Click on Inbox.

Default view is Inbox / All. You

messages

2. Click on All, Voicemails,

can also filter your content by

Calls, Faxes or Chats. Listen to voicemail

1. Click on All or Voicemails.

messages

2. Scroll through the list of messages. 3. Click Listen next to the voicemail notification you want to hear.

Return Calls

1. Click on All, Faxes, Calls or Chats. 2. Scroll through the list of messages. 3. Click Call next to the person you want to call back.

Add callers to My

1. Click on All, Faxes or Calls.

Contacts

2. Scroll through the list of messages. 3. Click Add next to the person you want to add to your contacts. 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 from Google or Facebook contacts. 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

1. Click on History.

messages and call

2. Click on All, Calls, Faxes or

logs

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Chats.

Read or Unread content

USER GUIDE 8x8 Virtual Office Solo

To:

Follow These Steps:

Access call recordings

1. Click on Media.

Notes:

2. Click on Call Recordings. 3. Scroll through the list of recordings. 4. Click the Play button to hear a particular recording. View past meetings

1. Click on History.

You can click to Hide

2. Click on Past Meetings.

Participants once the dialog

3. Scroll through the list and

box is open.

click More Info to see additional details about a particular meeting. 4. When the dialog box appears, click View participants to see who attended the meeting. View past meeting

1. Click on Media.

recordings

2. Click on Past Meetings. 3. Scroll through the list and click More Info to see additional details about a particular meeting. 4. When the dialog box appears, click Listen to listen to past meeting recordings.

Mark as Read / Unread 1. Select All or None at the top You can also mark individual of the panel.

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

You can only delete voicemails, 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. 12

call recordings, chats and faxes. Calls, Sent History, and Past Meetings cannot be deleted.

USER GUIDE 8x8 Virtual Office Solo

Media Library You have up to 1GB 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:

Follow These Steps:

View current storage

1. Click on All, Call Recordings

usage

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

1. Click on All or Meetings.

recordings

2. Click Listen to hear a particular meeting recording.

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Notes:

USER GUIDE 8x8 Virtual Office Solo

Social Inbox With Virtual Office Solo social networking integration, you can view your Facebook contacts wall posts, your Twitter contact’s tweets, direct messages to you from your Twitter followers and more.

To access these features: 1. Click on My Inbox. 2. Click on the Social tab. To:

Follow These Steps:

Notes:

View Facebook posts

Click on All or Posts.

You must be authenticated for

View Twitter tweets

Click on All or Tweets.

your Facebook account. You must be authenticated for your Twitter account. View latest posts or

Click on Load More.

tweets View your Twitter

Click on Favorites.

favorites View your Twitter

Click on Inbox.

Direct Messages View Direct Messages Click on Sent. that you sent to your Twitter contacts

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USER GUIDE 8x8 Virtual Office Solo

Virtual Office Solo Account Management Virtual Office Solo allows you to manage your account online. Your management features include: • Profile configuration • Contact configuration • Service configuration such as caller ID, voicemail, Internet fax, call recording, Virtual Meeting, Virtual Office Mobile • Call forwarding configuration

To access these features, click on Settings at the top left side of the screen. My Profile Configuration Under My Profile, you can view your account profile, manage your phone service locations, change your Virtual Office Solo password and select your communication preferences.

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USER GUIDE 8x8 Virtual Office Solo

Name and Email You can change the First and Last Name fields for your account. My Phone Numbers By default, your computer is already set up on your account. Virtual Office Solo allows you to list additional numbers so you can make calls from any location you choose. These additional numbers can also be used for the Forward All Calls feature. 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

1. Click on Settings.

locations

2. Click on the My Profile tab.

Add more phone

1. Click on Settings.

numbers

2. Click on the My Profile tab.

Notes:

3. Under My Phone Numbers, click + Add Phone Number. 4. Enter the name and number of the destination you are adding. 5. Click Save. Delete added phones

1. Click the

button next

to the location you want to delete. 2. Click Save. Change Password 8x8 users can easily change their login passwords for Virtual Office Solo 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. 4. When the Change Password dialog box opens: a. Enter your current password. b. Enter your new password.

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USER GUIDE 8x8 Virtual Office Solo

c. Re-enter your new password. d. Click Submit.

Account Access Pass Phrase As a security requirement for accessing call history or billing information over the phone, users will be asked to provide a pass phrase, as default this is set as the users first name but can be changed here. The pass phrase must be alphanumeric and at least 3 characters long. Communications Preferences Update your communication preferences. Note: 8x8 reserves the right to contact you regarding your service, features or policy announcements and information about your account.

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USER GUIDE 8x8 Virtual Office Solo

All Contacts Configuration Virtual Office Solo allows you to access your contacts from Outlook®, GoogleTM App, Facebook© and Twitter©,.

Under the All Contacts tab, you have two contact categories you can configure: • My Contacts. • My Social Contacts (Non-editable).

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USER GUIDE 8x8 Virtual Office Solo

My Contacts Under My Contacts, you can display your personal contacts that you have entered through Virtual Office Solo and also personal contacts from your Outlook and Google accounts. Notes: Virtual Office Solo syncs up with your Outlook personal contacts and Google contacts, so contact edits to contacts, additions and deletions made on Virtual Office Solo or the other accounts will sync up to each other. Please allow time for your Exchange and Google servers to update to see the changes. To access these features, click on My Contacts. To enable My Contacts functionality: 1. Click on Settings on the top left side of the screen. 2. Click on the All Contacts tab. 3. Navigate to My Contacts. 4. Select which contacts to display. 5. Enter credentials when prompted.

To:

Follow These Steps:

Add personal

1. Click on New Contact.

contacts in Virtual

2. Enter your contact

Office Solo

information. 3. Click Save.

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Notes:

USER GUIDE 8x8 Virtual Office Solo

› Requirements –– Microsoft Exchange Server 2007 or higher –– Outlook Anywhere enabled –– Your Outlook email address and password

To:

Follow These Steps:

Notes:

Show personal

1. Click on Show Exchange

Requirements:

contacts from Outlook

Contacts checkbox. 2. Enter your primary Outlook email and password when prompted. 3. To save your Outlook login information, click on the Remember Credentials checkbox. 4. To configure your Advanced Exchange Active Sync connection, click on the Advanced Exchange Active Sync checkbox and enter your Active Sync URL and Exchange UPN. This feature should only be used when your Outlook Exchange Server has no AutoDiscover functionality. If you are unsure of this feature, please contact your Outlook Administrator.

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• Microsoft Exchange Server 2007 or higher. • Outlook Anywhere enabled. • Your Outlook email address and password.

USER GUIDE 8x8 Virtual Office Solo

To:

Follow These Steps:

Show personal

1. Click on Show Google

contacts from Google

Contacts checkbox. 2. Enter your Google email and password when prompted. 3. To save your Google login information, click on the Remember Credentials checkbox. 4. To be able to chat with your Google Talk contacts, click on the Login to Google Talk checkbox. 5. To automatically publish your Virtual Office Solo status as your Google Talk status, click on the Publish my status message to Google Talk checkbox.

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Notes:

USER GUIDE 8x8 Virtual Office Solo

My Social Contacts My Social Contacts allows you to take advantage of your Virtual Office Solo social networking integration.

To:

Follow These Steps:

Notes:

Add Facebook

1. Click on Settings.

If you are already logged into

contacts as your

2. Click on All Contacts.

Facebook or Twitter or have a

Social Contacts in Virtual Office Solo

3. Check the box next to Show Facebook Contacts. 4. Click on the Login with Facebook.

stored login session, you will be automatically authenticated once you select to show Facebook contacts or Twitter contacts.

5. Enter your Facebook login and password.

Add Twitter contacts

1. Click on Settings.

If you are already logged into

as your Social

2. Click on All Contacts.

Facebook or Twitter or have a

Contacts in Virtual Office Solo

3. Check the box next to Show Twitter Contacts. 4. Enter your Twitter login and password.

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stored login session, you will be automatically authenticated once you select to Show Facebook Contacts or Twitter.

USER GUIDE 8x8 Virtual Office Solo

Virtual Office Solo Configuration You can manage configurations for your caller ID profile, voicemail, Internet fax,and call recording from the My Services tab under Settings.

Caller ID Profile 8x8 Virtual Office Solo 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 Services tab. 3. Go to the Caller ID Profile section.

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USER GUIDE 8x8 Virtual Office Solo

To:

Follow These Steps:

Block your outgoing

1. Use the arrows next to

caller ID

Notes:

Caller ID. 2. Select None from Caller ID. 3. Click Save.

Display a caller ID name

1. Use the entry boxes next to

First Name and Last Name

Caller ID to enter your First

cannot be left blank. But to

Name and/or Last Name.

turn off Caller ID, select None in

2. Click Save.

Caller ID. When you select None for your Caller ID, your display name will show up as Anonymous. It may take up to 24 hours for the changes to take effect on your 8x8 phone.

Voicemail Settings To set up your Voicemail Settings: 1. Click on Settings. 2. Click on the My Services tab. 3. Go to the Voicemail Settings section.

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USER GUIDE 8x8 Virtual Office Solo

To set up your voicemail box, see the Voicemail Box Settings section below. To:

Follow These Steps:

Notes:

Set your voicemail

1. Enter your password in the

A voicemail password is

password

entry box provided. 2. Click Save.

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.

Set your voicemail time zone

1. Use the arrows next to Time The time zone you select Zone to select your time

determines how your voicemail

zone.

messages are time-stamped.

2. Click Save. Set email to send voicemail notification

1. Enter your email address in the email field.

to

2. Click Save.

Receive email

1. Use the arrows next to Notification by Email

email address provided in the

without audio

to select either Enable

adjacent entry box.

(email notification only) or Enabled with Audio (email notification + sound file attached.) 2. Click Save. Disable email notification

1. Use the arrows next to Notification by Email and select Disable. 2. Click Save.

Call Recording To set up your Call Recording settings: 1. Click on Settings. 2. Click on the My Services tab. 3. Go to the Call Recording section.

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Notification will be sent to the

notification, with or

USER GUIDE 8x8 Virtual Office Solo

To:

Follow These Steps:

Notes:

Record calls on

1. Use the arrows next to

Use the Record Call button on

demand

Record all calls

Recording Mode to select

your Virtual Office Softphone

Record On-Demand.

or 8x8 phone to record your

2. Click Save.

calls.

1. Use the arrows to select

All incoming and outgoing calls

Record All Calls. 2. Click Save.

will be automatically recorded. Recording stops when you end the call. For your convenience, your storage capacity is automatically upgraded in 1GB increments if you go over your free 1GB storage limit.

Disable call recording

1. Use the arrows to select Disabled. 2. Click Save.

Announce to the

1. Check the To Other

Recording notification

other party that the

Party box next to Play

requirements vary from state

call is being recorded

Announcement when calls

to state. Make sure you read

are recorded.

8x8’s Privacy Laws and Notice

2. Click Save.

Requirements for Electronic Recording of Telephone Conversations before making your selection.

Hear an

1. Check the To Me box next to Recording notification

announcement that

Play Announcement when

requirements vary from state

the call is being

calls are recorded.

to state. Make sure you read

recorded

2. Click Save.

8x8’s Privacy Laws and Notice Requirements for Electronic Recording of Telephone Conversations before making your selection.

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USER GUIDE 8x8 Virtual Office Solo

Internet Fax To set up your Internet Fax settings: 1. Click on Settings. 2. Click on the My Services tab. 3. Go to Internet Fax.

To:

Follow These Steps:

Notes:

Turn off Internet Fax

Use the arrow keys to select

Selecting this feature turns off

Disabled.

Internet fax until you enable it again.

Turn on Internet Fax Fax notification

Use the arrow keys to select a

Make sure you select a number

number.

instead of Disabled.

Select either the Disabled or

You can add up to five email

Enabled radio button to switch

addresses to receive a fax

fax notification or or off.

notification which includes a link to view the fax.

Call Forwarding Configuration Virtual Office Solo allows you to manage call forwarding rules for your Virtual Office service. You have two options to set your call forwarding rules: 1. Forward all calls - this simple call forwarding feature is an easy way for you to quickly forward all your calls to another phone. 2. Call Forwarding settings – this feature allows you to set call forwarding rules based on combinations of where the call is from, when the call is coming in and how the call should be handled. Forward All Calls This feature allows you to quickly and easily forward all your calls to another phone number of your choice. For example, when you are rushing to go to a client site, you can choose to forward all your Virtual Office Solo calls to your mobile phone.

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USER GUIDE 8x8 Virtual Office Solo

To:

Follow These Steps:

Access Forward All

1. Navigate to the top of the screen.

Calls

2. Click on the pull-down menu next to Forward all calls. 3. Select the number you want to forward calls to.

Or 1. Click on Settings at the top left side of the Virtual Office Solo screen. 2. Click on the Call Forwarding tab. 3. Check the Enable Forward all calls box. 4. Click on the pull down menu next to the Please select a destination to to select the number you want to forward calls to.

Add phone numbers

1. Click on Settings at the top left side of the Virtual Office Solo

for your Forward All Calls list

screen. 2. Click on the My Profile tab. 3. Under My Numbers, click on Add Number and enter your phone number under the Number column.

Turn off the Forward

Select Off from the pull down menu

All Calls function Call Forwarding settings Call forwarding under Settings allows you to customize your call forwarding rules by filtering your call via: 1. Phone numbers, area code or blocked caller ID, and/or 2. Date and time the call comes in

28

USER GUIDE 8x8 Virtual Office Solo

Call Forwarding also allows you to configure how the call should be handled by either rejecting it or forwarding it to multiple phone numbers sequentially or simultaneously and enabling or disabling the call screening functionality. In addition, you can also configure your system-defined forward rules under the Default Rules setting. To access Call Forwarding settings: 1. Click on Settings at the top left side of the Virtual Office Solo screen. 2. Click on the Call Forwarding tab.

Note: 1. Rules are applied in the order they are listed. For example, if you want to make sure all calls from Acme client at all times get forwarded to your cell phone while also setting your forwarding rules from 9am to 5pm to simultaneously ring your home phone and your cellphone, be sure to set your Acme forwarding rule on top of your 9am to 5pm rule. 2. You need to click on Save on the main My Rules page to save your edits.

29

USER GUIDE 8x8 Virtual Office Solo

To:

Follow These Steps:

Forward all your

1. Click on the box next to

Virtual Office calls to one phone number

Notes:

Forward All Calls. 2. Select a number to forward all your calls to.

Create a new call

1. Click on Add New Rule.

forwarding rule Turn a rule on

1. Click on Ok after you are

Your rules and changes do not

done with your rules.

get saved until you click on Ok.

2. Make sure that the Enable box is checked. Turn a rule off

1. Uncheck the box next to the

Edit a rule

1. Click on Edit next to an

rule to disable the rule. existing rule. Copy a rule

1. Click on Copy next to an existing rule. 2. Rename the new rule. 3. Click on Edit to change the rule settings.

Delete a rule

1. Click on the Delete button to delete rule. 2. Click Yes to confirm deletion.

Re-order a rule

1. On the rule you want to reorder, enter the desired order number in the Order column. 2. Click on Update Order.

30

You can only update one row at a time.

USER GUIDE 8x8 Virtual Office Solo

New Rule Settings To:

Follow These Steps:

Set your rule to

1. Click on Add New Rule

receive all calls

2. Click on the Call From link

Notes:

or tab. 3. Pick Anyone to Forward All Calls. Set your rule to filter for specific phone numbers, area codes or blocked caller IDs

1. Click on the Call From link or tab. 2. Uncheck Anyone if checked. 3. Check the Any area code or phone number listed below box to set specific phone numbers. 4. Enter area codes or phone numbers as desired. 5. Check the Blocked/ Anonymous Callers to filter blocked/anonymous callers.

Set rule to filter at all times

1. Click on Date and Time tab or link. 2. Select Any time.

Set rule to filter for specific date/time period

1. Click on Date and Time tab or link. 2. Select Specified date/time period. 3. Enter your start and end date. 4. Click Ok.

Set rule to filter for a recurring schedule

1. Click on Date and Time tab or link. 2. Select Recurring schedule. 3. Select days of the week for the schedule. 4. Enter your start and end time for the days. 5. Click Ok.

31

By default Monday to Friday 8am to 5pm is selected.

USER GUIDE 8x8 Virtual Office Solo

To:

Follow These Steps:

Set rule to reject calls

1. Click on Forward to tab or

Notes:

link. 2. Select Drop Call. 3. Click Ok. Set rule to forward call to a specific number

1. Click on Forward to tab or link. 2. Select Forward Calls to. 3. Enter phone number. 4. Click on Add. 5. Click on the

button to

delete the phone number. 6. Click Ok. Set rule to forward call to multiple numbers

1. Click on Forward to tab or link. 2. Select Forward Calls to. 3. Enter phone number. 4. Click on Add. 5. Enter duration your phone should ring before moving on to the next phone number. 6. Enter next number. 7. Elect to forward calls to these numbers simultaneously or sequentially. 8. If you select sequential forwarding, you can prioritize your phone numbers using the Order column. 9. Click Ok.

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You can reorder your phone list by entering number order.

USER GUIDE 8x8 Virtual Office Solo

To:

Follow These Steps:

Notes:

Set rule to ask for

1. Click on Forward to tab or

Use your voicemail password.

password before call can be picked up on the forwarded call

link. 2. Select Forward Calls to. 3. Enter phone number. 4. Click on Add. 5. Click on Password Required if you want to enter your voicemail password first before picking up your call. 6. Click Ok.

Set rule to ask callers

1. On the description panel,

to announce their

check the box next to

names before call is

Enable Call Screening.

put through and you have the option to answer or not Set rule to forward call to voicemail

1. Click on Forward to tab or link 2. Navigate to the “After trying to reach all of the phone numbers above, forward calls to: “ pull-down menu 3. Select Voicemail 4. Click Ok.

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USER GUIDE 8x8 Virtual Office Solo

Default Rules Setting To access, click on Default Rules To:

Follow These Steps:

Change my call

1. Click When my network is down

forwarding settings

2. Click My Voicemail link in the rule details box if you wish to

for when my office network is down

forward your calls to a different location when your network is down. 3. Click on Disable if you wish to enable Call Screening on your call forward destinations when your network is down.

Change my call

1. Click When my Virtual Office phone line is busy.

forwarding settings

2. Click My Voicemail link in the rule details box if you wish to

for when I am on a call with my Virtual Office service

forward your calls to a different location when your Virtual Office voice service is busy. 3. Click on Disable if you wish to enable Call Screening on your call forward destinations when your Virtual Office voice service is busy.

Change my call

1. Click When I don’t answer my call for 15 secs

forwarding settings

2. Enter the duration in the secs box.

for when I don’t pick up my Virtual Office phone in x secs

3. Click My Voicemail link in the rule details box if you wish to forward your calls to a different location when you don’t pick up your Virtual Office calls in x secs. 4. Click on Disable if you wish to enable Call Screening on your call forward destinations when you don’t pick up your Virtual Office calls in x secs.

34

USER GUIDE 8x8 Virtual Office Solo

Call Screening of Forwarded Calls Forwarded calls have a call screening feature that allows you to know who is calling your Virtual Office number before you accept the call. You have the option to accept the call or hang up. As soon as you pick up your phone, the system announces your caller to you. Once the announcement is done, you can: • Accept it (press #) • Allow the system to continue calling your other forwarding phones or get your voicemail Note: -- If you turn off this feature, your callers won’t be screened, and you won’t hear an announcement of who is calling you. -- You can only enable call screening with a call forwarding rule. E911 Address Configuration E911 service delivers address-specific (versus phone number only) call-back information to public service answering points whenever someone makes an emergency call. This enables emergency personnel to be dispatched to the scene even if the caller is unable to speak or if the call is suddenly disconnected.

The E911 address MUST be the same location as the permanent location of your 8x8 phone, for example the physical location of your computer/laptop should be entered. To enter your E911 Address: 1. Click on Settings. 2. Click on the E911 Address tab.

35

USER GUIDE 8x8 Virtual Office Solo

To:

Follow These Steps:

Notes:

Enter a new E911

1. Under the E911 Address

If your address can not be

address

tab, click on + Add E911

validated, a list of alternatives

Address.

will be presented for you to

2. Enter your address details.

select.

3. Review the E911 service limitations and Terms and Conditions, then check the box 4. Click Validate and then Save. Select a previously entered E911 address

1. Under the E911 Address tab, click on the arrows next to Change E911 Address. 2. Click Save

Update address whille 1. Under the E911 Address

E911 support will not be

travelling outside

tab, check the box next to

available with this option.

the US

Travelling outside the US

Microphone Configuration Virtual Office Solo gives you access to your Adobe Flash Player Setting configuration.

36

USER GUIDE 8x8 Virtual Office Solo

To access your Adobe Flash Player Settings: 1. Click on Settings. 2. Click on the Microphone tab. To:

Follow These Steps:

Notes:

Stop the Adobe Flash

1. Under the Microphone

By denying Flash Player access

Player Settings from

tab, click on Show Privacy

to your microphone and camera,

popping up every

Settings.

you will not be able to use your

time you log into Virtual Office Solo

2. Once you have selected to always allow or deny, check the box next to Remember.

Select an audio

1. Under the Microphone tab,

source for your

click on Show MicSettings.

microphone

computer microphone to speak during your calls or meetings or participate in video chats or meetings.

2. Make the appropriate microphone selection.

Billing Under Billing you are able to view your previous months Billing Statements. To access your billing statements: 1. Click on Settings at the top left side of the Virtual Office Solo screen. 2. Click on the Billing tab.

37

USER GUIDE 8x8 Virtual Office Solo

Virtual Office Solo Softphone Your Virtual Office Softphone offers you the following features: • Make calls from your computer. • Receive calls from your computer. • Incoming call handling (Do Not Disturb, advanced call forwarding). • Active call handling (touch tone dialing; blind, warm, voicemail and between-device transfers; call hold/resume). • Multi-line call handling (3-way calling, call waiting, call swap). • Call recording • Voicemail (online access to voicemail). • Caller and calling line information (caller ID, callers log). • Call notification (missed call, call waiting and voicemail waiting notification). • Volume control for Virtual Office Softphone ringer, microphone and speaker. • Click to communicate with your Virtual Office Solo contacts.

To access your Virtual Office Softphone: 1. Log on to your Virtual Office Solo account. 2. Click on Call. 3. Your Virtual Office Solo Softphone panel will pop out.

38

USER GUIDE 8x8 Virtual Office Solo

Make Calls Virtual Office Softphone lets you make outbound calls from your computer.

Dial out from Your Computer Using your computer to place calls is easy with Virtual Office Softphone. Note: For an optimal audio experience on Virtual Office Softphone, please use a computer headset that includes a microphone. Go to I’m Calling From at the top of the screen and select Softphone. To:

Follow These Steps:

Dial a number

1. Enter the number in the Call box. Alternatively, you can click on the Call button to your left and you can enter the number in the Call field found on the Virtual Office Softphone panel. 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.

39

Notes:

USER GUIDE 8x8 Virtual Office Solo

To:

Follow These Steps:

Click any number

1. Click on the contact tab.

listed in Search

2. Click any number listed.

Results, Recent Contacts or My Contacts

Notes:

3. Virtual Office Softphone will automatically launch and dial the contact.

Speak with the call

Use your computer headset to

recipient

speak with the recipient when your call is answered.

Disconnect the call

Click the Disconnect button on your Virtual Office Softphone.

Dial Out from Other Locations You can choose to dial out from other locations. The Virtual Office system 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 e.g. home phone or cell phone.

40

USER GUIDE 8x8 Virtual Office Solo

Receive Calls Virtual Office Softphone lets you use your computer to Accept or Decline incoming calls. You can also send incoming calls immediately to voicemail by clicking on Decline. Send to Voicemail. When an incoming call is received, the Virtual Office Softphone panel automatically slidesout. To:

Follow These Steps:

Answer the call

Click Accept and begin speaking If you have another call when to the caller.

Notes: you accept an incoming call, your first call will be put on hold.

Place your first call

Click Hold. To take the call off

The other party will hear music

on hold to answer the

hold, click Resume.

until you resume the call.

Click Ignore.

The caller will continue to hear

incoming call Decline the call

ringing until the call is answered by voicemail. Send the call directly

Click Decline.

to voicemail so the

your voicemail greeting.

caller can leave a message. View missed calls

Click Inbox and view all missed calls under All or Calls.

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The caller will immediately hear

USER GUIDE 8x8 Virtual Office Solo

Incoming call handling To:

Follow These Steps:

Notes:

Do Not Disturb

You can set Do Not Disturb

When you need quiet time

by: changing your status to Do

to finish a project, put your

Not Disturb at the top of your

telephone in a state that

screen.

will not ring and calls will automatically be forwarded to voicemail (or to a busy signal if voicemail is turned off).

Call Forwarding

To access these features: 1. Click on Settings at the top left side of the Virtual Office Solo screen.

Virtual Office Solo lets you set your own rules for handling incoming calls using the Call Forwarding features.

2. Click on the Call Forwarding tab. Manage Active Calls Once you click Accept to answer an incoming call, Virtual Office Softphone gives you additional call-management options such as: • Touch tone dialing • Blind, warm, voicemail and between-device transfers • Call hold/resume • Call Recording

42

USER GUIDE 8x8 Virtual Office Solo

To:

Follow These Steps:

Notes:

Touch tone dialing

Click any button on your touch

If you need to make another

tone keypad.

call while you are connected on

When you are connected to a call, your dialpad changes color to allow you to enter touch tones on your calls that require touch tone dialing. Disconnect the call

Click Disconnect.

Adjust your

Click the Speaker Volume icon

Softphone Speaker

and slide adjust to your desired

Volume

volume.

Adjust your

Click the Microphone Volume

Softphone

icon and slide adjust to your

Microphone Volume

desired volume.

Record the call

Click Record Call.

Transfer the call

1. Click Transfer.

without speaking

2. Enter the number or name of

to the second party (Blind Transfer)

the person to whom you are transferring the call. 3. Click on Blind Transfer.

43

your first one, click on Add Call.

USER GUIDE 8x8 Virtual Office Solo

To:

Follow These Steps:

Transfer a call to a

1. Click the line you wish to

second call already on hold

Notes:

transfer. 2. Click on Transfer. 3. Select the line you wish to transfer the call to. 4. Click on Complete Transfer.

Speak to a second

1. Click Transfer.

party prior to

2. Enter the number or name of

transferring the first

the person to whom you are

party over (Warm Transfer)

transferring the call to. 3. Click Dial. 4. Once the call is connected and you are ready to transfer the call, click on Complete Transfer.

Put the call on hold

1. Click Hold.

The other party will hear music

2. To take the call off hold, click

until you resume the call.

Resume. Multi-line call handling With the 8x8 Virtual Office Softphone, you can do mutli-line call handling. To:

Follow These Steps:

Notes:

Make Another Call

Click Add Call and enter the

This will put the current call on

number or name of the person

hold.

you wish to dial. 1. Click Add Call to initiate

The other party will hear music

together – when

the second call. Enter

until you resume or merge the

currently on a call

the number or name of

call.

Conference two calls

the person you wish to conference. 2. Click Call and then Merge to conference the calls together. Swap calls

Click on the phone number you

The other party will be put on

want to switch calls to in the

hold.

Active Calls box.

44

USER GUIDE 8x8 Virtual Office Solo

Voicemail You can receive notification of new voicemail messages and then listen to them online.

To access your Voicemail: 1. Login to Virtual Office Solo. 2. Click on the New Voicemail notification link.

Voicemail Box Setup To:

Follow These Steps:

Access your

Dial 555.

voicemail from your softphonesen Change your

1. Dial 555.

voicemail greeting

2. Enter your voicemail password. 3. Press * to go to the main menu. 4. Press 2. 5. Press 3 to change your voicemail greeting.

45

USER GUIDE 8x8 Virtual Office Solo

For more voicemail settings, please refer to the Virtual Office Voicemail Quick Reference Guide: http://sims.8x8.com/GetDocument.aspx?docid=710579. To:

Follow These Steps:

Receive notification

1. Look at the Home panel to

of new voicemail

see how many new voicemail

messages in Virtual

messages you have received.

Notes:

Office Solo Listen to new

1. In the Home panel, click

voicemail messages

Listen next to the number

online

of new voicemail messages

You can also click the Voicemail icon at the top of the screen.

received. 2. Scroll through the list of messages and click Listen to play the one(s) you want to hear. Listen to existing

1. Click on My Inbox.

voicemail messages

2. Select Voicemails.

online.

3. Click on Listen. 4. Scroll through the list of voicemails to play the one(s) you want to hear.

Delete voicemail

1. Click on My Inbox.

messages

2. Select Voicemails. 3. Click on Listen. 4. Scroll through the list of messages to play the one(s) you want to hear. 5. Click Delete on the voicemail you wish to delete. 6. To delete the message, you must click Yes when the dialog box appears.

Forward voicemail via email

1. Click on Listen in the home panel or click on My Inbox

mail client on your computer to

and select Voicemails to

send a link to the voicemail.

display your messages. 2. Scroll through the list to your desired voicemail. 3. Click Forward. 46

The system will use the default

USER GUIDE 8x8 Virtual Office Solo

Caller and Call Line Information Virtual Office Softphone allows you to view your caller ID or the other party’s caller ID if available, as well as the status of your call.

To access your call line information: 1. Open your Virtual Office Softphone panel. 2. Look at the Active Calls section. 47

USER GUIDE 8x8 Virtual Office Solo

Vitrual Office Softphone Call Status • Ringing • Connected • On Hold

Ringer Volume You have the option to adjust your Virtual Office Softphone ringer volume.

Click on the Ringer Volume icon

and adjust the volume to the desired level.

Using Your Virtual Office Solo Contacts The Virtual Office Solo Contacts feature allows you to: • Synchronize** your Virtual Office Solo contacts with your contacts from Outlook ®, GoogleTM App, Facebook© and Twitter©. • Distinguish your contacts by icons. • Click to call, or chat with your contacts. • View contact information, combined history for calls and chat attached to contact details.

48

USER GUIDE 8x8 Virtual Office Solo

You can import contacts from Outlook, Facebook and Twitter. See the All Contacts configuration section for more details. Contacts are organized under these pull-down categories:

• Search results — contacts matching your search inquiry. • Recent Contacts — up to 10 contacts who recently contacted you or have been contacted by you. • My Contacts — your personal contacts entered into Virtual Office Solo, sync from your Outlook and Google account. • My Social Contacts — your Facebook and Twitter contacts. Search Results 8x8 Virtual Office Solo displays all contacts with matching search credentials. Recent Contacts 8x8 Virtual Office Solo users who have recently contacted you by phone or fax 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.

49

USER GUIDE 8x8 Virtual Office Solo

My Contacts The My Contacts feature allows you to create a customized list of contacts. This list is pulled from personal contacts you entered into Virtual Office Solo or personal contacts from your Outlook and/or Google account.

To access My Contacts: 1. Click on My Contacts. 2. Scroll down through your list of contacts.

My Social Contacts This tab contains all your Facebook and Twitter contacts.

To access your social contacts: 1. Click on My Social Contacts. 2. Scroll down through your list of contacts. To:

Follow These Steps:

Send a direct

1. Click on the contact’s name.

message via Twitter

2. Type in your message and click Send.

50

Notes:

USER GUIDE 8x8 Virtual Office Solo

To:

Follow These Steps:

View your Twitter

1. Scroll through your contact

contact’s latest tweet

Notes:

list. 2. The latest tweet is listed under your Tweeter contact Or 1. Click on the contact’s name. 2. Click on Social tab to view contact info including the latest tweet.

Unfollow your

1. Click on a contact’s name.

Twitter contact

2. Click on Unfollow.

Navigate to the

1. Click on the contact’s name.

contact’s Twitter

2. Click on the person’s full

page

name link.

View contact info and 1. Click on the contact’s name. interaction history including Tweets, Facebook posts, Favorites, Direct messages from and

2. Click on Social tab to view contact info. 3. Click on History tab for the interaction history.

to the contact Post on the contact’s Facebook wall

1. Click on Facebook contact’s name. 2. Type in your message and click Share.

Chat with the Facebook contact

1. Click on Facebook contact’s name. 2. Click on the Chat tab. 3. Type in your message and click Share.

Add / Delete contacts

You cannot add or delete contacts in My Social Contacts. However, you can delete them from your social networking sites.

Drag-and-drop

1. Click on My Social Contacts.

A message confirming that the

contacts from My

2. Scroll down through your list

contact has been copied will

Social Contacts to My Contacts

of contacts. 3. Drag and drop the contact you want to copy into My Contacts.

51

appear.

USER GUIDE 8x8 Virtual Office Solo

Internet Fax With Virtual Office Solo Internet Fax, your fax service is available 24 hours a day, seven days a week. Inbound fax documents are collected in your Inbox along with voicemail, call history, call recordings, Virtual Meeting history, and chat history. You can send virtually any document on your computer as a fax. The local fax number provided can be combined with additional fax numbers or toll-free numbers to enhance your presence while conducting business. With 8x8 Internet Fax you have flexibility: • Fax one or many documents and choose the document order before sending the fax. • Customize a global fax cover sheet template to use repeatedly. Simply enter the name and fax number for each new fax and the professional fax cover is automatically generated. • Send a single cover page fax without attaching any files. Fax Notification You are notified of an incoming fax via a screen icon if you are logged into Virtual Office Solo. In addition, a fax notification is sent to your email account with a link to the fax. You can also set up to five email addresses to receive the fax notification. A temporary archive of all faxes can be found at My Inbox --> History Tab --> Faxes on your Virtual Office Solo dashboard. You can permanently archive faxes to your personal computer or local area network storage at any time.

How Internet Fax Works In order to fax documents, they must be available on your computer. You can scan documents, take snapshots with your webcam, upload images to your computer or even create documents on your computer. Internet fax supports the following attachment file types with a maximum attachment file size of 10 MB: docx, .doc, .dotx, .dotm, .dot, .mht, .mhtml, .rtf, .txt, .wps, .xml, .xlsx, xlsm, .xlsb, .xls, .xltx, .xltm, xlt, .csv.tif, .pdf, .ppt, .BMP, .DCX, DIB, .DPX, FAX, FITS, FPX, .GIF, GIF87, 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. Note: The recipient will receive a paper fax if sent to a fax machine or a PDF file if sent to another electronic fax. Once you have an electronic document ready to fax, all you have to do is log into Virtual Office Solo, click Fax, enter the recipient’s fax number, choose the cover sheet (optional), upload the document or several documents and click Send.

52

USER GUIDE 8x8 Virtual Office Solo

Get Started 4. Click on Settings 5. Then My Services 6. Navigate to the section called Internet Fax

7. To receive a notification to your email address when you receive a fax, select the Enabled radio button. You can add up to five additional email addresses to also receive the fax notification

53

USER GUIDE 8x8 Virtual Office Solo

To:

Click:

Notes:

Turn off Internet Fax.

Use the arrow keys to

This turns off Internet fax

select Disabled.

until you enable it again.

Use the arrow keys to select

Make sure you select a

a number.

number instead of Disabled.

Turn on Internet Fax.

Send and Receive Internet Faxes Send Internet Faxes With Virtual Office Solo, you can easily send Internet faxes to contacts and external numbers. Sending a fax is as easy as uploading the document you want to fax and clicking Send.

54

USER GUIDE 8x8 Virtual Office Solo

Fax Cover Sheet Template Filling in the fields within the Fax panel will auto-populate on the fax cover sheet (if required).

You can customize your fax coversheet with your company logo, title, footer etc. Simply click on the yellow editable fields.

Note: The gray areas are non-editable and will be populated from the From and To fields of the Fax Window. Updates to the fax coversheet can be saved for future use or make changes on a per fax basis.

55

USER GUIDE 8x8 Virtual Office Solo

To:

Click:

Notes:

Send a fax to any number.

1. Click on Fax at the

To find recipients by name,

top left side of the

they must be listed in

screen or Send a Fax

My Contacts or Recent

at the bottom of the

Contacts.

home panel. 2. Enter the recipient’s fax number; or begin typing the person’s name and select a fax number from the drop-down menu. 3. Click the Include Cover Sheet checkbox. 4. Fill in the Name, Subject and Notes boxes. 5. Edit your Cover Sheet as needed. 6. Select the From Fax Number if you have additional fax numbers on the account. 7. Click Add to attach the document(s) you want to fax. Multiple documents can be sent in the same fax. 8. Sort the Order of the documents to be faxed with the up and down arrow keys. 9. Click Send Fax.

56

USER GUIDE 8x8 Virtual Office Solo

To:

Click:

Send a fax from a directory

1.

Click on My Contacts or Recent Contacts.

or contact list. 2.

Use the search box or scroll through the list until you find the person you want to send a fax.

3.

Click on the person’s name.

4.

When their contact information panel appears, click on the Fax tab.

5.

Click the Include Cover Sheet checkbox.

6.

Fill in the Name, Subject and Notes boxes.

7.

Edit your Cover Sheet as needed.

8.

Select the From Fax Number if you have additional fax numbers on the account.

9.

Click Add to attach the document(s) you want to fax. Multiple documents can be sent in the same fax.

10. Sort the Order of the documents to be faxed with the up and down arrow keys. 11. Click Send Fax.

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Notes:

USER GUIDE 8x8 Virtual Office Solo

Receive Internet Faxes With Virtual Office Solo, 8x8 users can receive fax messages right at their desktops. To:

Click:

Notes:

View new faxes.

1. The number of new faxes is displayed in the Home panel. 2. Click

to view

your faxes. Receive notification of new

1. When new faxes are received the system will

also sent to the user at

Virtual Office Solo.

notify you with a fax

the same time. The email

icon at the top of the

contains a link to view the

screen.

fax. You can also set up

2. Click the fax icon in the Home panel to view your new faxes. Delete faxes.

Option 1 1. Click on My Inbox. 2. Select Faxes. 3. Click Delete next to the fax(es) you want to delete. 4. A dialog box will appear asking you to confirm the deletion. Option 2 1. Click on My Inbox. 2. Click on Faxes. 3. Select All, Read or Unread at the top of the panel. 4. Click Delete to delete all faxes in the selected category.

58

An email notification is

faxes while logged into

five email addresses to receive the fax notification under Settings>My Services>Internet Fax. To delete the fax, you must click Yes when the dialog box appears.

USER GUIDE 8x8 Virtual Office Solo

To:

Click:

Notes:

Mark as Read / Unread.

1. Click on My Inbox.

You can also mark individual

2. Click on Faxes.

messages by clicking on the

3. Select All or None at the top of the panel. 4. Use the pull-down menu next to More Actions to mark as Read or Unread. Return call to the fax sender.

1. Click on

in the Home

panel or click on My Inbox and select Faxes to display your messages. 2. Scroll through the list and click Return Call next to the sender you want to call back. Add message sender to My Contacts.

1. Click on

in the Home

panel or click on My Inbox and select Faxes to display your messages. 2. Scroll through the list and click Add to My Contacts next to the sender you want to add. 3. Fill in the New Contact panel and click Save.

59

line item and selecting Mark as Read/Unread under More Actions.

USER GUIDE 8x8 Virtual Office Solo

Call Recording Virtual Office Solo users can record their incoming or outgoing phone calls, as well as play back, download and delete recordings. Call recordings are stored and are accessible from My Inbox in Virtual Office Solo. Calls to your 8x8 number can be recorded on demand. You can also set your Call Recording preferences to record all phone calls automatically. You can download each call recording to your local computer for permanent storage. You can also leave the recording on the 8x8 server if desired. Virtual Office Solo also provides up to 35 hours of online storage for your call recordings. To view your current storage usage and recordings, login as follows:

Virtual Office Solo Login Procedure 1. Go to http://virtualoffice.8x8.com/ 2. Enter your 8x8 login. 3. Enter your password and click the Login button. 4. When prompted, click Allow to enable Adobe Flash Player (a required element for this application.) 5. Click on My Inbox. 6. Click on the Media tab. 7. Select Call Recordings.

Set Call Recording Preferences 1. Click on Settings at the top left side of the screen. 2. Click on the My Services tab. 3. Go to Call Recording.

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USER GUIDE 8x8 Virtual Office Solo

To:

Click:

Notes:

Record calls on demand.

1. Use the arrows to select

You will be able to initiate

Record On-Demand.

Record all calls.

2. Click Save.

Softphone panel.

1. Use the arrows to select

All incoming and outgoing

Record All Calls. 2. Click Save. Disable call recording.

call recording on the

calls will be automatically recorded. Recording stops when you end the call.

1. Use the arrows to select Disabled. 2. Click Save.

Announce to the other

1. Check the To Other

Recording notification

party that the call is being

Party box next to Play

requirements vary from

recorded.

Announcement when

state to state. Make sure

calls are recorded.

you read 8x8’s Privacy Laws

2. Click Save.

and Notice Requirements for Electronic Recording of Telephone Conversations before making your selection.

Hear an announcement that the call is being recorded.

1. Check the To Me

Recording notification

box next to Play

requirements vary from

Announcement when

state to state. Make sure

calls are recorded.

you read 8x8’s Privacy Laws

2. Click Save.

and Notice Requirements for Electronic Recording of Telephone Conversations before making your selection.

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USER GUIDE 8x8 Virtual Office Solo

Record Calls Using Your Computer To:

Click:

Notes:

Record incoming or outgoing All calls are automatically

If you want the system to

calls when Record All Calls

recorded with no further

announce to you or the

is enabled.

action required.

other party that the call is being recorded, click the appropriate check box

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USER GUIDE 8x8 Virtual Office Solo

Using Virtual Office Softphone Record an incoming/ outgoing call on demand.

1. When the Softphone appears, click Accept to answer the call. 2. Click Record Call. 3. If enabled, the system will announce to you and/ or the other party that the call is being recorded. 4. To stop recording, click Stop Recording or disconnect from your call.

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USER GUIDE 8x8 Virtual Office Solo

Access Call Recordings To access your call recordings in Virtual Office Solo: 1. Click on My Inbox. 2. Click on the Media tab. 3. Select Call Recordings. You will see your current storage usage, including total capacity and remaining capacity, and a list of your recordings.

To:

Click:

Listen to a recorded call.

1. Use the search box or

Notes:

scroll through the list to find the recording you want to hear. 2. Click Listen. Delete a call recording.

Option 1 1. Use the search box or scroll through the list to find the recording you want to delete. 2. Click Delete. 3. Click Yes when a dialog box appears asking you to confirm the deletion. Option 2 1. Click on Listen. 2. Click on Delete.

Download a call recording.

1. Click on Listen. 2. Click on Download. 3. Save it to your computer.

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You must click Yes when the dialog box appears in order to delete the recording.

USER GUIDE 8x8 Virtual Office Solo

To:

Click:

Return a call.

1. Use the search box or scroll through the list to find the person you want to call back. 2. Click Return Call.

Add a caller or call recipient to My Contacts.

1. Use the search box or scroll through the list to find the person you want to add. 2. Click Add to My Contacts. 3. Fill in the New Contact panel. 4. Click Save.

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Notes:

USER GUIDE 8x8 Virtual Office Solo

Virtual Meeting Are you tired of sharing your online conferencing account or paying big bucks for it? Virtual Office Solo solves both these issues by integrating 8x8 Virtual Meeting. 8x8 Virtual Meeting is a flexible online conferencing solution that turns ordinary phone calls into productive meetings. With just a few clicks, you can start an audio, web and video meeting, invite clients to a meeting, enable recording, share desktop content and much more. Each Virtual Office Solo customer gets one US local dial in number for Virtual Meeting access. Additional local, international and toll-free dial-in numbers can be purchased from 8x8.

Virtual Office Solo Login Procedure To access Virtual Meeting, you first need to log into Virtual Office Solo following these steps: 1. Go to http://virtualoffice.8x8.com. 2. In the Sign In box, enter your 8x8 login. 3. Enter your password and click the Login button. 4. When prompted, click Allow to enable Adobe Flash Player (a required element for this application.)

Create a Meeting To create a Virtual Meeting: 1. Click on New Meeting in the Home panel or at the top left side of the screen. 2. An Untitled Meeting panel will open, allowing you to customize your meeting.

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USER GUIDE 8x8 Virtual Office Solo

To:

Click:

Notes:

Name your meeting.

1. Move your cursor over

This will be your

Untitled Meeting.

meeting title.

2. When the text is highlighted, click once. 3. Enter a new meeting title in the entry box that appears. Purchase addiitonal dial in

To purchase additional US,

This feature enables you to

numbers.

toll-free or international

provide a cost-effective dial

numbers:

in number for participants in

1. Select Buy More Numbers.

other area codes, states or countries.

2. Fill in the Buy Access Number form that appears. 3. Click Finish. Set meeting start time and date.

1. Move your cursor over From. 2. When the information is highlighted, click once to open date / time entry boxes. 3. Type in the date or click the calendar icon to select a date. 4. Click on the time entry box. 5. Set the time by manually typing it in, selecting from the pull-down menu, or clicking on the clock icon; or 6. Click Now to start the meeting right away.

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To start the meeting right away, you can set the meeting to start now by clicking on the Now button or setting the meeting to start within the immediate timeframe.

USER GUIDE 8x8 Virtual Office Solo

To:

Click:

Notes:

Set meeting end time

1. Move your cursor

If you prefer not to set an

and date.

over To. 2. When the information is highlighted, click once to

end time for the meeting, check the Never Ending box.

open date / time entry boxes. 3. Type in the date or click the calendar icon to select a date. 4. Click on the time entry box. 5. Set the time by manually typing it in, selecting from the pull-down menu, or clicking on the clock icon. Set time zone.

Use the arrows next to Time Zone to select a time zone for your meeting.

Schedule an all-day meeting. Check the All Day box.

When you check this box, your meeting will be valid from 12:00 a.m. to 11:59 p.m. for the duration of the date range.

Schedule a meeting that repeats at regular intervals.

Option 1 Use the arrows to select Every Day, Every Week, Every Month or Every Year. Option 2 To schedule a custom interval: 1. Select Custom. 2. Fill in the entry box that appears. 3. Click Ok.

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If you do not want your meeting to repeat, make sure this option is set to Never.

USER GUIDE 8x8 Virtual Office Solo

To:

Click:

Notes:

Indicate meeting purpose.

1. Click on Add meeting

This information will be

purpose next to

sent out to your meeting

Purpose.

participants in the email

2. Select Meeting,

invitation.

Training, Presentation, Sales or Other. 3. If you select Other, enter the purpose in the box provided. Enable / Disable meeting

Virtual Meeting includes a

To view all options click on

options.

number of advanced options

Show All next to options.

that you can enable or disable when you create a meeting. To do this, simply check or uncheck the corresponding boxes. • Chat − Allows meeting participants to have public and one-on-one chats. • Prompt to join audio – Gives participants the choice to join the audio portion of the meeting by dialing in or via their computer (VoIP) immediately after joining the web portion. • Require Moderator −

You do not have to enable

Participants can join a

this option to have a

meeting only after the

meeting Moderator. To

Moderator has joined.

designate a Moderator, see Designate a Host and/or Moderator below.

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USER GUIDE 8x8 Virtual Office Solo

To:

Click: • Mute all participants −

Notes: All participants except the

All meeting participants

Host and Moderator join the

are muted.

meeting muted. Moderators can unmute any participant when the meeting is in progress. This feature is useful if you do not want anyone except the Host or Moderator to speak during the meeting.

• Request Response − Request that

A response is not mandatory.

participants respond to the meeting invite. • Audio recording −

The Moderator can start/

Records meeting for

stop recording during the

download and future

meeting. Participants will

playback.

hear an announcement when the Moderator starts or stops recording.

• Presentation Sharing − Allows moderators, hosts and participants with content sharing permission to share their desktop or application. • Video – Allows participants to show and view their webcams. • International dial outs

may incur toll charges. See

to dial out to other

8x8 international rates:

participants with

http://www.8x8.com/

international (non-US)

international_services/.

numbers to add them to the meeting.

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International dial outs

− Allows participants

USER GUIDE 8x8 Virtual Office Solo

To:

Click:

Notes:

• Allow participants to invite − All participants are allowed to invite others to join the meeting. • Participants can see each other – Allows participants to see other participants when the meeting is in progress. If disabled, only moderators can see the participant list. • Announce participant

Announcements will be

on join − Announce

heard by all participants in

each participant as they

the audio portion of the

join or leave the meeting. meeting. • Maximum participants – Sets the maximum

15 can be supported for an

number of participants

additional fee.

for the meeting. Excess charges are not incurred as long as the maximum number of 15 is not exceeded. • Remote desktop control - Allow enabled participant to control another participant’s desktop pending access permission

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Additional participants over

USER GUIDE 8x8 Virtual Office Solo

To:

Click:

Notes:

Add meeting participants.

Option 1: drag and drop

Virtual Meeting will

1. Go to My Contacts, Recent Contacts or Search Results. 2. Drag-and-drop the

automatically send email invitations to the participants you selected once you click Start Now or Save.

names of people you want to invite into the Participants box. Option 2: enter manually Enter the names or email addresses of the people you want to invite in the Participants box. Designate a Host and/or Moderator.

Host Role Hosts can share desktop content with other participants, and pass those controls to others. Moderator Role Moderators control when the meeting starts and ends, and have access to meeting management features. See the Meeting Controls and Features section for more information. 1. In the Participants box, click on the name of the person you want to designate as Host or Moderator. 2. Check Host, Moderator, or both in the drop-down menu that appears.

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The Host and Moderator can be the same person, but the roles can also be assigned to separate individuals.

USER GUIDE 8x8 Virtual Office Solo

To:

Click:

Notes:

Add a description to your

1. Click Add a Description

This should be a summary

meeting invitation.

next to Description. 2. Fill in the entry box that appears.

description of your meeting. For example, “Sales meeting to discuss monthly figures.” This will be included in the email invitation sent out to meeting participants.

Start your meeting now and

Click Start Now at the

This button will only appear

send email invitations to

bottom of the screen.

if you set the start time to Start Now or to start in the

participants.

immediate timeframe. Save your upcoming meeting and send email invitations to participants.

1. Click Save at the bottom of the screen. 2. A panel with your meeting title will open. 3. Click Edit to make

You can edit an upcoming meeting until it has started. See the View, Edit and Cancel Meetings section for more information.

changes to your upcoming meeting. 4. Click Close to close the meeting panel without making any changes.

View, Edit and Cancel Meetings You can view your current, past and upcoming meetings at any time. You can edit or cancel an upcoming meeting until it has started.

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USER GUIDE 8x8 Virtual Office Solo

To:

Click:

View meetings in progress.

Option 1 Go to the Home Panel. Click on View next to Meetings in Progress. Option 2 Click on My Meetings. Go to Meetings in Progress.

View upcoming Meetings.

Click on My Meetings. Go to Upcoming Meetings.

View all meetings by date.

Go to the calendar displayed under My Meetings. Click on any linked date to see the time and title of past, current and upcoming meetings.

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Notes:

USER GUIDE 8x8 Virtual Office Solo

To:

Click:

Notes:

View meeting details.

Option 1: from date view:

You cannot edit meeting

1. Click on My Meetings. 2. Go to the calendar displayed under My Meetings. 3. Click on any linked date to see list of meetings. 4. Click on the individual meeting to see details. Option 2: from Upcoming Meetings: 1. Click on My Meetings. 2. Click on the individual meeting title under Upcoming Meetings to see the details. Option 3: from Meetings in Progress: 1. Click on My Meetings. 2. Go to Meetings in Progress. 3. Click on the Meeting title to see details.

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details of meetings currently in progress.

USER GUIDE 8x8 Virtual Office Solo

To:

Click:

Notes:

Edit an upcoming meeting.

1. Click on My Meetings.

If you change the meeting

2. Go to Upcoming

title, date or time, make sure

Meetings. 3. Click Edit next to the meeting you want to change. 4. When the meeting panel opens, enter your changes. 5. Click Save. 6. When the Notification Options box opens, select one of the following: • Resend invitations to all participants • Send invitations to only new participants • Do not send invitations to any participants 7. Click Continue. 8. When the meeting panel reappears, click Close if you have no more changes. If you do want to make additional changes, click Edit and follow these steps again. Discard changes to

If you want to discard your

a meeting.

changes rather than save them, click Discard Changes at the bottom of the meeting panel.

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you click to close the entry box so that your changes are accepted. If you require a response from your participants, be sure to resend the invitations after you have made any scheduling changes. After you click Continue, you will see a message confirming that your changes have been saved.

USER GUIDE 8x8 Virtual Office Solo

To:

Click:

Notes:

Cancel an upcoming

1. Click on My Meetings.

You must click Yes when the

meeting.

2. Go to Upcoming

dialog box appears in order

Meetings. 3. Click Edit next to the meeting you want to cancel. 4. When the meeting panel opens, click Cancel. 5. Click Yes to confirm that you want to cancel the selected meeting. 6. The My Meetings panel will open. 7. Your meeting will appear under Upcoming Meetings with “canceled” next to it.

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to cancel your meeting.

USER GUIDE 8x8 Virtual Office Solo

Start a Meeting Participants can join the audio, web and/or video portions of a Virtual Meeting. A meeting officially starts when at least one participant has joined the meeting. A scheduled meeting can be started 15 minutes before its scheduled start time. If Require Moderator was NOT selected when the meeting was created, any participant can start the meeting at the selected start time. If Require Moderator was selected, the meeting will be available for all participants once the Moderator joins and enters their moderator ID. Other participants cannot join the meeting until the Moderator has joined, even if the scheduled start time has arrived. Moderators and participants can start meetings in three ways: 1. Via the email invitation. 2. Using a phone. 3. In Virtual Office Solo.

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USER GUIDE 8x8 Virtual Office Solo

To:

Click:

Notes:

Start a meeting via the

1. Open the email meeting

Moderators must enter a

email invitation.

invitation. 2. Click on the unique meeting URL provided. 3. If you do not have an

Virtual Meeting login in order to start the meeting and access meeting controls. Registering for a free Virtual

8x8 Virtual Meeting

Meeting login also gives

login, click on I am a new

moderators and participants

participant and register

access to upcoming

for a login.

meetings, and past

If you have an 8x8 Virtual

meetings and recordings.

Meeting account, click on I

You cannot start a meeting

am a returning participant and enter your login

by clicking on Join Now.

information. 4. Once you are logged into the online session, you have successfully started the meeting. 5. You now have the option to dial into the audio portion of the meeting. See the Join a Meeting section for more details. Start a meeting using a phone.

1. Open the email meeting

Moderator, the Moderator

dial-in number(s) and

must enter their Moderator

meeting ID.

ID in order to start the

2. Dialin using one of the phone numbers provided. 3. When prompted, enter your meeting ID, state your name and press #.

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If the meeting requires a

invitation to obtain the

meeting.

USER GUIDE 8x8 Virtual Office Solo

To:

Click:

Notes:

Start a meeting in Virtual

1. Click on My Meetings

If the Prompt to Join Audio

on the left side of the

option is enabled, you will be

screen.

prompted to join the audio

Office Solo.

2. When the My Meetings

portion immediately after

panel opens, go to

logging in.

Upcoming Meetings.

If you schedule the meeting

3. Click on Start Meeting.

at a later date, you will be

4. You are now logged into

able to start the meeting 15

the online portion of the meeting and have the

minutes prior to the start time.

option to dial into the audio portion. See the Join a Meeting section for more details.

Join a Meeting Participants can join a meeting that does not require a Moderator or that has already been started by the Moderator. Participants can join meetings in three ways: 1. Using a phone. 2. Via the email invitation. 3. In Virtual Office Solo.

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USER GUIDE 8x8 Virtual Office Solo

In the email below, participants can click on the link.

You will be brought to the 8x8 Virtual Meeting login page. Press Join Meeting Now button to enter the meeting.

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USER GUIDE 8x8 Virtual Office Solo

You will be prompted to dial in for the audio part of the meeting with three options. Choose your preference and follow the prompts to join the meeting.

To:

Click:

Notes:

Join an audio meeting using

1. Open the email meeting

If the audio meeting requires

a phone.

invitation to obtain the

a Moderator, participants

dial in number(s) and

cannot join until the

meeting ID.

Moderator has started the

2. Dial in using any of the numbers provided.

Participants can only join

3. When prompted, enter

audio sessions during the

the meeting ID, state your name and press #.

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meeting.

scheduled time.

USER GUIDE 8x8 Virtual Office Solo

To:

Click:

Notes:

Join an online meeting from

1. Open the email meeting

The Join Now option

an email invitation.

invitation. 2. Click on the unique URL provided. 3. If requested, you can

minutes before the scheduled start time of the meeting.

RSVP to the meeting.

In order to join a web

4. Click Join Now to join the

session as the Host or

meeting without logging

Moderator, you must:

in or registering. You will

1. Use the unique URL

be required to enter your first and last name. If you do not have an 8x8 Virtual Meeting login, click on I am a new participant and register for a login. If you have an 8x8 Virtual

supplied in the invitation email. 2. Dial in to the meeting using a dial in number and Host meeting ID supplied in the email meeting invitation.

Meeting account, click on I

Tip: If you are both the

am a returning participant

Moderator and Host, use

and enter your login

your Moderator meeting ID

information.

to dial in.

5. You are now logged into the online portion of the meeting and have the option to dial into the audio portion.

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becomes available 15

USER GUIDE 8x8 Virtual Office Solo

To:

Click:

Dial into the audio session of If the Prompt to Join

If you choose option 1, you

an online meeting from an

Audio option is enabled for

will need a microphone

email invitation.

your meeting, you will be

and speakers or computer

prompted to join the audio

headset. You will also

session after logging in to

be prompted to grant

the web session.

access to your camera and

There are three ways you can dial in: Option 1 1. Select Dial in using my computer to be connected to the audio session via VoIP. 2. Click Connect. Option 2 1. Select Dial in using my phone and enter your phone number. The system will call you and connect you to the audio portion of the meeting. 2. Click Connect. Option 3 1. Select No Thanks and click Close. 2. Dial in from your phone using the number provided in the email invitation. 3. When prompted, enter the meeting ID in the email invitation, state your name and press #.

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Notes:

microphone. Remember to say your name and press # to join the audio meeting.

USER GUIDE 8x8 Virtual Office Solo

To:

Click:

Notes:

Dial into the audio session of If Prompt to Join Audio an online meeting from an

is not enabled for your

email invitation. (continued)

meeting, you will be placed immediately into the web session. You can dial in to the audio session at any time during the meeting. 1. Go to Meeting Controls at the top of the meeting window. 2. Select Connect to Call from the pull-down menu. 3. Select Dial in using my computer or Dial in using my phone. 4. Follow the instructions for option 1 or option 2 above. You can also use option 3 to dial in from your phone using the number provided in your email invitation.

Join a meeting in Virtual Office Solo.

Login to Virtual Office Solo. If the meeting has already started, you can join it in two ways. Option 1 1. In the Home panel, click View next to Meetings in Progress. 2. When the My Meetings panel opens, go to Meetings in Progress.

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If the Prompt to Join Audio option is enabled, you will be prompted to join the audio session immediately after joining the web session. If the meeting requires a Moderator, participants will not be able to dial in or join the web meeting until the Moderator has joined it.

USER GUIDE 8x8 Virtual Office Solo

To:

Click:

Join a meeting in Virtual

Option 2

Office Solo. (continued)

1. Click My Meetings. 2. Go to Meetings in Progress. 3. Use the scroll bar to find the meeting you want to join. 4. Click Join. 5. You are now logged into the web session and have the option to dial into the audio portion. If the meeting has not yet started: 1. Click My Meetings. 2. Go to Upcoming Meetings and look for the meeting you want to join. 3. Start Meeting appears when the meeting is within its scheduled time. Click Start Meeting to join the web session. 4. You now have the option to dial into the audio portion of the meeting.

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Notes:

USER GUIDE 8x8 Virtual Office Solo

To:

Click:

Dial into the audio session of If the Prompt to Join

If you choose option1, you

an online meeting in Virtual

Audio option is enabled

will need a microphone

Office Solo.

for your meeting, you will

and speakers or computer

be automatically prompted

headset. You will also

to join the audio session

be prompted to grant

after logging into the web

access to your camera and

session. There are three

microphone.

ways you can dial in. Option 1 1. Select Dial in using my computer to be connected to the audio session via VoIP. 2. Click Connect. Option 2 1. Select Dial in using my phone and enter your phone number. The system will call you and connect you to the audio portion of the meeting. 2. Click Connect.

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Notes:

Remember to say your name and press # to join the audio meeting.

USER GUIDE 8x8 Virtual Office Solo

To:

Click:

Dial into the audio session of Option 3 an online meeting in Virtual Office Solo. (continued)

1. Select No Thanks and click Close. 2. Dial in from your phone using the number provided in the email invitation. 3. When prompted, enter the meeting ID in the email invitation, state your name and press #. If Prompt to Join Audio is not enabled for your meeting, you will be placed immediately into the web session. You can dial in to the audio session at any time during the meeting. 1. Go to Meeting Controls at the top of the meeting window. 2. Select Connect to Call from the pull-down menu. 3. Select Dial in using my computer or Dial in using my phone. 4. Follow the instructions for option 1 or option 2 above. You can also use option 3 to dial in from your phone using the number provided in your email invitation.

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Notes:

USER GUIDE 8x8 Virtual Office Solo

Meeting Controls and Features Moderator-only Meeting Management Capabilities In addition to controlling when a Virtual Meeting starts and ends, moderators have access to powerful meeting management capabilities, including muting, recording, inviting, and dismissing participants.

To:

Click:

Notes:

Stop a meeting.

1. Click on Meeting

Stopping a meeting ends

Controls. 2. When the drop-down menu appears, go to Moderator Only. 3. Click Stop Meeting. 4. A dialog box will appear asking for confirmation. 5. Click Yes to stop the meeting; click No to cancel.

both the web and audio sessions. All participants, including the Host and Moderator, will be removed from the meeting. Participants will receive an audio and online alert notifying them that the meeting has ended. The meeting can be restarted if the Moderator joins again. However, if the meeting end time has passed, the meeting cannot be started again.

89

USER GUIDE 8x8 Virtual Office Solo

To:

Click:

Notes:

Pause / Resume an

1. Click on Meeting

Pause Meeting puts

online meeting.

Controls. 2. When the drop-down menu appears, go to Moderator Only. 3. Click Pause Meeting. 4. A confirmation message box will appear. 5. Click Yes to pause the meeting. 6. “Pause” will change to “Resume” in the dropdown menu. 7. Click Resume Meeting to start the meeting again. 8. A confirmation message box will appear 9. Click Yes to resume the meeting.

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all participants on hold. Participants will hear on-hold music until the Moderator resumes the meeting.

USER GUIDE 8x8 Virtual Office Solo

To:

Click:

Notes:

Start / Stop Recording.

1. Click on Meeting

If the meeting is being

Controls. 2. When the drop-down menu appears, go to Moderator Only. 3. Click Start Recording. 4. A Terms and Conditions message box will appear. 5. Check the box next to I have read and accept the 8x8 recording policy. 6. Click Ok. 7. “Start” will change to “Stop” in the menu. 8. Click Stop Recording to end audio recording.

recorded and the Moderator clicks Pause Meeting, the recording will continue unless the Moderator clicks Stop Recording. If the meeting is paused and then resumed, recording will continue. If the Moderator starts and then starts recording again, a new, separate recording file is created for the meeting. Recorded meetings can be accessed in Virtual Office Solo by clicking on My Inbox, selecting the Media tab and clicking on Meetings. See the Review Past Meetings section for more information.

Lock / Unlock Meeting.

1. Click on Meeting Controls. 2. When the pull-down

any more participants from joining either the audio or

menu appears, go to

web portion of the meeting.

Moderator Only.

Unlock Meeting allows new

3. Click Lock Meeting. 4. A dialog box will appear asking for confirmation. 5. Click Yes to lock the meeting; click No to cancel. 6. “Lock will change to “Unlock” in the menu. 7. Click Unlock Meeting to open the meeting to new participants.

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Lock Meeting prevents

participants to join.

USER GUIDE 8x8 Virtual Office Solo

To:

Click:

Notes:

Announce Meeting End.

1. Click on Meeting

This feature plays a

Controls. 2. When the pull-down menu appears, go to Moderator Only. 3. Click Announce Meeting End. 4. An Advanced Options box will appear. 5. Use the arrows to select the number of minutes before the message plays, or click Play Now Mute / Unmute participants.

to participants that the meeting will end in x minutes. Participants must be connected to the audio session in order to hear it. However, playing this announcement does not end the meeting. To do that, the Moderator must also stop the meeting. See Stop a Meeting above for more information.

Go to the Participants panel

If the Participants panel

on the left side of

is not open, click on

the screen.

Participants in the

Mute Individual Participants: 1. Check the Mute box next to the name of any participant(s) you want to mute. 2. Uncheck the box to unmute the participant(s). Mute All 1. Click Mute All to mute all participants, except the Host and Moderator. 2. Click Unmute All to unmute all participants.

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recorded announcement

top menu. Participants can be muted / unmuted at any time during the meeting.

USER GUIDE 8x8 Virtual Office Solo

To:

Click:

Notes:

Start a Private Group

1. Go to the Participants

If the Participants panel

discussion.

panel on the left side of

is not open, click on

the screen.

Participants in the

2. Check the Private Group box next to the name of any participant you want to place into a private group.

A private group is a sidemeeting while the other participants are put on hold with music. Only participants

3. Once the first participant

who have dialed in to the

is checked, Start Private

audio session can be put

Group will appear at the

into a Private Group

top of the Participant List panel. 4. A confirmation message will appear. 5. Click Yes. 6. Click Start Private Group. “Start” will change to “Stop.” 7. To remove someone from the private group, uncheck the box next to their name. 8. Click Stop Private Group to end the Private Group meeting. This brings all participants back to the live meeting.

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top menu.

A participant who is removed from a private group is put on hold.

USER GUIDE 8x8 Virtual Office Solo

To:

Click:

Notes:

Invite additional

Option 1

If the Participants panel

participants.

1. Click on Meeting Controls. 2. When the pull-down menu appears, click Invite Participants. Option 2 1. Go to the Participants panel on the left side of the screen. 2. Click Invite. 3. When the Invite Participant box appears: Option 1 Select Invite to Web Meeting and enter the person’s name or email address or select it from your contacts. Option 2 Select Invite to Audio Only and enter the person’s phone number. 4. Click Invite.

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is not open, click on Participants in the top menu. If Allow participants to invite is enabled during meeting creation, any participant can invite new participants.

USER GUIDE 8x8 Virtual Office Solo

To:

Click:

Notes:

View participant and Host

1. Click Meeting Info at

Participants and Hosts can

meeting ID numbers.

the top left side of the

only view their own meeting

screen.

ID numbers.

2. A Meeting Information panel will open. 3. Scroll down to view participant and Host meeting ID numbers. Transfer content sharing controls or remote desktop.

1. Go to the Participants

If the Participants panel

panel on the left side of

is not open, click on

the screen.

Participants in the

2. Check the Content Sharing box next to the name of a participant to let them access content sharing or remote desktop controls. 3. Uncheck the Content Sharing box to disable this capability.

top menu. Only the Moderator and Host can transfer content sharing controls. Content sharing allows participants to share some or all of their desktops with other meeting participants. Participants can click on the Open Content Sharing button or select Open Content Sharing from the Content Sharing pull-down to start content sharing. Remote desktop control allows participants to gain control of another participant’s desktop after the other participant grant access permission. The Moderator’s and Host’s Content Sharing boxes are automatically checked.

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USER GUIDE 8x8 Virtual Office Solo

To:

Click:

Notes:

Remove participants from

1. Go to the Participants

If the Participants panel

a meeting.

panel on the left side of

is not open, click on

the screen.

Participants in the

2. Click on the X next to the top menu. name of the participant you want to remove. 3. The participant will see a message box informing them that the Moderator has removed them from the meeting. Participant Capabilities All participants, including the Host and Moderator, can access meeting controls and features such as connect to call and leave, as well as invite new participants, chat and share content, depending on whether these options are enabled. Registered participants who join meetings by entering their 8x8 account logins instead of clicking Join Now can also view meeting details and play recordings from past meetings.

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USER GUIDE 8x8 Virtual Office Solo

Inviting additional participants to the meeting is simple. Press the Invite button on the meeting screen.

Select a new participant from the Contact List.

Select from your Virtual Office Solo contact list. Check each person to invite and press the Invite Contacts button.

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USER GUIDE 8x8 Virtual Office Solo

To:

Click:

Notes:

Connect to the audio

1. Click on Meeting

For more information on

portion of an online meeting

Controls. 2. When the pull-down menu appears, click Connect to Call. 3. Select Dial in using my computer or Dial in using my phone. 4. Click Connect.

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dialing in to the audio session of a meeting, see the Join a Meeting section.

USER GUIDE 8x8 Virtual Office Solo

To:

Click:

Leave a meeting.

Option 1: Leave the web and audio session 1. Click on Meeting Controls. 2. When the pull-down menu appears, click Leave Meeting. 3. A message box will appear, asking for confirmation. 4. Click Yes. Option 2: Leave the web and audio session Click Logout. Option 3: Leave the web and audio session Close the browser window. Option 4: Leave the audio session only If you dialed in from your computer or had the system call your phone: 1. Click on Meeting Controls. 2. When the pull-down menu appears, click Disconnect Call. If you dialed in directly from your phone or had the system call your phone: Hang up the phone.

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Notes:

USER GUIDE 8x8 Virtual Office Solo

To:

Click:

Notes:

Invite additional

Option 1

Allow participants to

participants.

1. Click on Meeting Controls. 2. When the pull-down menu appears, click Invite Participants. Option 2 1. Go to the Participants panel on the left side of the screen. 2. Click Invite. 3. When the Invite Participant box appears: Option 1 Select Invite to Web Meeting and enter the person’s name or email address or select it from your contacts. Option 2 Select Invite to Audio Only and enter the person’s phone number. 4. Click Invite.

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invite must be enabled during meeting creation for this feature to be available. If the Participants panel is not open, click on Participants in the top menu.

USER GUIDE 8x8 Virtual Office Solo

To:

Click:

Notes:

Chat with other participants

1. Go to the Chat panel

If the Chat panel is not open,

during a meeting.

on the left side of the

click on Chat in the top

screen.

menu.

2. Under the Participant panel, click on the participant you want to chat with. 3. Type your message in the message box. 4. Click Send. 5. To send a chat message to all participants, simply type your message in the message entry box in the main Chat window.

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To view Chat History, click the arrow on the right side of the Chat panel. Chat must be enabled during meeting creation for this feature to be available.

USER GUIDE 8x8 Virtual Office Solo

To:

Click:

View participant and Host

1. Click on Meeting Info at

meeting ID numbers.

the top left side of the screen. 2. A Meeting Information panel will open, allowing participants to view meeting details, including: • Title • Host(s) • Meeting duration • Active participants: maximum allowed, how many have joined the web and audio sessions, and how many are muted. • Start time • End time (estimated) • Whether the meeting is recurring • RSVP Status • Dial in Numbers • Participant Meeting ID • Moderator ID (only displays if participant is the Moderator) • Host ID (only displays if participant is the Moderator or Host) • Moderator’s name • Invited Participants (only displays if participant is the Moderator): names, email addresses and phone numbers.

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Notes:

USER GUIDE 8x8 Virtual Office Solo

To:

Click:

Notes:

Share Content.

Option 1

The Host or Moderator must

1. Click Content Sharing at the top right side of the screen. 2. Select Open Content Sharing from the pull-down menu. 3. Select Desktop Sharing or Window Sharing.

do this. To share your entire desktop, maximize the Content Sharing frame by clicking the maximize button in the top right corner. Participants cannot transfer

Option 2

content sharing controls

1. Click on the Open

or Moderator.

Content Sharing. 2. Select Desktop Sharing or Window Sharing.

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enable the participant to

unless they are the Host

USER GUIDE 8x8 Virtual Office Solo

To:

Click:

Notes:

Desktop Sharing.

1. If you selected Desktop

When Desktop Sharing is

Sharing, a Content

paused, other participants

Sharing frame will appear. see the last screen shared 2. Adjust the frame to show until desktop sharing is stopped or resumed. only the portion of your desktop you want to share. 3. Click on Start Content Sharing or the Play button. The blue window will turn red to indicate that Content Sharing is on. 4. To pause content sharing, navigate back to the top of the content sharing window until the Content Sharing control appears. 5. Click on Pause Content Sharing. 6. To restart content sharing, simply click on Start Content Sharing or the Play button. 7. To stop content sharing, click on Stop Sharing or X

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USER GUIDE 8x8 Virtual Office Solo

To:

Click:

Window Sharing.

1. When you select Window When you minimize Sharing, you can share

the window that is being

any window currently

shared, Window Sharing is

open on your desktop.

paused until you open the

2. Click the window you want to share. 3. Click Start. 4. To pause window sharing, simply minimize the window you are sharing. 5. To resume, open the window again. 6. To change the content sharing window, navigate to the Content Sharing tab on the top middle of the meeting screen. 7. Select Change Shared Content and select a new window to share. 8. To stop content sharing, either close the shared window or select Close Content Sharing under the Content Sharing tab.

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Notes:

window again.

USER GUIDE 8x8 Virtual Office Solo

To:

Click:

Notes:

Transfer content sharing or

1. Go to the Participants

To start sharing content,

remote desktop controls.

panel on the left side of

the participant can either

the screen.

click on the Open Content

2. Check the Content Sharing box next to the name of a participant to

Sharing button or select Open Content Sharing under the Content Sharing

let them access content

tab.

sharing or remote

To start remote desktop

desktop controls. 3. Uncheck the Content

control, click on the participant’s name from the

Sharing box to disable

participant list and select

this capability.

Remote Desktop. The other participant needs to click Yes to allow access.

To open content sharing window, click on the drop down menu.

You can choose between Window sharing and Desktop Sharing.

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USER GUIDE 8x8 Virtual Office Solo

Content sharing window.

Video Meeting Features In addition to providing web and audio sessions, 8x8 Virtual Meeting supports video meetings. Prerequisites for Video Meetings To take advantage of 8x8 Virtual Meeting’s video capabilities the following requirements must be met: 1. Your computer must be equipped with a web camera. 2. Video must be enabled when the meeting is created. To:

Click:

Start Video.

1. Select Video and Start My Video. 2. Select the camera you want to use.

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Notes:

USER GUIDE 8x8 Virtual Office Solo

To:

Click:

Stop Video.

Option 1

Notes:

Click on Video and Stop My Video. Option 2 Click the down arrow at the bottom right side of the video panel, select your name to stop. Option 3 Click on the webcam symbol in the top left of your video. Pause a participant video.

1. Click the down arrow at the bottom right side of

indicates that the participant is visible.

the video panel. 2. Click on the participant name to pause. 3. Click again to resume. Pause Video.

1. Select the participant from the video pull-down menu. 2. Click on the participant to pause. 3. Click again to resume.

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indicates that the participant is visible.

USER GUIDE 8x8 Virtual Office Solo

To:

Click:

Notes:

Enlarge Video.

1. Hover over the

This feature only controls

participant’s video

your view of the video.

window at the bottom

Other participants’ views are

right side to make the

not affected.

enlarge video appear. 2. Click on

to make the

video bigger. 3. To make the video take up your whole screen select:

Navigate through videos.

If you have more than 3 video participants, you can click on either the right or left most side of the participant’s video window to navigate to the other video streams. To prioritize which video participant you want to see, drag and drop that person’s window to the desired position.

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USER GUIDE 8x8 Virtual Office Solo

Remote Desktop Control 8x8 Virtual Meeting allows a moderator, host or a participant with content sharing enabled to take over another participant’s desktop after obtaining access permission from this participant. Note: Additional Prerequisite for Desktop Control Your computer and the controlee’s computer need to have the latest Java Run Environment install. (User will be prompted to install if the right JRE version is not already installed). Remote Desktop Control Window identified by the Controllee label at the top middle

To:

Click:

Start remote

1. Click on the participant’s

desktop control.

name from the participant list and select Remote Desktop. 2. The participant needs to click Yes to allow access.

Stop remote

Click on the close button

desktop control.

icon on the top left of the remote desktop control window

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Notes:

USER GUIDE 8x8 Virtual Office Solo

To:

Click:

Pause remote desktop

Click Pause on the top

control (Controlee).

middle remote desktop

Notes:

control panel. Stop remote desktop

Click Close on the top middle

control (Controlee).

remote desktop control panel.

Allow remote desktop control for a participant.

1. Check the Content

hosts can enable remote

participant.

desktop controls for other

2. The participant can now take control of any other participant’s desktop as long as access to control has been given.

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Only moderators or

Sharing box next to the

participants.

USER GUIDE 8x8 Virtual Office Solo

Review Past Meetings Registered participants who join meetings by entering their 8x8 login information instead of clicking Join Now can review past meeting details and listen to recorded meetings. View Past Meeting Details

To view details of past meetings you have created or participated in: 1. Log into Virtual Office Solo. 2. Click My Inbox in the top left side of the screen. 3. Click the History tab. 4. Click Past Meetings on the menu bar. A drop-down list of past meetings will appear displaying these meeting details: • Title • Creator • Date • Start Time and End Time • Duration • Recording status

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USER GUIDE 8x8 Virtual Office Solo

To view more details about a past meeting, including the number of participants and participants’ names: 1. Click More Info. 2. An information box will appear. 3. Click View Participants next to the number of participants shown.

Listen to Recorded Meetings 8x8 Virtual Office Solo provides up to 35 hours of storage for recorded calls and meetings. To view your current storage usage and listen to recordings of meetings you have created or participated in: 1. Log into Virtual Office Solo. 2. Click My Inbox in the top left side of the screen. 3. Click the Media tab. 4. Click Meetings on the menu bar. Your total capacity, storage used and remaining capacity are all displayed.

Directly below you will see a list of recorded meetings that displays each meeting’s title, start 113

USER GUIDE 8x8 Virtual Office Solo

time, end time, duration and recording file size. To:

Click:

Notes:

Listen to a recorded

1. Use the search box or

If the Moderator started

meeting.

scroll through the list to

recording, stopped recording

find the recording you

and then started recording

want to hear.

again, you will see a

2. Click the Play icon.

separate recording file is created, listed under the same meeting.

Download a recorded meeting to your computer.

1. Use the search box or scroll through the list to find the recording you want to hear. 2. Click Play. 3. Click on Download.

Delete a recorded meeting.

1. Use the search box or scroll through the list to

dialog box appears in order

find the recording you

to delete the recording.

want to delete. 2. Click Delete. 3. Click Yes when a dialog box appears asking you to confirm the deletion.

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You must click Yes when the

USER GUIDE 8x8 Virtual Office Solo

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