Virtual Office Outlook Integration User Guide

Transcription

1 Virtual Office User Guide Version 3.0, January 2013 The Champion For Business Communications

2 Table of Contents 8x8 Virtual Office...3 What s New...3 System Requirements...4 Uninstalling Software...4 Installation...5 Step by Step Installation...5 Configuring Outlook for Virtual Office...6 Using Outlook to Make and Receive Calls...8 Next steps...8 Making Calls...9 Receiving Calls...11 Using Outlook to Schedule and Join Virtual Meetings...12 Benefits Viewing your Meetings Joining a Meeting

3 8x8 Virtual Office Virtual Office allows you to place outbound calls, and receive a screen pop notification of a caller s contact information during incoming calls using your Microsoft Outlook client. Just click your mouse to place calls right from your Outlook contacts list. And when you receive calls, a pop up notification appears with information about your caller. There are two ways to place a call with just a click of your mouse. Right click on a contact from your Outlook contacts list, and select 8x8 Call from the drop down menu. Open a contact from your contacts list and select 8x8 Call option from the top. When you place a call through your Microsoft Outlook client, your phone or softphone rings first. When you answer the phone, it automatically rings the person you are calling. When you receive a call, enables you to see who is calling by displaying a screen pop containing that caller s contact information. If the contact is not found in your Outlook contacts list, a screen pop showing the phone number of the person calling is displayed. You are prompted to create a contact for the person. Note: does not monitor the status of the call once it is placed, and does not provide call handling or call management. What s New The 3.0 Release is enhanced with the ability to schedule Virtual Meetings using Outlook. With this enhancement, you can check the schedule of your meeting invitees in Outlook, and then book a convenient time for all. Requirements Virtual Office Pro subscription MS Outlook

4 System Requirements Virtual Office requires: Microsoft Windows XP SP2 or higher, Microsoft Windows Vista or Microsoft Windows 7 and 8 Microsoft Outlook 2003, Microsoft Outlook 2007, Microsoft Outlook 2010 Microsoft.NET Framework 4.0 Uninstalling Software If you have an outdated version of the 8x8 software on your computer, please uninstall it before installing the latest version. To uninstall software, follow these steps: 1. Launch the Windows Control Panel. 2. Select Add or Remove Programs. 3. Select the appropriate version of 8x8 Virtual Office Outlook software and click Change/Remove. 4

5 Installation 1. Close all software applications on your PC. 2. Run the setup executable file. 3. The installation wizard will walk you through a simple installation process. Step by Step Installation If you do not have Microsoft.NET Framework 2.0 installed, you will see the following dialog box. Click Install. Next you will see the welcome screen for the Virtual Office Outlook Plugin. Click Next to begin. 5

6 Select or confirm the Installation Folder for the software and click Next to install it. Configuring Outlook for Virtual Office Now that you have installed the 8x8 Virtual Office Outlook plugin, you need to configure it. 1. Launch your Outlook client. The 8x8 Plugin shows in the Outlook tool bar. 6

7 2. Click the 8x8 plugin drop down menu. and select Settings option. You will see the following dialog box. 3. Please enter your Virtual Office Online username and password. If you don t have a Virtual Office Online username and password, please contact your Phone System Administrator. If your Virtual Office Online profile is associated with multiple extensions, you will see the following screen: 4. Select the extension that you wish to associate to make and receive calls. 7

8 Using Outlook to Make and Receive Calls Next steps By this time, you have installed and configured your Virtual Office Outlook software. When you configured the software, you associated your extension number with Outlook. Now the software can use this extension to make calls. It also listens for calls coming to this extension. The application allows you to dial your Outlook contacts just by clicking on your 8x8 Call button whether you have their numbers listed as extension number, domestic phone numbers, or international numbers. The example below shows an Outlook contact with an extension number listed as the business phone number and the home number listed as a 10-digit number. Both of these formats can be dialed using. Figure 3: Extension and 10-digit number example 8

9 The example below shows a contact with an international number. This can also be dialed using. Figure 4: International number example Making Calls There are two ways to make outgoing calls using Outlook: 1. From your list of contacts, right click on a contact and select the 8x8 Call option from the drop down menu. 9

10 2. Or open a contact and select 8x8 Call from the top. Once you ve selected 8x8 Call, you will see the Virtual Office Dialer. Select any of the numbers you have listed for your contact from the drop down menu. Click Start Call. Your phone or softphone rings first. When you answer the phone, it automatically rings the person you are calling. 10

11 Receiving Calls When your extension receives a call, a pop up window will appear on your computer screen notifying you of an incoming call. Your phone rings and you can answer the call using your hard phone or soft phone client in Virtual Office. If the caller is in your Outlook Contacts, you will see their contact information. If the caller is not in your Outlook contacts, you will see the this dialog box. Click Yes to create a new contact for the person. 11

12 Using Outlook to Schedule and Join Virtual Meetings You can now schedule a Virtual Meeting in Outlook using the 8x8 Plugin with your Virtual Office Pro subscription. This allows you to check the schedule of your meeting invitees in Outlook and book a convenient time for all. Note: This feature is available to Virtual Office Pro users only. Benefits Access to contacts calendar events in Outlook Access to your global corporate directory which is not restricted to your PBX Ability to view Virtual Meeting sessions in Virtual Office Online and Desktop To schedule a Virtual Meeting from Outlook: 1. Initiate Microsoft Outlook client. 2. Click Schedule Meeting from the menu. 3. Select the desired contacts from the global directory. 4. Enter the meeting details in the Outlook calendar. 12

13 5. Click Add Virtual Meeting from the menu. Two rows of text adds to the body. You should not edit or any text below these rows. 6. Click Send. The Virtual Meeting links and dial in details will be inserted below your meeting description. The Outlook calendar gets updated with the meeting. Note: You may edit the meeting in Outlook. Edits done in Outlook client send updated notifications to meeting participants. Please note editing the meeting in Virtual Office Pro does not update the changes in Outlook calendar. 13

14 Viewing your Meetings You can view all your Virtual Meetings and join a meeting with a couple of clicks. To view your Virtual Meetings: 1. Click the 8x8 Plugin from the Home Menu. 2. From the drop down menu, click My Meetings. A list of your existing Virtual Meetings shows. Clicking a meeting automatically signs you into the meeting. Note: Recurring meetings are indicated by symbol. Joining a Meeting You can join a Virtual Meeting using the link in the notification or clicking the meeting from the meetings list as described above. Clicking the link automatically signs you into the meeting. You may also dial into the meeting using the meeting ID provided in the . NASDAQ: EGHT The 8x8, Inc. logo is a registered trademark of 8x8, Inc. 8x8, Inc. is a publicly traded company. PM384/311