Hosted Voice Product Training Platinum CommPortal (Polycom)

Hosted Voice Product Training Platinum CommPortal (Polycom)

Agenda Call Manager Customer Resource Page Applications How to Log In
“Help” Button Dashboard My Mobile Fused Mailbox Messages & Calls Contacts Call Manager Rules Weekly Schedule Special Days Find Me / Follow Me Applications CommPortal Assistant Call Me Button Mobile Communicator EarthLink Meeting Room Settings Security – 911 Preferences Messaging Phones configuration During this training session, we will cover the follow topics: EarthLink’s customer resource page. This web page has many helpful links to various information. Next we will discuss how to log into the premium commportal as well as explaining the extensive help button within the portal. While in the Premium Commportal, you have several tabs across the top of the page in the blue bar. Among these tabs are: the dashboard, my mobile, where you can fuse your cell voic with the office voic . We will also look at the messages & calls tab, contacts, call manager (where you can determine how you want your incoming calls to flow. Do you want the call to ring on your desk phone, go to voice mail or forward to another number? Maybe you want to set up the find me / follow me, which allows the call to ring on the desk phone, if not answered then go to a cell phone or maybe your home phone. You determine the number of rings and the path the calls will follow ensuring that you never miss that important phone call.) We will take a look at the applications tab where you can download some optional features then finally the settings tab. Within this tab you can change your login password for both the portal and the voic box. You can also set up the buttons on the phone for speed dials or enhanced monitored extensions. This gives you the control of the configuration of the phone.

Resource Center www.earthlinkbusiness.com/hostedvoice
The “Hosted Voice Customer Resource” page is a very helpful tool to find answers to the most common Hosted questions. The resource center can be located at On this page, there are guides for getting started with the phones, user support and information on standard and premium seats. The “How to” videos provide a quick look at how to initiate the most commonly used features. Whether you are a regular user of the system or an Administrator, the Hosted Customer Resource center is a one-stop shop for all your Hosted training needs.

Log In Number – This is your 10 digit telephone number.
Go to Open up a web browser You will enter the following: Number – This is your 10 digit telephone number. Password– This is your CommPortal password.

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) Log in with 10 digit phone number & password (provided by Earthlink) (Different from voic pin) Click “Next” to begin

Powerful “Help” Tool For additional help, click on the “gear” icon (located at the top right corner) Select “Help”

Call Button Initiate a call directly from the CommPortal
EarthLink Platinum Seat Initiate a call directly from the CommPortal Displays your office number as the caller Id when calling from any phone. Next to the help button, you see the “Call” button. Clicking on this button, you can place a call to someone by using the drop down box under “Make a call to” and choosing a contact, if any contacts exist, or by simply typing the number in the white box as you would if using the dial keypad on the phone. Next decide which phone you want to talk from. If you want to use the desk phone, it will display from “My Phone” as shown in the picture. If you decide that you want to talk from another phone such as your cell or home phone, click on the change button and enter the number of the physical phone you want to put to your ear and talk into. Next click on the dial button. The system will call your phone first. When you answer, the signal is then sent out to the customer. The customer will always see the caller id of the office because it “spoofs” the caller id to always portray the office number, not the number of the phone you are physically using. You can be anywhere, using any phone and always portray you are in the office. An example may be: I am located on the east coast. The customer I am speaking with asks me to call them back at 4pm pacific time. I don’t want top sit in the office until 7pm, so I can go home, eat dinner with my family, access my portal from my home and use my house phone to dial to the customer. The caller id the customer sees will always be the office number.

Start EarthLink Meeting Room Sessions from CommPortal
EarthLink Platinum Seat Click the “Start Meeting” Button to begin an unscheduled meeting Meeting screen is launched after “Start Meeting” button is clicked

CommPortal - Dashboard
1 2 3 4 5 6 7 8 EarthLink Platinum Seat Dashboard : Provides a quick view of the most common functions My Mobile: Configures “Mobile Fuse” Messages & Calls : Provides call history Contacts : Provides a method for storing and retrieving contact details Call Manager : Allows customer to manage how incoming calls are handled Apps: Download “Call Me”, “Assistant” and Mobile Communicator Groups : Displays “Groups” the telephone number is part of (such as MLHG’s and MADN’s) Settings : Provides access to call service settings Displayed here is the first screen you see when you access the portal. This is called the dashboard screen. There are seven tabs across the top. A brief description of each are located to the right. They are: Dashboard - provides you with an overview of most common functions My Mobile – configures the fusing of your cell phone and office mailbox into one unified mailbox Messages & Calls – provides a detailed call history Contacts – ability to enter contact information into you portal or import up to 1000 contacts from your outlook Call Manager – gives you access to manage how your incoming calls will be handled Applications – download “assistant” or “call me” button And Settings – which provides access to security settings and phone configurations. In this dashboard tab, you see the following: The top left side of the screen shows you any voic s that you have in the system. Below on the lower left side, you see approximately 10 of the most recent missed calls including the caller id, time and date of the missed call. At the top right hand side you have your contacts (if any exist) and finally below on the lower right side you will see your call manager settings. Here you see what set of “Rules” you have activated. They can range from ring your desk phone, forward all calls to another number or even the find me / follow me feature. More will be discussed about these rules later in the call manager tab.

With the "My Mobile" service, you can:
Automatically recognize your Mobile when retrieving messages. Share the same voic service for your desk and mobile phones. Under the “My Mobile” tab you can have the system automatically recognize your mobile device when retrieving voice mail messages. Additionally, you can have it set up so you receive a text message when a voic is left in your mailbox.

Fused Desk Phone - Cell Phone Mailbox
EarthLink Platinum Seat Select your mobile provider from the drop down menu and then click on the “view instructions” button. Follow simple steps to migrate your wireless voic service. Subscribers then benefit from the same applications on all their lines: Inbound Fax to PDF Smartphone, PC and web clients You also have an option to “Fuse” your desk phones voice mail box with your cell phones voic box. When you “Fuse” your mailbox’s together, there is only one place to check when a voice mail is left on either device. There is an easy to follow web interface that walks users through the process of fusing the mailboxes. Now you never have to worry about missing a voice mail because if someone calls your cell phone or your desk phone and you do not answer, there is one unified mailbox that you can access. EarthLink Platinum Seat

Messages & Calls The “Messages & Calls” tab allows you to:
EarthLink Platinum Seat 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) Under the Messages & Calls tab you will notice that there are many sub tabs. We are going to explore each tab during this training. As you can see, there is an “Export” button on the lower right hand side of the page. You can export Missed, Dialed, Received and Rejected calls. This will generate a CSV (Comma Separated Variable) file that can be opened using Microsoft Excel. When you view this report, you are presented the raw calling data. Using Excel, you now have an option to hide columns or sort the data by fields or columns. You can customize the report based on your needs.

Messages & Calls EarthLink Platinum Seat 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 EarthLink Platinum Seat

Messages & Calls Messages and Calls Tab also allows you to:
EarthLink Platinum Seat 1 2 3 4 5 Messages and Calls Tab also allows you to: View the last 200 “Missed” calls View the last 10 “Dialed” calls View the last 200 “Received” calls View Calls that have been “Rejected” View “Deleted” messages The “Missed” tab displays information on missed phone calls. It will display the name, date and time of the missed call. This tab will show you approximately the last 200 missed phone calls.

Contacts EarthLink Platinum Seat This page allows you to manage your Contact List and Speed Dials. It also shows you your Extensions and Short Codes. Premium Seat can store up to 1000 Contacts Moving to the “Contacts” section, you will be able to manage your contact list & speed dials. You will also be able to view any extensions or short codes that your administrator has set up for the company. As a standard seat, you will be able to store or import up to 250 contacts from Outlook.

Contacts - Import Contacts
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. EarthLink Platinum Seat Let take a quick look on how to import contacts from Outlook. Click on the “Import” button on the bottom. Next you are prompted to browse for the CSV file that has your outlook contacts saved. The steps listed here will walk you through the process of saving your Outlook contacts as a CSV file, then import them into your CommPortal. These instructions are copied directly out of the help tool that we mentioned at the beginning of this module. This will give you the step by step instructions on how to save the file as a CSV and then import them into the Portal. The help tool is that comprehensive.

Contacts - Speed Dials EarthLink Platinum Seat Speed Dial - This is the short number 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. To set up “Speed Dials” in your portal, for use on your phone only, choose from one digit codes (from 2 – 9) or two digit codes (from 20 – 49). A speed dial is just a code you dial on the dial pad of the phone and it is preprogramed with a telephone number to dial. First you want to use the drop down box next to Speed Dial to select the code, then enter the telephone number you wish the system to dial when accessed, just as if you were dialing from the phone. Do not enter any dashes, dots, periods or parenthesis. Click “Apply to save the speed dial.

Contacts - Extensions EarthLink Platinum Seat 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. Extensions, also know as internal speed dials, allow you to quickly dial others within your business group. An extension is created by the Business Group Administrator. Note: This tab is just for read only purposes. Displayed is the persons name, if they are assigned to a department, the department name, the telephone number of the individual and the extension that has been set up by the Business Group Administrator.

Contacts - Short Codes EarthLink Platinum Seat “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. Short Codes allow you to quickly dial common numbers. A short code , also know as an external speed dial, is also created by the Business Group Administrator. If you or many individuals within your group frequently dial the same numbers, the administrator can create a short code. This allows each person within the group to dial a “Short Code” (between 1 and 7 digits long) which is associated to a telephone number. Now instead of each person setting up a speed dial on their desk phone, the administrator has created a code for all users within the group to use. Once again this tabs is read only purposes.

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. Ring your Phone Send to Voic Forward to another number Use one of your “Set of Rules” Use a different set of rules depending on time of day. Call Manager allows you to define how your incoming calls are handled. EarthLink Platinum Seat The “Call Manager” tab allows you to manage or define how you want your incoming calls to be handled. Do you want the call to ring on the desk phone? Send the call to voice mail or forward to another number? Also “Rules” can be set up for the call to follow or a different sets of rules based on the time and day. Here is where you set up your Find Me / Follow Me. We will discuss each of these features in the next few slides. The summary screen displayed here will give you an overview of what happens to an inbound call. The list to the right will correspond to each menu choice displayed in the summary tab.

“Rules” give you options for routing incoming calls.
Call Manager - Rules EarthLink Platinum Seat “Rules” give you options for routing incoming calls. Normal Calls Rejected Calls Screen Calls Add New Set of Rules Under the “Rules” tab, you have the option to set up rules for the system to follow when receiving a phone call. Pre determined for you are the following titles: Normal, Rejected Calls & Screen Calls. To edit the name of the rule, simply click on the “Rename” button at the bottom. To add an additional set of rules, click on the “Add New Set of Rules” button at the bottom. Each Set of Rules have different options that you can configure via the “Edit” button.

Call Manager - Rules Normal Calls Reject Calls Screen Calls
If you click on any of the pre determined set of rules, then choose the “edit” button, you will see these displayed screens. Choose the option you want the inbound call to follow when your number is dialed. Click “Finish” to confirm your choice. Using the “Normal” set of rules can simply have your phone ring using the standard ringtone. If you choose the “rejected” set of rules, this will reject all your calls because you are telling the system to do so. Under the “Screen Calls” set of rules, you can have the caller state their name prior to answering the call and then the system will play that recording and you can then determine if you wish to accept the call.

Timing of Call Manager Rules
Your Mobile Your Desk Phone Home Phone EarthLink Platinum Seat 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. The Follow Me service allows you to set up additional phones to ring when you receive an incoming call. Lets take a look at setting up the timing feature for your Find Me / Follow Me. It is important to remember when setting up the timing function for your phone(s) to ring, that each ring last approximately 5 seconds. For example, if you want the phone to ring four times before moving to the next treatment or step, you would set the timing for 20 seconds, five rings would be set for 25 seconds and so forth. *Each ring last approximately five seconds

Add 1st phone to ring and determine the start and end time for phone to ring. Click “Add”. After choosing “Edit” from the rules page, you want to add the phones you wish to ring to, when using find me / follow me. Using the drop down box next to Phone Number type in the number you want the system to ring when chosen. If “my phone” is chosen then you have elected to have your desk phone ring for that sequence. To have a different phone ring, from the drop down list, choose “Other” then enter the number of the phone you want to ring (cell phone, home phone etc.) Next, At what point do you want this number to start to ring and the end ringing. These are all displayed in seconds. Remember, each ring will last approximately 5 seconds. Next click “Add”. This adds this phone to the list of phones to ring when your number has been dialed.

Add additional phone(s) to ring and determine the start and end time for phone(s) to ring. Click “Finish” after determining all phones to ring. Continue to repeat the steps for each phone you want to ring during this process. Displayed will be the sequence and ring times for your find me / follow me. You can adjust any of these times by using your mouse. Simply click on the two arrows at the end of each time period and dragging the sliding scale to your desired time frame. After determining the sequence is correct, click “Finish” to save. In the example displayed, the call will ring the desk phone for 15 seconds, and if not answered then begin to ring the (954) number. Now both numbers will ring simultaneously for an additional 15 seconds. Once again if no phone is answered, the (954) will stop ringing and only the desk phone will continue to ring. If not answered, the desk phone voice mail can answer the call where a message can be left. Note: There are 3 caveats to the find me follow me that must be taken into account when setting up this feature. 1st - If the voice mail box on any phone within the sequence answers, the follow me function ends and the voice mail will be left on that device. 2nd – There is no notification to the caller that the phones using the “find me / follow me” process. 3rd – If the phones ring for 115 consecutive seconds, the system will not be able to have the ability to leave a voice mail message.

Call Manager - Rules Click “Apply” to activate the changes
EarthLink Platinum Seat Click “Apply” to activate the changes Continue to repeat the steps for each phone you want to ring during this process. Displayed will be the sequence and ring times for your find me / follow me. You can adjust any of these times by using your mouse. Simply click on the two arrows at the end of each time period and dragging the sliding scale to your desired time frame. After determining the sequence is correct, click “Finish” to save. In the example displayed, the call will ring the desk phone for 15 seconds, and if not answered then begin to ring the (954) number. Now both numbers will ring simultaneously for an additional 15 seconds. Once again if no phone is answered, the (954) will stop ringing and only the desk phone will continue to ring. If not answered, the desk phone voice mail can answer the call where a message can be left. Note: There are 3 caveats to the find me follow me that must be taken into account when setting up this feature. 1st - If the voice mail box on any phone within the sequence answers, the follow me function ends and the voice mail will be left on that device. 2nd – There is no notification to the caller that the phones using the “find me / follow me” process. 3rd – If the phones ring for 115 consecutive seconds, the system will not be able to have the ability to leave a voice mail message.

Applying “Rules” Click back on the “Summary” tab.
EarthLink Platinum Seat Click back on the “Summary” tab. Place the radio button on “Use my …. Rules”. Use the drop down boxes to configure which Rule you want to use Click “Apply” to save changes Continue to repeat the steps for each phone you want to ring during this process. Displayed will be the sequence and ring times for your find me / follow me. You can adjust any of these times by using your mouse. Simply click on the two arrows at the end of each time period and dragging the sliding scale to your desired time frame. After determining the sequence is correct, click “Finish” to save. In the example displayed, the call will ring the desk phone for 15 seconds, and if not answered then begin to ring the (954) number. Now both numbers will ring simultaneously for an additional 15 seconds. Once again if no phone is answered, the (954) will stop ringing and only the desk phone will continue to ring. If not answered, the desk phone voice mail can answer the call where a message can be left. Note: There are 3 caveats to the find me follow me that must be taken into account when setting up this feature. 1st - If the voice mail box on any phone within the sequence answers, the follow me function ends and the voice mail will be left on that device. 2nd – There is no notification to the caller that the phones using the “find me / follow me” process. 3rd – If the phones ring for 115 consecutive seconds, the system will not be able to have the ability to leave a voice mail message.

Call Manager - Weekly Schedule
EarthLink Platinum Seat 1 2 3 The Weekly Schedule tab allows you to configure your “Call Manager” based on what you do during specific hours of the day or days of the week. To Make Changes to the Hours: Click on the Period you want to activate. Using your mouse, click & drag over the day and time you want that period active. Click “Apply” to save changes The weekly schedule lets you manage the call based on what you want a call to do in a normal week or on a special day. In this example, “Lunch” is displayed in blue, “Weekend” is displayed in green while “Normal Days” are displayed in purple. If you want the calls at lunch time to go to voice mail, while during normal business hours, you want the find me / follow me function to be activated. When your work day is done, you want to set the weekend schedule to ring another number within the office. To do this you would use your mouse, click and drag the cursor for the desired function (lunch, work day or weekend). This can be for a specific times or day during the week or for multiple days within that week. After you have determined how you want the calls to be handled for the week, click “Apply” to confirm the choices. You decide the schedule you want your incoming calls to follow, ensuring that you never miss that important phone call because you have told the system how to find you and follow you when a call rings your handset. Remember that this schedule is based on the day and time of the week (every Monday, every Tuesday etc.) not the calendar day (such as the 1st or 2nd of the month)

Call Manager - Special Days
EarthLink Platinum Seat “Special Days” allows you to define which days you will not be following your “Normal” work week schedule. When a different schedule needs to be followed for a special day or on public holidays, use the “Special Days” tab to configure it. Simply click “Add Public Holidays” and the calls can be handled differently than the current “Normal” schedule. For example, you have a meeting or conference set up for a particular day. You add the exception for that particular day by simply choosing the day on the displayed calendar and route the call differently (such as follow the weekend schedule for this day).

Applying the Weekly Schedule
EarthLink Platinum Seat Back on the “Summary” tab. Place the radio button on “Handle depending on the time or day”. Use the drop down boxes to configure which Rule is used during that particular period. Click “Apply” to save changes. When a different schedule needs to be followed for a special day or on public holidays, use the “Special Days” tab to configure it. Simply click “Add Public Holidays” and the calls can be handled differently than the current “Normal” schedule. For example, you have a meeting or conference set up for a particular day. You add the exception for that particular day by simply choosing the day on the displayed calendar and route the call differently (such as follow the weekend schedule for this day).

Applications (Apps) EarthLink Platinum Seat “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.

Apps – CommPortal / Assistant PC Soft Client
Taskbar Icon Lightweight application installed on subscriber’s PC Downloaded from CommPortal One-click access to key telephony features from taskbar Instantly accessible, regardless of other applications currently in use Features include: Search contacts, with option to launch click-to-dial call MS Outlook synchronization Search corporate LDAP directory Instant CommPortal launch Control features such as Call Forwarding & Do Not Disturb Control top level settings on Incoming Call Manager Incoming VM/Fax message popup Incoming call popup with call disposition The CommPortal Assistant offers instant access to the most frequently used features and settings. You can search and dial contacts right from your desktop, just like you would your mobile phone. Control features such as incoming call routing. This means that you decide where the inbound call rings to (on the desk phone, forward to another number immediately or use find me / follow me feature). It is a simple pc based software that when configured will always have your commportal running in the background. It will display an icon in the taskbar of the pc as shown here. It looks like “sergeants stripes”. This icon will display in the start up portion of the taskbar and with a click of the mouse, view messages, contacts, make calls or route inbound calls accordingly.

CommPortal - Assistant
EarthLink Platinum Seat Click the Windows hyperlink to start the download process Click on “Next” Follow the instructions provided by the Setup Wizard. To set up the Commportal Assistant, simply click on the link for the operating system you have on your pc and follow the simple to install instruction. It asks you to input 3 important pieces of information: Your 10 digit telephone number that appears on your desk phone. Your password that you use when logging into the portal. The url for the website – Once finished, it will add an icon in your windows tray so you no longer need to enter your log in information again. You will be a click away from accessing your CommPortal at any time. * To log on you will need your telephone number and your CommPortal password and the CommPortal url (

Mobile Communicator is a desktop softphone that enables you to:
Mobile Communicator for Desktop Mobile Communicator is a desktop softphone that enables you to: Make and receive audio calls. Manage your contacts, including integrating with Microsoft Outlook. View presence information for your contacts. Access your voic s with a single click. Schedule/Start/Join EarthLink Meeting Room Sessions EarthLink Platinum Seat To set up the Commportal Assistant, simply click on the link for the operating system you have on your pc and follow the simple to install instruction. It asks you to input 3 important pieces of information: Your 10 digit telephone number that appears on your desk phone. Your password that you use when logging into the portal. The url for the website – Once finished, it will add an icon in your windows tray so you no longer need to enter your log in information again. You will be a click away from accessing your CommPortal at any time. * To log on you will need your telephone number and your CommPortal password

Mobile Communicator for Desktop with EarthLink Meeting Room
Click “Tools”. Click “Options” Click “Meetings” Gives you the ability to: Join Options Meeting Options Download Outlook Plugin

Click “Tools”. Click “Options” Click “Audio” Gives you the ability to: - Adjust Microphone - Adjust In-Call Audio - Adjust Notification

Click “Tools”. Click “Options” Click “Video” Gives you the ability to: - Share your camera -

The following options are available from the Meetings Tab View Upcoming Meetings View Recorded Meetings Create a Meeting Schedule a Meeting Join a Meeting

Create and Start an “Unscheduled” meeting from the Meetings Tab in Mobile Communicator Invite IM Contacts and Start Meeting Share Meeting URL - Send Invite via - Copy URL Meeting

Schedule a Meeting from “Meetings” tab in Mobile Communicator Schedule a Meeting from “Home” tab in Microsoft Outlook (Mailbox or Calendar)

Mobile Communicator for Mobile / Tablet
EarthLink Platinum Seat Mobile Communicator allows you to push and pull calls between your devices without hanging up, additionally offering voic features. Make and receive calls as if using your desk phone. Displays same Caller ID as if dialing from the desk phone. To set up the Commportal Assistant, simply click on the link for the operating system you have on your pc and follow the simple to install instruction. It asks you to input 3 important pieces of information: Your 10 digit telephone number that appears on your desk phone. Your password that you use when logging into the portal. The url for the website – Once finished, it will add an icon in your windows tray so you no longer need to enter your log in information again. You will be a click away from accessing your CommPortal at any time. * To log on you will need your telephone number and your CommPortal password

Settings – Account – Emergency (e911)
EarthLink Platinum Seat 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. An important feature under the accounts tab is configuring your emergency 911 location. This allows emergency personal the ability to find the location from where a call is coming from (in case you can’t speak) in an emergency situation. Click on the link to “set location”.

Settings – Emergency (e911)
In the new window, complete the fields and click the “Update Address” button. Complete all the fields and click “Update Address”. Every time your physical phone is moved to a new address, please be sure to follow these steps again to update the new address. This ensures that emergency personal can get you the help you need and the correct location.

Settings - Account Password
EarthLink Platinum Seat 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)

Settings - Account – Change Password
Enter “Current Password” Enter “New Password” “Confirm New Password” Click “Confirm” to save changes Note: Password must be alphanumeric and contain at least one letter and one number (8 to 20 characters)

Settings – Voicemail Pin
EarthLink Platinum Seat Voic Pin: Allows you to change your login password 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

Settings - Account – Change PIN
Enter “New PIN” 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

Settings - Account - Devices
EarthLink Platinum Seat “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 Under the account tab, look for the device section. Click on “set keys” to have the ability to edit buttons on your phone in order to add speed dial buttons, enhanced call park or enhanced call monitoring to name a few. 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.

Programming Phone Keys from the CommPortal
There are numerous functions that can be programmed to buttons on your phone Click “Programmable Keys – Line” or “Programmable Keys – Bottom” to begin Programmable Keys - Line The keys to the left and right of the display are know as “line keys”. *Keys on screen for vvx 600 model Programmable Keys - Bottom The keys under the display are know as the “bottom keys”. *Keys on screen for vvx 600 model

To Program the “Line keys” Select a” key” from the list. * Line 1 is reserved for the phone number & should not be modified. There are various “line keys” depending on the phone model. VVX 310 – 6 buttons VVX 410 – 12 button (pictured) VVX 600 – 16 buttons

To Program the “Bottom keys” Select a “key” from the list. * By default Redial, DND (do not disturb) and Directory are assigned to Key 1, 2 and 3 . There are 10 available keys to assign. These buttons will only be available in a idle state. When on a call, these buttons will not be available and will change to an “in call” set of keys. If you need a “key” to be available while on a call, they should be added to the “Line Keys”.

There are numerous programmable options for “Line keys”. Automatic Callback Automatic Recall Directed pickup Enhanced Monitored Extension Enhanced Call Park Last Caller ID Erasure Line Line Identity Speed Dial Trace Call Voic

There are numerous programmable options for “Bottom keys”. - Automatic Recall - Call List - Directed Pickup - Directory - Do Not Disturb - Group Pickup - Intercom - Last Caller Id Erasure - Intercom (Specific Number) - Last Number Redial - Persistent Paging Key - Push to Talk - Persistent Push to Talk - New Call - Park Call - Retrieve Parked Call - Speed Dial - Trace Call - Other Services (XML Apps) - dialed call list - log out - call lists - messages - contacts - services

Here is a brief description on what the “Line key” functions do: Automatic Callback Do not use. The phones redial key works the same Automatic Recall Gives last caller info and time called. Gives you the option to return the call by pressing 1 Directed Pickup Picks up specified ringing extensions (You will need to add extension to retrieve) Enhanced Monitored Extensions Adds Enhanced Monitored Extension (You will need to specify Extension) Enhanced Call Park Adds Enhanced Call Park Group Pickup If phone is in a “call pick up group”, this will allow phone to pick up ringing call from extension in specified group Last Caller ID Erasure Erases last record of recent calls you have made and received Line Adds Additional lines when programmed (in EarthLink system) Speed Dial Adds speed dial (specify number) Trace Call Traces last call received Voice Mail Adds voice mail key

Here is a brief description on what the “Bottom key” functions do: Automatic Callback Do not use. Redial key works the same Automatic Recall Gives last caller info and time called. Gives option to return the call by pressing 1 Call List Brings up a list of inbound & outbound calls Directed Pickup Picks up specified ringing extensions (will ask you to add extension to retrieve) Directory N/A (please see other services – contacts) Do Not Disturb Calls will not ring phone. Group Pickup If phone is in call pick up group, this will allow phone to pick up ringing call from extension in a specified group Intercom Activates 2 way intercom feature. Must dial extension after pressing Intercom Intercom (Specific number) Activates 2 way intercom to specified extension Last Caller Id Erasure Erases last record of recent calls you have made and received Last Number Redial Redials last number dialed Persistent Paging Key Bring up paging options ( Paging key automatically added when paging enabled) Push to Talk Bring up Push to Talk options ( PTT key automatically added when paging enabled) Persistent Push to Talk Bring up Push to Talk options ( Paging key automatically added when paging enabled) New Call Provides dial tone to make a phone call Other services (XML Apps) (see - options) -dialed call lists Brings up dialed call list -log out Dissociates phone number from mac address in meta should only be used when hot desking is present -call lists Brings up call list -messages Bring up VVX phone messaging center (allows for listing to VM messages on phone) -contacts Brings up XML Directory -services No services available at this time Park Call Allows you to Park a Call Retrieve Parked Call Retrieves parked call (asks for Orbit on phone screen) Speed Dial Adds speed dial (specify number) Trace Call Traces last call received

To Assign a Key Under the “Line Key” Area: Click on key you wish to assign Click on drop down arrow and make a selection Fill out any additional information needed * Click “Save Changes” on lower right Phones will need to be rebooted to pick up new programming or they will reboot overnight * For example the Enhanced Monitored Extension key will need a valid extension in your business group and a label like the persons name you are monitoring

To Assign a Key Under the “Bottom Keys” Area: Click on key you wish to assign Click on drop down arrow and make a selection Fill out any additional information needed* Click “Save Changes” on lower right. Phones will need to be rebooted to pick up new programming or they will reboot overnight. * For example the Other service key will need you to choose a service and fill in a label describing that service

When you are done programming make sure you click “Save Changes”. The phones will refresh automatically overnight or you can reboot the phone to make the changes.

Settings - Calls - General
EarthLink Platinum Seat Outbound Calling: Ability to withhold caller ID when dialing out. When receiving an inbound call: Display caller name Display caller number Under the Calls tab, look for the “General” section. This allows an individual to withhold their caller id when a called is placed from the desk phone by clicking in the box next to “withhold caller ID when making a call”. When receiving an inbound call, you determine what appears on the LCD display. The calling parties name and phone number, just the name or just the number. Click the box next the appropriate selection when receiving an inbound call.

Settings - Calls - Call Blocking
x EarthLink Platinum Seat 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. Under the Calls tab, look for “call blocking” This allows an individual to restrict calls made from their phone. By default, EarthLink has blocked international calls. The administrator would need to contact EarthLink if they wish this setting to be changed. Put a check mark in the box in which you want to restrict access by a click of your mouse. Once you have completed any changes you wish to make, click “Apply”. An example may be: you have a phone in the waiting room of your company. Instead of having the receptionist “watch “ over the calls being made by customers, simply restrict the access to allow only local calls. Now you will not be responsible for unwanted calls on long distance or internationally, but also allow your employee to do their job without the stress of monitoring the lobby phone.

Settings - Calls - Call Me Button
EarthLink Platinum Seat Call Me Buttons : Ability to disable the “Call Me” button for use with . Under the Calls tab, look for the “Call Me Button” section. Do you want to have the Call me button enabled or disabled.

Configure various aspects of your messaging service.
Settings - Messages 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 . Live screening rings your phone with a different ringtone when a caller is being sent to voic . You can pick up the phone and hear the voic as it is being recorded without the caller knowing that you are listening in. EarthLink Platinum Seat The messages tab allows the user to configure the number of seconds that phone rings before the call goes to voic . Remember: each ring is approximately 5 seconds in duration. To have the call ring four times before the voic answers, set the seconds to twenty.

Settings - Messages EarthLink Platinum Seat 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 The Messages tab is where the system can forward an attachment of the voice mail left by a customer to a specific address. Click on the box next to “forward messages to ” then select the link to add an address. Enter the address in the appropriate box and click “apply”. A .wav file will be attached to this for you to click to listen to the message using the pc. Note: each voice mail message take approximately 250 – 500 kb of space.

Settings - Messages EarthLink Platinum Seat 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. The mailbox section allows the user to configure the following: skip the pin - If this box is checked, the user does not need to enter a password when accessing their voice mail from their desk phone. Fast Login – If a user accesses their voice mail from a phone other than the desk phone, you only need to enter the password. The mailbox information is not needed to be input. Auto Play – allows the messages to play once the mail box is accessed. Voice Mail Playback – allows the user to determine what they want to hear when a message is played. Do you want to hear the envelope information and the message or the message only.

Settings - Messaging - Voicemail Greetings
EarthLink Platinum Seat 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 The voic greetings tab section allows you to record multiple greetings such as your personal greeting or an extended absence greeting then determine which message is play to the caller. If you have a microphone attached to or built into your pc, you can record the greeting from this section.

Settings - Notifications - MWI
EarthLink Platinum Seat Specify if you want your “Message Waiting Indicator” light to flash when you receive a voic message. Message Waiting Indicator (MWI) – Displays the blinking red light on the phone when a voic is left. You determine if the light appears for all messages or only if the message is marked urgent.

Settings - Notifications - Email
EarthLink Platinum Seat 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 allows you to send notification to multiple addresses when a voice mail message is left. Remember, this is a notification only. There will be no .wav file attached to the .

Settings - Notifications - Outdial
EarthLink Platinum Seat 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 Outdial configures the system to immediately call a specific number when a message is left in the voice mail box. You can be notified each time a message is left or only when the message is marked urgent. You also have the ability to configure the number of times you want the system to try reaching you if you do not answer the initial call. Under the “number of outdial retry attempts” (Lower left side of page), enter the number of times you want the system to redial your number until you answer the call.

Settings - Notifications - Override
EarthLink Platinum Seat This feature allows you to override the “Outdial” notification for a day or multiple days. When you decide to override the outdial notification due to meetings or on vacation, simply use this override tab to stop notifications for a day or multiple days. Using the calendar, select the expiration date for the system to withhold the outdial notification feature.

Settings - Messaging - Reminders
EarthLink Platinum Seat 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. A reminder allows you to record a message and have it played back at a certain time and day you specify. If you have an important meeting and don’t want to forget, you can enter you cell number to have the system call you on a day and time of your choosing and play the reminder message for you.

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Hosted Voice Product Training Platinum CommPortal (Polycom)

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