Getting Started with Virtual Office

Communications. Transformed.

1. VoIP Desk Phone

2. Virtual Office Desktop app

3. Virtual Office Meetings

4. Virtual Office Mobile app

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

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

• 2 Line Keys for managing calls at the same time

• HD Voice

Headset Button

Speaker Button

• Extension intrasite dialing

• 10 digit direct dialing (DID)

• On/off hook dialing

Access and search company contacts

Using the dial wheel you can access

• ↑ Access speed dial • → Placed calls • ↓ Missed calls • ← Received calls

• 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

• 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)

• 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)

• 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)

• 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

• 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

• 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)

• Select the Connect soft key

• Enter your voicemail password

• (press # when asked for your password to set it up for the first time)

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

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

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

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

Hover on icons to see function:

• Search • Calls • Contacts • Meetings • Fax • Call Recordings • Call Using • Settings

Click green bubble

Presence changes automatically when on call or in meeting Set status

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

Select sub-tabs to view • Recent calls • Missed calls • Voicemails Select to open dial pad

On a live call, select icons to: • Mute • Open Dial Pad • View More Options • Hang up

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

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

1. Select More > Transfer

1. Search and select contact (or enter number in search bar)

1. Select Transfer to voicemail to complete transfer

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

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.

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

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

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

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

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

• 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

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

Find call recordings under the Call Recordings icon More options Call back Hover over recording to Play, Return Play recording Call, or access More options

Video Conferencing and Collaboration Tools 1. Meetings Tab Overview 2. Meetings Controls

Functions included in Instructor Demo: 1. Schedule a Virtual Office Meeting 2. Invite a meeting participant via email, chat, or Meet Now 3. Start screen sharing 4. Pin a meeting participant 5. Mute all participants 6. Start and share video 7. Record a meeting (calendar integration required)

Take Your Office Everywhere Virtual Office Mobile Topics

Virtual Office Mobile app 1. Mobile App Features and Benefits 2. Download the Mobile App 3. Mobile App Overview 4. Start Call from Instant Message 5. Manage Mobile Phone Calls 6. Voicemail in the Mobile App 7. Manage Data and Network Settings 8. Flip Call with *88 Shortcut

This Photo by Unknown Author is licensed under CC BY

• Take work phone and Contacts with you • Communicate via voice calls, instant messages, viewable faxes, and virtual meetings • Functions like Virtual Office Desktop

Download the App

Available on Android and Apple devices

• Navigate via icons across bottom screen

• Access Messages, Calls, Contacts, Meetings, and More (Settings)

• Default view opens in Messages tab

• Click + Icon to start a new message

1. Select Contact name from Messages window to open 1-on-1 message window

1. Type Message, or click icon at top right of the screen to place a call

1. Click to initiate virtual meeting (and share video or content)

• Live calls have same Call Control Icons as desktop app

• Select More icon to access options for Hold, Transfer, Record, Park, and send Instant Message

1. View All and see Missed calls from Calls tab 2. Click to listen to voicemail message 3. Click to mark as Unread, Share or respond with chat Message

Route mobile calls over cellular data, Wi-Fi, or a cellular voice network.

Select best choice based on your mobile plan, availability of strong Wi-Fi network, or other factors.

With a live call on your desk phone or desktop app, open the mobile app and dial *88. The call seamlessly transfers from desktop to mobile app, without interruption or audible notification. The command also works in reverse: from mobile app to desktop app. *88 transfers call between 8x8 devices

Tips and Troubleshooting Tips & Troubleshooting

• Select FAQ or User Guide to open Virtual Office online resources from the app

• Search how-to articles and customer service resources in the Knowledge Base: https://support.8x8.com/ Resources

• Virtual Office Desktop - Quick User Guide • Virtual Office Mobile - Setup & Download Instructions • Virtual Office Meetings - User Help & FAQs • Voicemail - Quick Reference Guide • Web Dialer - Download • Click2Pop – Download & User Guide • Google Calendar Meetings Plugin – Setup & Download • 8x8 Knowledge Base Support Site

For tips, updates and the latest information

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