Cloud Voice Quick Reference Guide

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1 Cloud Voice Quick Reference Guide CLtel 107 N. 4th Street Clear Lake, Iowa 50428

2 Welcome! Welcome to Cloud Voice from CLtel! This guide is intended to get you up-and-running for the basic features associated with the product. For more in-depth information, please see: Cloud Voice End User Guide Cloud Voice Administrator s Guide As always, you can contact our local customer care team at and we will be happy to assist you. CommPortal is the web portal used to configure the features on your new phone system. With CommPortal, you can: View missed calls Listen to voic messages Manage your contacts Set-up rules to route your calls And many others To get started, go to the login page at: Use your 10 digit phone number as your user name and 0000 as the password. Once you log in, go to the Settings tab, and find the Security sub tab. Enter your new personal password. Click Confirm to save your changes. 2

3 Getting Oriented Once you are logged in, you will be on the main CommPortal screen: Message, missed call indicators Dashboard Quick view of most common functions Messages and Calls Access call history Contacts Store and retrieve contact information Call Manager Manage how your incoming calls are managed Apps add any applications to your service Groups view and change your group settings Settings change your call settings 3

4 CommPortal Dashboard CommPortal Dashboard is the main screen for the portal. On it, you can view things such as recent calls, messages, contacts, and customized settings. Contacts Import your contacts from Outlook or create new ones, then click on their name to dial Voic s click this area to view and retrieve any voic s Use the Call button to make a new call use for numbers that may not be in your address book List of missed calls if you click one you will have the option of calling the number back Active settings for instance, if you are forwarding your number, it would appear here click to adjust 4

5 Messages and Calls The Messages and Calls tab displays all the recent call activity you have had. Here you can retrieve voic s and view calls based on whether they were missed, answered, dialed, or deleted. Click on one of the sub-tabs to get more detail. Click the play button to listen to a voic . Note that you can listen to your voic s in any order. The window (seen to the right above) will open you will have the option to save or delete either on the player screen or main screen. Click the New Voic button at the bottom of the page to record and leave a voic as a memo (note your computer requires a microphone). Click the Forward. at the end of the line to View Contact, Add to Contact, Reply or From the Missed, Dialed, and Received tabs, you can click on the name and either call or jump to their contact information. 5

6 Contacts The contacts tab enables you to manage all of your contact information. Within it, you can create new contacts (using recent call information like a missed call, or create from scratch), create groups of contacts, or import/export your contacts. Set up your personal speed dial numbers using this button Create new contacts, groups, import, or export using these buttons The fastest way to add your contacts is to import them from your program. If you re using Microsoft Outlook, here s how: Open Outlook and go to the File tab then Import and Export A new window should appear Select Export to File click Next Select Comma Separated Values from the list and click Next Select Contacts from the folder tree and click Next Save exported file as Outlook Contacts and click Next save in a place you can remember like the Desktop or My Documents Go back to the CommPortal Contacts tab Click the Import button Click the Browse button to find the Outlook Contacts file Click Import Your contacts are now in CommPortal! 6

7 Call Manager The Call Manager tab is where you view or change the calling rules you have in place. Summary quick view of your settings Forwarding set up call forwarding Screening reject unwanted calls Forwarding enables you to route calls to a 2 nd number (like a home or mobile number). To set up, choose how you d like no answer or busy calls to be handled. If you do not set up, calls will be sent to voic . Screening enables you to block certain numbers. Two options are available. Selective Rejection allows you to enter a list of numbers that will be blocked; Anonymous rejection blocks all anonymous calls (for instance, many tele-marketers will call anonymously). 7

8 Apps/Groups Apps allows you to access various applications to your phone service. At this time, CommPortal Assistant is the only application available for download, but there may be more in the future. Once you get more comfortable with CommPortal, we recommend you download CommPortal Assistant. The Groups tab shows you what Call Pickup groups and Hunt Groups you are a member of. Here you can make changes such as sign in and out of a Hunt Group. 8

9 Settings The Settings tab contains most of your personal and call handling preferences. Account change personal details and passwords Calls set up call handling preferences Messages set up voic greetings Account Codes if codes are used by your company for client management Notifications how voic s will be alerted The Account tab enables you to manage your passwords (see page 1) The Calls tab allows you to make additional changes in call forwarding and caller ID Preferences. The Messages tab enables you to receive a notification of a voic as an . Greetings can also be configured by following the prompts in the Greeting section. Here you can personalize your voic greeting by recording an announcement. 9

10 Settings The Notifications tab enables you to customize how you are notified of a voic . You should not need to use this tab frequently. 10

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