Office 365 and Voice Connection User Guide for AT&T Productivity Suite Administrators

Transcription

1 Office 365 and Voice Connection User Guide for AT&T Productivity Suite Administrators Sales Process Sign an AT&T Contract Account Setup Account Activation Apps and Licenses Domain Setup Provisioning Status Assign Users to Apps and Order Voice Connection Service Invite and Assign Users Voice Connection Service Final Provisioning Ongoing Orders, MACDs, and Account Management Appendix A: Firewall Ports/Use of Corporate Network Appendix B: Request Access to Temporarily Change 911 for a User Appendix C: Enabling Federation Appendix D: Help Desk Support Appendix E: Voic Setup Appendix F: AT&T Mobile Office Suite This user guide helps AT&T Productivity Suite (APS) administrators activate and set up their account, buy licenses, assign users to apps, and, (optionally) order voice connection service with Microsoft Office 365 from AT&T. Sales Process Sign an AT&T Contract The process for signing and completing the AT&T sales contract is as follows: Your AT&T sales representative s the AT&T Business Network (ABN) Express Contract to the authorized representative of your company. Your company representative signs the contract online using AT&T esignature. AT&T counter-signs the contract online using AT&T esignature. Your AT&T sales representative then completes the Account & Bill Review setup. An activation is then sent automatically by AT&T Productivity Suite to your company representative. Version 1.4. Revision Date (4/2015) 2015 AT&T Intellectual Property. All rights reserved. AT&T, the Globe logo and other marks are trademarks and service marks of AT&T Intellectual Property and/or AT&T affiliated companies. All other marks contained herein are the property of their respective owners.

2 Account Setup Account Activation Note: If you have an existing AT&T Productivity Suite account, you will not receive an activation , and you do not need to activate your account. You can proceed to Apps and Licenses. Activate your account 1. When you receive the activation , click the link to activate your account. 2. On the Activate your account webpage that opens, enter your account information, and then click Create Account. Your account is now active and you are logged in to AT&T Productivity Suite. Page 2

3 Apps and Licenses If you ordered software licenses when you signed the AT&T contract, you don t need to follow these steps to buy licenses. Instead, click the Take me to the setup page link to set up the Microsoft Office 365 domain (see Domain Setup). Important: If you re an AT&T Mobile Office Suite user, and are buying new or additional licenses, select Microsoft Office 365 for Midsize & Larger Businesses from AT&T Plan 4 - AT&T Mobile Office Suite from the list of Featured or Popular Apps. Buy licenses 1. Once your account is active, click the MyApps tab. The Welcome page opens On the Welcome page, click Find more apps. Select a product from the list of Featured or Popular Apps. (For this example, we selected Microsoft Lync Online Plan 3.) Note: For voice connection service, we recommend you choose either Lync Online Plan 3 or Office 365 Enterprise E4. Page 3

4 Important information for AT&T Mobile Office Suite users: At this step (3), select Microsoft Office 365 for Midsize & Larger Businesses from AT&T and the Plan 4 - AT&T Mobile Office Suite. (See screenshot below.) Page 4

5 Page 5

6 4. Click Buy Now (first screenshot below with Lync example). Or, if you already own the app and want to upgrade or buy more subscriptions, click Upgrade or the Buy another subscription link (second screenshot below with Office 365). Page 6

7 5. In the Number of Users field, enter the number of user licenses you want to buy, and then press Return/Enter. (First screenshot below shows example with Lync Online Plan 3; second screenshot shows Plan 4 AT&T Mobile Office Suite.) When you ve selected your products and licenses, the domain setup form appears. See the following section, Domain Setup, for details about setting up your Microsoft Office 365 domain. Page 7

8 Domain Setup Before you can begin using your software licenses, you need to set up Microsoft Office 365 domain using the Set Up form that appears after you have your licenses. Set up your domain In the Set Up Office 365 form, complete all required fields (some information is automatically filled in for you), and then click Continue. When Microsoft Office 365 setup is complete, the message Thank you for completing your Microsoft Office 365 setup! appears. Page 8

9 Provisioning Status After you set up your Microsoft Office 365 domain, you need to provision the new software licenses in AT&T Productivity Suite. Note: Provisioning can take as little as five minutes or up to two hours to complete. If you ordered software licenses at the time the AT&T contract was signed, the licenses are automatically provisioned at this point in the setup process. If you did not order software licenses at the time the AT&T contract was signed, you need to complete the order process and billing details, confirm the order, and obtain the order receipt. Provisioning will then occur automatically. Check provisioning status 1. Click the MyApps tab, and then click Use your apps. 2. View your status in the Your account is being provisioned tile that appears. Page 9

10 Your provisioning status also appears on the Manage Apps page. Once Microsoft Office 365 domain setup is complete, you ll receive two confirmation s: One contains the Office 365 administrator login credentials for access to the Office 365 Lync Admin Center. The other contains user login credentials for accessing the Lync client, placing voice calls, and so on. Note: When you establish a new account with Microsoft Office 365 or Lync Online software licenses, you automatically receive a license with an assigned seat ID. Important: Be sure to use your established AT&T Productivity Suite login credentials to perform activities in AT&T Productivity Suite. Page 10

11 Assign Users to Apps and Order Voice Connection Service When your products are provisioned, you can invite users, assign licenses, and (optionally) order voice connection service. Invite and Assign Users You can invite several users at once by entering their addresses, or you can upload a list with multiple addresses. Once invited, users receive an instructing them to register and activate their account. Once users accept their invitation and register a username and password, you can assign each user to an app. Invite users to your account 1. Click the Account tab. 2. Click the Invite users to your company link. 3. Enter addresses in the pop-up window, or click Upload an List and follow the instructions to upload your text file. 4. Click Send Invitations. When the invitations are sent, a Success message appears Page 11

12 The invitation that new users receive includes a link for them to activate their account. The activation link takes users to the following page where they can register their account. Page 12

13 Assign users to apps 1. On the Account tab, click Assign Apps, and then select an app with available user licenses (we used Microsoft Lync Online as an example). A list of registered users appears in the Assign Users column Under the Assign Users column, click the user s name. A checkmark indicates that the user is selected. The Additional Information Required window appears. Confirm the username and address that will be included in your domain and click Submit. A username is provided automatically, but you can modify it if necessary. On the Assign Users to Apps page, click Save Changes. Page 13

14 2 4 3 When the assignments are made, the message Your Assignments were successfully updated appears. Upon successful assignment of the app, the following occurs: Each user is assigned a unique seat ID in AT&T Productivity Suite. Each user receives a confirmation with a link and instructions for downloading and installing the software. In this example, the link goes directly to the Office 365 Lync Admin Center. Page 14

15 Important: This confirmation contains the user s username and password for the software. If necessary, you can reset the user s password in the Office 365 Lync Admin Center. Page 15

16 Voice Connection Service If your users don t require voice connection, skip to the next section Ongoing Orders, MACDs, and Account Management. Order voice connection service for a user (optional) 1. On the Account tab, click the Applications link, and then click the app (Microsoft Lync Online from AT&T, in this example). Then click the Phone Numbers tab to display a list of all users currently assigned to a license. Each user has a unique seat ID. 2. On the Phone Numbers page you can manage user accounts in the following ways: View basic user information, including seat ID, phone number, and activation status. Page 16

17 Order or cancel voice connection service for a user by selecting Create Voice Connection or Cancel Voice Connection from the drop-down menus located on the right side of the page. Edit the phone number assigned to a user. (Note that this can only be done after the user has received a Service Activation Completed .) Update users addresses when their physical location changes. 3. On the Phone Numbers page, select Create Voice Connection from the dropdown menu for a user. The Create Voice Connection window appears. Important: If the user subscribes to AT&T Mobile Office Suite, refer to Appendix F: AT&T Mobile Office Suite for important instructions before you submit the voice connection order. Page 17

18 Note: To create voice connections for multiple users at once, you can use Bulk Management. Refer to the Bulk Management User Guide for details. 4. Complete the fields in the Address section of the window You must select either Inside City Limits or Outside City Limits for each phone number ordered for voice connection service: Inside City Limits Your business is inside city limits if your business is subject to that city s taxes and regulations. Most businesses are within the city limits of the city specified in their physical mailing address. Outside City Limits Your business is outside the city limits if the city specified in you business s physical mailing address is located in an unincorporated village, town, or other non-city jurisdiction and your business is not subject to the taxing and regulations of that city. Only select Outside City Limits if you are certain that the city specified in your physical mailing address is outside the city limits. Note: This may have tax implications for your ordered products and services. It is the responsibility of your company to ensure the accuracy of this information. Any tax liability with the ordered products and services, including any liability of AT&T associated with using incorrect information provided by your company, will be the responsibility of your company. To order a new AT&T phone number, select New Number. Or, if you want to port a phone number from another service provider, select the Use Alternate Number option and provide the following information: Business Telephone Number Enter the number to be ported to voice connection service. Billing Telephone Number Enter the main billing number for the number being ported. We recommend that you submit all individual porting orders within one or two days. If you re porting the billing phone number, please submit that number after the porting process for all other phone numbers associated with that billing phone number is complete. Click Confirm to submit your order. Upon successful validation of an order, the following message is displayed on the Phone Numbers page: Almost Done! In the next few days you will receive an from AT&T with the new phone number information for the user. Please return to this page at that time to complete the voice connection assignment. Page 18

19 7. You ll receive the following confirmations: For new phone numbers Service Activation Started This confirmation acknowledges that the order is in progress for a specific user/seat ID. It also includes an estimated completion date and the phone number to be assigned. This usually arrives within one or two days after the voice connection order is requested. In some cases, however, it can arrive in less than an hour. An example is provided below. Service Activation Completed This confirms that voice connection service activation was completed successfully for a phone number and associated seat ID. It also instructs you to assign the phone number to the associated seat ID in AT&T Productivity Suite. This usually arrives within two to three days after the receipt of the Service Action Started . For ported phone numbers Service Activation Started This confirmation acknowledges that the order for a user/seat ID and associated phone number to be ported is in progress. It also includes the expected completion date. Port Confirmation Letter This confirms the scheduled due date for porting of the numbers. It also lists all the phone numbers (with associated seat IDs) that are scheduled to be ported on the same date. If it becomes necessary to cancel an order or extend the scheduled porting activation date, contact a voice connection order manager via at g42160@att.com. Please send the at least five days prior to the confirmed due date. Page 19

20 Service Activation Completed This confirms that porting of a phone number to voice connection service was successful. When a number is ported, it s not necessary that you assign the phone number to the associated seat ID in AT&T Productivity Suite. This assignment occurs automatically, prior to the service activation date. Note: The time required to port phone numbers and to receive confirmation s varies depending on the local exchange carrier involved and the number of phone numbers submitted in an order. Final Provisioning Once you receive the Service Activation Completed confirmation for a new phone number, you need to assign the phone number provided in the to the user/seat ID in the Phone Numbers page of AT&T Productivity Suite. (See example below). Complete final provisioning (new phone numbers only) 1. On the Phone Numbers page, select Edit phone number from the drop-down menu on the right side of the page. Be sure that you use the drop-down menu that is in the same row as the seat ID you are provisioning. Page 20

21 2. In the window that appears, enter the phone number provided in the confirmation and click Confirm. Page 21

22 3. When the phone number is saved successfully, it appears in the Phone Number column on the Phone Numbers page. Note: It can take up to two hours after you enter the phone number in AT&T Productivity Suite for provisioning and updates to occur on Microsoft s Office 365 servers. In some cases, however, it can take as little as five minutes. Important: It can take up to 72 hours for 911 address information to update in the databases. There may be a delay between the time that you provide AT&T with a new registered location and the time that the new registered location information is updated in the databases. The duration of the delay varies with the service, and can range from minutes to hours or days. For more information, review the AT&T Service Guide at: 1w6EhIAI 4. After you ve placed your first order for voice connection service, contact your AT&T Account Team and ask to be registered with administrator-level access to AT&T BusinessDirect. You may also want to ask them to register you for the following useful tools within AT&T BusinessDirect: Temporarily Change 911 Address Change Directory Listing ebill, for viewing online billing and call detail information Page 22

23 Ongoing Orders, MACDs, and Account Management AT&T Productivity Suite administrators can complete management tasks or MACDs (Moves, Adds, Changes, Disconnects) in AT&T Productivity Suite and Office 365 Lync Admin Center. AT&T Productivity Suite Management As the administrator, you can complete the following tasks directly in AT&T Productivity Suite: Purchase additional licenses and assign new users. Change administrator contact. Change administrator address. Add a new administrator contact. o Change a user s physical address location. o Update the permanent address for a user. Temporarily change the 911 address for a user using AT&T BusinessDirect. (See Appendix B: Request Access to Temporarily Change 911 for a User via BusinessDirect for instructions.) Order voice connection service for additional users. Cancel voice connection service. Office 365 Lync Admin Center Management As the administrator, you can complete the following tasks directly in the Office 365 Lync Admin Center: Reset user passwords (for use with the Lync Client). Confirm or validate users and their settings. Enable federation to communicate directly with other users outside of your organization. (See Appendix C: Enabling Federation for instructions.) Note: This is also relevant for any Lync users who need to communicate via IM/chat with Lync users outside of their organization. Set up voic for users. (See Appendix E: Voic Setup for instructions.) Note: Admin login information for the Office 365 Lync Admin Center is sent via after the Microsoft Office 365 domain setup provisioning is complete. (See Check Provisioning Status for more information.) Page 23

24 Appendix A: Firewall Ports/Use of Corporate Network To use the voice connection service over the Internet, you need to verify with your IT department that the following ports are not blocked by a firewall: Port 80 in both outbound and inbound directions. This port is used for HTTP over TCP and is not expected to be blocked by the customer. TCP port 443 in both outbound and inbound directions. If this port is blocked, the user will not be able to connect to Microsoft s server. This port is used for HTTPS over TCP and is not expected to be blocked by the customer. UDP port range 5000 through in outbound direction. If this port is blocked, signaling may still set up the call but audio will not be present. In addition, most companies send DNS queries to the Internet via an internal DNS server. In this case, any users/lync clients will communicate via the internal DNS server. Port 53 is used for DNS for both UDP and TCP. Depending on how the customer is set up for DNS, it is expected that port 53 is open at the internal DNS server. Page 24

25 Appendix B: Request Access to Temporarily Change 911 for a User via BusinessDirect After you place your first order for voice connection service, contact your AT&T Account Team and ask them to register you for administrator-level access to AT&T BusinessDirect and for the following tool within AT&T BusinessDirect: Temporarily Change 911 Address for a user with voice connection service. This is an important tool when users temporarily change their location. Note: To change a user s address location, select Update address from the dropdown menu located on the right side of the Phone Numbers page in AT&T Productivity Suite. (See step 2 in Order Voice Connection Serviced for a User.) Page 25

26 Appendix C: Enabling Federation Enable federation to directly communicate with other users outside of your organization. This is also required for any Lync users that need to communicate via IM/chat with Lync users outside of their organization. Note: We recommend that users with teletypewriter (TTY) devices use IM/chat functionality for Lync client to Lync client communications. Enable Federation Log in to the Office 365 Lync Admin Center using the login credentials ed to you after Microsoft Office 365 domain provisioning was complete. From the Admin menu on the Office 365 homepage, select Lync to display the Lync admin center page Select organization from the menu on the left side of the Lync admin center page. (See next page for screenshot.) Click the external communications link. Under external access, select On except for blocked domains from the dropdown menu. Select the Turn on communication with Skype users and users of other public IM service providers checkbox. Click Save. Page 26

27 The message Your changes have been saved successfully appears. Page 27

28 Appendix D: Help Desk Support For all Office 365 issues, except problems with making calls using your voice connection phone number, call AT&T Customer Care at Press option 1 for Office 365 and then option 2 for Support. If your voice connection phone number is configured and activated correctly and you can make phone calls on-net (that is, to another Lync voice connection phone subscriber), and you have voice quality issues or cannot make or receive calls off-net (that is, to a non-lync voice connection phone subscriber using the voice connection phone number), call an AT&T Customer Support Specialist at and follow the prompts for AT&T IP Flexible Reach Service using prompts 1, 1, 1, 5 to report your IP Flexible Reach voice connection phone number. Important: Support for AT&T Mobile Office Suite is available from AT&T Customer Care at AT&T Mobile Office Suite requires the purchase of an AT&T Corporate Responsible User (CRU) Mobility plan, Microsoft Office 365 from AT&T, and voice connection service. For additional Customer Support contact information in AT&T Productivity Suite, click the Support tab at the top of the page, and then select Customer Support from the menu on the left side of the page. Page 28

29 Appendix E: Voic Setup Before you can set up voic for your AT&T Productivity Suite users, you need to purchase licenses for all users who need voic . Once you have purchased licenses and assigned them to the users who need voic , you need to obtain a voice connection phone number to use for voic retrieval. (This phone number is used as the E.164 routing number for Outlook Voice Access.) Purchase Licenses See the Buy Licenses section on page 3 for step-by-step instructions. 1. Purchase Microsoft Exchange Online licenses AT&T Plan 2. (These licenses are also included with the purchase of Microsoft Office Plan 4.) Purchase enough licenses for all users who need a voice mailbox. Assign the license (app) to each user via AT&T Productivity Suite. 2. Purchase a license for Microsoft Lync Online from AT&T Plan 3 Purchase enough licenses for each unique phone number that you would like to use for voic retrieval. In most cases, only one license/phone number is necessary. Obtain a Voice Connection Phone Number Create an address for the voice mailbox, for example, Voic Number1@YourCompany.com. Make sure any s sent to this address are retrievable by you as the AT&T Productivity Suite administrator. Send an invitation to this address via AT&T Productivity Suite, just as you would when inviting a user to your company. When you receive the acknowledgment (confirmation) , open it and click the link to activate the account, just as you would for a user. In AT&T Productivity Suite, assign this user (for example, Voic Number1) to the appropriate app. Following the same steps you use when ordering voice connection for users, click the Create Voice Connection button and submit an order for a new number. (See step 3 in Order voice connection service for a user.) Page 29

30 Two confirmation s regarding the provisioning of this phone number are sent to the voice mailbox address: Service Activation Started This confirms that the phone number will be assigned. Service Activation Completed This confirms that the phone number is provisioned in the AT&T network. Important: Since this phone number is not for use by an actual user, do not enter and confirm the number in AT&T Productivity Suite for the associated seat ID. (See steps 1 and 2 in Complete final provisioning.) You use this telephone number in step 2, below. Complete Voic Setup in Office 365 Lync Admin Center 1. Log in to Office 365 at as a user with global administrator privileges. (Use the administrator login credentials you received via from AT&T Productivity Suite after Microsoft Office 365 domain setup provisioning was complete.) 2. Follow the steps outlined in the Microsoft document Lync-to-phone voice messaging set up available online at: e9fa e2-4da0-98a7-0a395fcebf41?omkt=en-us&ui=en-us&rs=en- US&ad=US Important: s containing voic PIN assignments and PIN resets are sent to users via Microsoft Outlook within their Office 365 installation. Users can log into with their Office 365 username and password, and then open Outlook to find these voic -related s. Page 30

31 Appendix F: AT&T Mobile Office Suite AT&T Mobile Office Suite requires the purchase of an AT&T Corporate Responsible User (CRU) Mobility plan, Microsoft Office 365 from AT&T, and voice connection service. Users who subscribe to AT&T Mobile Office Suite may be eligible for certain promotional credits or other incentives. To determine eligibility, see the AT&T Business Network Service Guide, ABN Express Bundle section and search for Mobile Office Suite. Contact your AT&T representative for more information. For assistance, users who subscribe to AT&T Mobile Office Suite can contact AT&T Customer Care at Voice Connection for AT&T Mobile Office Suite Users Important: Before you order voice connection for an AT&T Mobile Office Suite user, you need to enter and assign the user s mobile number in the Bulk Management tab of the AT&T Productivity Suite website. Assign a User s Mobile Number in the Bulk Management Tab 1. On the My Apps tab, under User Your Applications, click the Bulk Management tile. If the Bulk Management tile is not displayed, contact AT&T Customer Care at and request access. Page 31

32 2. On the Bulk Management page, click the Manage Phone Numbers link. 3. On the Phone Numbers page, click the Mobile Number Association tab. Page 32

33 4. Next to the user you want to edit, under Mobile Number, click Add Mobile Number. A text field appears. 5. Enter the user s mobile number in the field, and then click Check Status. If the number is valid, a success message appears. Page 33

34 6. Click Assign. The mobile number you entered is assigned to the selected user. After you ve added and assigned a mobile number, you can order voice connection. See Order voice connection service for a user (optional). Page 34