8x8 Version 4.0, March 2011 The Champion For Business Communications
Table of Contents Introduction...3 System Requirements...4 Internet Fax...5 How Internet Fax Works... 5 Send and Receive Internet Faxes... 7 Call Recording...13 Virtual Office Online Login Procedure... 13 Set Call Recording Preferences... 13 Record Calls... 15 Access Call Recordings... 17 Virtual Meeting...19 Virtual Office Online Login Procedure... 19 Create a Meeting... 20 View, Edit and Cancel Meetings... 28 Start a Meeting... 32 Join a Meeting... 34 Meeting Controls and Features... 43 Video Meeting Features... 62 Remote Desktop Control... 64 Review Past Meetings... 66 2
Introduction 8x8 puts the power of Unified Communications at your fingertips to help you stay in touch with the people who matter. With 8x8, you get business phone service that s a lot more than just talk. It s a complete communications service that can help you be more productive, operate more efficiently, and save incredible amounts of money. Virtual Office users who purchase voice services such as Unlimited Extension, Metered Extension or Global Extension have access to our powerful online dashboard Virtual Office Online for free. 8x8 Virtual Office Online with 8x8 Softphone is a web-based solution that allows you to manage your inbound and outbound calls, voicemails, call forwarding rules, chat, presence management and social networking integration, all from the convenience of your computer. As a Virtual Office Pro customer, you will also be able to send and receive Internet faxes, schedule and attend virtual meetings, and record calls from the convenience of your computer. Not only will you save time by managing your communications from a centralized online dashboard, you can also significantly reduce costly roaming and international charges by using your Internet-based 8x8 extension instead of your cell phone, hotel phone or landline desk phone. Internet Fax enables you to send and receive unlimited faxes online. Call Recording enables any inbound or outbound call to be recorded, and later reviewed, downloaded or deleted. Virtual Meeting allows you to create, join and invite participants to web, audio and video meetings. You can invite participants easily by dragging and dropping from your contact list. Virtual Meeting also allows you to record and review audio meetings at a later time. Additional Online Storage provides users with 1GB of storage or up to 35 hours of recording time for calls and meetings. Virtual Office Mobile allows you to make and receive phone calls just as if you were using your office phone. Your caller ID even displays your office phone number! Your iphone becomes a portable office phone to receive calls even if you are using other Apps. You can do virtually anything that your desk phone can do. The user guide can be found at http:// sims.8x8.com/getdocument.aspx?docid=710464. This user guide will help you get the most from the powerful features of 8x8 Virtual Office Pro. If you are new to Virtual Office Online, please see the Virtual Office Online user guide at http://sims.8x8.com/getdocument.aspx?docid=710419 for more information. 3
System Requirements Supported Operating Systems Windows XP, Vista, and Windows 7 with 32bit web browsing Mac OS 10.6 (Snow Leopard ) or newer (Java 6 - included) Supported Browsers 32 bit Internet Explorer 7.0 or newer, Firefox 2.0 or newer, Safari 3.0 or newer Requirements: Flash 10+ and Java 6 Update 14+ (Java needed for hosting only) Required ports Firewall ports to be open: 80 TCP (http) 443 TCP (rtpm or https) (depending on server connected to) 54545 TCP (Host content sharing and remote desktop) 8443 for HTTPS (Exchange/GMail) proxy. VoIP Requirements: headset with microphone Operating System Requirements Windows XP: Pentium 4 1.3 GHz / AMD Athlon XP 1500+ or newer 512 MB of system memory Windows Vista: Pentium 4 1.3 GHz / AMD Athlon XP 1500+ or newer 1 GB of system memory Mac: Mac OS X 10.6 (Snow Leopard ) or newer 64bit Java 6 Powercomputer G$/G5 or Intel processor, 512 MB of RAM or better recommended Bandwidth Availability Recommended: cable modem, DSL or better Recommend minimum: 1.5 Mbps down / 384 kbps up Note: Performance varies widely depending on the content shared, content-sharing window size, and processing speed / memory of the computer hosting the content sharing. Contacts Synchronization Requirements MS Exchange: Microsoft Exchange Server 2007 or higher Outlook Anywhere enabled Your Outlook email address and password 4 Google/Twitter/Facebook Your username and password
Internet Fax With Virtual Office Pro Internet Fax, your fax service is available 24 hours a day, seven days a week. Inbound fax documents are collected in your Inbox along with voicemail, call history, call recordings, Virtual Meeting history, and chat history. You can send virtually any document on your computer as a fax. The local fax number you choose can be combined with additional fax numbers or toll-free numbers to enhance your presence while conducting business. With 8x8 Internet Fax you have flexibility: Fax one or many documents and choose the document order before sending the fax. Customize a global fax cover sheet template to use repeatedly. Simply enter the name and fax number for each new fax and the professional fax cover is automatically generated. Send a single cover page fax without attaching any files. Fax Notification You are notified of an incoming fax via a screen icon if you are logged into Virtual Office Online. In addition, a fax notification is sent to your email account with a link to the fax. You can also set up to five email addresses to receive ta temporary archive of all faxes can be found at My Inbox --> History Tab --> Faxes on your Virtual Office Online dashboard. You can permanently archive faxes to your personal computer or local area network storage at any time. How Internet Fax Works In order to fax documents, they must be available on your computer. You can scan documents, take snapshots with your webcam, upload images to your computer or even create documents on your computer. Internet fax supports the following attachment file types with a maximum attachment file size of 10 MB: docx,.doc,.dotx,.dotm,.dot,.mht,.mhtml,.rtf,.txt,.wps,.xml,.xlsx, xlsm,.xlsb,.xls,.xltx,.xltm, xlt,.csv.tif,.pdf,.ppt,.bmp,.dcx, DIB,.DPX, FAX, FITS, FPX,.GIF, GIF87, ICO, IPTC, JBIG, JP2, JPEG, JPG, MIFF, MNG, Mcomputer, MTV, OTB, PBM, computerd, computerds, computert, computerx, PGM, PICT, PNG, PNM, PPM, PSD, P7, RAS, RGBA, SGI, SUN, TGA, TIFF, VICAR, VID, VIFF, WMF, XBM, XPM, XWD. Note: The recipient will receive a paper fax if sent to a fax machine or a PDF file if sent to another electronic fax. Once you have an electronic document ready to fax, all you have to do is log into Virtual Office Online, click Fax, enter the recipient s fax number, choose the cover sheet (optional), upload the document or several documents and click Send. 5
Get Started 1. Click on Settings 2. Then My Services 3. Navigate to the section called Internet Fax Note: To enable Internet Fax on your Virtual Office Pro service, you will first need to select an Internet Fax number. Select Pick Fax Phone Number and follow the instructions. 4. To receive a notification to your email address when you receive a fax, select the Enabled radio button. You can add up to five additional email addresses to also receive the fax notification 6
Select which Internet Fax number appears on your outgoing faxes. Use the arrow keys to select the Internet Fax, Toll-Free Internet Fax, or Virtual Internet Fax your organization purchased for this extension. A US local fax number comes with your Virtual Office Pro service. If your system administrator has not selected a fax phone number for you, you can select the phone number during your initial log in to Virtual Office Online. Turn off Internet Fax. Turn on Internet Fax. Use the arrow keys to select Disabled. Use the arrow keys to select a number. Selecting this feature allows you to separate your voice calls from Internet Fax. This turns off Internet fax until you enable it again. Make sure you select a number instead of Disabled. Send and Receive Internet Faxes Send Internet Faxes With Virtual Office Online, you can easily send Internet faxes to other 8x8 users, contacts and external numbers. Sending a fax is as easy as uploading the document you want to fax and clicking Send. 7
Fax Cover Sheet Template Filling in the fields within the Fax panel will auto-populate on the fax cover sheet (if required). You can customize your fax coversheet with your company logo, title, footer etc. Simply click on the yellow editable fields. Note: The gray areas are non-editable and will be populated from the From and To fields of the Fax Window. Updates to the fax coversheet can be saved for future use or make changes on a per fax basis. 8
Send a fax to any number. 1. Click on Fax at the top left side of the screen or Send a Fax at the bottom of the home panel. 2. Enter the recipient s fax number; or begin typing the person s name and select a fax number from the drop-down menu. 3. Click the Include Cover Sheet checkbox. 4. Fill in the Name, Subject and Notes boxes. 5. Edit your Cover Sheet as needed. 6. Select the From Fax Number if you have additional fax numbers on the account. 7. Click Add to attach the document(s) you want to fax. Multiple documents can be sent in the same fax. 8. Sort the Order of the documents to be faxed with the up and down arrow keys. 9. Click Send Fax. To find recipients by name, they must be listed in Corporate Directory, My Contacts or Recent Contacts. 9
Send a fax from a directory or contact list. 1. Click on Corporate Directory, My Contacts or Recent Contacts. 2. Use the search box or scroll through the list until you find the person you want to send a fax. 3. Click on the person s name. 4. When their contact information panel appears, click on the Fax tab. 5. Click the Include Cover Sheet checkbox. 6. Fill in the Name, Subject and Notes boxes. 7. Edit your Cover Sheet as needed. 8. Select the From Fax Number if you have additional fax numbers on the account. 9. Click Add to attach the document(s) you want to fax. Multiple documents can be sent in the same fax. 10. Sort the Order of the documents to be faxed with the up and down arrow keys. 11. Click Send Fax. 10
Receive Internet Faxes With Virtual Office Online, 8x8 users can receive fax messages right at their desktops. View new faxes. 1. Login to Virtual Office Online. 2. The number of new faxes is displayed in the Home panel. 3. Click to view your faxes. Receive notification of new 1. When new faxes are faxes while logged into received the system will Virtual Office Online. notify you with a fax icon at the top of the screen. 2. Click the fax icon in the Home panel to view your new faxes. Delete faxes. Option 1 1. Click on My Inbox. 2. Select Faxes. An email notification is also sent to the user at the same time. The email contains a link to view the fax. You can also set up five email addresses to receive the fax notification under Settings>My Services>Internet Fax. To delete the fax, you must click Yes when the dialog box appears. 3. Click Delete next to the fax(es) you want to delete. 4. A dialog box will appear asking you to confirm the deletion. Option 2 1. Click on My Inbox. 2. Click on Faxes. 3. Select All, Read or Unread at the top of the panel. 4. Click Delete to delete all faxes in the selected category. 11
Mark as Read / Unread. 1. Click on My Inbox. 2. Click on Faxes. 3. Select All or None at the top of the panel. You can also mark individual messages by clicking on the line item and selecting Mark as Read/Unread under More Actions. 4. Use the pull-down menu next to More Actions to mark as Read or Unread. Return call to the fax sender. 1. Click on in the Home panel or click on My Inbox and select Faxes to display your messages. Add message sender to My Contacts. 2. Scroll through the list and click Return Call next to the sender you want to call back. 1. Click on in the Home panel or click on My Inbox and select Faxes to display your messages. 2. Scroll through the list and click Add to My Contacts next to the sender you want to add. 3. Fill in the New Contact panel and click Save. 12
Call Recording With Virtual Office Pro, your wish is granted. Virtual Office Pro users can record their incoming or outgoing phone calls, as well as play back, download and delete recordings. Call recordings are stored and are accessible from My Inbox in Virtual Office Online. Calls to your 8x8 extension can be recorded on demand using either Virtual Office Online or your desk phone. You can also set your Call Recording preferences to record all phone calls automatically. You can download each call recording to your local computer for permanent storage. You can also leave the recording on the 8x8 server if desired. Virtual Office Pro also provides up to 35 hours of online storage for your call recordings. To view your current storage usage and recordings, login as follows: Virtual Office Online Login Procedure 1. Go to http://virtualoffice.8x8.com/ 2. Enter your 8x8 login. 3. Enter your password and click the Login button. 4. When prompted, click Allow to enable Adobe Flash Player (a required element for this application.) 5. Click on My Inbox. 6. Click on the Media tab. 7. Select Call Recordings. Set Call Recording Preferences 1. Click on Settings at the top left side of the screen. 2. Click on the My Services tab. 3. Go to Call Recording. Note: Call Recording needs to be enabled on your account before you can use this feature. Ask your phone system administrator to enable this service. 13
Record calls on demand. 1. Use the arrows to select Record On-Demand. 2. Click Save. You will be able to initiate call recording on the Softphone panel. Record all calls. 1. Use the arrows to select Record All Calls. 2. Click Save. All incoming and outgoing calls will be automatically recorded. Recording stops when you end the call. Disable call recording. 1. Use the arrows to select Disabled. Announce to the other party that the call is being recorded. Hear an announcement that the call is being recorded. 2. Click Save. 1. Check the To Other Party box next to Play Announcement when calls are recorded. 2. Click Save. 1. Check the To Me box next to Play Announcement when calls are recorded. 2. Click Save. Recording notification requirements vary from state to state. Make sure you read 8x8 s Privacy Laws and Notice Requirements for Electronic Recording of Telephone Conversations before making your selection. Recording notification requirements vary from state to state. Make sure you read 8x8 s Privacy Laws and Notice Requirements for Electronic Recording of Telephone Conversations before making your selection. 14
Record Calls Using Your Computer Record incoming or outgoing calls when Record All Calls is enabled. All calls are automatically recorded with no further action required. If you want the system to announce to you or the other party that the call is being recorded, click the appropriate check box 15
Using Virtual Office Softphone Record an incoming/ outgoing call on demand. 1. When the Softphone appears, click Accept to answer the call. 2. Click Record Call. 3. If enabled, the system will announce to you and/ or the other party that the call is being recorded. 4. To stop recording, click Stop Recording or disconnect from your call. You can conduct the call using your desktop phone and still record using your computer as long as you are logged into your Virtual Office Online account and click Record Call on the Softphone.. 16
Access Call Recordings To access your call recordings in Virtual Office Online: 1. Click on My Inbox. 2. Click on the Media tab. 3. Select Call Recordings. You will see your current storage usage, including total capacity and remaining capacity, and a list of your recordings. Listen to a recorded call. 1. Use the search box or scroll through the list to find the recording you want to hear. 2. Click Listen. Delete a call recording. Option 1 1. Use the search box or scroll through the list to find the recording you want to delete. You must click Yes when the dialog box appears in order to delete the recording. 2. Click Delete. 3. Click Yes when a dialog box appears asking you to confirm the deletion. Option 2 1. Click on Listen. 2. Click on Delete. 17
Download a call recording. 1. Click on Listen. 2. Click on Download. Return a call. Add a caller or call recipient to My Contacts. 3. Save it to your computer. 1. Use the search box or scroll through the list to find the person you want to call back. 2. Click Return Call. 1. Use the search box or scroll through the list to find the person you want to add. 2. Click Add to My Contacts. 3. Fill in the New Contact panel. 4. Click Save. 18
Virtual Meeting Are you tired of sharing your online conferencing account or paying big bucks for it? Virtual Office Pro solves both these issues by integrating 8x8 Virtual Meeting into your Virtual Office Online dashboard. 8x8 Virtual Meeting is a flexible online conferencing solution that turns ordinary phone calls into productive meetings. With just a few clicks, you can start an audio, web and video meeting, invite coworkers or clients to a meeting, enable recording, share desktop content and much more. Each Virtual Office Pro customer gets to choose one US local dial in number for Virtual Meeting access. Additional local, international and toll-free dial-in numbers can be purchased from 8x8. Virtual Office Online Login Procedure To access Virtual Meeting, you first need to log into Virtual Office Online following these steps: 1. Go to http://virtualoffice.8x8.com. 2. In the Sign In box, enter your 8x8 login. 3. Enter your password and click the Login button. 4. When prompted, click Allow to enable Adobe Flash Player (a required element for this application.) 19
Create a Meeting To create a Virtual Meeting: 1. Click on New Meeting in the Home panel or at the top left side of the screen. 2. An Untitled Meeting panel will open, allowing you to customize your meeting. Name your meeting. 1. Move your cursor over Untitled Meeting. 2. When the text is highlighted, click once. 3. Enter a new meeting title in the entry box that appears. This will be your meeting title. 20
Select a dial in number. Option 1 This will be the dial in number your participants Use the arrows next to Dial In to select a number. use to join the audio portion of the meeting. Option 2 To purchase additional US, toll-free or international numbers: 1. Select Buy More Numbers. This feature enables you to provide a cost-effective dial in number for participants in other area codes, states or countries. Set meeting start time and date. 2. Fill in the Buy Access Number form that appears. 3. Click Finish. 1. Move your cursor over From. 2. When the information is highlighted, click once to open date / time entry boxes. 3. Type in the date or click the calendar icon to select a date. 4. Click on the time entry box. 5. Set the time by manually typing it in, selecting from the pull-down menu, or clicking on the clock icon; or 6. Click Now to start the meeting right away. To start the meeting right away, you can set the meeting to start now by clicking on the Now button or setting the meeting to start within the immediate timeframe. 21
Set meeting end time and date. 1. Move your cursor over To. 2. When the information is highlighted, click once to If you prefer not to set an end time for the meeting, check the Never Ending box. open date / time entry boxes. 3. Type in the date or click the calendar icon to select a date. 4. Click on the time entry box. 5. Set the time by manually typing it in, selecting from the pull-down menu, or clicking on the clock icon. Set time zone. Use the arrows next to Time Zone to select a time zone for your meeting. Schedule an all-day meeting. Check the All Day box. When you check this box, your meeting will be valid from 12:00 a.m. to 11:59 p.m. for the duration of the date range. Schedule a meeting that repeats at regular intervals. Option 1 Use the arrows to select Every Day, Every Week, Every Month or Every Year. Option 2 To schedule a custom interval: 1. Select Custom. 2. Fill in the entry box that appears. 3. Click Ok. If you do not want your meeting to repeat, make sure this option is set to Never. 22
Indicate meeting purpose. 1. Click on Add meeting purpose next to Purpose. 2. Select Meeting, Training, Presentation, Sales or Other. This information will be sent out to your meeting participants in the email invitation. Enable / Disable meeting options. 3. If you select Other, enter the purpose in the box provided. Virtual Meeting includes a number of advanced options that you can enable or disable when you create a meeting. To do this, simply check or uncheck the corresponding boxes. Chat Allows meeting participants to have public and one-on-one chats. Prompt to join audio Gives participants the choice to join the audio portion of the meeting by dialing in or via their computer (VoIP) immediately after joining the web portion. Require Moderator Participants can join a meeting only after the Moderator has joined. Mute all participants All meeting participants are muted. To view all options click on Show All next to options. You do not have to enable this option to have a meeting Moderator. To designate a Moderator, see Designate a Host and/or Moderator below. All participants except the Host and Moderator join the meeting muted. Moderators can unmute any participant when the meeting is in progress. This feature is useful if you do not want anyone except the Host or Moderator to speak during the meeting. 23
Request Response Request that participants respond to the meeting invite. Audio recording Records meeting for download and future playback. Presentation Sharing Allows moderators, hosts and participants with content sharing permission to share their desktop or application. Video Allows participants to show and view their webcams. International dial outs Allows participants to dial out to other participants with international (non-us) numbers to add them to the meeting. Allow participants to invite All participants are allowed to invite others to join the meeting. Participants can see each other Allows participants to see other participants when the meeting is in progress. If disabled, only moderators can see the participant list. Announce participant on join Announce each participant as they join or leave the meeting. A response is not mandatory. The Moderator can start/ stop recording during the meeting. Participants will hear an announcement when the Moderator starts or stops recording. International dial outs may incur toll charges. See 8x8 international rates: http://www.8x8.com/ international_services/. Announcements will be heard by all participants in the audio portion of the meeting. 24
Maximum participants Sets the maximum number of participants for the meeting. Excess charges are not incurred as long as the maximum number of 15 is not exceeded. Remote desktop control - Allow enabled participant to control another participant s desktop pending access permission Add meeting participants. Option 1: drag and drop 1. Go to Corporate Directory, My Contacts, Recent Contacts or Search Results. 2. Drag-and-drop the names of people you want to invite into the Participants box. Option 2: enter manually Enter the names or email addresses of the people you want to invite in the Participants box. Additional participants over 15 can be supported for an additional fee. Virtual Meeting will automatically send email invitations to the participants you selected once you click Start Now or Save. 25
Designate a Host and/or Moderator. Host Role The Host and Moderator can be the same person, but the Hosts can share desktop content with other participants, and pass those controls to others. Moderator Role Moderators control when the meeting starts and ends, and have access to meeting management features. See the Meeting Controls and Features section for more information. 1. In the Participants box, click on the name of the person you want to designate as Host or Moderator. roles can also be assigned to separate individuals. Add a description to your meeting invitation. Start your meeting now and send email invitations to participants. 2. Check Host, Moderator, or both in the drop-down menu that appears. 1. Click Add a Description next to Description. 2. Fill in the entry box that appears. Click Start Now at the bottom of the screen. This should be a summary description of your meeting. For example, Sales meeting to discuss monthly figures. This will be included in the email invitation sent out to meeting participants. This button will only appear if you set the start time to Start Now or to start in the immediate timeframe. 26
Save your upcoming meeting and send email invitations to participants. 1. Click Save at the bottom of the screen. 2. A panel with your meeting title will open. You can edit an upcoming meeting until it has started. See the View, Edit and Cancel Meetings section for more information. 3. Click Edit to make changes to your upcoming meeting. 4. Click Close to close the meeting panel without making any changes. 27
View, Edit and Cancel Meetings You can view your current, past and upcoming meetings at any time. You can edit or cancel an upcoming meeting until it has started. View meetings in progress. Option 1 Go to the Home Panel. Click on View next to Meetings in Progress. Option 2 Click on My Meetings. View upcoming Meetings. Go to Meetings in Progress. Click on My Meetings. Go to Upcoming Meetings. 28
View all meetings by date. Go to the calendar displayed under My Meetings. View meeting details. Click on any linked date to see the time and title of past, current and upcoming meetings. Option 1: from date view: 1. Click on My Meetings. 2. Go to the calendar displayed under My Meetings. 3. Click on any linked date to see list of meetings. 4. Click on the individual meeting to see details. Option 2: from Upcoming Meetings: You cannot edit meeting details of meetings currently in progress. 1. Click on My Meetings. 2. Click on the individual meeting title under Upcoming Meetings to see the details. Option 3: from Meetings in Progress: 1. Click on My Meetings. 2. Go to Meetings in Progress. 3. Click on the Meeting title to see details. 29
Edit an upcoming meeting. 1. Click on My Meetings. 2. Go to Upcoming Meetings. If you change the meeting title, date or time, make sure you click to close the entry box so that your changes 3. Click Edit next to the meeting you want to change. 4. When the meeting panel opens, enter your changes. are accepted. If you require a response from your participants, be sure to resend the invitations after you have made any scheduling 5. Click Save. 6. When the Notification Options box opens, select one of the following: changes. After you click Continue, you will see a message confirming that your changes have been saved. Resend invitations to all participants Send invitations to only new participants Do not send invitations to any participants 7. Click Continue. 8. When the meeting panel reappears, click Close if you have no more changes. Discard changes to a meeting. If you do want to make additional changes, click Edit and follow these steps again. If you want to discard your changes rather than save them, click Discard Changes at the bottom of the meeting panel. 30
Cancel an upcoming meeting. 1. Click on My Meetings. 2. Go to Upcoming Meetings. 3. Click Edit next to the meeting you want to cancel. 4. When the meeting panel opens, click Cancel. 5. Click Yes to confirm that you want to cancel the selected meeting. 6. The My Meetings panel will open. 7. Your meeting will appear under Upcoming Meetings with canceled next to it. You must click Yes when the dialog box appears in order to cancel your meeting. 31
Start a Meeting Participants can join the audio, web and/or video portions of a Virtual Meeting. A meeting officially starts when at least one participant has joined the meeting. A scheduled meeting can be started 15 minutes before its scheduled start time. If Require Moderator was NOT selected when the meeting was created, any participant can start the meeting at the selected start time. If Require Moderator was selected, the meeting will be available for all participants once the Moderator joins and enters their moderator ID. Other participants cannot join the meeting until the Moderator has joined, even if the scheduled start time has arrived. Moderators and participants can start meetings in three ways: 1. Via the email invitation. 2. Using a phone. 3. In Virtual Office Online. 32
Start a meeting via the email invitation. 1. Open the email meeting invitation. 2. Click on the unique meeting URL provided. Moderators must enter a Virtual Meeting login in order to start the meeting and access meeting controls. 3. If you do not have an 8x8 Virtual Meeting login, click on I am a new participant and register for a login. If you have an 8x8 Virtual Meeting account, click on I am a returning participant and enter your login information. Registering for a free Virtual Meeting login also gives moderators and participants access to upcoming meetings, and past meetings and recordings. You cannot start a meeting by clicking on Join Now. Start a meeting using a phone. 4. Once you are logged into the online session, you have successfully started the meeting. 5. You now have the option to dial into the audio portion of the meeting. See the Join a Meeting section for more details. 1. Open the email meeting invitation to obtain the dial-in number(s) and meeting ID. 2. Dialin using one of the phone numbers provided. 3. When prompted, enter your meeting ID, state your name and press #. If the meeting requires a Moderator, the Moderator must enter their Moderator ID in order to start the meeting. 33
Start a meeting in Virtual Office Online. 1. Login to Virtual Office Online. 2. Click on My Meetings on the left side of the screen. If the Prompt to Join Audio option is enabled, you will be prompted to join the audio portion immediately after logging in. 3. When the My Meetings panel opens, go to Upcoming Meetings. 4. Click on Start Meeting. 5. You are now logged into the online portion of the meeting and have the option to dial into the audio portion. See the Join a Meeting section for more details. If you schedule the meeting at a later date, you will be able to start the meeting 15 minutes prior to the start time. Join a Meeting Participants can join a meeting that does not require a Moderator or that has already been started by the Moderator. Participants can join meetings in three ways: 1. Using a phone. 2. Via the email invitation. 3. In Virtual Office Online. 34
In the email below, participants can click on the link. You will be brought to the 8x8 Virtual Meeting login page. Press Join Meeting Now button to enter the meeting. 35
You will be prompted to dial in for the audio part of the meeting with three options. Choose your preference and follow the prompts to join the meeting. Join an audio meeting using a phone. 1. Open the email meeting invitation to obtain the dial in number(s) and meeting ID. 2. Dial in using any of the numbers provided. 3. When prompted, enter the meeting ID, state your name and press #. If the audio meeting requires a Moderator, participants cannot join until the Moderator has started the meeting. Participants can only join audio sessions during the scheduled time. 36
Join an online meeting from an email invitation. 1. Open the email meeting invitation. 2. Click on the unique URL provided. 3. If requested, you can RSVP to the meeting. 4. Click Join Now to join the meeting without logging in or registering. You will be required to enter your first and last name. If you do not have an 8x8 Virtual Meeting login, click on I am a new participant and register for a login. If you have an 8x8 Virtual Meeting account, click on I am a returning participant and enter your login information. 5. You are now logged into the online portion of the meeting and have the option to dial into the audio portion. The Join Now option becomes available 15 minutes before the scheduled start time of the meeting. In order to join a web session as the Host or Moderator, you must: 1. Use the unique URL supplied in the invitation email. 2. Dial in to the meeting using a dial in number and Host meeting ID supplied in the email meeting invitation. Tip: If you are both the Moderator and Host, use your Moderator meeting ID to dial in. 37
Dial into the audio session of an online meeting from an email invitation. If the Prompt to Join Audio option is enabled for your meeting, you will be prompted to join the audio session after logging in to the web session. There are three ways you can dial in: If you choose option 1, you will need a microphone and speakers or computer headset. You will also be prompted to grant access to your camera and microphone. Remember to say your name and press # to join the audio Option 1 1. Select Dial in using my computer to be connected to the audio session via VoIP. 2. Click Connect. Option 2 1. Select Dial in using my phone and enter your phone number. The system will call you and connect you to the audio portion of the meeting. 2. Click Connect. Option 3 1. Select No Thanks and click Close. 2. Dial in from your phone using the number provided in the email invitation. 3. When prompted, enter the meeting ID in the email invitation, state your name and press #. meeting. 38
Dial into the audio session of an online meeting from an email invitation. (continued) If Prompt to Join Audio is not enabled for your meeting, you will be placed immediately into the web session. You can dial in to the audio session at any time during the meeting. 1. Go to Meeting Controls at the top of the meeting window. 2. Select Connect to Call from the pull-down menu. 3. Select Dial in using my computer or Dial in using my phone. 4. Follow the instructions for option 1 or option 2 above. Join a meeting in Virtual Office Online. You can also use option 3 to dial in from your phone using the number provided in your email invitation. Login to Virtual Office Online. If the meeting has already started, you can join it in two ways. Option 1 1. In the Home panel, click View next to Meetings in Progress. 2. When the My Meetings panel opens, go to Meetings in Progress. If the Prompt to Join Audio option is enabled, you will be prompted to join the audio session immediately after joining the web session. If the meeting requires a Moderator, participants will not be able to dial in or join the web meeting until the Moderator has joined it. 39
Join a meeting in Virtual Office Online. (continued) Option 2 1. Click My Meetings. 2. Go to Meetings in Progress. 3. Use the scroll bar to find the meeting you want to join. 4. Click Join. 5. You are now logged into the web session and have the option to dial into the audio portion. If the meeting has not yet started: 1. Click My Meetings. 2. Go to Upcoming Meetings and look for the meeting you want to join. 3. Start Meeting appears when the meeting is within its scheduled time. Click Start Meeting to join the web session. 4. You now have the option to dial into the audio portion of the meeting. 40
Dial into the audio session of an online meeting in Virtual Office Online. If the Prompt to Join Audio option is enabled for your meeting, you will be automatically prompted to join the audio session after logging into the web session. There are three ways you can dial in. Option 1 If you choose option1, you will need a microphone and speakers or computer headset. You will also be prompted to grant access to your camera and microphone. Remember to say your name and press # to join the audio meeting. 1. Select Dial in using my computer to be connected to the audio session via VoIP. 2. Click Connect. Option 2 1. Select Dial in using my phone and enter your phone number. The system will call you and connect you to the audio portion of the meeting. 2. Click Connect. 41
Dial into the audio session of an online meeting in Virtual Office Online. (continued) Option 3 1. Select No Thanks and click Close. 2. Dial in from your phone using the number provided in the email invitation. 3. When prompted, enter the meeting ID in the email invitation, state your name and press #. If Prompt to Join Audio is not enabled for your meeting, you will be placed immediately into the web session. You can dial in to the audio session at any time during the meeting. 1. Go to Meeting Controls at the top of the meeting window. 2. Select Connect to Call from the pull-down menu. 3. Select Dial in using my computer or Dial in using my phone. 4. Follow the instructions for option 1 or option 2 above. You can also use option 3 to dial in from your phone using the number provided in your email invitation. 42
Meeting Controls and Features Moderator-only Meeting Management Capabilities In addition to controlling when a Virtual Meeting starts and ends, moderators have access to powerful meeting management capabilities, including muting, recording, inviting, and dismissing participants. Stop a meeting. 1. Click on Meeting Controls. 2. When the drop-down menu appears, go to Moderator Only. 3. Click Stop Meeting. 4. A dialog box will appear asking for confirmation. 5. Click Yes to stop the meeting; click No to cancel. Stopping a meeting ends both the web and audio sessions. All participants, including the Host and Moderator, will be removed from the meeting. Participants will receive an audio and online alert notifying them that the meeting has ended. The meeting can be restarted if the Moderator joins again. However, if the meeting end time has passed, the meeting cannot be started again. 43
Pause / Resume an online meeting. 1. Click on Meeting Controls. 2. When the drop-down menu appears, go to Moderator Only. Pause Meeting puts all participants on hold. Participants will hear on-hold music until the Moderator resumes the meeting. 3. Click Pause Meeting. 4. A confirmation message box will appear. 5. Click Yes to pause the meeting. 6. Pause will change to Resume in the dropdown menu. 7. Click Resume Meeting to start the meeting again. 8. A confirmation message box will appear 9. Click Yes to resume the meeting. 44
Start / Stop Recording. 1. Click on Meeting Controls. 2. When the drop-down menu appears, go to Moderator Only. If the meeting is being recorded and the Moderator clicks Pause Meeting, the recording will continue unless the Moderator clicks Stop Recording. If 3. Click Start Recording. 4. A Terms and Conditions message box will appear. the meeting is paused and then resumed, recording will continue. Lock / Unlock Meeting. 5. Check the box next to I have read and accept the 8x8 recording policy. 6. Click Ok. 7. Start will change to Stop in the menu. 8. Click Stop Recording to end audio recording. 1. Click on Meeting Controls. 2. When the pull-down menu appears, go to Moderator Only. 3. Click Lock Meeting. 4. A dialog box will appear asking for confirmation. 5. Click Yes to lock the meeting; click No to cancel. 6. Lock will change to Unlock in the menu. 7. Click Unlock Meeting to open the meeting to new participants. If the Moderator starts and then starts recording again, a new, separate recording file is created for the meeting. Recorded meetings can be accessed in Virtual Office Online by clicking on My Inbox, selecting the Media tab and clicking on Meetings. See the Review Past Meetings section for more information. Lock Meeting prevents any more participants from joining either the audio or web portion of the meeting. Unlock Meeting allows new participants to join. 45
Announce Meeting End. 1. Click on Meeting Controls. 2. When the pull-down menu appears, go to Moderator Only. 3. Click Announce Meeting End. 4. An Advanced Options box will appear. 5. Use the arrows to select the number of minutes before the message plays, or click Play Now. This feature plays a recorded announcement to participants that the meeting will end in x minutes. Participants must be connected to the audio session in order to hear it. However, playing this announcement does not end the meeting. To do that, the Moderator must also stop the meeting. See Stop a Meeting above for more information. Mute / Unmute participants. Go to the Participants panel on the left side of the screen. Mute Individual Participants: 1. Check the Mute box next to the name of any participant(s) you want to mute. 2. Uncheck the box to unmute the participant(s). Mute All 1. Click Mute All to mute all participants, except the Host and Moderator. 2. Click Unmute All to unmute all participants. If the Participants panel is not open, click on Participants in the top menu. Participants can be muted / unmuted at any time during the meeting. 46
Start a Private Group 1. Go to the Participants discussion. panel on the left side of the screen. 2. Check the Private Group box next to the name of any participant you want to place into a private group. 3. Once the first participant is checked, Start Private Group will appear at the top of the Participant List panel. 4. A confirmation message will appear. 5. Click Yes. 6. Click Start Private Group. Start will change to Stop. 7. To remove someone from the private group, uncheck the box next to their name. 8. Click Stop Private Group to end the Private Group meeting. This brings all participants back to the live meeting. If the Participants panel is not open, click on Participants in the top menu. A private group is a sidemeeting while the other participants are put on hold with music. Only participants who have dialed in to the audio session can be put into a Private Group A participant who is removed from a private group is put on hold. 47
Invite additional participants. Option 1 1. Click on Meeting Controls. 2. When the pull-down menu appears, click Invite Participants. Option 2 1. Go to the Participants panel on the left side of the screen. 2. Click Invite. 3. When the Invite Participant box appears: Option 1 Select Invite to Web Meeting and enter the person s name or email address or select it from your contacts. Option 2 Select Invite to Audio Only and enter the person s phone number. 4. Click Invite. If the Participants panel is not open, click on Participants in the top menu. If Allow participants to invite is enabled during meeting creation, any participant can invite new participants. Click-to-call invited participants. 1. Click Meeting Info at the top left side of the screen. 2. A Meeting Information panel will open. 3. Scroll down to view the list of invited participants. 4. Click on the phone icon next to the participant s phone number to dial them into the meeting. 48
View participant and Host meeting ID numbers. 1. Click Meeting Info at the top left side of the screen. 2. A Meeting Information panel will open. 3. Scroll down to view participant and Host meeting ID numbers. Participants and Hosts can only view their own meeting ID numbers. Transfer content sharing controls or remote desktop. 1. Go to the Participants panel on the left side of the screen. 2. Check the Content Sharing box next to the name of a participant to let them access content sharing or remote desktop controls. 3. Uncheck the Content Sharing box to disable this capability. If the Participants panel is not open, click on Participants in the top menu. Only the Moderator and Host can transfer content sharing controls. Content sharing allows participants to share some or all of their desktops with other meeting participants. Participants can click on the Open Content Sharing button or select Open Content Sharing from the Content Sharing pull-down to start content sharing. Remote desktop control allows participants to gain control of another participant s desktop after the other participant grant access permission. The Moderator s and Host s Content Sharing boxes are automatically checked. 49
Remove participants from a meeting. 1. Go to the Participants panel on the left side of the screen. 2. Click on the X next to the name of the participant you want to remove. 3. The participant will see a message box informing them that the Moderator has removed them from the meeting. If the Participants panel is not open, click on Participants in the top menu. 50
Participant Capabilities All participants, including the Host and Moderator, can access meeting controls and features such as connect to call and leave, as well as invite new participants, chat and share content, depending on whether these options are enabled. Registered participants who join meetings by entering their 8x8 account logins instead of clicking Join Now can also view meeting details and play recordings from past meetings. Inviting additional participants to the meeting is simple. Press the Invite button on the meeting screen. 51
Select a new participant from the Contact List. Select from your Virtual Office Online contact list. Check each person to invite and press the Invite Contacts button. Connect to the audio portion of an online meeting. 1. Click on Meeting Controls. 2. When the pull-down menu appears, click Connect to Call. 3. Select Dial in using my computer or Dial in using my phone. 4. Click Connect. For more information on dialing in to the audio session of a meeting, see the Join a Meeting section. 52
Leave a meeting. Option 1: Leave the web and audio session 1. Click on Meeting Controls. 2. When the pull-down menu appears, click Leave Meeting. 3. A message box will appear, asking for confirmation. 4. Click Yes. Option 2: Leave the web and audio session Click Logout. Option 3: Leave the web and audio session Close the browser window. Option 4: Leave the audio session only If you dialed in from your computer or had the system call your phone: 1. Click on Meeting Controls. 2. When the pull-down menu appears, click Disconnect Call. If you dialed in directly from your phone or had the system call your phone: Hang up the phone. 53
Invite additional participants. Option 1 1. Click on Meeting Controls. 2. When the pull-down menu appears, click Invite Participants. Option 2 1. Go to the Participants panel on the left side of the screen. 2. Click Invite. 3. When the Invite Participant box appears: Option 1 Select Invite to Web Meeting and enter the person s name or email address or select it from your contacts. Option 2 Select Invite to Audio Only and enter the person s phone number. 4. Click Invite. Allow participants to invite must be enabled during meeting creation for this feature to be available. If the Participants panel is not open, click on Participants in the top menu. 54
Chat with other participants during a meeting. 1. Go to the Chat panel on the left side of the screen. If the Chat panel is not open, click on Chat in the top menu. 2. Under the Participant panel, click on the participant you want to chat with. 3. Type your message in the message box. 4. Click Send. To view Chat History, click the arrow on the right side of the Chat panel. Chat must be enabled during meeting creation for this feature to be available. 5. To send a chat message to all participants, simply type your message in the message entry box in the main Chat window. 55
View participant and Host meeting ID numbers. 1. Click on Meeting Info at the top left side of the screen. 2. A Meeting Information panel will open, allowing participants to view meeting details, including: Title Host(s) Meeting duration Active participants: maximum allowed, how many have joined the web and audio sessions, and how many are muted. Start time End time (estimated) Whether the meeting is recurring RSVP Status Dial in Numbers Participant Meeting ID Moderator ID (only displays if participant is the Moderator) Host ID (only displays if participant is the Moderator or Host) Moderator s name Invited Participants (only displays if participant is the Moderator): names, email addresses and phone numbers. 56
Share Content. Option 1 1. Click Content Sharing at the top right side of the screen. 2. Select Open Content Sharing from the pull-down menu. 3. Select Desktop Sharing or Window Sharing. Option 2 1. Click on the Open Content Sharing. 2. Select Desktop Sharing or Window Sharing. The Host or Moderator must enable the participant to do this. To share your entire desktop, maximize the Content Sharing frame by clicking the maximize button in the top right corner. Participants cannot transfer content sharing controls unless they are the Host or Moderator. 57
Desktop Sharing. 1. If you selected Desktop Sharing, a Content Sharing frame will appear. 2. Adjust the frame to show only the portion of your desktop you want to share. 3. Click on Start Content Sharing or the Play button. The blue window will turn red to indicate that Content Sharing is on. 4. To pause content sharing, navigate back to the top of the content sharing window until the Content Sharing control appears. 5. Click on Pause Content Sharing. 6. To restart content sharing, simply click on Start Content Sharing or the Play button. 7. To stop content sharing, click on Stop Sharing or X When Desktop Sharing is paused, other participants see the last screen shared until desktop sharing is stopped or resumed. 58
Window Sharing. 1. When you select Window Sharing, you can share any window currently open on your desktop. 2. Click the window you want to share. 3. Click Start. 4. To pause window sharing, simply minimize the window you are sharing. 5. To resume, open the window again. 6. To change the content sharing window, navigate to the Content Sharing tab on the top middle of the meeting screen. 7. Select Change Shared Content and select a new window to share. 8. To stop content sharing, either close the shared window or select Close Content Sharing under the Content Sharing tab. When you minimize the window that is being shared, Window Sharing is paused until you open the window again. 59
Transfer content sharing or remote desktop controls. 1. Go to the Participants panel on the left side of the screen. 2. Check the Content Sharing box next to the name of a participant to let them access content sharing or remote desktop controls. 3. Uncheck the Content Sharing box to disable this capability. To start sharing content, the participant can either click on the Open Content Sharing button or select Open Content Sharing under the Content Sharing tab. To start remote desktop control, click on the participant s name from the participant list and select Remote Desktop. The other participant needs to click Yes to allow access. To open content sharing window, click on the drop down menu. You can choose between Window sharing and Desktop Sharing. 60
Content sharing window. 61
Video Meeting Features In addition to providing web and audio sessions, 8x8 Virtual Meeting supports video meetings. Prerequisites for Video Meetings To take advantage of 8x8 Virtual Meeting s video capabilities the following requirements must be met: 1. Your computer must be equipped with a web camera. 2. Video must be enabled when the meeting is created. Start Video. 1. Select Video and Start My Video. 2. Select the camera you want to use. Stop Video. Option 1 Click on Video and Stop My Video. Option 2 Click the down arrow at the bottom right side of the video panel, select your name to stop. Option 3 Pause a participant video. Click on the webcam symbol in the top left of your video. 1. Click the down arrow at the bottom right side of the video panel. 2. Click on the participant name to pause. 3. Click again to resume. indicates that the participant is visible. 62
Pause Video. 1. Select the participant from the video pull-down menu. 2. Click on the participant to pause. 3. Click again to resume. indicates that the participant is visible. Enlarge Video. 1. Hover over the participant s video window at the bottom right side to make the enlarge video appear. 2. Click on to make the video bigger. 3. To make the video take up your whole screen select: This feature only controls your view of the video. Other participants views are not affected. Navigate through videos. If you have more than 3 video participants, you can click on either the right or left most side of the participant s video window to navigate to the other video streams. To prioritize which video participant you want to see, drag and drop that person s window to the desired position. 63
Remote Desktop Control 8x8 Virtual Meeting allows a moderator, host or a participant with content sharing enabled to take over another participant s desktop after obtaining access permission from this participant. Note: Additional Prerequisite for Desktop Control Your computer and the controlee s computer need to have the latest Java Run Environment install. (User will be prompted to install if the right JRE version is not already installed). Remote Desktop Control Window identified by the Controllee label at the top middle 64
Start remote desktop control. 1. Click on the participant s name from the participant list and select Remote Desktop. Stop remote desktop control. Pause remote desktop control (Controlee). Stop remote desktop control (Controlee). Allow remote desktop control for a participant. 2. The participant needs to click Yes to allow access. Click on the close button icon on the top left of the remote desktop control window Click Pause on the top middle remote desktop control panel. Click Close on the top middle remote desktop control panel. 1. Check the Content Sharing box next to the participant. 2. The participant can now take control of any other participant s desktop as long as access to control has been given. Only moderators or hosts can enable remote desktop controls for other participants. 65
Review Past Meetings Registered participants who join meetings by entering their 8x8 login information instead of clicking Join Now can review past meeting details and listen to recorded meetings. View Past Meeting Details To view details of past meetings you have created or participated in: 1. Log into Virtual Office Online. 2. Click My Inbox in the top left side of the screen. 3. Click the History tab. 4. Click Past Meetings on the menu bar. A drop-down list of past meetings will appear displaying these meeting details: Title Creator Date Start Time and End Time Duration Recording status 66
To view more details about a past meeting, including the number of participants and participants names: 1. Click More Info. 2. An information box will appear. 3. Click View Participants next to the number of participants shown. Listen to Recorded Meetings 8x8 Virtual Office Online provides up to 35 hours of storage for recorded calls and meetings. To view your current storage usage and listen to recordings of meetings you have created or participated in: 1. Log into Virtual Office Online. 2. Click My Inbox in the top left side of the screen. 3. Click the Media tab. 4. Click Meetings on the menu bar. Your total capacity, storage used and remaining capacity are all displayed. 67 Directly below you will see a list of recorded meetings that displays each meeting s title, start time, end time, duration and recording file size.
Listen to a recorded meeting. 1. Use the search box or scroll through the list to find the recording you want to hear. 2. Click the Play icon. If the Moderator started recording, stopped recording and then started recording again, you will see a separate recording file is created, listed under the same meeting. Download a recorded meeting to your computer. 1. Use the search box or scroll through the list to find the recording you want to hear. 2. Click Play. Delete a recorded meeting. 3. Click on Download. 1. Use the search box or scroll through the list to find the recording you want to delete. 2. Click Delete. 3. Click Yes when a dialog box appears asking you to confirm the deletion. You must click Yes when the dialog box appears in order to delete the recording. P: 888.898.8733 (Toll-Free) P: 408.687.4120 (Outside US) F: 408.980.0432 NASDAQ: EGHT www.8x8.com 2011. The 8x8, Inc. logo are registered trademarks of 8x8, Inc. 8x8, Inc. is a publicly traded company. PM342/910v4 The Champion For Business Communications