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Getting Started with Virtual Office Getting Started with Virtual Office Communications. Transformed. 1 | © 8x8, Inc. All Rights Reserved. Agenda 1. VoIP Desk Phone 2. Virtual Office Desktop app 3. Virtual Office Meetings 4. Virtual Office Mobile app 2 | © 8x8, Inc. All Rights Reserved. Virtual Office Desk Phone Polycom VVX411 Agenda • Place, receive and handle calls • Transfer a call • Initiate a three-way conference call • Park a call • Access voicemail • DND and call forwarding © 2017 8x8 - Confidential & Proprietary 4 Your Polycom Phone © 2017 8x8 - Confidential & Proprietary 5 © 2018 8x8 - Academy VVX411 Line keys Call display Soft keys Message indicator •Your new 8x8 Virtual Office Line keys phone is connected via Internet, rather than a Home key traditional landline. Dial Wheel Volume Function keys Function keys © 2017 8x8 - Confidential & Proprietary 6 VVX411 • 2 Line Keys for managing calls at the same time • HD Voice Headset Button Speaker Button © 2017 8x8 - Confidential & Proprietary 7 Basic Phone Dialing • Extension intrasite dialing • 10 digit direct dialing (DID) • On/off hook dialing © 2017 8x8 - Confidential & Proprietary 8 Directory Corporate Directory Access and search company contacts © 2017 8x8 - Confidential & Proprietary 9 Dial Wheel Using the dial wheel you can access • ↑ Access speed dial • → Placed calls • ↓ Missed calls • ← Received calls © 2017 8x8 - Confidential & Proprietary 10 Placing a Call On Hold • While on a call, press the hold key to place the customer on hold • The caller will hear hold music and the line key will blink red • To return to the call, press the hold function key or the line key © 2017 8x8 - Confidential & Proprietary 11 Switching Between Calls • When on an active call, a new incoming call will light up your second line key with a green light • Simply press that line key or the Answer soft key and your first caller will automatically be placed on hold • The light status will change from red to green distinguishing an active call (green) or a call on hold (red) © 2017 8x8 - Confidential & Proprietary 12 Warm Transferring a Call • While on a call, press the Transfer key • Enter the extension or number you want to transfer to • Wait for the callee to answer so you can inform them of the incoming transfer, then press Transfer (warm transfer) © 2017 8x8 - Confidential & Proprietary 13 Blind Transferring a Call • While on a call, press the Transfer key • Enter the extension or number you want to transfer to • Select Transfer again while the line is ringing to send your call immediately over (cold/ blind transfer) © 2017 8x8 - Confidential & Proprietary 14 Transfer to Voicemail • Transfer to voicemail works with other extensions in your network • While on a live call, press More twice • Press xferVM, and enter the extension number © 2017 8x8 - Confidential & Proprietary 15 Three Way Conference Calling • While on a live call, press More, then Confrnc. The active call is placed on hold • Enter a second number or extension, and press Send • When the second participant answers, press More, then Confrnc to join the calls • To speak to participants separately, press Split © 2017 8x8 - Confidential & Proprietary 16 Call Park • Press the Park softkey to park the call. • The phone will tell you what extension the phone is parked on (ex: 462) • Dial the extension the call is parked on to pick it back up (this can be done on any extension) © 2017 8x8 - Confidential & Proprietary 17 Voicemail Access • Press the Envelope key. • Select the Connect soft key • Enter your voicemail password • (press # when asked for your password to set it up for the first time) © 2017 8x8 - Confidential & Proprietary 18 Do Not Disturb (DND) & Call Forwarding Do Not Disturb (DND) stops your phone from ringing and sends all incoming calls directly to voicemail. • From the Home button Select DND • The DND icon displays in the status bar Call forward to another extension or external number • From the Home button select Forward • Type the number or extension where you want to forward calls • The Forward icon displays in the status bar © 2017 8x8 - Confidential & Proprietary 19 Dialing Shortcuts From any device: Polycom, Virtual Office Desktop, Virtual Office Mobile *88 – Toggle a live call from desk phone to mobile phone While talking on desk phone, open Virtual Office Mobile on your smartphone. Dial *88 and call becomes live on your mobile phone 555 – Access Voicemail from your own extension Dial 555 and follow voice prompts 500 – Access Voicemail from another extension Dial 500 and follow voice prompts to access your voicemail inbox © 2017 8x8 - Confidential & Proprietary 20 © 2018 8x8 - Academy Virtual Office Desktop App Softphone Functions What is Virtual Office? One solution to transform communications: • Voice, Video, Messages, Meetings • Virtual Office Desktop app (soft phone) • Desk phone (optional device) • Mobile app 22 | © 8x8, Inc. All Rights Reserved. Welcome to Virtual Office! 8x8 Welcome email includes: • Internal extension • External phone number • Virtual Office username • Password instructions • Desk phone information (if relevant) • Links to Mobile app downloads, Quick Start Guides and video tutorials 23 | © 8x8, Inc. All Rights Reserved. Navigation Overview Hover on icons to see function: • Search • Calls • Contacts • Meetings • Fax • Call Recordings • Call Using • Settings 24 | © 8x8, Inc. All Rights Reserved. Set Status Click green bubble Presence changes automatically when on call or in meeting Set status 25 | © 8x8, Inc. All Rights Reserved. Search Contacts and Designate Favorites 1. Select or type Control+2 to open Search Call, IM & More info of 2. Search by name or keyword the contact 1. Click to view options 2. Select to see Contact info • Select to mark Favorite 26 | © 8x8, Inc. All Rights Reserved. Calls Tab Options Select sub-tabs to view • Recent calls • Missed calls • Voicemails Select to open dial pad 27 | © 8x8, Inc. All Rights Reserved. Call Controls and More Options On a live call, select icons to: • Mute • Open Dial Pad • View More Options • Hang up 28 | © 8x8, Inc. All Rights Reserved. Call Transfer: Warm Transfer From a live call: 1. Select More > Transfer 2. Search and select contact (or type number in search bar) 3. Hover over contact name and select Warm Transfer 4. When party answers, introduce call to recipient – then complete transfer via desired option from the Active Calls widget: • Select the Transfer icon to connect parties, or • Select More to Merge into a 3-way conference call, to introduce parties to each other. Let Others Continue when you disconnect 29 | © 8x8, Inc. All Rights Reserved. Call Transfer: Blind Transfer From a live call: 1. Select More > Transfer 1. Search and select contact (or type number in search bar) 1. Select Direct Transfer to complete transfer 30 | © 8x8, Inc. All Rights Reserved. Call Transfer to Voicemail Transfer to Voice Mail From a live call: 1. Select More > Transfer 1. Search and select contact (or enter number in search bar) 1. Select Transfer to voicemail to complete transfer 31 | © 8x8, Inc. All Rights Reserved. Merge 3-Way Conference Call From a live call: 1. Select More > Add Call 2. Search and select contact name, or type number in search field 3. Hover over contact and select the Plus icon 4. When the new party answers, select More 5. Select Merge Calls Both participants will appear on the call screen 32 | © 8x8, Inc. All Rights Reserved. Listen to Voicemail 1. Select Phone > Voicemails 2. Hover over message. Select icon to: More options • Play Call back • Call Play Message • See More options Tip: Dial 555 from your phone to access voicemail system. Enter password to listen to messages or change greetings. 33 | © 8x8, Inc. All Rights Reserved. Configure Account Settings Select Settings > Account Settings to configure: • Audio and Video settings • Notifications – (desktop, mobile, and ringtones) • Calendar for meetings (Google or Outlook) • Account Settings (Voicemail password, eFax settings, Call recording preferences, Music on Hold, E911) • Set Keyboard Shortcuts 34 | © 8x8, Inc. All Rights Reserved. Account Settings: Voicemail Password 1. Select Preferences > Account Settings 2. The My Services window opens 3. Under Voicemail Settings, type new password 4. Select Save 35 | © 8x8, Inc. All Rights Reserved. Account Settings: Call Forwarding Your voicemail Password can be changed from Account Settings: To set Call forwarding rules: 1. Select Settings > Call Forwarding > My Rules 2. Select + Add New Rule 3. Under Description, name the rule 4. Set call forwarding parameters in Call From, Date and Time, and Forward To tabs 36 | © 8x8, Inc. All Rights Reserved. Profile Settings: Set Caller ID 1. Click your profile image icon in the header to access your profile 2. Select from options under Caller ID • Choose number from drop-down menu, or • Select Anonymous to block your ID 37 | © 8x8, Inc. All Rights Reserved. Send 1-1 Message Select Messages > Action > Message icon, or type Ctrl+2 to search for contact by name 1. Select Contact 2. Compose message 3. Click icon to send 38 | © 8x8, Inc. All Rights Reserved. Create Room for Group Collaboration In Messages tab, click blue Action icon: 1. Select Create Room 2. Enter Room name and select Room Type: • Public: Anyone on network can search and find room • Private: Only invited contacts can see room 3. Click Create 4. Invite contacts and compose message 39 | © 8x8, Inc. All Rights Reserved. Messages Tips • See when your message was read 1:17 - Read • Icons at top provide quick access: • Tap to call contact • Select to Meet Now or view Contact info • Use to attach file to message • Select Follow or Unfollow in Rooms to control how you see group messages (push or fetch) Individual Message View Room Message View 40 | © 8x8, Inc. All Rights Reserved. Call Using Settings 1. Click to access Call using settings 2. Enable devices to receive Virtual Office calls: – Microphone and Speakers (headset or computer, or both) – Deskphone – Mobile phone 3. Select + Add phone number to add another number 41 | © 8x8, Inc.
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