OmniTouch 8600 My Instant Communicator Desktop User guide. Release 3.2 OpenTouch User

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1 OmniTouch 8600 My Instant Communicator Desktop User guide Release 3.2 OpenTouch User 8AL USAB ed01b June 2012

2 Table of content 1 MY INSTANT COMMUNICATOR FOR THE PERSONAL COMPUTER LOGGING IN SYSTEM TRAY ICONS SYSTEM TRAY INFORMATION QUICK ACCESS TO APPLICATIONS AND SETTINGS MY ROUTING PROFILE SELECT OR DEFINE THE ACTIVE PROFILE CREATE ROUTING PROFILES (ROUTING MANAGEMENT) DIRECT DIAL AREA FINDING A PARTY EVENTS DASHBOARD NOTIFICATIONS VISUAL VOIC CALL HISTORY MANAGE ALL CURRENT COMMUNICATIONS HANDLE INCOMING COMMUNICATIONS INCOMING VOICE CALL INCOMING VIDEO CALL INCOMING INSTANT MESSAGE A CONTACT SIGNS IN A SCHEDULED CONFERENCE IS STARTING SOMEONE JOINS A CONFERENCE OPEN YOUR CONTACTS AND COLLABORATION APPLICATION USER CUSTOMIZATION Alcatel, Lucent, Alcatel-Lucent and the Alcatel-Lucent logo are trademarks of Alcatel-Lucent. All other trademarks are the property of their respective owners. The information presented is subject to change without notice. Alcatel-Lucent assumes no responsibility for inaccuracies contained herein. Copyright 2012 Alcatel-Lucent. All rights reserved.

3 1 My Instant Communicator for the Personal Computer My Instant Communicator for the Personal Computer combines voice, video and data services with media blending capabilities through a single, intuitive user interface. My Instant Communicator helps you to: Easily manage your incoming and outgoing communications with presence information Get a snapshot of your new events (voice messages, missed calls) Simplify the management of your current communications Select the media of your choice for incoming and outgoing communications Quickly use advanced communication services (e.g. call routing, call logging, collaboration services) Quickly set your call routing profile, presence status and personal options Note: a feature might appear grayed out. This means that this feature is not available on your system. 2 Logging in Logging in can be automated to coincide with starting a Windows session. My Instant Communicator remains active throughout the Windows session. Click the My Instant Communicator icon on your desktop to start the application: Enter the username and password. Validate the Remember password checkbox to automatically sign in every time you start My Instant Communicator. When connected, an icon in the System Tray indicates incoming communications/events and your presence status: Note: when using voice over IP, My Instant Communicator Audio tuning wizard will automatically start when you first run the application. This wizard helps you to configure and test microphone and speakers of the default audio device, ring tone and volume. 8AL USABed01b 3

4 3 System Tray Icons The My Instant Communicator status bar icon provides immediate indication on the user and application status: User is logged out User is logged in There is an incoming communication (e.g. voice call, instant message) There is an incoming event (new voice mail, missed call) There is no phone set associated User is online User is out to lunch or be right back User is busy or on the phone User is offline or appears offline or status is unknown 4 System Tray Information Place your mouse cursor over the My Instant Communicator icon in the System Tray to display your current settings (e.g.call routing profile, presence status). A confirmation bubble is automatically displayed when setting your call routing rules. 5 Quick access to Applications and Settings Click or right-click the System Tray icon to display the menu for instant access to applications and settings: Help: open the help file About: get product information Options: set your preferences Hide Search/Call box: view or hide the direct dial area Open My Messages: access your application Open My Routing Number: not available for an OpenTouch User Open My Contacts: open your personal contact list (buddy list) Open Events Dashboard: open your events dashboard (ongoing communications, notifications, call history) My Status: set your presence status (online, busy, away, etc.) My Routing profile: set your calls routing rules Sign Out: log out Exit: exit from My Instant Communicator application 8AL USABed01b 4

5 6 My routing profile This service manages how your business calls are processed via profiles. You can define: - Devices that will ring when a correspondent is calling you. - The current device that will be used for making outgoing calls. 6.1 Select or define the active profile Select a predefined profile (default profile or profiles you have created - refer to the next section). This profile automatically sets the device used for making calls and devices that will ring on incoming calls. 2. You might change the device used for calling correspondents (e.g. Deskphone or Mobile or Home Phone etc) 3. You might change ringing devices on incoming calls (e.g. Deskphone, Personal Computer, Tablet etc) or route all calls to the voic or a user. The active routing profile is displayed when you hover the My Instant Communicator icon in the System Tray. 6.2 Create routing profiles (routing management) 4 3 In My Instant Communicator, choose Options and select Routing profile. To create a new profile: 1. Click New 2. Enter the profile name 3. Select which device will be used for making calls 4. Define how your incoming calls will be routed to 5. Click Apply AL USABed01b 5

6 7 Direct dial area Finding a party To call another party, either by number ( ) or by name ( ), go to the search box in the status bar. Type in the desired number or name, or drag and drop it from another application. Click the icon (or press the Enter key) to start searching. The selected device in the active routing profile is used to call your correspondent. Call by name is the default search option. Use any other available option (defined by your administrator) to launch a search by department or skill (job title, branch office, etc.). Floating Deskbar The floating deskbar is the draggable version of the deskbar. It looks and works just like the deskbar, except you can drag it to any position on your desktop. It will always float above all other windows, making it constantly visible and easily accessible. Use the same sequence key (e.g. CTRL+CTRL) to display/hide the deskbar on the desktop for on-demand access (a sequence key can be customized via the Options menu). Redial list My Instant Communicator automatically displays a redial list (your last 10 entries) when clicking the deskbar area. Click to call the contact or the number you have selected. Click on to display the contact information card. Predictive search My Instant Communicator search engine provides a predictive feature, suggesting contacts you might be looking for before you are finished completing your query. Personal contact from Microsoft Outlook Contact from the OpenTouch database Contact from LDAP directories When calling by name, skill or department, the system performs directory lookups and provides a search result. Results are retrieved from Microsoft Outlook contacts and corporate directories (LDAP directories and OpenTouch database). 8AL USABed01b 6

7 Select the party of your choice to display his/her ID card. The following features are offered: Call the party s office phone. Send an instant message and use collaboration services. Launch a video call Call the party on a number different from their office phone (mobile, home, etc.) Add the party to your contact list (buddy list) Send an 8 Events dashboard Double-click the My Instant Communicator icon in the System Tray to open the events dashboard (or select it from the menu). 8.1 Notifications Click the notification icon Missed calls to display the number of: New voice messages Click an item to display the corresponding list of events (example below with missed calls). Missed calls Suppress all items Select an entry to call a contact back or click on to display the contact information card for rich presence information and more services (send an IM, send an , leave a voice message, etc.). 8AL USABed01b 7

8 8.2 Visual voic Click the number of new voice messages to instantly see the list of your corporate messages and select which ones to listen to or delete, without having to listen to prior messages or voice instructions. Select an entry to listen to the message (and more) or click on to display the contact information card for rich presence information and more services. Right-clicking on an entry allows you to suppress the message or access to the contact information card. Urgent message Normal message Suppress all items Playback bar to move forward or backward into the message Previous message, Next message Pause the message, Play/Resume the message Call the sender (use the presence indicator to check if the contact is on the phone or not) Send an IM (use the presence indicator to check the contact s availability) Send an Activate/deactivate the speakerphone when using voice over IP on the PC Hang up the voice session Suppress the message 8.3 Call history Click the call history button incoming and outgoing calls. to display all of your Missed incoming call Cancelled outgoing call Answered outgoing call Answered incoming call 8AL USABed01b 8

9 Voic Suppress all items Select an entry to call the contact back Click to display the contact information card for rich presence information and more services (send an IM, send an , leave a voice message, etc.) Click the filter button to display: Voice calls and voice messages (the two items are selected) Voice calls only Voice messages only 8.4 Manage all current communications In case of one or several undergoing communications, the same window provides an overview of all current communications Example with two voice calls (one active, one placed on hold) Display presence information Display the call state Destination party is busy Call is in progress Call is established Call is placed on hold Example with one voice call and one instant message Call is muted Call is released Call is encrypted Use telephony and data services End an active call Leave a voice message Transfer an active call to a pre-defined number Make a 3-party conference call Make a 3-party conference call by selecting the participants (when there are more than 2 simultaneous voice communications) End a 3-party conference call Remove the latest participant of a conference call Leave a conference and connect the other participants of a 3-party conference call Place a call on hold (double-click an active call) Retrieve a hold call (double-click a call placed on hold) Switch between active and hold calls (select the new 8AL USABed01b 9

10 DTMF dialog box active call) Use this icon to: Mute (Unmute) a call (when using voice over IP on the Personal Computer) Use DTMF when reaching a voic or an IVR system Send an Start/Send an instant message and use collaboration services Place an IM session in foreground 9 Handle Incoming Communications 9.1 Incoming Voice Call 1 2 Answer voice call by 2 ways : 1. If you are in Softphone mode (Voice over IP on your PC), the first icon is active (green). You use the PC interface to answer the call. The icon is gray if you are in Remote Control Call mode. 2. Answer the call in Softphone mode or Remote Control call mode. Answer with an instant message (calling party s presence is displayed) Answer by Transfer the call to your voice mail or another device (mobile, home, etc.) 9.2 Incoming Video Call Answer video call Answer by voice only (no video) Answer with an instant message (calling party s presence is displayed) Answer by Transfer the call to your voice mail or another device (mobile, home, etc.) 8AL USABed01b 10

11 9.3 Incoming Instant Message Reply to the instant message Answer by voice (calling party s telephony presence is displayed) Answer by 9.4 A contact signs in Send an instant message Call the contact (calling party s telephony presence is displayed) Send an 9.5 A scheduled conference is starting Join the conference (web and audio) Join the conference in web only Send an 9.6 Someone joins a conference Join the conference (web and audio) Join the conference in web only Send an 8AL USABed01b 11

12 10 Open your Contacts and Collaboration Application From the My Instant Communicator menu, open your contacts and collaboration application Contacts): (Open My 11 User Customization Right-click the My Instant Communicator icon in the System Tray and select preferences. The list of options depends on your system. (Options) to configure your Decide anytime you want to change: Whether My Instant Communicator is automatically launched and active when logging in to your PC Your languages and passwords (GUI and TUI) Your professional and personal phone numbers Your voic settings Call overflow settings DTMF settings Search/call log display settings The duration of popup alerts (incoming communications and IM contact logging in) and notification display Your and SMS notifications` Audio and video settings (Audio tuning wizard) Your SIP parameters (if allowed) Your call routing management Application update options Your Media and Quality of Services (QoS) parameters (if allowed) 8AL USABed01b 12

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