USER GUIDE Voicemail to Email Enhancement

8x8 Virtual Office Voicemail to Email Enhancement User Guide

January 2014

The Champion For Business Communications

USER GUIDE Voicemail to Email Enhancement

Table of Contents Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3 Configuring and Managing Voicemail-to-Email . . . . . . . . . . . . . . . . . . . 3 Selecting your Voicemail-to-email Notification Option. . . . . . . . . . . . . 3 Email Notifications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5 Audio Attachment. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5 Links. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5 Managing Multiple Voicemails (Link notifications only) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6

Link Voicemail Management Tool (Link notifications only). . . . . . . . . 7 Listening To and Managing Voicemails . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8

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USER GUIDE Voicemail to Email Enhancement

Introduction Voicemail-to-email is great way to save time and be more responsive to your clients. Extension users can get an instant email notification with a link to the voicemail and/or an audio file attachment every time someone leaves you a voicemail. There are several email notification options to choose from. By default, voicemail-to-email is set to notification with audio attachment.

Configuring and Managing Voicemail-to-Email This guide gives extension users step-by-step instructions for configuring Voicemail-toEmail, and accessing voicemail through the email notification.

Selecting your Voicemail-to-Email Notification Option • Log into your Virtual Office Online or Virtual Office Desktop • In Virtual Office Online click the Settings button. In Virtual Office Desktop, click on Virtual Office Desktop in the header, and then Settings

Virtual Office Online

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Virtual Office Desktop

USER GUIDE Voicemail to Email Enhancement

• Click on My Services and go to the Voicemail Settings section

• If you have not already configured your voicemail settings: –– Set your Voicemail Password • A voicemail password is required. It can be a minimum of 4 characters and a maximum of 15. The characters cannot be the same or in sequence, e.g., 1111 or 1234, or the same as your extension number. –– Select your Time Zone • The time zone you select determines how your voicemail messages are time-stamped. • In the Voicemail Setting section, click the arrow next to the Notification by Email box. Select the notification setting desired. Depending on the system configuration settings made by your phone system administrator, extension users may have up to five options to choose from: –– Disable Notification—An email notification will not be sent –– Attachment Only—An email notification will be sent with an audio file of the voicemail attached –– Notification Only—Email notification without an audio file or link to the voicemail (Recommended for companies requiring HIPPA compliance) –– Link & Attachment—Email notification with both a link to the voicemail and an audio attachments, plus links to Delete Voicemail and to manage multiple voicemails –– Link Only—Email with a link to the voicemail and links to Delete Voicemail and to manage multiple voicemails • Enter the email address to send the voicemail notification • Click Save

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USER GUIDE Voicemail to Email Enhancement

Email Notifications Extension users that select to receive an email notification will receive a separate notification for each voicemail. The email will contain caller ID (when available), duration of call and date voicemail was received. Users that select an email notification option with an attachment or link, can access their voicemail directly from the email. Users that select an option with a link can delete voicemails and manage multiple voicemails directly from Voicemail Management Landing Page.

Audio Attachment To listen to a voicemail audio attachment: • Click on the attachment (Depending on your browser the attachment may be near the header of the email or within the email body) • Your system audio player will launch • Listen to recording (Note: Recordings can be saved to your hard drive)

Links To listen to a voicemail using a link: • Click the Click to Listen link • Click the To manage your voicemails click here link (Link notifications only). This will take you to the Voicemail Management Landing Page (Link notifications only)

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USER GUIDE Voicemail to Email Enhancement

Managing Multiple Voicemails (Link notifications only) To listen to or manage multiple voicemails: • Click the Click to Listen link • Use the Voicemail Management Landing Page instructions in the following section Note: Users with multiple extensions, including ring group and call queue extensions, can listen and manage voicemails from all extensions using this link.

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USER GUIDE Voicemail to Email Enhancement

Voicemail Management Landing Page (Link notifications only) After clicking the Click to Listen or To manage your voicemails click here links, you will be directed to the Voicemail Management Landing Page. The Voicemail Management Landing Page is compatible for most devices including smartphones, tablets and computers. Note: Supported on Google Chrome, Firefox Mozilla, and Safari. Internet Explorer is supported however your voicemails will play on your default Windows player and will not play on the landing page.

• Log in using your Virtual Office Online/Virtual Office Desktop username and password • If you have multiple extensions, select the extension you would like to view first

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USER GUIDE Voicemail to Email Enhancement

Listening To and Managing Voicemails The Voicemail Management Landing Page allows you to browse all voicemails in any order, sort and manage voicemails from multiple extensions and Turn off the Message Waiting Indicator light on your deskphone (Flashing Red Lamp) without having to log into voicemail, Virtual Office Online or Virtual Office Desktop.

If you have multiple extensions, select the extension you would like to manage • Click • Click

to listen to your message to delete your message

Note: Once you delete a message it will be completely removed from your server. • Click • Click

to download your message to mark message as read (and turn off your message waiting light

on your phone)

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The Champion For Business Communications