Communicator for Windows Quick Start Guide

503- 9 6 8 -8 9 0 8 | ster ling.net | training@ster ling. n e t

Phone Support 503.968.8908, option 2

|

[email protected]

For the most effective support, please provide your main contact with the following information to relay to Sterling Communications: Name • Phone Extension • Date & Time of the problem • Description of the problem •

New Service and Sales:

General Contact

503.968.8908, option 1 [email protected]

503.968.8908 www.sterling.net

A d d i t i o n a l Tr a i n i n g [email protected]

Content Installation .................................................................. 2-5 Options and Preferences..............................................6-9 Voice Mail Notifications Outlook Integration Find Me

Upgrading Communicator for Windows ....................10 Quick Reference Guide ................................................11

1

Installation Installing Communicator for Windows Step 1: Please save all your work and close all applications. Step 2: Download the Communicator for Windows installation software at http://www.sterling.net/support/product-support/voip-support/ Step 3: Run the installation software. Step 4: A “Preparing to Install” window will appear, and then you will be prompted to continue with the installation. To continue, click the NEXT button, and then click INSTALL to begin.

Step 5: A status window will appear as the installation progresses. Once the installation has completed click FINISH.

2

Installation Step 6: You will be prompted to reboot your system for the changes to take effect. Click YES to reboot.

Step 7: Once you have logged back in to Windows, launch the Communicator for Windows Getting Started Wizard by clicking the new Communicator for Windows icon on your Desktop:

Step 8: At the “Welcome” screen, press NEXT. Step 9: To setup your account, enter your User Name, Password and the Server Name, then press NEXT.

Note: For assistance with this information please contact Sterling Support.

3

Installation Step 10: Once you have successfully logged in, press NEXT. When prompted to change your telephone password, enter your new password twice, then press NEXT.

Step 11: You will be prompted to record your name. Press NEXT, and then follow the on screen instructions to record your name. When complete, press NEXT.

4

Installation Step 12: The Getting Started Wizard will now prompt you to select your personal preferences. Please make your selections to complete the Communicator for Windows installation, then press NEXT (most users will be OK with the defaults). Step 13: Communicator for Windows will now confirm that you have successfully completed the setup. To automatically start Communicator for Windows when you logon to Windows, check the box near the bottom of the Window. Click FINISH to close the wizard.

5

Options and Preferences The “Options and Preferences” window contains panels that configure many Communicator for Windows options, including Find Me, Voice Mail Notifications, and Outlook Integration. To display the “Options and Preferences” window, click the Communicator for Windows Application button, and then select “Options”.

Panels in the “Options and Preferences” window are accessed by clicking panel names in the menu on the left side of the window.

6

Options and Preferences Vo i c e M a i l N o t i f i c a t i o n s Communicator for Windows can be configured to email you whenever you receive a new voice mail message. You can choose to send a notification message only, or to attach a copy of the inbound voice mail to the notification message. To adjust your voice mail notification settings: Step 1: Open the “Options and Preferences” window and select “Voice Mail” in the menu on the left side of the window. Step 2: In the “Notification delivery options” drop down menu, specify your delivery choice. Email notification - sends an email message announcing the receipt of new voice mail messages Email Wave file - sends an email message announcing the receipt of new voice mail messages, with a copy of the inbound voice mail attached to the notification message. Step 3: In the “Deliver to email address” field, enter your email address. Step 4: Click OK or APPLY to save your changes.

Note: When selecting the “Email Wave file” option, you are sent a copy of new inbound voice mail messages. If you delete the notification with attached voice mail, the original voice mail message still exists in your voice mailbox, and must be deleted separately to avoid a full mailbox.

7

Options and Preferences Outlook Integration For Microsoft Outlook users, Communicator for Windows supports integration with voice mail and contacts. This will allow you to dial Outlook contacts directly from Communicator for Windows, as well as listen to and manage voice mail messages directly from your Outlook Inbox. To adjust your Outlook Integration settings: Step 1: Open the “Options and Preferences” window and select “Outlook” in the menu on the left side of the window. Step 2: To import your Outlook contacts, so that they may be dialed directly from Communicator for Windows, check “Import contacts from Outlook” in the “Contact Import” section. Step 3: To integrate your voice mail with your Outlook Inbox, so that voice mail messages can be played and managed directly from Outlook, click the INSTALL button in the “Voice Mail” section. Step 4: Click OK to save your changes.

8

Note: When Outlook Voice Mail Integration is enabled, all voice mail messages that appear in your Outlook Inbox are the original copy of the message. If you delete a voice mail message via your Outlook Inbox, no further steps are required to ensure that the message is completely removed from the system.

Options and Preferences Find Me Find Me call handling allows callers who reach your voice mail to try to reach you at alternate numbers by pressing 1 during your greeting. You can specify up to two alternate numbers for routing inbound callers trying to contact you. To adjust your Find Me settings: Step 1: Open the “Options and Preferences” window and select “Find Me” in the menu on the left side of the window. Step 2:

In the “First number” field, enter the first alternate number for the system to find you on, then specify the number of rings on the alternate number before moving on.

Step 3: To specify a second alternate number for the system to reach you on in the event that you are unreachable on the first alternate number, repeat step 1 for the “Second number” field. Step 4: Click OK to save your changes.

Note: Find Me can be enabled or disabled for each Call Handling Mode via the Call Handling Mode section of the Options and Preferences window.

9

Upgrading Periodically you will be asked to upgrade your Communicator for Windows software to the most current version available. This process can be initiated from the Communicator for Windows using the following steps: Step 1: Click the Communicator for Windows Application button, and then select HELP. Step 2: Click on UPDATE, and then follow the prompts to upgrade to the newest version of Communicator for Windows.

Note: : If the UPDATE option appears in faded gray, and cannot be selected, then you are already running the most recent version of Communicator for Windows.

10

Quick Refer ence Guide

h

h

h

h

Assignment Menu Assign Communicator to your home device or SoftPhone.

Call Control Buttons Access common calling operations with a single button.

h

hh

Application Button Access configuration options and most common functions.

Windows Menu Open viewers for Call Handling Mode Menu main window. Swiftly change your active Call Handling mode.

}

Quick Dialer Dial contacts by entering their name or number.

Call Management Tool Bar Single button access to calling operations.

h

Active Call Area Manage and view your voice calls.

h

Playback Button Listen to voicemail through your PC or phone.

Viewers Access directory entries, voicemail, contact list and speed dial list. Viewers Tab Select tab to display the desired viewer.

Call Control Buttons Answer Hang up Hold Transfer Conference Call Notes

11

Quick Refer ence Guide What is the Contact Viewer? The contact viewer is available in Professional Access and Operator Access by clicking the contact tab at the bottom of the panel. A contact is a person with whom you frequently communicate. After adding a contact in this window, you can see the contact’s phone status and, optionally, PC presence of that contact. You can organize contacts into groups for faster handling. If you use Operator Access, the new contact viewer replaces the Extention Monitor available in previous versions.

How do I create a contact? Place your mouse anywhere inside the contact window, right click and select “Add Contact.” Enter the name of the directory entry to be added to the contact list in the search field. If you are linking this contact from an existing directory, enter the contact’s name in the search field. Click on the contact name and all other data fields will automatically populate and can not be edited. Select “OK” to create the contact.

12

Quick Refer ence Guide How do I separate a viewer from the main Communicator? In Personal Access and Professional Access, you enable panel placement by selecting: Options > General, then selecting Enable drag-and-drop window arrangement. To separate a panel from a viewer in Operator Access, point the cursor at the tab of the panel to be removed, left click and hold the mouse button, then drag the panel outside of the window boundary. This operation is particularly useful for operators who want to have a separate view of the contact viewer, which replaces the extension monitor of the previous client version.

How do I dock the main window? Communicator provides four docked window settings, one for each edge of the computer monitor. You can access this setting by selecting the Application Button: View as shown here.

13