©2015 EarthLink. All rights reserved Hosted Voice Training Standard CommPortal (Aastra)

©2015 EarthLink. All rights reserved Agenda Customer Resource Center How to Log In Help Button Dashboard Messages & Calls Contacts Call Manager −Summary −Forwarding −Follow Me −Screening Applications −Call Me Button Settings −Security – e911 −Blocking −Preferences −Messaging −Phones configuration Contacts 2

©2015 EarthLink. All rights reserved Resource Center 123 3

©2015 EarthLink. All rights reserved Log In 1.Open up a web browser 2.Go to 3.You will enter the following: −Number – This is your 10 digit telephone number. −Password – This is your CommPortal password. 4

©2015 EarthLink. All rights reserved Logging In For The First Time When you log into the CommPortal for the first time, you will be prompted to change your CommPortal password and voic pin. You can use the default voic greeting or create a personal voic greeting. (This step is not required on initial login) Click “Next” to begin Log in with 10 digit phone number & password (provided by Earthlink) (Different from voic pin) 5

©2015 EarthLink. All rights reserved Powerful Help Tool For additional help, click on the settings icon (located at the top right corner) Select Help 6

©2015 EarthLink. All rights reserved CommPortal – Dashboard 1.Dashboard: Provides a quick view of the most common functions 2.Messages & Calls: Provides call history 3.Contacts: Provides a method for storing and retrieving contact details 4.Call Manager: Allows customer to manage how incoming calls are handled 5.Apps: Download “Call Me” button 6.Groups: Displays “Groups” the telephone number is part of (such as MLHG’s and MADN’s) 7.Settings: Provides access to call service settings

©2015 EarthLink. All rights reserved Messages & Calls The Messages & Calls tab allows you to: −Manage and listen to your voic s −View your faxes −View details of your recent missed, dialed & received calls. The export feature allows you to export your missed, dialed and received calls in a CSV format (Comma Separated Values) 8

©2015 EarthLink. All rights reserved Messages & Calls The Messages tab allows you to see and listen to voice mails messages The Faxes tab allows you to see and view faxes sent to your unified fax number. * Unified fax is a subscription based service. If you are not subscribed, the Faxes tab will not appear 9

©2015 EarthLink. All rights reserved Messages & Calls Messages & Calls Tab also allows you to: 1.View the last 200 Missed calls 2.View the last 10 Dialed calls 3.View the last 200 Received calls 4.View Deleted Messages

©2015 EarthLink. All rights reserved Contacts This page allows you to manage your Contact List and Speed Dials. It also displays your Extensions and Short Codes. Standard Seats can store up to 250 contacts. 11

©2015 EarthLink. All rights reserved Contacts – Import Contact List Importing Contacts If you have contacts in a Outlook, Yahoo, Gmail or Hotmail account, you can import these details into your Contacts list. Sign in to your application and save the contact details that you want to import into in a suitable file. This file must use the Windows comma separated variable format (CSV) and contain a header line that describes the column contents for each contact. Make a note of the file's name and location. 1.Select the Contacts tab. 2.Select Import at the bottom of the screen to launch the Import Contacts popup. 3.Use the Browse button to search for the file on your PC. 4.By default, the new contact details will replace existing ones if the names are the same. 5.Click Import. For Example.CSV file format Enter a contact manually. Click Export All and a sample.csv will be generated. You can then use this as a template to add you Contacts. 12

©2015 EarthLink. All rights reserved Contacts – Speed Dials Speed Dial - This is the short code you will use when dialing from your phone. Number - This is the full number that you wish to call when using this speed dial entry. 13

©2015 EarthLink. All rights reserved Contacts – Extensions The Extensions tab displays a list of the contacts within your business group. This information is for viewing only and does not allow you edit the list. 14

©2015 EarthLink. All rights reserved Contacts – Short Codes Short codes allow you to quickly dial common numbers that are set up by the Business Group Administrator. This information is for viewing only and does not allow you edit the list. 15

©2015 EarthLink. All rights reserved Call Manager Incoming Calls −The summary tab provides a description of how calls you receive will be handled, taking into account the settings for all of your incoming call services and any interactions between them. Inbound Call Handling −Ring your Phone −Send to Voic −Forward to another number −Find Me / Follow Me Call Manager allows you to define how your incoming calls are handled. 16

©2015 EarthLink. All rights reserved Call Manager – Call Forwarding When enabled, this service immediately forwards all calls you receive to an alternate destination. 1.Enter the number you want the call to forward to. 2.Click the Apply button. 17

©2015 EarthLink. All rights reserved Call Manager – Busy / No Answer When the No Answer forwarding is enabled, incoming calls that you do not answer are forwarded to the alternate destination. When the Busy forwarding is enabled, this service forwards calls to an alternate destination any time your line is busy. You also have the ability to use the same call forward destination for both services 18

©2015 EarthLink. All rights reserved Call Manager – Selected Callers When enabled, the Selected Callers forwarding immediately forwards calls from specific callers to an alternate destination. Press the Edit List button to program your list of numbers that you want to use this feature. Enter the number you want to forward the calls to in the Options section 19

©2015 EarthLink. All rights reserved Call Manager – Forwarding Destinations If you frequently forward your calls to certain numbers (for example your own home, work, or mobile number), configuring them as Forwarding Destinations makes your other services easier to use. 1.Enter the name of where you are forwarding the call in the Destination field. 2.Enter the number of where you are forwarding the call in the Number field. 3.Click the Add button. 20

©2015 EarthLink. All rights reserved Call Manager – Follow Me When enabled, this service redirects calls that you receive to one or more alternate destinations. You may configure multiple destinations to ring sequentially, simultaneously or a combination of both. To begin, Click Add Rule Your Mobile Your Desk Phone Home Phone 21

©2015 EarthLink. All rights reserved Call Manager – Follow Me 1.Destination to Ring - Choose either My Phone (Desk Phone) or Other. Note: If you choose Other enter the number you wish to ring 2.Choose the amount of time you want it to ring and the step you wish apply the rule to. 3.Enter a description 4.Hit OK to save. Each ring is approximately 5 seconds long 22

©2015 EarthLink. All rights reserved Call Manager – Follow Me Completed Follow Me Example 1.Rings Desk Phone for 15 seconds 2.Rings Home Phone and Cell Phone for 15 seconds. 3.Rings Desk Phone for 15 seconds. 4.If no phone is answered, call will left in the Desk Phones voic box. −Click Apply to save changes 23

©2015 EarthLink. All rights reserved Call Manager – Screening Selective Rejection: When enabled, this service rejects calls from specific callers. Rejected callers hear an announcement telling them that you do not wish to take their call. You can enable or disable this service. Anonymous Rejection: When enabled, this service rejects calls from callers who withhold their caller ID. Rejected callers hear an announcement telling them that you do not wish to take their call. You can enable or disable this service. Priority Call: When this service is enabled, calls from specific callers ring your phone with a distinctive ringing signal. You can enable or disable this service. 24

©2015 EarthLink. All rights reserved Applications (Apps) Call Me allows you to add a button to a website or signature, allowing people to phone you by simply clicking on the button. Your account will be charged for the cost of the calls made using Call Me buttons. 25

©2015 EarthLink. All rights reserved Settings – Account – Emergency (e911) 911 Location: Allows the user to set the location for emergency 911 phone calls Remember to follow this step every time your phone moves to a new address. 26

©2015 EarthLink. All rights reserved Settings – Emergency (e911) In the new window, complete the fields and click the Update Address button. IMPORTANT: Your address will be verified., so please enter a true physical address. Ensure to update this address whenever you change you physical location. It is also important Not to include special characters in the Name field. 27

©2015 EarthLink. All rights reserved Settings – Account Password Account Password: Allows you to change your login password for the CommPortal. Note: Password must be alphanumeric and contain at least one letter and one number. (8 to 20 characters) Call Services Pin: Allows you to change your PIN for Remote Call Services. (remote call forward for standard seats) Note: Password must be 4 numbers long. Voic Pin: Allows you to change your PIN for Voic . Note: Password must be 6-20 numbers long with no numbers in a sequence. It also cannot be the number of the line or contain a part of the number

©2015 EarthLink. All rights reserved Settings – Change Account Password Enter Current Password Enter New Password Confirm New Password Click Confirm to save changes 29

©2015 EarthLink. All rights reserved Settings – Call Services PIN 1. Enter New PIN 2. Click Confirm Note: Password must be 4 numbers long. 30

©2015 EarthLink. All rights reserved Settings – Change PIN 1.Enter New PIN 2.Click Confirm Note: Password must be 6-20 numbers long with no numbers in a sequence. It also cannot be the number of the line or contain a part of the number 31

©2015 EarthLink. All rights reserved Settings – Account – Devices Devices provides a link to the interface that you use to configure your desk phone. (ex. Add / Remove soft keys) Clicking the link opens the interface in a separate window Note: Options for programming keys on your phone depend on the type of phone ordered. Please refer to phone specific training for details on button programming. 32

©2015 EarthLink. All rights reserved Programming Phone Keys from the CommPortal To Enter Phone Programming Mode: 1.Go to Settings tab 2.Under Account sub tab 3.Click on Set Keys hyperlink 33

©2015 EarthLink. All rights reserved Programming Phone Keys from the CommPortal When you move your cursor over the button you wish to modify and a blue halo appears this button is able to be programmed. If a red Halo appears that means that you cannot program this key. 34

©2015 EarthLink. All rights reserved Programming Phone Keys from the CommPortal There are numerous functions that can be programmed to buttons on your phone. The keys on the upper portion of the display (highlighted in orange) are the Top Keys. These keys do not change with different call Statuses. The keys on the bottom portion of the display (highlighted in blue) are the Bottom Keys. These keys change when in call. When on a call, the assigned buttons move off screen and the More key will have to be pressed to access the programmed buttons. 35

©2015 EarthLink. All rights reserved Programming Phone Keys from the CommPortal To Program keys: 1.Click on the key you wish to program. 2.From the Dropdown list, choose the function you wish to program. 3.Fill out appropriate information 4.Click OK * By default Voic , Call List, Directory, and DND (do not disturb) are assigned by default. (These can be reassigned or moved.) 36

©2015 EarthLink. All rights reserved Programming Phone Keys from the CommPortal Some programming requires additional information to be added. This example is for an Enhanced Monitored Extension. 1.You would need to enter the extension number you wish to monitor. 2.Enter an Label (Description to be displayed). Label could be the extension number or the persons name being monitored. 37

©2015 EarthLink. All rights reserved Programming Phone Keys from the CommPortal Once you have completed you programming, click Save Changes. The phones will update with the changes overnight or phone will need to be rebooted for changes to take place on phone. 38

©2015 EarthLink. All rights reserved Programming Phone Keys from the CommPortal Here is a brief description on what the functions do: −Speed Dial: adds speed dial (specify number) −Enhanced Speed Dial: Adds speed dial (specify number) (allows automatic transfer to speed dial number) −Speed Dial Conference: Conferences caller with tn on speed dial. −Do Not Disturb: Puts phone in do not disturb mode −Monitored Extensions: Adds Monitored Extension (You will need to specify Extension) −Enhanced Monitored Extension: Adds Enhanced Monitored Extension allows one button transfer to extension −Enhanced Call Park: Adds Enhanced Call Park (Need to specify Call park orbit) −Other services (XML Apps) (see - options) o dialed call lists: Brings up dialed call list o log out: Dissociates phone number from mac address in meta should only be used when hot desking is present o call lists: Brings up call list o Messages: Bring up vvx phone messaging center (allows for listing to VM messages on phone) o Contacts: Brings up XML Directory o Services: no services available at this time −Park Call: activates Call Park (you will need to use transfer with this option) −Retrieve Park Call: Retrieves Parked call (you will need to specify orbit) −Automatic Recall: Gives Last caller info and time called. Gives option to return the call by pressing 1 −Call List: Brings up call list −Directory: Brings up XML Directory −Services: no services available at this time −Voice Mail: Adds voice mail key −Last Caller Id Erasure: Erases last record of recent call you have made from the EarthLink switch −Trace Call: Traces last call received −Group Pickup: If phone is in call pick up group this will allow phone to pick up ringing call from extension in specified group −Directed Pickup: Picks up specified ringing extensions (You will need to add extension to retrieve) −Page: Adds Paging key to phone (separate Paging guide is available) −Automatic Call Distribution: Not a option at this time 39

©2015 EarthLink. All rights reserved Settings – Calls – General Outbound Calling: Ability to withhold caller ID when dialing out. When receiving an inbound call: −Display caller name −Display caller number 40

©2015 EarthLink. All rights reserved Settings – Calls – Call Blocking Call Blocking: Allows you to restrict which types of calls can be dialed from your telephone. Note: By default, EarthLink blocks International calling. The Administrator must contact Customer Care to lift this restriction. x 41

©2015 EarthLink. All rights reserved Settings – Calls – Call Me Button Call Me Buttons: Ability to enable the Call Me button for use with . 42

©2015 EarthLink. All rights reserved Settings – Messages – General Configure various aspects of your messaging service. Allows you to change how many rings before a call will go to voic (1 ring = 5 seconds). Sends voic s (as.wav file) to your . Allows you to set up Voic to Notification. Allows you to decide if you want to leave a copy of the voic in your voic box and/or just forward it to your . Allows you to add next action links in forwarded . 43

©2015 EarthLink. All rights reserved Settings – Messages – General Allows the system to forward an attachment of a voic to an address. Place a checkmark in the box next to Forward messages as s. Click on add an address. Enter address and click Add. Click the Apply Button. Note: Message length is a maximum of three minutes

©2015 EarthLink. All rights reserved Settings – Messages Skip Pin – If Skip PIN is enabled, then when accessing your mailbox from your own telephone you are not required to enter your PIN. Fast Login – if enabled, when accessing your mailbox from your desk telephone, your phone number is recognized automatically and you only need to enter your PIN Auto-Play – Messages automatically play when voice mail is accessed. Voic Playback - When your messages are played, you can choose whether you wish to hear the message details (who the message is from and when it was left), the message itself, or both. 45

©2015 EarthLink. All rights reserved Settings – Messaging – Voic Greeting Allows user to record a message using a microphone attached to PC. Record multiple greetings including: personal greeting, extended absence or spoken name Configure which greeting to play when a caller gets your voice mail 46

©2015 EarthLink. All rights reserved Settings – Notifications – MWI Specify if you want your Message Waiting Indicator light to flash when you receive a voic message. 47

©2015 EarthLink. All rights reserved Settings – Notifications – The sub tab allows you to set the system to notify multiple addresses when a voice mail message is left. This is a notification only, there is no.wav file attachment sent with the message 48

©2015 EarthLink. All rights reserved Settings – Notifications – Outdial This feature enables you to configure the voic system to call you whenever you receive a new message. User can specify the number of attempts the system tries to reach you 49

©2015 EarthLink. All rights reserved Settings – Notifications – Override This feature allows you to override the Outdial notification for a day or multiple days. 50

©2015 EarthLink. All rights reserved Settings – Reminders The Reminders tab allows access to a service that you can configure your phone to ring at a specified time and date. For example, you could set this service to call you to act as a reminder of an important meeting. 51

©2015 EarthLink. All rights reserved For any questions or additional help, visit - or - Contact our Customer Care

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