Hosted Voice Quick Start Guide EATEL 225-621-4100
Welcome Welcome to Hosted Voice from EATEL! This guide is intended to get you up and running for the basic features associated with the product. Pages 2-10 summarize CommPortal and pages 11-15 summarize how to use features on your phone. For more in-depth information, please see: Hosted Voice End User s Guide Hosted Voice Administrator s Guide Hosted Voice Support Web Page www.eatel.com/hvsupport As always, you can contact our local customer service team at 225-621-4100 or 1-866-625-4100 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 voicemail messages Manage your contacts Set-up rules to route your calls And many others To get started in CommPortal, go to the login page at: https://webcare.eatel.net Use your 10 digit phone number as your user name and 147258 as the default password. Once you login in, see page 9 to create a new password. Please note that this Guide is representative and may vary from your individual CommPortal screen based on the settings chosen by your administrator. 2
Getting Oriented Once you are logged in, you will be on the main CommPortal screen: 1 2 3 4 5 6 Message, missed call indicators 1 2 3 4 5 6 Dashboard Quick view of most common functions Messages & 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 Settings Change your call settings 3
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 Voicemails click this area to view and retrieve any voicemails 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
Messages and Calls The Messages & Calls tab displays all the recent call activity you have had. Here you can retrieve voicemails 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 arrow button to listen to a voicemail. Note that you can listen to your voicemails 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 Voicemail button at the bottom of the page to record and leave a voicemail as a memo (note your computer requires a microphone). Click the at the end of the line to Mark as Heard (or) New, Forward as Email, or Forward as Voicemail. From the Missed, Dialed, and Received tabs, you can click on the name and either call them, add them to your contacts, or jump to the caller s existing contact information. 5
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 a new one from scratch), create groups of contacts, or import/export your contacts. Set up short codes 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 email program. If you use Microsoft Outlook, here s how: Open Outlook and go to the File tab select Import and Export (or Options and then Advanced if that s not available) a new window should appear Click Export a new window should appear Select Export to a File from the list and click Next Select Comma Separated Values (Windows) from the list and click Next Select Contacts from the folder tree and click Next Save exported file as Outlook Contacts and click Browse save the file in a place you can remember like the Desktop or My Documents click Next, then Finish Once the file has exported completely, go 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
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 Summary provides a quick view of your Call Manager settings. Forwarding enables you to route calls to a second 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 anything up, calls will be sent to voicemail. Screening enables you to block certain numbers. Two options may be available: Selective Rejection allows you to enter a list of numbers that will be blocked; Anonymous Rejection blocks all anonymous calls (for instance, many telemarketers will call anonymously). 7
Apps/Settings 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, which is a desktop application that offers instant access to your most frequently used features and settings. The Settings tab contains most of your personal and call handling preferences. Security change personal details and passwords Preferences set up call handling preferences Messaging set up voicemail greetings Phones configure your phone 8
Settings To change your password and/or PIN, click on the Security tab. The Preferences tab allows you to make additional changes in call forwarding and caller ID Preferences. 9
Settings The Messaging tab enables you to receive a notification of a voicemail as an email, manage mailbox settings, customize how you are notified of a voicemail, configure greetings, and more. From Greetings, you can personalize your voicemail greeting by recording an announcement (a microphone is required). The Phones tab enables you to configure your phone according to your preferences. Once you configure your phone, you should not need to use this tab frequently. 10
HOSTED VOICE PHONE FEATURE GUIDE Place or Answer a Call Pick up the receiver. Press the Speaker button to use the speakerphone. Press the Headset button to use the headset. Note: You may have to dial a number or numbers to reach an outside line before placing your call. Adjust the Volume and Mute Adjust the Call Volume Lift the handset or press the Speaker button. Press + or - on the Volume button to increase or decrease the volume. Press Save. Adjust the Ringer Volume Press + or on the Volume button when the handset is on the phone and the Speaker button is off. Press Save. Using Mute Press the Mute button on the phone, then it will glow red. Press the Mute button again to unmute. 11
HOSTED VOICE PHONE FEATURE GUIDE Voicemail Note: You can also manage your voicemail using the CommPortal web interface. Refer to pages 2-10 of this guide. Setup and Access Your Mailbox Press the Messages button on your phone. Enter the default PIN: 147258 Follow the Tutorial Guide to Set your confidential PIN Record your personal greeting Record your name Listen to Messages Press the Messages button on your phone to access your voicemail. Press 1 to get your messages. Press 1 to get your voicemails. Once you have played a message: Press 1 to repeat the message. Press 2 to save the message as new. Press 3 to delete the message. Press 4 to reply to the message. Press 5 to send a copy of the message. Press # to leave the message as saved. 12
HOSTED VOICE PHONE FEATURE GUIDE Forward Messages Press the Messages button on your phone to access your voicemail. Press 1 to get your messages. Press 1 to get your voicemails. Once you have listened to the message, press 5. Enter the telephone number of the person (area code + phone number) you wish to receive the message followed by #. Press * to cancel and start again To add additional recipients, enter the number, then press #. Press # to move to the next step. Record an introduction. Speak after the tone, then press #. To skip recording an introduction, press 1. Press # to send the message immediately. Use a Headset Attach the Headset Turn the phone body over to expose the ports on the back of the unit. Insert the long end of the phone cord into the handset port on the phone body that is marked with a phone symbol. Route the phone cord through the cable slot. (Optional) Insert the other end of the phone cord into the port at the bottom of the handset. Use the Headset Press the Headset button. Dial the number to make a call. Press the Headset button to answer a ringing call. 13
HOSTED VOICE PHONE FEATURE GUIDE Transfer Calls Attended Transfer This type of transfer allows you to speak to the person to whom you are transferring the original call. Press the xfer/trnsfer/transfer (varies by phone model) softkey. The first call will be placed on hold. Enter the number to which you want to transfer the call, then press dial or wait a few seconds. Press the xfer/trnsfer/transfer (varies by phone model) softkey at any time after the phone is answered. To transfer after speaking privately with the other person, press xfer/trnsfer/transfer again at any time during the conversation. Blind Transfer This type of transfer allows you to transfer without speaking to the person to whom you are transferring the original call. Press the right arrow to tab over to the bxfer/blindxfer (varies by phone model) softkey and press it. Enter the number to which you want to transfer the call, then press dial and hang up. Use the Speakerphone Press the Speaker button. The handset can be either on or off the hook 14
HOSTED VOICE PHONE FEATURE GUIDE Forward Calls Note: You can also forward calls using the CommPortal web interface. Refer to pages 7 and 9 of this guide. Press the cfwd/forward/cfwdall (varies by phone model) softkey. Enter a number to which to forward calls. Press dial. The screen displays Calls Forwarded. To stop Forwarding Calls, press the cfwd/forward/cfwdall softkey. The Calls Forwarded message disappears from the screen. Do Not Disturb Press the dnd/dnd/dnd (varies by phone model) softkey. The screen indicates the Do Not Disturb is turned on. To deactivate Do Not Disturb, press the dnd/dnd/dnd/clr DND (varies by phone model) softkey. Three-Way Conference Call Press the conf/conf/confrn (varies by phone model) softkey during an active call. The first call is placed on hold and you hear a dial tone. Dial the second person s number. Press the conf/conf/confrn softkey again. 15