TotalCloud Phone System Toolbar Feature

Transcription

1 TotalCloud Phone System Toolbar Feature Contents Introduction... 3 How to Download the Toolbar from CbeyondOnline... 3 How to Access Username and Password... 4 Telephony Toolbar Services Row... 6 Power button... 6 Options button... 6 Services button... 7 Incoming Call Features... 7 Do Not Disturb... 8 Calling Line ID:... 9 External Calling Line ID Delivery... 9 Internal Calling Line ID Delivery... 9 Simultaneous Ringing... 9 Outgoing Call Features... 9 Call Control Features Anywhere Call Waiting Remote Office Portal Auto Login Speed Personal Directory Group Directory Call Control Receiving Calls Placing Active Calls on Hold Transferring Active Calls Blind Transfer Knowledge Base: TotalCloud Phone System Toolbar Feature Page 1 of 14

2 Consulted Transfer Direct to Voic Conference Calls Knowledge Base: TotalCloud Phone System Toolbar Feature Page 2 of 14

3 Introduction The Toolbar is a feature that, once installed, is displayed in Internet Explorer, Mozilla Firefox, and Outlook. It is included in Cbeyond s Executive Feature Set, which is an optional add-on to a Professional Seat, and can be downloaded from CbeyondOnline. The Toolbar allows you to operate your telephone without having to take your attention from your computer. You may dial, answer, place callers on hold, transfer calls and even host a conference call without having to touch your phone. You may also control many of your phone s features, like call forwarding, call waiting, remote office, etc. The Toolbar allows you to: Enable commonly used features and services Access company directories Speed Dials Call Histories Call Control Functions How to Download the Toolbar from CbeyondOnline In order to download the Toolbar, first login to CbeyondOnline ( ). Click on the Services tab, and then select Calling Features. Then, click on Enterprise Settings and select Downloads. View the page featuring the VPS Toolbar and select the orange button Download. Follow the instructions to download and install the Toolbar on your computer. You will need to close Outlook, Internet Explorer and Mozilla Firefox while the Toolbar is being added to them. Knowledge Base: TotalCloud Phone System Toolbar Feature Page 3 of 14

4 How to Access Username and Password First, login to CbeyondOnline ( To access the Calling Features portal, click on the Services tab, then select Calling Features. On the left panel select Number Settings, and then select User Profile. You must then select the appropriate user in the Your Number drop-down box. This user must have the Executive Feature Set assigned to them. Knowledge Base: TotalCloud Phone System Toolbar Feature Page 4 of 14

5 Under User Profile, you will find your Seat Username and Password. At this point, you must enter a new password and confirmation password, and record it in a secure place. Knowledge Base: TotalCloud Phone System Toolbar Feature Page 5 of 14

6 Telephony Toolbar Services Row Power button: Allows you to log in and out of Toolbar When power button is green: you are signed in to toolbar When power button is grey: you are NOT signed in to toolbar (This may be due to one or more of these reasons: you are not connected to the internet, you are not authorized this user service or you have incorrect credentials). Options button: Orange button or orange flower, allows you to open general configuration page for enterprise options. Gives you options for setting your contacts, and changing your account sign-in information. Knowledge Base: TotalCloud Phone System Toolbar Feature Page 6 of 14

7 Services button: When you click on the Services button in your toolbar, it will open up a window of services and current configurations of each service. Services configuration is split into three categories: Incoming Calls, Outgoing Calls, and Call Control. Incoming Call Features Anonymous Call Rejection- Turn this setting on to prevent a caller from reaching you when you have explicitly restricted his/her number. Call Forwarding Always- Use this setting to automatically forward all your incoming calls to a different phone number. Knowledge Base: TotalCloud Phone System Toolbar Feature Page 7 of 14

8 Call Forwarding No Answer- Use this setting to automatically forward your calls to a different phone number when you do not answer your phone after a certain number of rings. Calling Forwarding Busy- Use this setting to automatically forward your calls to a different phone number when your phone is busy. Do Not Disturb- Use this setting to automatically forward your calls to your voice messaging service, if configured, otherwise the caller hears a busy tone. You can also choose to have a ring reminder play when the call is forwarded. Knowledge Base: TotalCloud Phone System Toolbar Feature Page 8 of 14

9 Calling Line ID: External Calling Line ID Delivery- Provides Calling ID information of an external caller when receiving a call. Internal Calling Line ID Delivery- Provides Calling Line ID information of a group member when receiving a call. Simultaneous Ringing-Use this setting to list numbers you would like to ring in addition to your business phone when you receive a call. You can choose multiple numbers to ring simultaneously with yours when receiving a call. Outgoing Call Features Automatic Callback- Use this setting to monitor a busy party in your group and automatically establish a call when the busy party is available. Knowledge Base: TotalCloud Phone System Toolbar Feature Page 9 of 14

10 Calling Line ID Delivery Blocking- Use this setting to block your number from being shown when calling other numbers. Members of your group can still see your number when they are called. Call Control Features Anywhere- The Anywhere feature (also a hot button in the Toolbar) allows you to place calls from your Anywhere device, your cell phone for example, but have it appear as if you are calling from your office line. For example, if you were talking on the phone at your desk, but needed to leave and continue the phone call on your mobile phone, you can use the Anywhere feature. While you are on the call on your desk phone, use your cell phone to dial your Anywhere portal number. To access your Anywhere portal number click on View Available Portal List and you will see a ten digit phone number that represents your Anywhere portal number. Once you dial your Anywhere portal number while on a call at your office, you will be prompted to enter your portal password. Your portal password is the same password that you use to access your voic . You will then be prompted to enter the destination digits; enter *11. The call has now been moved to your cell phone and is no longer active on your office phone. Configure your Anywhere Locations list by adding the Anywhere phone s phone number and a description and then choosing Enable and Add. Knowledge Base: TotalCloud Phone System Toolbar Feature Page 10 of 14

11 Call Waiting- Allows you to answer a call when already on another call. Remote Office- Used as an ondemand service to allow you to use your home phone, your cell phone, or a hotel phone as your business phone. Portal Auto Login: Purple keyhole button provides quick access to the user s portal. From here, the user can configure their incoming, outgoing, and messaging call control settings as well as configure speed dial. Knowledge Base: TotalCloud Phone System Toolbar Feature Page 11 of 14

12 Speed Dial- Users can access a preconfigured speed dial list. This speed dial is click to dial and is set up by either the user or administrator in the user portal. Call History- Allows users to see their most recent placed, received, or missed phone calls. The call time, date, and duration are displayed and all calls listed have click to dial enabled so users can easily return calls. Personal Directory- Displays user s personal directory listing. Directory configured by the user or administrator in the user portal. All numbers are click to dial. Group Directory- Displays all users within the enterprise. Directory is searchable and lists name, number, extension, mobile and department. This feature allows users to easily call other employees within the organization, regardless of their location. Search bar- Allows users to search all directories for names and numbers. Call Control Call control row of the toolbar highlights the call control functionality that toolbar enables. It allows you to place calls, receive calls, put calls on hold, transfer to voic , call voic to retrieve messages, transfer calls to other users or voic s, and three-way calls. It also enables you to handle calls from your desktop to enable productivity and enables remote workers with complete integration into the company phone system while working remotely. Knowledge Base: TotalCloud Phone System Toolbar Feature Page 12 of 14

13 Placing Calls- To place a call using the dial number box, simply type the phone number into the Dial Number box area or use the drop down list to select from one of your ten most recent calls. Select a number and the active call window will change and the call is placed. When you are ready to end a phone call, simply press the red handset icon. To place a call from Toolbar in Outlook: First, open your outlook contacts. Next, select the contact you are calling and from the Dial Contact button, use the drop down arrow to select the phone number associated with that contact that you would like to call. Receiving Calls With the Toolbar turned on, you can also receive calls from your desktop. You can either click the green handset, which is the answer button or if you have the call notification option enabled, you can answer calls using the pop-up by clicking on the phone number link on the incoming call. You can also send new incoming calls directly to your voic by clicking on the voic icon on your toolbar or the voic icon on the call notification pop-up. Knowledge Base: TotalCloud Phone System Toolbar Feature Page 13 of 14

14 Placing Active Calls on Hold Once you have answered an incoming call or placed an outgoing call and are on an active call, you can put the calling party on hold by clicking the blue hold button on the toolbar. To retrieve the call from hold, click the green handset button. Transferring Active Calls Calls can be transferred from the Toolbar. There are three types of transfer: Blind Transfer- To perform a blind transfer, first initiate a call you are transferring to. You do not need to place the active call on hold; it will automatically be placed on hold when you initiate the second call. Select a contact you would like to call and click the purple transfer button and the call will be transferred. Consulted Transfer- To perform a consulted transfer, you will need to first initiate a call with the person you are transferring to. Transfer this call by typing a number in the Dial Number box and pressing enter on your keyboard. The first call will be placed on hold while you place a second call to the person you are transferring to. Once you have consulted with the other party and are ready to transfer the call, click the purple Transfer button and the call will be transferred. Direct to Voic To send an active call directly to another user s voic , type *55 plus the extension of the person you are transferring the call to in the Dial Number box. Then hit enter on your keyboard and the call will be transferred. Conference Calls Using the Toolbar, you can initiate three way conference calls. From an active call, you can join in a third party by placing a new call. Add another person to your current conversation by using the Dial Number box. Type in the phone number of the person you want to join then click the Conference button to join the calls together. Now, all three parties are joined in the call. You can see the active parties in the call in the Active Party window. Knowledge Base: TotalCloud Phone System Toolbar Feature Page 14 of 14