VoIPOffice Communicator User Guide Introduction VoIPOffice Communicator User Guide

VoIPOffice Communicator
User Guide
VoIPOffice Communicator User Guide
Introduction
VoIPOffice Communicator is a computer
application that turns your PC into a powerful
unified communications tool.
It provides VoIPOffice users with a number of
additional features. These include a softphone
(including video phone), presence, on-screen
notification of inbound calls, instant messaging,
‘click- to-dial’, CRM integration, call management,
voicemail management and the ability to send and
receive faxes.
As well as being a softphone in its own right, the
software also works seamlessly with any desk IP
phone and provides an easy way to place, receive
and manage your calls.
Communicator integrates with a wide range of popular business
software, contact management tools and web browsers, including
Microsoft Outlook, Google Contacts, Apple Address Book, Microsoft
Internet Explorer, Mozilla Firefox, Google Chrome and Apple Safari.
VoIPOffice Communicator is available in different versions to
perfectly suit your needs:
•
•
•
Business
Agent - Call Centre
Supervisor - Call Centre
While every effort is made to represent the full and current functionality, software is subject to
change and Telappliant reserve the right to make changes to the software.
VoIPOffice Communicator
User Guide
Contents
1.
Installation .................................................................................................................................. 3
1.1
Windows ................................................................................................................................. 3
1.2
Mac OS X ................................................................................................................................. 4
2.
Configuring VoIPOffice Communicator ....................................................................................... 5
2.1. Configuration file .................................................................................................................... 5
3.
Manual Configuration ................................................................................................................. 6
3.1. Account details........................................................................................................................ 6
3.2. Manually create profile ........................................................................................................... 6
4.
Working with VoIPOffice Communicator.................................................................................... 8
4.1. Log in ....................................................................................................................................... 8
4.2. Main menus (Windows) .......................................................................................................... 9
4.3. Main menus (Mac OS X) ........................................................................................................ 11
4.4. Main VoIPOffice Communications Toolbar........................................................................... 13
4.5. Quick List Icons...................................................................................................................... 14
4.6. Main Window Lists ................................................................................................................ 15
5.
VoIPOffice Communicator Modules ......................................................................................... 19
5.1. Phone Module....................................................................................................................... 19
5.2. Phone Module....................................................................................................................... 20
5.3. Group Chat Module .............................................................................................................. 20
5.4. Voice Conference Module .................................................................................................... 21
5.5. Voice Module ........................................................................................................................ 22
5.6. Channels Module .................................................................................................................. 23
5.7. Fax Module............................................................................................................................ 24
6.
Chat Windows ........................................................................................................................... 25
6.1. Chat Windows Icons.............................................................................................................. 26
6.2. Invoking Actions Against Another User ................................................................................ 27
7.
Preferences ............................................................................................................................... 28
7.1. General Preferences ............................................................................................................. 28
7.2. Phone Preferences ................................................................................................................ 30
7.3. Video Preferences ................................................................................................................. 32
7.4. Contacts Preferences ............................................................................................................ 33
7.5. CRM Preferences................................................................................................................... 34
7.6. Alerts Preferences ................................................................................................................. 35
7.7. Chat Preferences ................................................................................................................... 36
7.8. Profile Preferences................................................................................................................ 37
7.9. Advanced Preferences .............................................................................................................. 38
VoIPOffice Communicator
User Guide
1. Installation
Installation procedures are slightly different on each supported operating system. Please follow the
installation instructions for your specific operating system.
1.1 Windows
•
After the download has finished, click on the icon to start the installation
•
The ‘Welcome’ window starts the installation process. Click on the ‘Next’ button to proceed
with the installation or click on the ‘Cancel’ button to exit the Installation Wizard.
•
Read the license agreement and select 'I agree' to accept it. Then click on the ‘Next’ button to
proceed with the installation (or click on the ‘Cancel’ button to exit the Installation Wizard).
•
The ‘Installation Folder’ screen enables you to set the default location where the VoIPOffice
Communicator installation will reside. By default C:\Program Files\Telappliant\VoIPOffice
Communicator is offered. To select a different location, click on the ‘Change’ button. Then
click on the ‘Next’ button to proceed.
•
The ‘Shortcut Folder’ screen sets the way the new VoIPOffice Communicator shortcut will be
displayed under the Windows Start menu. Select the preferred shortcut and click on the
•
‘Next’ button to proceed.
•
The ‘Install WinPcap’ screen offers an option to install additional software called WinPcap.
•
This software helps VoIPOffice Communicator to identify and configure Polycom IP phones.
o
If you have a Polycom IP phone: check the ‘Install WinPcap’ box and click on the ‘Next’
button to proceed.
o
If you do not have a Polycom IP phone: you do not need to install WinPcap. Other
brands of IP phone will be detected and configured automatically. Ensure the ‘Install
WinPcap’ box is left unchecked and click on the ‘Next’ button to proceed.
•
The ‘Ready to Install’ screen summarises the VoIPOffice Communicator Installation Wizard
steps and displays all of the selected options. If you agree with these selections, click on the
‘Next’ button to proceed.
•
The ‘Installing VoIPOffice Communicator’ screen shows the installation progress. It takes
about 20 seconds to install VoIPOffice Communicator.
•
If you chose to install WinPcap, the WinPcap Installation Wizard will appear. Please follow
these steps to complete the WinPcap installation:
o
Click on the ‘Next’ button to start the WinPcap Installation Wizard.
o
The ‘Welcome’ window starts the installation process. Click on the ‘Next’ button to
proceed with the installation, click on the ‘Back’ button to go back to the previous step
or click on the ‘Cancel’ button to exit the Installation Wizard (remember, you do not
need to install WinPcap unless you have a Polycom IP phone).
o
Read the WinPcap License Agreement and select ‘I agree’ to accept it.
o
Check the 'Automatically start the WinPcap driver at boot time' box if you would like to
start the WinPcap driver at your OS boot time (recommended).
VoIPOffice Communicator
User Guide
•
o
Click the ‘Install’ button to start the WinPcap installation.
o
After a few seconds, an ‘Installation successful’ message will appear.
o
Click on the ‘Finish’ button to close the WinPcap Installation Wizard.
VoIPOffice Communicator will start automatically.
1.2 Mac OS X
•
After the download has finished, click on the VoIPOffice Communicator icon and drag it to
your Mac OS X ‘Applications’ folder.
•
The installation process will be completed automatically. It takes about 20 seconds to install
VoIPOffice Communicator.
•
VoIPOffice Communicator is ready to use.
VoIPOffice Communicator
User Guide
2. Configuring VoIPOffice Communicator
Users can configure VoIPOffice Communicator by either loading a configuration file or manually
configuring the software.
2.1. Configuration file
•
Make sure you have received your configuration file from your system administrator or
account manager. This should have been sent to you as an email attachment.
o
If the configuration file is compressed in a ZIP archive: use a compression utility to
restore the file to its original state (most operating systems have a built in compression
utility, or you can use a commercial utility such as WinZip).
•
Click on the ‘Create a profile’ link in the VoIPOffice Communicator login window and the
Profile Wizard welcome window will appear. Click on the ‘Next’ button to continue configuring
your profile.
•
The ‘Profile name’ screen asks you to enter a profile name, such as your first name. Enter a
name and click on the ‘Next’ button.
•
The ‘Config file’ screen enables you to configure VoIPOffice Communicator using your
configuration file. Check the ‘Create profile using config file’ box.
•
Enter the path to your configuration file or click on the ‘Browse’ button to browse to it.
•
Click on the ‘Next’ button and follow any on-screen instructions.
•
The ‘Summary’ screen summarises the Profile Wizard steps and displays all of the selected
options. Click on the ‘Finish’ button to complete the configuration process.
•
The VoIPOffice Communicator login window will re-appear with your profile loaded. You are
now ready to log in.
VoIPOffice Communicator
User Guide
3. Manual Configuration
3.1. Account details
•
•
Make sure you have received your account details from your system administrator or account
manager.
Received details must include:
o
Server address, for example: voip.telappliant.com or 134.23.211.23
o
Your extension, for example: 1029
o
Your extension secret or password, for example: 93sU2e_2% (please note that your
extension secret is different to your voicemail PIN).
3.2. Manually create profile
•
Click on the ‘Create a profile’ link in the VoIPOffice Communicator login window and the
‘Profile Wizard’ welcome window will appear. Click on the ‘Next’ button to continue
configuring your profile.
•
The ‘Profile name’ screen asks you to enter a profile name, such as your first name. Enter a
name and click on the ‘Next’ button.
•
The ‘Config file’ screen enables you to configure VoIPOffice Communicator using your
configuration file. You do not have a configuration file, so leave the box unchecked and click
on the ‘Next’ button.
•
The ‘Account details’ screen enables you to specify your VoIPOffice account server, extension
and secret. Fill in these fields, and then click on the ‘Next’ button.
VoIPOffice Communicator
User Guide
•
•
•
The ‘Type of account’ screen enables you to select whether the extension you provided is
specifically for use with VoIPOffice Communicator, whether it is a Polycom desk IP phone
account or whether it is another brand of desk IP phone account.
o
If you do not have a desk IP phone and plan to use VoIPOffice Communicator as a
softphone: select ‘VoIPOffice Communicator softphone account ‘and click on the ‘Next’
button.
o
If you have a Polycom desk IP phone that you would like VoIPOffice Communicator to
integrate with: select ‘Polycom Desk Phone account’ and click on the ‘Next’ button.
o
If you have any other brand of desk IP phone that you would like VoIPOffice
Communicator to integrate with: select ‘Desk Phone account’ and click on the ‘Next’
button’.
The ‘Summary’ screen summarises the Profile Wizard steps and displays all of the selected
options.
o
If you agree with these selections: click on the ‘Finish’ button to complete the
configuration process.
o
If you disagree with any of these selections: click on the ‘Back’ button to make any
changes, and then click on the ‘Finish’ button to complete the configuration process.
The VoIPOffice Communicator login window will re-appear with your profile loaded. You are
now ready to log in.
VoIPOffice Communicator
User Guide
4. Working with VoIPOffice Communicator
4.1. Log in
The ‘Log in’ window enables you to log into your VoIPOffice account. You can also create, edit and
remove VoIPOffice Communicator profiles.
•
Profile
This drop-down menu enables to select one of the existing user profiles.
•
Log In
This button will log you into your VoIPOffice account.
•
Create profile
This link opens the VoIPOffice Communicator Profile Wizard, enabling you to create a new
user profile.
•
Edit profile
This link opens the VoIPOffice Communicator Profile Wizard, enabling you to edit an existing
user profile.
•
Remove profile
This link enables you to remove the existing user profile.
•
Log In automatically on startup
When this box is checked, VoIPOffice Communicator will log you in automatically whenever
the VoIPOffice Communicator application is launched.
VoIPOffice Communicator
User Guide
4.2. Main menus (Windows)
The main menu bar appears across the top of the main VoIPOffice Communicator window, once you
have successfully logged into your VoIPOffice Communicator account. It provides access to many key
areas of the application.
File menu
•
Log Out
Log out from active connection(s).
•
Exit
Log out from active connection(s) and close the VoIPOffice Communicator application.
Tools menu
•
Preferences
Open the VoIPOffice Communicator ‘Preferences’ (settings) window.
•
Get web browser addons...
Install browser addons which allow users to select and dial a phone number directly from a
web page. Supported browsers: Internet Explorer, FireFox, Safari and Chrome.
View menu
•
Chat History
Show the history of chat conversation with your contacts.
•
Departments
Add a drop-down menu of company departments to the main VoIPOffice Communicator
window.
Contacts menu
•
Sort contacts by status
Sort contacts according to status.
•
Sort contacts alphabetically
Sort contacts in alphabetical order.
•
Show only online users
Display only users that are currently online.
•
Refresh
Refresh the contacts list.
VoIPOffice Communicator
User Guide
Help menu
•
Help
Open the online support documentation in a web browser.
•
Check for updates
Check online for official product updates.
•
Choose edition…
Select the edition of VoIPOffice Communicator you wish to use (according to your licence). If
you are unsure which edition you are licensed to use, please contact your Telappliant account
manager or customer services.
•
About
Show information about the currently installed version of VoIPOffice Communicator.
VoIPOffice Communicator
User Guide
4.3. Main menus (Mac OS X)
The main menu bar appears across the top of the main VoIPOffice Communicator window, once you
have successfully logged into your VoIPOffice Communicator account. It provides access to many key
areas of the application.
VoIPOffice Communicator menu
•
About VoIPOffice Communicator
Show information about the currently installed version of VoIPOffice Communicator.
•
Preferences
Open the VoIPOffice Communicator Preferences (settings) window.
•
Services
Open Mac OS X Services and keyboard shortcuts.
•
Hide VoIPOffice Communicator
Make the VoIPOffice Communicator windows disappear from your screen.
•
Hide Others
Make all other visible applications disappear from your screen.
•
Show All
Show all applications
•
Quit VoIPOffice Communicator
Log out from active connection(s) and close the VoIPOffice Communicator application.
File menu
•
Log Out
Log out from active connection(s).
Tools menu
•
Get web browser addons...
Install browser addons which allow users to select and dial a phone number directly from a
web page. Supported browsers: Internet Explorer, FireFox, Safari and Chrome.
VoIPOffice Communicator
User Guide
View menu
•
Chat History
Show the history of chat conversations with your contacts.
•
Departments
Show a list of company departments.
•
Received faxes
Show a list of received faxes. From the list of received faxes, select one and click to download
that fax in a PDF format.
Contacts menu
•
Sort contacts by status
Sort contacts according to status.
•
Sort contacts alphabetically
Sort contacts in alphabetical order.
•
Show only online users
Display only users that are currently online.
•
Refresh
Refresh the contacts list.
Help menu
•
Help
Open the online support documentation in a web browser.
•
Check for updates
Check online for official product updates.
•
Choose edition…
Select the edition of VoIPOffice Communicator you wish to use (according to your licence). If
you are unsure which edition you are licensed to use, please contact your Telappliant account
manager or customer services.
VoIPOffice Communicator
User Guide
4.4. Main VoIPOffice Communications Toolbar
The main VoIPOffice Communicator toolbar shows your profile name, image, current status and
whether you have any missed calls. Importantly, it also enables you to open the VoIPOffice
Communicator modules and other key areas of the application.
•
Profile image
The photograph or avatar displayed on your user profile. To change your profile image,
double-click on the image to open a ‘Browse’ window, and then browse to any .gif, .jpg or .png
file.
•
Profile name
Your VoIPOffice Communicator profile name, as selected when you created our profile. To
change your profile name, edit your profile by launching the Profile Wizard from either
VoIPOffice Communicator’s ‘Log in’ or ‘Preferences’ window.
•
Missed Calls
Displays the number of missed calls. Click on the ‘Missed calls’ message to open the ‘Missed
calls’ tab and display additional information.
•
Status and status message
Displays your current status. To change your status, click on the icon and select from a list that
includes ‘Online’, ‘Busy’, ‘Do not Disturb’, ‘Away’ and ‘Offline’. To add a personal status
message (or change your profile image), select ‘My settings and status’.
•
Phone
Opens the Softphone module next to the main VoIPOffice Communicator window.
•
Group Chat
Opens the Group Chat module next to the main VoIPOffice Communicator window.
•
Voice Conference
Opens the Voice Conference module next to the main VoIPOffice Communicator window.
•
Voicemail
Opens the Voicemail module next to the main VoIPOffice Communicator window. This icon
will blink if you have any new unread voicemail messages.
•
Channels
Opens the 'Channels' module next to the main VoIPOffice Communicator window.
•
Fax
Offers a choice to send a new fax or view received faxes.
VoIPOffice Communicator
User Guide
•
Show video window
Opens a webcam preview window.
•
Camera
Opens a Surveillance Camera preview window. This option will only be visible if you have your
camera set up correctly within the ‘Video’ area of the ‘Preferences’ window.
•
Search
Opens a Search panel below the toolbar, enabling you to search for contacts.
•
Settings
Opens the Preferences window.
•
Help
Opens online help documentation in your default web browser.
4.5. Quick List Icons
Quick list icons appear at the bottom of the main VoIPOffice Communicator window and enable you
to quickly move between the ‘Directory’, ‘Contacts’, ‘Favourites’ and ‘Recent’ lists.
•
Directory
Switch to ‘Directory’ view to display a list of all VoIPOffice Communicator contacts.
•
Contacts
Switch to ‘Contacts’ view to display a list of all saved and imported contacts.
•
Favourites
Switch to ‘Favourites’ view to display a list of all contacts that you selected as ‘favourites’.
•
Recent
Switch to ‘Recent’ view to display a log of all recent calls (dialled, received and missed).
VoIPOffice Communicator
User Guide
4.6. Main Window Lists
Directory List
The ‘Directory’ list is a list of all VoIPOffice Communicator contacts. Contacts within your
organisation will automatically appear in this list.
•
If a contact appears with a purple star, the contact has been selected as one of your
‘favourites’ (to select a contact as a favourite, right-click the contact and select ‘Add to
favourites’).
•
If a contact appears with a green telephone, the contact is ‘present’ – at his desk and available
for you to call or message.
•
If a contact appears with a red telephone, the contact is not ‘present’ – away from his desk, on
a call or otherwise unavailable.
•
Double-click a contact to either call or instant message the contact (depending on which
preferences you have set).
•
Drag a contact onto an open module to perform a particular action with that contact.
•
Right-click a contact to perform one of the following operations (depending on the editions of
VoIPOffice and VoIPOffice Communicator you are using):
•
o
Call
o
Video call
o
Send email
o
Block
o
Voicemail
o
Monitor
o
Add to favourites
o
View contact information
o
View chat history
o
Re-request subscription
If you have enabled ‘Department view’ you will also see a drop-down menu of company
departments. Selecting a department will narrow the list of contacts down to that
department. Department view can be enabled under the ‘View’ menu.
VoIPOffice Communicator
User Guide
Contacts List
The ‘Contacts’ list is a list of all saved and imported contacts, broken down by source (e.g. Outlook or
Google Contacts).
•
Within the Contacts list, tabs are used to display contacts you have imported from email or
contact management tools (such as Microsoft Outlook, Google Contacts or Apple Address
book). The first of these tabs displays a master list of all saved and imported contacts,
regardless of their origin.
•
Double-click a contact to either call or chat (‘instant message’) the contact (depending on
which preferences you have set).
•
Drag a contact onto an open module to perform a particular action with that contact.
•
Right-click a contact to perform one of the following operations (depending on the editions of
VoIPOffice and VoIPOffice Communicator you are using):
o
Call
o
Video call
o
Send email
o
Block
o
Voicemail
o
Monitor
o
Add to favourites
o
View contact information
o
View chat history
o
Re-request subscription
VoIPOffice Communicator
User Guide
Favourites List
The ‘Favourites’ list is a list of all contacts that you selected as ‘favourites’ (to select a contact as a
favourite, right-click the contact and select ‘Add to favourites’).
•
If a contact appears with a green telephone, the contact is ‘present’ – at his desk and available
for you to call or message.
•
If a contact appears with a red telephone, the contact is not ‘present’ – away from his desk, on
a call or otherwise unavailable.
•
Double-click a contact to either call or chat (‘instant message’) the contact (depending on
which preferences you have set).
•
Drag a contact onto an open module to perform a particular action with that contact.
•
Right-click a contact to perform one of the following operations (depending on the editions of
VoIPOffice and VoIPOffice Communicator you are using):
•
o
Call
o
Video call
o
Send email
o
Block
o
Voicemail
o
Monitor
o
Add to favourites
o
View contact information
o
View chat history
o
Re-request subscription
If you have enabled ‘Department view’ you will also see a drop-down menu of company
departments. Selecting a department will narrow the list of contacts down to that
department. Department view can be enabled under the ‘View’ menu.
VoIPOffice Communicator
User Guide
Recent List
The ‘Recent’ list is a log of all recent calls (dialled, received and missed).
•
Within the Recent list, tabs are used to display contacts you have recently dialled, received
calls from and missed calls from.
•
Double-click a number to call it.
•
Right-click a number to call or video call the number (video calling will only be available for
VoIP numbers on a compatible network).
•
To clear your call history, click on the ‘X’. This will clear details of all dialled, received and
missed calls.
VoIPOffice Communicator
User Guide
5. VoIPOffice Communicator Modules
5.1. Phone Module
The Phone module enables you to place audio or video calls to your contacts, or dial any telephone
number. Calls can be made using your desk IP phone or the built-in softphone. When using your desk
IP phone, the handset will ring when you place the call. The call will be initiated when you pick up the
handset.
•
The blue or red circle shows the Phone module connection status, if a blue circle is shown then
the Phone module is connected and you can place calls. If a red circle is shown then the Phone
module is not connected and you are unable to place a call, in that case you should contact
your administrator.
•
Drag and drop contacts onto the Phone module to instantly call them.
•
Alternatively, use the on-screen keypad or your computer keyboard for entering phone
numbers.
•
Adjust the speaker volume by moving the speaker volume slider up or down. Do not increase
the volume more than is needed because it can induce hearing loss.
•
Adjust the microphone volume by moving the microphone volume the slider up or down.
•
When a phone number is entered, click on the ‘Call’ icon to place a call.
•
When a phone number is entered, click on the ‘Video’ button to start a video call.
•
Click on the ‘Redial’ button to redial the last dialled contact or phone number.
•
When a new voicemail message is available, the ‘Voicemail’ icon will flash. Click on the
‘Voicemail’ icon to check, listen to and manage your voicemails.
•
The ‘Attach’ (paperclip) icon is used to attach the Phone module to the main VoIPOffice
Communicator window.
•
Select your audio device allows you to control the audio settings for your calls.
VoIPOffice Communicator
User Guide
5.2. Phone Module
When an inbound call is presented a call pop up emerges from the tool bar.
The duration of this alert can be set in preferences.
5.3. Group Chat Module
The Group Chat module enables you to have ‘instant message’ on-screen chats with other VoIPOffice
Communicator users.
•
Drag and drop contacts onto the Group Chat module to begin a chat.
•
To remove a contact, click on the ‘X’.
•
Click on the ‘Start’ button to open a new ‘Chat’ window.
•
Compose your message within the window and press the ‘Enter’ key on your keyboard to
instantly send the message.
•
Replies will appear beneath your message in the same window. Continue typing your
responses within the window.
•
Click on the ‘Close’ button to close the Chat window and stop Group Chat conversations.
•
The ‘Attach’ (paperclip) icon is used to attach the Group Chat module to the main VoIPOffice
Communicator window.
VoIPOffice Communicator
User Guide
5.4. Voice Conference Module
The Voice Conference module enables you to initiate audio conferences with your contacts.
•
Drag and drop contacts onto the Conference module to begin an audio conference.
•
Click on the green ‘Plus’ icon to add a landline or mobile number to the conference.
•
To remove a contact, click on the ‘X’.
•
Select one of the available conference rooms from the drop-down menu.
•
Click on the ‘Conference’ button to initiate the conference.
•
Click on the ‘Close’ button to close the Conference module and end the conference.
•
The ‘Attach’ (paperclip) icon is used to attach the Conference module to the main VoIPOffice
Communicator window.
VoIPOffice Communicator
User Guide
5.5. Voice Module
The Voicemail module enables you to manage and listen to your voicemail messages.
•
If you have any new voicemail messages, they will appear under the ‘New messages’ tab.
•
Click on a message, then perform one of the following actions:
o
•
Click on the ‘Play’ icon to play the selected voicemail message.

While messages are playing, the ‘Play’ icon will change to a ‘Pause’ icon.

Click the ‘Pause’ icon to pause playback of the message.
o
While messages are playing, you can jump to any part of the message by clicking on the
playback bar that replaces the ‘Welcome to Voicemail’ message.
o
Click on the ‘Delete’ icon to delete the selected voicemail message (please note,
voicemail deletion is permanent).
o
Click on the ‘Archive’ icon to move the selected voicemail message to the ‘Old
messages’ tab.
o
Click on the ‘Phone’ icon to call the contact that left the voicemail message.
After a voicemail message has finished playing, a new window will pop up and ask whether
you would like to delete the message, move it to ‘Old messages’, play the message again or
call the contact that left the message.
VoIPOffice Communicator
User Guide
5.6. Channels Module
The Channels module enables you to initiate an ‘instant message’ group chat with everybody in a
particular department (or ‘channel’).
•
Select one of the available channels from the drop-down menu.
•
Click on the ‘Send message’ button to open a new chat window.
•
Compose your message within the window and press the ‘Enter’ key on your keyboard to
instantly send the message.
•
Replies will appear beneath your message in the same window. Continue typing your
responses within the window.
•
Click on the ‘Close’ button to close the Channels module window and stop Group Chat
conversation.
•
The ‘Attach’ (paperclip) icon is used to attach the Conference module to the main VoIPOffice
Communicator window.
VoIPOffice Communicator
User Guide
5.7. Fax Module
The fax module enables you to send fax messages and manage your received fax messages.
Outgoing Faxes
•
Enter the path or browse for the PDF file that you wish to send via fax.
•
Enter number that you wish to send the fax to.
•
Click on the ‘Send fax’ button to send the fax.
•
Click on the ‘Close’ button to close the Fax module window.
•
The ‘Show debug info’ button expands a debug info window below the Send fax window. This
enables you to see the progress of your fax message and other helpful information.
Incoming Faxes
•
If you have any new fax documents, they will appear here.
•
Double-click the name of a fax document to open the document.
•
Click on the ‘Refresh’ icon to refresh the list of incoming faxes.
•
Click on the ‘Download’ icon to download selected fax files to your hard drive.
Note: the ability to send and receive faxes is not available by default and may require additional
hardware and/or software. For further information, please contact your account manager or
Telappliant customer services.
VoIPOffice Communicator
User Guide
6. Chat Windows
‘Chat’ windows are where you can participate in real-time ‘instant chat’ conversations with one
more contacts.
Using Chat Windows
•
There are a number of ways to open a chat window, such as opening the Group Chat module,
double-clicking a contact (if you have configured VoIPOffice to open a chat window on a
double-click) or right-clicking a contact and selecting ‘Chat’.
•
Start typing your message and it will appear at the bottom of the window. When you have
finished typing your message, hit the ‘Enter’ key on your keyboard to send it.
•
Your message will then appear near the top of the window in a speech bubble, along with
your profile image, your name and the time you sent the message.
•
When your contact responds, his message will appear beneath yours (along with his profile
image, name and the time he sent the message). You can then type another message to
continue the conversation.
•
At any time during a chat, you can drag additional contacts into the Chat window to include
them.
•
When you have finished chatting, close the Chat window to end the chat.
VoIPOffice Communicator
User Guide
6.1. Chat Windows Icons
A row of icons appears at the very top of the Chat window. These enable you to perform additional
functions.
•
The ‘Emoticon’ icon enables you to add emoticons (such as a happy or sad face) to your
messages. You can also add emoticons by typing a keyboard shortcut such as ‘:-)’.
•
The ‘Font’ icon enables you to change the look of messages in the Chat window by adjusting
the font, font style and font colour. This does not change how your messages appear to your
contacts – it only changes how they appear in your Chat window.
•
The ‘Colour’ icon enables you to change the look of messages in the Chat window by adjusting
the colour scheme. This does not change how your messages appear to your contacts – it only
changes how they appear in your Chat window.
•
The ‘Call’ icon enables you to place a call to somebody you are chatting with.
•
The ‘Video call’ icon enables you to place a video call to somebody you are chatting with.
•
The ‘Chat history’ icon enables you to view details of all your previous chats, including full
transcripts. You can browse chats by contact, or search chat transcripts by keyword. You can
also delete chats – either on an individual basis or in bulk.
•
The ‘Show directory’ icon displays the Directory tab, so that you can drag additional contacts
into a chat.
VoIPOffice Communicator
User Guide
6.2. Invoking Actions Against Another User
The image above shows a user icon from the Directory display and the panel that appears as a result
of a right mouse click. Each event is directed towards the target extension. Items that are greyed out
are either not available on this install (e.g. Monitor) or not ‘in context’ e.g. if no call is present ‘call
pickup; is greyed out.
Most of the entries are self-explanatory but the following require some detail.
•
Pickup Call – If a colleague’s extension is ringing the icon will show ‘red’. It’s assumed that the
ringing alert can be heard. Clicking call pickup will move the call to your extension where you
can answer it on behalf of the absent user.
•
Ask for Attention. – You need to contact someone urgently when they are on a call. Invoking
this command will cause a pop up on their PC and an audio alert.
•
Call Monitor – Subject to a call monitoring license and permissions to monitor a target
extension you can listen, intrude, or whisper (talk to only one party) on the call.
•
Call On Available – If a colleague is on the phone and call on available is set, the system will
alert you at the end of that call and ask if you want to be connected.
VoIPOffice Communicator
User Guide
7. Preferences
7.1. General Preferences
The ‘General’ preferences screen can be used to configure basic VoIPOffice Communicator features
such as launching the application at startup, checking for updates automatically and whether to
initiate a call or chat when a contact is double-clicked.
1
Check for Updates Automatically
•
Allows VoIPOffice Communicator to check for latest updates automatically.
2
Enable Logging
•
Logs all SIP and PWProxy information.
3
Launch application at startup
•
Allows VoIPOffice Communicator to startup automatically when the OS starts.
VoIPOffice Communicator
User Guide
4
Online Users
•
5
Define when your contacts are show as Online:
o
Online on IM and Phone: shows only contacts who are logged into VoIPOffice
Communicator and who are connected with their phone.
o
Online on IM or Phone: shows only contacts who are logged into VoIPOffice
Communicator or who are connected with their phone.
o
Online on IM: shows only contacts who are logged into VoIPOffice Communicator.
o
Online on Phone: shows only contact who are connected with their phone.
Language
•
Select your language from the drop-down menu.
•
Click on the ‘Add language’ button to add another language.
Note: Language changes require a restart of the VoIPOffice Communicator application.
6
Default contact double-click actions
•
7
Select the action that will take place when you double-click a contact:
o
Initiate a chat with the contact
o
Initiate a call with the contact
Tray icon blink duration
•
Set how long the VoIPOffice Communicator tray icon will blink to inform you of pending
VoIPOffice Communicator notifications.
VoIPOffice Communicator
User Guide
7.2. Phone Preferences
The ‘Phone’ preferences screen can be used to configure your basic phone settings.
1
‘General’ tab
•
Hide keypad after call is placed
After you place a call, the VoIPOffice Communicator Phone module will hide.
•
Dynamic conferencing (softphone)
Choose whether to use system conferencing (the recommended option) or 3-way SIP
conference calls.
2
‘Dialling rules’ tab
•
Set dialling rules for outbound calls. For example, if users copy and paste a phone number
(from the clipboard) that starts with a ‘+’ symbol, it will be replaced with the international
dialling code ‘00’
VoIPOffice Communicator
User Guide
3
‘Advanced’ tab
•
Register every
Frequency (in seconds) VoIPOffice Communicator will re-register the SIP softphone.
•
Local SIP port
Set which port to bind on locally (on the PC). Leave empty to use any available port.
•
Logging level
Set the port logging level.
•
Send keep-alives
Allows VoIPOffice Communicator to send SIP keep-alives to the server. Contact your system
administrator for more information on this setting.
VoIPOffice Communicator
User Guide
7.3. Video Preferences
The ‘Video’ preferences screen can be used to change video call resolution and configure IP
surveillance cameras.
1
‘Quality’ tab
•
Resolution
Change the quality of your video (for example, in low bandwidth scenarios).
2
‘Surveillance camera’ tab
•
Enable surveillance camera
Enables you to view the video stream from your IP surveillance camera.
•
Always on top
Always display the surveillance camera window above other windows.
•
URL
The URL of your IP surveillance camera.
VoIPOffice Communicator
User Guide
7.4. Contacts Preferences
The ‘Contacts’ preference screen can be used to import contacts into VoIPOffice Communicator.
1
Outlook
•
Enable VoIPOffice Communicator plugin in Outlook
Enables you to make a call from within Microsoft Outlook using VoIPOffice Communicator.
•
Enable adding of Outlook contacts
Displays your Outlook contacts in the VoIPOffice Communicator contact list.
2
Google
•
Enable Google Contacts integration
Displays your Google contacts in the VoIPOffice Communicator contact list.
3
Proxy settings
•
Select ‘Use proxy server’ and enter the proxy and port details if requested to do so by your
administrator.
VoIPOffice Communicator
User Guide
7.5. CRM Preferences
The ‘CRM’ preferences screen can be used to integrate VoIPOffice Communicator with your CRM
software.
1
CRM Settings
•
Popup on inbound calls
Select when you would like your CRM system to display information about inbound callers:
o
o
o
•
I receive a call: info will pop up when you receive a call from a known contact.
I answer the call: info will pop up when you answer a call from a known contact.
Never: info will never pop up.
Popup on outbound calls
Select when you would like your CRM system to display information about contacts you
call:
o
o
o
2
Call is started: info will pop up when you call a known contact.
Call is answered: info will pop up when your call is answered.
Never: info will never pop up.
SugarCRM
•
Additional integration options are available for users of SugarCRM.
VoIPOffice Communicator
User Guide
7.6. Alerts Preferences
The ‘Alerts’ preferences screen can be used to enable visual and audio notifications of activities.
1
Notifications
•
Decide when VoIPOffice Communicator should send notifications
o
o
o
o
2
Notify me when I receive a phone call.
Notify me when a contact comes online.
Notify me when I receive a new message.
Notify me when somebody joins a conference.
Notifications
•
3
Play sound notifications when contacts sign in or new chat messages are received.
Notifications
•
Automatically bring the VoIPOffice Communicator application to the foreground whenever
a call is received or placed.
VoIPOffice Communicator
User Guide
7.7. Chat Preferences
The ‘Chat’ preferences screen can be used to configure VoIPOffice Communicator’s Group Chat
settings.
1
Automatically set status to Away when I am idle for:
•
Specify after how long VoIPOffice Communicator should start showing your status as ‘Away’.
•
This option is based on computer activity – if no activity takes place on your computer for
number of minutes set, VoIPOffice Communicator will show your status as ‘Away’.
2
Show status change messages in Chat window
•
If your status changes to ‘Away’ or ‘Busy’ during a chat, a message will displayed to contacts
participating in the chat, for example ‘John Doe went away…’.
VoIPOffice Communicator
User Guide
7.8. Profile Preferences
The ‘Profile’ preferences screen can be used to launch the Profile Wizard to create, edit and remove
VoIPOffice Communicator profiles.
•
Use the ‘Add’ button to create a new profile with the Profile Wizard.
•
Use the ‘Edit’ button to edit an existing profile with the Profile Wizard (you cannot be
currently logged into the profile you wish to edit).
•
Use the ‘Remove’ button to remove an existing profile from the list (you cannot be currently
logged into the profile you wish to remove).
VoIPOffice Communicator
User Guide
7.9. Advanced Preferences
The ‘Advanced’ preferences screen can be used to configure advanced VoIPOffice Communicator
settings. As new features are added to VoIPOffice Communicator, additional advanced settings will
be available on this screen.
1
Polycom
•
Users of Polycom IP desk phones should enter their Polycom listening port.
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