Business Central 200. User s Guide

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1 Business Central 200 User s Guide

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3 FCC-A Radio Frequency Interference Statement This equipment has been tested and found to comply with the limits for a Class A digital device, pursuant to part 15 of the FCC Rules. These limits are designed to provide reasonable protection against harmful interference when the equipment is operated in a commercial environment. This equipment generates, uses, and can radiate radio frequency energy and, if not installed and used in accordance with the instruction manual, may cause harmful interference to radio communications. Operation of this equipment in a residential area is likely to cause harmful interference in which case the user will be required to correct the interference at his own expense. Notice 1 Modifications not expressly approved by the manufacturer could void the user's authority to operated the equipment under FCC rules. Notice 2 Modifications to the contained wireless device not expressly approved by the party responsible for compliance could void the user's authority to operate the equipment. Safety Instructions Read these safety instructions carefully. Keep these instructions for future reference. Heed any cautions or warnings on the unit. Keep the unit dry at all times. Do not block any ventilation openings. Do not install the unit near any heat sources, such as radiators, heat registers, or stoves. Store the unit on a stable flat surface. Place the power cord so that people cannot step on it. Do not place anything over the power cord. Always unplug the unit before removing the faceplate to replace or install a hard disk. Refer all servicing to qualified personnel only. There are no user serviceable parts inside the unit. ATTENTION: The Gateway GW310 can be connected only to the Sutus Business Central product that is marked UL Listed I.T.E., model BC200.

4 Trademarks Product names used in this document may be trademarks or registered trademarks of Sutus Inc. or other hardware, software, or service providers and are used here for identification purposes only. All trademarks are the properties of their respective owners. Trademarks and registered trademarks in this document may include the following: Adobe Acrobat Adobe Acrobat Reader Adobe Flash Player CounterPath eyebeam CounterPath X-Lite Grandstream HandyTone Linksys Linux Mac Microsoft Microsoft Outlook Microsoft Outlook Express Microsoft Windows Mozilla Mozilla Firefox Mozilla Thunderbird Polycom Polycom SoundPoint Polycom SoundStation Polycom SpectraLink Safari Version Information Product: Sutus Business Central 200 Product Version: Document Number: USG01BC200 Document Version: 1.6.U Copyright: Sutus, Inc. All rights reserved. Contact Information Corporate Office: Website: Customer Support: Henning Drive Burnaby, BC V5C 6P9 Canada

5 Contents Chapter 1 Welcome to Sutus Business Central... 1 Starting Business Central Manager... 4 Client Setup Wizard... 7 Business Central Manager Interface... 9 Getting Help with Business Central Using Business Central Manager in Internet Explorer Chapter 2 About Workspaces About Workspaces About the Reception Workspace About the Company Workspace Changing Your Personal Workspace Password Chapter 3 Using Phones Workspace Phone Service Editing Workspace Incoming Call Flows Using the Voice Messaging System (VMS) Accessing the Directory Logging on to the Voice Messaging System (VMS) Changing Your Voice Messaging System Password Recording Workspace Names Recording a Voic Greeting Recording an Auto-Attendant Greeting Listening to Voic Messages Calling a Workspace s Voic Directly iii

6 Using the Overhead Paging System Using Polycom Desktop VoIP Phones Polycom Desktop Phone Button Icons and LEDs Accessing the Company Contact List Making Phone Calls Transferring Phone Calls Forwarding Phone Calls Using Multiple Call Appearances Configuring Your Polycom Desktop VoIP Phone Buttons Troubleshooting Problems with Desktop VoIP Phones Configuring and Using Softphones Downloading and Installing X-Lite or eyebeam Connecting the Softphone to Business Central Configuring the Softphone For Your Audio Device Using a Softphone at Home Configuring the Polycom SpectraLink 8002 Wireless VoIP Phone Troubleshooting the Polycom SpectraLink 8002 Wireless VoIP Phone Answering an Incoming Call While You Are in Another Call Call Park / Call Pickup Using Call Park Using Call Pickup Chapter 4 Accessing File Folders and the Network About Network File Folders Accessing Network File Folders Sharing Files Through the Company Read-Only Shared Folders Connecting to the Windows Domain or Workgroup Logging On to a Computer through the Windows Domain Connecting to the Network Wirelessly Working Remotely With VPN Configuring VPN Connections for Remote Computers Configuring VPN Connections for Remote Offices Resolving Problems With VPN Connections iv Business Central 200 User s Guide

7 Chapter 5 Using with Business Central About Workspace Service Introduction to IMAP Setting Up a Personal Workspace IMAP Account Setting Up a Personal Workspace IMAP Account Manually Setting Up a Personal Workspace IMAP Account Manually in Microsoft Outlook 214 Setting Up a Personal Workspace IMAP Account in Microsoft Outlook Express 219 Setting Up a Personal Workspace IMAP Account in Mozilla Thunderbird. 223 Subscribing to Shared Workspace IMAP Folders Subscribing to Shared Workspace IMAP Folders in Microsoft Outlook Subscribing to Shared Workspace IMAP Folders in Microsoft Outlook Express 233 Subscribing to Shared Workspace IMAP Folders in Mozilla Thunderbird Deleting IMAP Messages Additional IMAP Configuration in Microsoft Outlook Opening Outlook in Your IMAP Inbox Automatically Expanding Your Outlook IMAP Account Folders Checking Shared Workspace IMAP Folders for New Mail Automatically Selecting Folders for Offline Use Displaying an Alert When an Message Arrives Saving Sent Messages to Your IMAP Sent Items Folder Saving Message Replies in the Same Folder as the Original Message Forwarding Incoming Automatically Replying to Incoming Automatically Configuring Security Sharing Your Outlook Calendar Free/Busy Information Glossary Index Voice Messaging System (VMS) Quick Reference Contents v

8 vi Business Central 200 User s Guide

9 Chapter 1 Welcome to Sutus Business Central Click here for a list of related topics. Starting Business Central Manager Business Central Manager Interface Getting Help with Business Central About Workspaces Guides To view a printable PDF of any of the following guides, click the link: User s Guide Voice Messaging System Quick Reference User s Getting Started Guide Receptionist s Guide To view PDF files, you must have a PDF viewer, such as the free Adobe Reader, installed on your computer. Polycom Phone Documentation Documentation for Polycom phones is available through their Website at Some Polycom phone features described in their documentation work differently with Business Central. When the Polycom documentation and Business Central documentation differ, use the Business Central documentation. To view a printable PDF of any of the following Polycom User Guides, click the link below: SoundPoint IP 301 User Guide (SIP 3.0) SoundPoint IP 330/320 User Guide (SIP 3.1) SoundPoint IP 430 User Guide (SIP 3.0) SoundPoint IP 450 User Guide (SIP 3.1) SoundPoint IP 501 User Guide (SIP 3.0) SoundPoint IP 550 User Guide (SIP 3.1) 1

10 SoundPoint IP 560 User Guide (SIP 3.1) SoundPoint IP 600/601 User Guide (SIP 3.0) SoundPoint IP 650 User Guide (SIP 3.1) SoundPoint IP 670 User Guide (SIP 3.1) SoundStation IP 4000 User Guide (SIP 3.0) SoundStation IP 6000 User Guide (SIP 3.1) SpectraLink 8002 Wireless Phone User Guide Note: The Polycom SoundPoint IP 300 and 500 phones are no longer supported as of version 1.6. These phones may still work with Business Central, but not all features are supported. Getting Started When you first start using Sutus Business Central, you should complete the following tasks to set up your personal workspace and services. The rest of this guide provides additional information about workspaces, workspace services, and using Sutus Business Central. Personal Workspace Change the password for your personal workspace. Your system administrator should have created your personal workspace already and provided you with your logon name and password. See Changing Your Personal Workspace Password on page 24 for details. For information about workspaces and workspace services, see About Workspaces on page 17. Network File Folders Locate your workspaces network file folders. See About Network File Folders on page 162 for details. Phone Service You need to complete these tasks only if your personal workspace has phone service turned on. Record your name in the directory. See Recording Workspace Names on page 46 for details. Record your voic greeting. See Recording a Voic Greeting on page 49 for details. Set your voice messaging system password. See Changing Your Voice Messaging System Password on page 43 for details. (Optional) Change your incoming call flow. See Editing Workspace Incoming Call Flows on page 30 for details. Service You need to complete these tasks only if your personal workspace has service turned on. Set up IMAP accounts. See Setting Up a Personal Workspace IMAP Account on page 210 for details. 2 Business Central 200 User s Guide

11 Subscribe to IMAP folders. See Subscribing to Shared Workspace IMAP Folders on page 228 for details. Reception Workspace If you are a member of the Reception workspace, you should also complete the following tasks to set it up: Record the default Auto-Attendant s greeting. See Recording an Auto- Attendant Greeting on page 52 for details. Record the workspace name in the directory. See Accessing the Directory on page 37 for details. Change the voice messaging system password. See Changing Your Voice Messaging System Password on page 43 for details. (Optional) Change the incoming call flow. See Editing Workspace Incoming Call Flows on page 30 for details. Other (Optional) Set up your VPN connection on your home computer. See Working Remotely With VPN on page 176 for details. Related Topics Starting Business Central Manager Business Central Manager Interface Getting Help with Business Central About Workspaces Starting Business Central Manager Business Central Manager Interface Getting Help with Business Central About Workspaces Chapter 1: Welcome to Sutus Business Central 3

12 Starting Business Central Manager Click here for a list of related topics. Business Central Manager Interface Getting Help with Business Central About Workspaces Business Central Manager is a Web-based software application that enables you to view your workspace settings and change your password. It is available through a Web browser, such as Internet Explorer, Safari, or Firefox. Note: Business Central Manager requires Flash Player 9 or above to be installed on the computer and browser (Internet Explorer, Safari, Firefox, etc.). If the computer and browser are connected to the Internet, the browser will automatically download and install the required Flash Player version, if it has not been installed already. During the automated Flash Player installation process, click Yes when asked if the installation can proceed. To be able to log on to Business Central Manager, you must have a logon name and password. Contact your system administrator to get the logon name and password for your personal workspace. To Start Business Central Manager 1 Open a Web browser, such as Internet Explorer, Safari, or Firefox. Note: If your Web browser is configured to block pop-ups, set it to allow pop-ups for Sutus Business Central. 2 In the address bar, type central/start and press Enter. Figure 1Starting Business Central Manager 3 If a security certificate warning appears, click Yes or Continue. If you are using Mozilla Firefox 3.0 or newer, create an exception for Business Central Manager. The Welcome screen opens. 4 Click the Start Business Central Manager button. The Business Central Manager logon screen opens. 4 Business Central 200 User s Guide

13 Figure 2Business Central Manager Logon Screen 5 Enter the Logon name and Password for your personal workspace. 6 Click the Log on button. Tip: For information and assistance on each screen, click the Help button at the top right corner of the screen. Starting Business Central Manager From Outside the Office Anybody with a personal workspace can log on to Business Central Manager over the Internet if the server is connected to the Internet and a system administrator has allowed the HTTPS service through the Internet firewall (this setting is available through the Administration explorer in Business Central Manager). To start Business Central Manager over the Internet, enter the server s full external Internet domain name in a Web browser, including the prefix (not just as shown in Figure 3. Figure 3Starting Business Central Manager Over the Internet DO NOT DELETE HIDDEN TEXT: logon, user account, username, user name, user id, login Chapter 1: Welcome to Sutus Business Central 5

14 Related Topics Business Central Manager Interface Client Setup Wizard Getting Help with Business Central About Workspaces Business Central Manager Interface Getting Help with Business Central About Workspaces 6 Business Central 200 User s Guide

15 Client Setup Wizard Click here for a list of related topics. Starting Business Central Manager Configure Your Computer for Business Central Click the Client Setup Wizard link and download the EXE file to your computer. You can run this wizard on any Windows XP or Vista computer connected to Business Central, and it will create Start menu shortcuts to Business Central Manager and your workspace shared file folders on the network. It can also automatically complete the following options setup actions for you: Configure Microsoft Outlook (version 2003 or newer) for your Business Central account. (Outlook must already be installed.) Configure Outlook to publish your free/busy calendar information. Configure Mozilla Thunderbird for your Business Central account. (Thunderbird must already be installed.) Configure Remote Networking using PPTP VPN tunnels. Configure your Linksys RV042 IPsec VPN router for your remote office. (Must run the wizard on a computer connected to the Linksys RV042, and the RV042 must be running firmware version tm or newer.) If you are a system administrator, you can run the Sutus Desktop Configuration Wizard for any Business Central workspace. If you are a user, you can run it for your own Business Central personal workspace. To Configure your Computer to Work with Business Central 1 On the Business Central Manager logon screen, click the Client Setup Wizard link, and save the file to your computer. 2 Double-click on the downloaded Sutus_Configurator.exe file to open it. 3 If Windows displays a security warning, click Run to continue. The Sutus Client Setup Wizard opens. Chapter 1: Welcome to Sutus Business Central 7

16 Figure 4 Client Setup Wizard Welcome 8 Business Central 200 User s Guide

17 Business Central Manager Interface Click here for a list of related topics. Starting Business Central Manager Getting Help with Business Central About Workspaces When you start Business Central Manager, you will see the screen in Figure 5. Chapter 1: Welcome to Sutus Business Central 9

18 Figure 5Business Central Manager My Workspaces Table 1 More information about some Business Central Manager buttons Item My Workspaces explorer Help button Refresh button Lock button Sutus logo Description Displays a list of your workspaces, including your personal workspace and any shared workspaces to which you belong. Opens the Business Central Manager online help. You can also access PDFs of the Business Central manuals and Polycom phone manuals through the online help. Updates the information displayed in Business Central Manager. Disables the Business Central Manager screen without closing it. You can unlock the screen by entering your password. This button is useful if you will be away from your computer temporarily. Business Central Manager also locks automatically after several minutes of idle time. Opens the About dialog box, which contains your model and version numbers, serial number, MAC address, and links to related Websites, including the customer support site. 10 Business Central 200 User s Guide

19 Related Topics Starting Business Central Manager Getting Help with Business Central About Workspaces Starting Business Central Manager Getting Help with Business Central About Workspaces Chapter 1: Welcome to Sutus Business Central 11

20 Getting Help with Business Central Click here for a list of related topics. Starting Business Central Manager Business Central Manager Interface About Workspaces When you see any of the following icons in Business Central Manager, you can hover over them with the mouse pointer for more information: = Required = Error = Information Business Central Manager also provides context-sensitive online help: When you click the Help button on any screen, it opens the online help system to a page containing information about the current screen. Some screens contain Learn More links, which open the online help system to a page with additional information about a concept. Once the online help system is open, you can browse to other topics through the Contents, Index, or Search tabs, or by clicking links in the help topics. You can also view or download PDFs of the Business Central and Polycom manuals from the Welcome page in the online help. 12 Business Central 200 User s Guide

21 Figure 6Business Central Manager Online Help Note: People who are members of the System Administrators workspace have access to administrative and user documentation through the online help. Non-administrative users have access to user documentation only. Related Topics Starting Business Central Manager Business Central Manager Interface About Workspaces Starting Business Central Manager Business Central Manager Interface About Workspaces Chapter 1: Welcome to Sutus Business Central 13

22 Using Business Central Manager in Internet Explorer 7 When using Business Central Manager in Internet Explorer 7, you may experience the following issues: A pop-up blocker notification bar sometimes appears, which shifts the screen down, but the Learn More and similar links remain in their original position. As a result, they sometimes overlap other elements on the screen. To resolve this issue, close the pop-up blocker notification bar. Internet Explorer 7 displays a security certificate alert status bar, or it is configured to always display address or status bars. Either of these situations causes the Business Central screen to shift down, but Learn More and similar links remain in their original position. As a result, they sometimes overlap other elements on the screen. To resolve this issue, turn off address and status bars in Internet Explorer 7, as described below. To Turn Off Address and Status Bars in Internet Explorer 7 1 Open the Windows Control Panel. 2 Open Internet Options. In Windows Vista, Internet Options are located under "Network and Internet" in Control Panel. 3 Click the Security tab. 4 Click the Custom Level button. 5 Scroll down, and set the Allow websites to open windows without address or status bars option to Enable. 6 Click OK to save the new settings. 7 Click OK again to close the Internet Properties dialog box. 14 Business Central 200 User s Guide

23 Chapter 3 About Workspaces About Workspaces This chapter contains the following sections: About Workspaces on page 17 Changing Your Personal Workspace Password on page 24 Click here for a list of related topics. About the Reception Workspace About the Company Workspace Changing Your Personal Workspace Password A workspace is like an account that provides a collection of services (such as phones, , and network file folders) to an individual, group, or location. There are three types of workspaces: Personal workspaces for individuals Shared workspaces for groups of people or for a location Permanent shared workspaces for receptionists, system administrators, and the company Everybody in your company should have their own personal workspace, which can give them phone service, service, a network file folder, and VPN access. People who have a personal workspace can also belong to shared and permanent workspaces. For example, everybody involved with sales might belong to a Sales shared workspace. This workspace could have phone service, service, and a network file folder. People could then reach any member of the Sales workspace by phoning a common Sales phone number or ing the Sales address, and all members could share files in the Sales network file folder. Each workspace can have the following workspace services: Phone Service, which gives the workspace an extension number and voice messaging system by default, and can optionally provide a phone. For more information, see Using Phones on page 27. Service, which gives the workspace an account that you must set up in the program of your choice. For more information, see Using with Business Central on page 203. Network File Folder, which gives the workspace a place to store files on the network. For more information, see Accessing File Folders and the Network on page

24 All workspaces automatically have a network file folder, and you can add optional phone or service to any workspace. 18 Business Central 200 User s Guide

25 The system includes three preconfigured permanent shared workspaces: Reception workspace: This workspace is for anybody who has receptionist duties. Incoming external phone calls go through the Reception workspace s incoming call flow. Members of this workspace can change the incoming call flow, and they can also record the default Auto-Attendant s greeting. Company workspace: This workspace is for everybody in the company to access and share company information. It is named after the company name created in the Setup Wizard. By default, all personal workspaces automatically belong to the Company workspace. System Administrators workspace: This permanent workspace is for people who manage the system. Because membership in this workspace grants full access to all areas of the system, including all personal workspaces, only a very limited number of people should belong to this workspace. Example: Figure 7 illustrates an example of a company with the following workspaces: Two shared workspaces (Sales and Conference Room) Three personal workspaces for people in the company Three permanent workspaces All users have access to the services and resources of their personal workspace and any shared workspaces to which they belong. Sidney Black (sblack) belongs to System Administrators, Company, and Sales. Samantha Brown (sbrown) belongs to Company and Sales. Oliver White (owhite) belongs to Company, Reception, and Sales. No personal workspaces belong to the Conference Room shared workspace, which provides phone service to the conference room. Chapter 3: About Workspaces 19

26 20 Business Central 200 User s Guide

27 Figure 7Relationship Between Personal and Shared Workspaces DO NOT DELETE HIDDEN TEXT: logon, user account, username, user name, user id, login Related Topics About the Reception Workspace About the Company Workspace Changing Your Personal Workspace Password About the Reception Workspace About the Company Workspace Changing Your Personal Workspace Password Chapter 3: About Workspaces 21

28 About the Reception Workspace Click here for a list of related topics. About Workspaces About the Company Workspace Changing Your Personal Workspace Password Anybody with reception duties should belong to the Reception workspace. This permanent workspace has the following special characteristics: All incoming calls go through the Reception workspace s incoming call flow first. Members of this workspace can record the default Auto-Attendant s greeting. Using the default, out-of-the-box system configuration, all new phones added to the system are automatically added to the Reception workspace. (The system administrator can change this setting to automatically add new phones to the unassigned group of phones, instead.) Related Topics About Workspaces About the Company Workspace Changing Your Personal Workspace Password About Workspaces About the Company Workspace Changing Your Personal Workspace Password About the Company Workspace Click here for a list of related topics. About Workspaces About the Reception Workspace Changing Your Personal Workspace Password All personal workspaces automatically belong to the Company workspace. As with all workspaces, the Company workspace has its own network file folder, and because everybody belongs to this permanent workspace, everybody can access the files in this network file folder. Therefore, it is a good place to store files that everybody in the company needs to be able to access. 22 Business Central 200 User s Guide

29 Note: The Company workspace is named after your company. For example, at Mosaic Paints, their Company workspace is named Mosaic Paints. System administrators can rename this workspace if necessary. Renaming it will not change its function. Tip: By default, the Company workspace does not have service turned on, but if an administrator turns on service for the Company workspace, anybody whose personal workspace has service can subscribe to the folder for this permanent workspace. Then, people can send messages to the Company workspace address for this shared workspace, and everybody will receive the message. Related Topics About Workspaces About the Reception Workspace Changing Your Personal Workspace Password About Workspaces About the Reception Workspace Changing Your Personal Workspace Password Chapter 3: About Workspaces 23

30 Changing Your Personal Workspace Password Click here for a list of related topics. About Workspaces About the Reception Workspace About the Company Workspace Your personal workspace has a password. Use this password to log on to Business Central Manager, your account, and network file folders. After the system administrator creates your personal workspace, you should change your password to something that only you know. You can change your password as often as you like. Tip: Use the following guidelines to select a secure password: Include letters (both uppercase and lowercase), numbers, and special characters (such as punctuation) Do not include your first or last name Avoid using real words Create a long password To Change Your Personal Workspace Password 1 Log on to Business Central Manager. 24 Business Central 200 User s Guide

31 Figure 8Workspace Properties in Business Central Manager 2 In the My Workspaces explorer, select your personal workspace. (It may be selected already.) 3 Click the Change Password button. Chapter 3: About Workspaces 25

32 Figure 9Change Personal Workspace Password Dialog Box 4 Enter your Old password. 5 Enter your New password. 6 Enter your new password again in the Confirm new password box. 7 Click OK. Note: If you have already set up your account, update your account settings to use your new password. Related Topics About Workspaces About the Reception Workspace About the Company Workspace About Workspaces About the Reception Workspace About the Company Workspace 26 Business Central 200 User s Guide

33 Chapter 4 Using Phones This chapter contains the following sections: Workspace Phone Service on page 29 Editing Workspace Incoming Call Flows on page 30 Using the Voice Messaging System (VMS) on page 35 Accessing the Directory on page 37 Logging on to the Voice Messaging System (VMS) on page 40 Changing Your Voice Messaging System Password on page 43 Recording Workspace Names on page 46 Recording a Voic Greeting on page 49 Recording an Auto-Attendant Greeting on page 52 Listening to Voic Messages on page 55 Calling a Workspace s Voic Directly on page 58 Using the Overhead Paging System on page 60 Using Polycom Desktop VoIP Phones on page 63 Polycom Desktop Phone Button Icons and LEDs on page 66 Accessing the Company Contact List on page 70 Making Phone Calls on page 76 Transferring Phone Calls on page 78 Forwarding Phone Calls on page 81 Using Multiple Call Appearances on page 83 Configuring Phone Line (Call Appearance) Buttons on page 89 Configuring Speed Dial Buttons on page 97 Configuring Phone Status Monitoring (Busy Lamp Field) Buttons on page 103 Configuring Park Stall Status and Unpark Buttons on page 110 Configuring Expansion Modules on page 116 Resetting Buttons to Default Settings on page 121 Troubleshooting Problems with Desktop VoIP Phones on page 127 Configuring and Using Softphones on page 130 Downloading and Installing X-Lite or eyebeam on page 132 Connecting the Softphone to Business Central on page 134 Configuring the Softphone For Your Audio Device on page 145 Using a Softphone at Home on page

34 Configuring the Polycom SpectraLink 8002 Wireless VoIP Phone on page 150 Troubleshooting the Polycom SpectraLink 8002 Wireless VoIP Phone on page 155 Answering an Incoming Call While You Are in Another Call on page 156 Using Call Park on page 158 Using Call Park with System Paging on page 160 Using Call Pickup on page Business Central 200 User s Guide

35 Workspace Phone Service Status: Complete (Juniper 1.5) Click here for a list of related topics. Editing Workspace Incoming Call Flows Using the Voice Messaging System (VMS) Using Polycom Desktop VoIP Phones Configuring and Using Softphones Configuring the Polycom SpectraLink 8002 Wireless VoIP Phone Setting Up Your Voic and Incoming Call Flow When phone service and the voice messaging system are first turned on for your personal workspace, you should complete the following tasks as soon as possible: Record your name in the directory. For instructions, see Recording Workspace Names on page 46. Record your voic greeting. For instructions, see Recording a Voic Greeting on page 49. Change your voice messaging system (VMS) password. For instructions, see Changing Your Voice Messaging System Password on page 43. (Optional) Change your incoming call flow. For more information, see Editing Workspace Incoming Call Flows on page 30. If you belong to any shared workspaces with phone service, you or another member of the shared workspace should also complete those tasks for the shared workspace. Members of the Reception workspace must also record the default Auto-Attendant s greeting as soon as possible. For more information, see Recording an Auto- Attendant Greeting on page 52. About Workspace Phone Service A workspace with phone service can have one or more phones assigned to it, or no phone. A workspace needs an assigned phone only if the workspace owner needs to make and receive calls on a specific phone. Desktop VoIP Phones and Softphones The following types of phones can be assigned to a workspace: A desktop VoIP phone is a physical phone that connects using Ethernet network cables instead of traditional phone cables. A wireless VoIP phone is a cordless handheld phone that is wireless and portable within range of your Business Central wireless network. A softphone is software that simulates a desktop phone and allows you to make and receive calls on your computer. An analog (POTS) phone or DECT (cordless) phone, if it is connected to Business Central though a certified analog telephone adapter, such as a Grandstream HandyTone 286. Chapter 4: Using Phones 29

36 All of these types of phones can use either traditional (PSTN) phone lines (with a certified gateway), or VoIP phone service. Workspace Phone Service with No Assigned Phone If a workspace with phone service does not have a phone assigned to it, it can still have a voice messaging system (VMS). In this case, the workspace owner can listen to voic messages through another workspace s phone, or through because voic messages are also sent as attachments. Indirect Phone Assignments Each phone can be directly assigned to single workspace only. However, phones that are assigned to a personal workspace become indirectly assigned to any shared workspaces to which the personal workspace belongs. Example: Sidney Black s personal workspace has a phone assigned to it. His personal workspace is also a member of the Sales shared workspace, so Sidney s phone is indirectly assigned to the Sales shared workspace. The incoming call flow for the Sales shared workspace is configured to ring any phones directly assigned to the Sales workspace, as well as any phones assigned to its members, so when somebody phones the Sales workspace, Sidney s phone rings. For more information, see Using the Voice Messaging System (VMS) on page 35. Related Topics Editing Workspace Incoming Call Flows Using the Voice Messaging System (VMS) Using Polycom Desktop VoIP Phones Configuring and Using Softphones Configuring the Polycom SpectraLink 8002 Wireless VoIP Phone Editing Workspace Incoming Call Flows Using the Voice Messaging System (VMS) Using Polycom Desktop VoIP Phones Configuring and Using Softphones Configuring the Polycom SpectraLink 8002 Wireless VoIP Phone Editing Workspace Incoming Call Flows Status: Complete (Juniper 1.5) Click here for a list of related topics. Workspace Phone Service Using the Voice Messaging System (VMS) Using Polycom Desktop VoIP Phones Configuring and Using Softphones 30 Business Central 200 User s Guide

37 Configuring the Polycom SpectraLink 8002 Wireless VoIP Phone Each workspace has two incoming call flows (Available / Unavailable). An incoming call flow is a sequence of up to three call destinations (such as phones, voic , or an Auto-Attendant): When a workspace receives a call, the call goes to the first destination (such as the phone assigned to that workspace). If there is no answer at the first destination, the call goes to the second destination (such as phones assigned to another workspace). If there is still no answer, the call goes to the third and final destination. Note: If an incoming call flow destination is invalid, the call will go to the next destination immediately. If there is no next destination defined in the incoming call flow, the call will go to the default Auto- Attendant. Note: By default all workspaces are Available 24 hours a day, 7 days a week and therefore only the "Available Call Flow" will be used. Only if this workspace uses schedules will the "Unavailable Call Flow" be followed. The incoming call flow for a workspace can include any of these destinations: Phones assigned to a specific personal or shared workspace All phones for all workspaces Voic for a specific personal or shared workspace An Auto-Attendant An external phone number An Interoffice Remote Location Voic , Auto-Attendants, Remote Location Call Flow and external phone numbers are final destinations. The default incoming call flow for your personal workspace (or any other workspace, except the Reception workspace) is as follows: First, ring your workspace phones for 15 seconds. If you do not answer your phone in that time, the call goes to the second call flow destination. The second (and final) call flow destination is your voic . There is no third call flow destination. Note: Phones assigned to personal workspaces that are members of shared workspaces become indirectly assigned to the shared workspace, so when you select Phones for Sales (x3000) and its members, for example, it will ring any phones directly assigned to the Sales shared workspace and any phones assigned to the personal workspaces of members of the Sales shared workspace. Chapter 4: Using Phones 31

38 People can edit the incoming call flow of their own personal workspace and any shared or permanent workspaces of which they are a member. System administrators can edit all workspace s incoming call flows. Note: Phones that are valid call flow destinations can temporarily become invalid destinations for any of the following reasons: The phone is in a call. The phone is unplugged. The phone has Do Not Disturb turned on. The phone is in the process of restarting or initializing. In any of these cases, the incoming call flow will skip the phone and go directly to the next call flow destination (typically voic ). To Edit Your Personal or Shared Workspace s Incoming Call Flow 1 Log on to Business Central Manager. 2 In the My Workspaces explorer on the left, select the workspace (your personal workspace or a shared workspace of which you are a member) you want to edit. 32 Business Central 200 User s Guide

39 Figure 10My Workspaces ATTENTION: Be careful when changing the incoming call flow of a shared workspace because your changes will affect all members of the shared workspace. If you make changes, you should inform other members of the shared workspace. 3 Click the Edit Properties button. 4 In the list of properties, click Phone Service. 5 Click the Incoming Call Flow tab. Chapter 4: Using Phones 33

40 Figure 11Edit Workspace Incoming Call Flow 6 Edit the incoming call flow as needed. Tip: For additional help on each screen, click the Help button at the top right corner of the screen. 7 Click the Save Changes button. Related Topics Workspace Phone Service Using the Voice Messaging System (VMS) Using Polycom Desktop VoIP Phones Configuring and Using Softphones Configuring the Polycom SpectraLink 8002 Wireless VoIP Phone Workspace Phone Service Using the Voice Messaging System (VMS) Using Polycom Desktop VoIP Phones Configuring and Using Softphones Configuring the Polycom SpectraLink 8002 Wireless VoIP Phone 34 Business Central 200 User s Guide

41 Using the Voice Messaging System (VMS) Status: Complete (Juniper 1.5) Click here for a list of related topics. Workspace Phone Service Recording an Auto-Attendant Greeting Accessing the Directory Logging on to the Voice Messaging System (VMS) Changing Your Voice Messaging System Password Recording Workspace Names Recording a Voic Greeting Listening to Voic Messages Calling a Workspace s Voic Directly Using the Overhead Paging System Using Polycom Desktop VoIP Phones Configuring and Using Softphones Configuring the Polycom SpectraLink 8002 Wireless VoIP Phone The voice messaging system (VMS) provides a workspace with voic and a listing in the directory. If a workspace has both its voice messaging and service turned on, any voic messages will also get sent to the workspace as attachments. You can then listen to the voic message from your computer or from any phone. Note: A workspace voic box can contain a maximum of 200 voic messages at one time. When that limit is reached, people cannot leave anymore voic messages until some of them are manually deleted. See the following topics for information about using the voice messaging system: Accessing the Directory Accessing the Directory Logging on to the Voice Messaging System (VMS) Changing Your Voice Messaging System Password Recording Workspace Names Recording a Voic Greeting Listening to Voic Messages Calling a Workspace s Voic Directly Using the Overhead Paging System DO NOT DELETE HIDDEN TEXT: voice mail voic vmail VMS messagebank Voice Messaging System (VMS) Quick Reference Chapter 4: Using Phones 35

42 Click here to view a printable PDF of the VMS Quick Reference. To view PDF files, you must have a PDF viewer, such as the free Adobe Reader, installed on your computer. Polycom Phone Documentation Documentation for Polycom phones is available through their Website at Some Polycom phone features described in their documentation work differently with Business Central. When the Polycom documentation and Business Central documentation differ, use the Business Central documentation. To view a printable PDF of any of the following Polycom User Guides, click the link below: SoundPoint IP 301 User Guide (SIP 3.0) SoundPoint IP 330/320 User Guide (SIP 3.1) SoundPoint IP 430 User Guide (SIP 3.0) SoundPoint IP 450 User Guide (SIP 3.1) SoundPoint IP 501 User Guide (SIP 3.0) SoundPoint IP 550 User Guide (SIP 3.1) SoundPoint IP 560 User Guide (SIP 3.1) SoundPoint IP 600/601 User Guide (SIP 3.0) SoundPoint IP 650 User Guide (SIP 3.1) SoundPoint IP 670 User Guide (SIP 3.1) SoundStation IP 4000 User Guide (SIP 3.0) SoundStation IP 6000 User Guide (SIP 3.1) SpectraLink 8002 Wireless Phone User Guide Note: The Polycom SoundPoint IP 300 and 500 phones are no longer supported as of version 1.6. These phones may still work with Business Central, but not all features are supported. Related Topics Workspace Phone Service Recording an Auto-Attendant Greeting Accessing the Directory Logging on to the Voice Messaging System (VMS) Changing Your Voice Messaging System Password Recording Workspace Names Recording a Voic Greeting Listening to Voic Messages Calling a Workspace s Voic Directly 36 Business Central 200 User s Guide

43 Using the Overhead Paging System Using Polycom Desktop VoIP Phones Configuring and Using Softphones Configuring the Polycom SpectraLink 8002 Wireless VoIP Phone Workspace Phone Service Recording an Auto-Attendant Greeting Accessing the Directory Logging on to the Voice Messaging System (VMS) Changing Your Voice Messaging System Password Recording Workspace Names Recording a Voic Greeting Listening to Voic Messages Calling a Workspace s Voic Directly Using the Overhead Paging System Using Polycom Desktop VoIP Phones Configuring and Using Softphones Configuring the Polycom SpectraLink 8002 Wireless VoIP Phone Accessing the Directory Status: Complete (Juniper 1.5) Click here for a list of related topics. Accessing the Company Contact List Workspace Phone Service Using the Voice Messaging System (VMS) Recording an Auto-Attendant Greeting Logging on to the Voice Messaging System (VMS) Changing Your Voice Messaging System Password Recording Workspace Names Recording a Voic Greeting Listening to Voic Messages Calling a Workspace s Voic Directly Using the Overhead Paging System Using Polycom Desktop VoIP Phones Configuring and Using Softphones Configuring the Polycom SpectraLink 8002 Wireless VoIP Phone Chapter 4: Using Phones 37

44 Tip: Some PDAs send touchtones for number keys only, not for letter keys, which are required for Business Central s dial-by-workspace name directory. To send touchtones for letters on those PDAs, you may have to press another key, such as ALT, before pressing each letter. Please refer to your PDA user documentation for more information. Accessing the Directory If you want to call another workspace, but you do not know the extension number for that workspace, you can look it up in the directory. The directory is a listing of workspaces and their extension numbers. To Access the Directory Dial 4 on any workspace phone. Note: Also see Accessing the Company Contact List on page 70. Voice Messaging System (VMS) Quick Reference Click here to view a printable PDF of the VMS Quick Reference. To view PDF files, you must have a PDF viewer, such as the free Adobe Reader, installed on your computer. Polycom Phone Documentation Documentation for Polycom phones is available through their Website at Some Polycom phone features described in their documentation work differently with Business Central. When the Polycom documentation and Business Central documentation differ, use the Business Central documentation. To view a printable PDF of any of the following Polycom User Guides, click the link below: SoundPoint IP 301 User Guide (SIP 3.0) SoundPoint IP 330/320 User Guide (SIP 3.1) SoundPoint IP 430 User Guide (SIP 3.0) SoundPoint IP 450 User Guide (SIP 3.1) SoundPoint IP 501 User Guide (SIP 3.0) SoundPoint IP 550 User Guide (SIP 3.1) SoundPoint IP 560 User Guide (SIP 3.1) SoundPoint IP 600/601 User Guide (SIP 3.0) SoundPoint IP 650 User Guide (SIP 3.1) SoundPoint IP 670 User Guide (SIP 3.1) SoundStation IP 4000 User Guide (SIP 3.0) SoundStation IP 6000 User Guide (SIP 3.1) 38 Business Central 200 User s Guide

45 SpectraLink 8002 Wireless Phone User Guide Note: The Polycom SoundPoint IP 300 and 500 phones are no longer supported as of version 1.6. These phones may still work with Business Central, but not all features are supported. Related Topics Accessing the Company Contact List Workspace Phone Service Using the Voice Messaging System (VMS) Recording an Auto-Attendant Greeting Logging on to the Voice Messaging System (VMS) Changing Your Voice Messaging System Password Recording Workspace Names Recording a Voic Greeting Listening to Voic Messages Calling a Workspace s Voic Directly Using the Overhead Paging System Using Polycom Desktop VoIP Phones Configuring and Using Softphones Configuring the Polycom SpectraLink 8002 Wireless VoIP Phone Accessing the Company Contact List Workspace Phone Service Using the Voice Messaging System (VMS) Recording an Auto-Attendant Greeting Logging on to the Voice Messaging System (VMS) Changing Your Voice Messaging System Password Recording Workspace Names Recording a Voic Greeting Listening to Voic Messages Using the Overhead Paging System Calling a Workspace s Voic Directly Using Polycom Desktop VoIP Phones Configuring and Using Softphones Configuring the Polycom SpectraLink 8002 Wireless VoIP Phone Chapter 4: Using Phones 39

46 Logging on to the Voice Messaging System (VMS) Status: Complete (Juniper 1.5) Click here for a list of related topics. Workspace Phone Service Using the Voice Messaging System (VMS) Recording an Auto-Attendant Greeting Accessing the Directory Changing Your Voice Messaging System Password Recording Workspace Names Recording a Voic Greeting Listening to Voic Messages Calling a Workspace s Voic Directly Using the Overhead Paging System Using Polycom Desktop VoIP Phones Configuring and Using Softphones Configuring the Polycom SpectraLink 8002 Wireless VoIP Phone You can log on to the VMS for your personal workspace and any shared workspaces to which you belong if that workspace has its VMS turned on. Tip: Initially, the VMS password is the same as the workspace extension number. (For example, if your extension number is 2007, your VMS password is also 2007.) If you have not yet done so, you should change your VMS password as soon as possible. Otherwise, other people may be able to access your voic messages and other VMS services. To Log On to the VMS 1 Dial on the phone s keypad, and wait for the voice prompt. 2 (Optional) Press #, and then enter the workspace s extension number if you want to log on to the VMS for a workspace that is not associated with this phone. 3 Enter the workspace s VMS password. The default VMS password is the workspace s extension number, except for the Reception workspace. 4 If you hear a list of your personal and shared workspaces, press the number associated with the workspace whose VMS you want to access. To Access the VMS from an External Phone 1 Call your company s phone number. 2 If a receptionist or somebody else answers your call, ask the person to transfer you to. or 40 Business Central 200 User s Guide

47 If you hear the Auto-Attendant, choose an option that goes to the Voice Messaging System or to anybody s voic greeting. Then, press to access the VMS. 3 Log on to the VMS. Voice Messaging System (VMS) Quick Reference Click here to view a printable PDF of the VMS Quick Reference. To view PDF files, you must have a PDF viewer, such as the free Adobe Reader, installed on your computer. Polycom Phone Documentation Documentation for Polycom phones is available through their Website at Some Polycom phone features described in their documentation work differently with Business Central. When the Polycom documentation and Business Central documentation differ, use the Business Central documentation. To view a printable PDF of any of the following Polycom User Guides, click the link below: SoundPoint IP 301 User Guide (SIP 3.0) SoundPoint IP 330/320 User Guide (SIP 3.1) SoundPoint IP 430 User Guide (SIP 3.0) SoundPoint IP 450 User Guide (SIP 3.1) SoundPoint IP 501 User Guide (SIP 3.0) SoundPoint IP 550 User Guide (SIP 3.1) SoundPoint IP 560 User Guide (SIP 3.1) SoundPoint IP 600/601 User Guide (SIP 3.0) SoundPoint IP 650 User Guide (SIP 3.1) SoundPoint IP 670 User Guide (SIP 3.1) SoundStation IP 4000 User Guide (SIP 3.0) SoundStation IP 6000 User Guide (SIP 3.1) SpectraLink 8002 Wireless Phone User Guide Note: The Polycom SoundPoint IP 300 and 500 phones are no longer supported as of version 1.6. These phones may still work with Business Central, but not all features are supported. Related Topics Workspace Phone Service Using the Voice Messaging System (VMS) Recording an Auto-Attendant Greeting Accessing the Directory Changing Your Voice Messaging System Password Recording Workspace Names Chapter 4: Using Phones Recording a Voic Greeting 41

48 Listening to Voic Messages Calling a Workspace s Voic Directly Using the Overhead Paging System Using Polycom Desktop VoIP Phones Configuring and Using Softphones Configuring the Polycom SpectraLink 8002 Wireless VoIP Phone Workspace Phone Service Using the Voice Messaging System (VMS) Recording an Auto-Attendant Greeting Accessing the Directory Changing Your Voice Messaging System Password Recording Workspace Names Recording a Voic Greeting Listening to Voic Messages Calling a Workspace s Voic Directly Using the Overhead Paging System Using Polycom Desktop VoIP Phones Configuring and Using Softphones Configuring the Polycom SpectraLink 8002 Wireless VoIP Phone 42 Business Central 200 User s Guide

49 Changing Your Voice Messaging System Password Status: Complete (Juniper 1.5) Click here for a list of related topics. Workspace Phone Service Using the Voice Messaging System (VMS) Recording an Auto-Attendant Greeting Accessing the Directory Logging on to the Voice Messaging System (VMS) Recording Workspace Names Recording a Voic Greeting Listening to Voic Messages Calling a Workspace s Voic Directly Using the Overhead Paging System Using Polycom Desktop VoIP Phones Configuring and Using Softphones Configuring the Polycom SpectraLink 8002 Wireless VoIP Phone Each workspace has a has a four-digit voice messaging system (VMS) password that workspace members must use to access the VMS. This password helps keep the VMS secure. By default, the VMS password is the same as the workspace s extension number. However, this default password is not secure because anybody who knows the workspace s extension number would also know the default VMS password. The owner of a personal workspace, or any member of a shared workspace, can change the workspace s VMS password, either through Business Central Manager or through the phone. Once the password has been changed manually, it no longer changes automatically to match the extension number. Tip: When you change a shared workspace s VMS password, you should notify all members of the workspace. Note: For instructions on accessing the voice messaging system (VMS), refer to Logging on to the Voice Messaging System (VMS) on page 40. To Change a Workspace s VMS Password Through a Phone 1 Dial on your phone s keypad, and wait for the voice prompt. 2 Log on to the VMS for the workspace. 3 Press 3 (workspace settings). 4 Press 2 (change password). 5 Follow the voice prompts to change the VMS password. The VMS password must be 4-digits long. Chapter 4: Using Phones 43

50 To Change Your Personal or Shared Workspace s VMS Password Through Business Central Manager 1 Log on to Business Central Manager. 2 Select your personal or shared workspace in the My Workspaces explorer. 3 Click the Edit Properties button. 4 In the list of properties, click Phone Service. 5 Click the Voice Messaging System tab. 6 Enter the new VMS password. The VMS password must be 4-digits long. 7 Click the Save Changes button. Voice Messaging System (VMS) Quick Reference Click here to view a printable PDF of the VMS Quick Reference. To view PDF files, you must have a PDF viewer, such as the free Adobe Reader, installed on your computer. Polycom Phone Documentation Documentation for Polycom phones is available through their Website at Some Polycom phone features described in their documentation work differently with Business Central. When the Polycom documentation and Business Central documentation differ, use the Business Central documentation. To view a printable PDF of any of the following Polycom User Guides, click the link below: SoundPoint IP 301 User Guide (SIP 3.0) SoundPoint IP 330/320 User Guide (SIP 3.1) SoundPoint IP 430 User Guide (SIP 3.0) SoundPoint IP 450 User Guide (SIP 3.1) SoundPoint IP 501 User Guide (SIP 3.0) SoundPoint IP 550 User Guide (SIP 3.1) SoundPoint IP 560 User Guide (SIP 3.1) SoundPoint IP 600/601 User Guide (SIP 3.0) SoundPoint IP 650 User Guide (SIP 3.1) SoundPoint IP 670 User Guide (SIP 3.1) SoundStation IP 4000 User Guide (SIP 3.0) SoundStation IP 6000 User Guide (SIP 3.1) SpectraLink 8002 Wireless Phone User Guide Note: The Polycom SoundPoint IP 300 and 500 phones are no longer supported as of version 1.6. These phones may still work with Business Central, but not all features are supported. Related Topics 44 Business Central 200 User s Guide

51 Workspace Phone Service Using the Voice Messaging System (VMS) Recording an Auto-Attendant Greeting Accessing the Directory Logging on to the Voice Messaging System (VMS) Recording Workspace Names Recording a Voic Greeting Listening to Voic Messages Calling a Workspace s Voic Directly Using the Overhead Paging System Using Polycom Desktop VoIP Phones Configuring and Using Softphones Configuring the Polycom SpectraLink 8002 Wireless VoIP Phone Workspace Phone Service Using the Voice Messaging System (VMS) Recording an Auto-Attendant Greeting Accessing the Directory Logging on to the Voice Messaging System (VMS) Recording Workspace Names Recording a Voic Greeting Listening to Voic Messages Calling a Workspace s Voic Directly Using the Overhead Paging System Using Polycom Desktop VoIP Phones Configuring and Using Softphones Configuring the Polycom SpectraLink 8002 Wireless VoIP Phone Chapter 4: Using Phones 45

52 Recording Workspace Names Status: Complete (Juniper 1.5) Click here for a list of related topics. Workspace Phone Service Using the Voice Messaging System (VMS) Recording an Auto-Attendant Greeting Accessing the Directory Logging on to the Voice Messaging System (VMS) Changing Your Voice Messaging System Password Recording a Voic Greeting Listening to Voic Messages Calling a Workspace s Voic Directly Using the Overhead Paging System Using Polycom Desktop VoIP Phones Configuring and Using Softphones Configuring the Polycom SpectraLink 8002 Wireless VoIP Phone It is important to record your name (for personal workspaces) or the workspace name (for shared workspaces) in the voice messaging system (VMS). Recording workspace names has three purposes: When callers go to the directory, they can enter the first three letters of the name of the person or workspace they are trying to call. The directory then plays back the matching workspace names recorded in the directory, and their extension numbers. The default voic greeting, which plays if the incoming call flow directs the call to voic , uses your recorded workspace name. However, if you record a custom voic greeting, it plays your custom greeting instead of the default greeting with your recorded name. Note: If you do not record your workspace name, the voic greeting will use your workspace extension number instead. In that case, callers may be uncertain whether they are have reached the correct workspace. The VMS can list the personal workspaces that belong to a shared workspace, or the shared workspaces to which a personal workspace belongs. If the workspace names are recorded, it lists the workspaces by name. Otherwise, it lists them by extension number, which is not as useful. Tip: To improve recording quality, use the phone s handset, instead of speakerphone, to record an Auto-Attendant s greeting, voic greetings, and workspace names. Note: For instructions on accessing the voice messaging system (VMS), refer to Logging on to the Voice Messaging System (VMS) on page Business Central 200 User s Guide

53 To Record Your Name (or a Shared Workspace Name) in the Directory 1 Pick up the handset, and dial, and wait for the voice prompt. 2 Log on to the VMS for the workspace. 3 Press 3 (workspace settings). 4 Press 1 (workspace greetings). 5 Press 2 (record workspace name). 6 Follow the voice prompts to record the workspace name. Voice Messaging System (VMS) Quick Reference Click here to view a printable PDF of the VMS Quick Reference. To view PDF files, you must have a PDF viewer, such as the free Adobe Reader, installed on your computer. Polycom Phone Documentation Documentation for Polycom phones is available through their Website at Some Polycom phone features described in their documentation work differently with Business Central. When the Polycom documentation and Business Central documentation differ, use the Business Central documentation. To view a printable PDF of any of the following Polycom User Guides, click the link below: SoundPoint IP 301 User Guide (SIP 3.0) SoundPoint IP 330/320 User Guide (SIP 3.1) SoundPoint IP 430 User Guide (SIP 3.0) SoundPoint IP 450 User Guide (SIP 3.1) SoundPoint IP 501 User Guide (SIP 3.0) SoundPoint IP 550 User Guide (SIP 3.1) SoundPoint IP 560 User Guide (SIP 3.1) SoundPoint IP 600/601 User Guide (SIP 3.0) SoundPoint IP 650 User Guide (SIP 3.1) SoundPoint IP 670 User Guide (SIP 3.1) SoundStation IP 4000 User Guide (SIP 3.0) SoundStation IP 6000 User Guide (SIP 3.1) SpectraLink 8002 Wireless Phone User Guide Note: The Polycom SoundPoint IP 300 and 500 phones are no longer supported as of version 1.6. These phones may still work with Business Central, but not all features are supported. Related Topics Workspace Phone Service Using the Voice Messaging System (VMS) Chapter 4: Using Phones 47

54 Recording an Auto-Attendant Greeting Accessing the Directory Logging on to the Voice Messaging System (VMS) Changing Your Voice Messaging System Password Recording a Voic Greeting Listening to Voic Messages Calling a Workspace s Voic Directly Using the Overhead Paging System Using Polycom Desktop VoIP Phones Configuring and Using Softphones Configuring the Polycom SpectraLink 8002 Wireless VoIP Phone Workspace Phone Service Using the Voice Messaging System (VMS) Recording an Auto-Attendant Greeting Accessing the Directory Logging on to the Voice Messaging System (VMS) Changing Your Voice Messaging System Password Recording a Voic Greeting Listening to Voic Messages Calling a Workspace s Voic Directly Using the Overhead Paging System Using Polycom Desktop VoIP Phones Configuring and Using Softphones Configuring the Polycom SpectraLink 8002 Wireless VoIP Phone 48 Business Central 200 User s Guide

55 Recording a Voic Greeting Status: Complete (Juniper 1.5) Click here for a list of related topics. Workspace Phone Service Using the Voice Messaging System (VMS) Recording an Auto-Attendant Greeting Accessing the Directory Logging on to the Voice Messaging System (VMS) Changing Your Voice Messaging System Password Recording Workspace Names Listening to Voic Messages Calling a Workspace s Voic Directly Using the Overhead Paging System Using Polycom Desktop VoIP Phones Configuring and Using Softphones Configuring the Polycom SpectraLink 8002 Wireless VoIP Phone The voic greeting is the greeting callers hear when they call a workspace and their call goes to voic . You should record a custom voic greeting for your personal workspace and any shared workspace of which you are a member. If you do not record a voic greeting, Business Central will use the default voic greeting, Extension <number> is unavailable. Please leave a message after the tone. However, if you have recorded your workspace name, it will use your name, instead of your extension number, in the default voic greeting. Tip: To improve recording quality, use the phone s handset, instead of speakerphone, to record an Auto-Attendant s greeting, voic greetings, and workspace names. Note: For instructions on accessing the voice messaging system (VMS), refer to Logging on to the Voice Messaging System (VMS) on page 40. To Record Your Voic Greeting (or a Shared Workspace Voic Greeting) in the VMS 1 Pick up the handset, dial, and wait for the voice prompt. 2 Log on to the VMS for the workspace. 3 Press 3 (workspace settings). 4 Press 1 (workspace greetings). 5 Press 1 (record voic greeting). 6 Follow the voice prompts to record the voic greeting. Voice Messaging System (VMS) Quick Reference Click here to view a printable PDF of the VMS Quick Reference. Chapter 4: Using Phones 49

56 To view PDF files, you must have a PDF viewer, such as the free Adobe Reader, installed on your computer. Polycom Phone Documentation Documentation for Polycom phones is available through their Website at Some Polycom phone features described in their documentation work differently with Business Central. When the Polycom documentation and Business Central documentation differ, use the Business Central documentation. To view a printable PDF of any of the following Polycom User Guides, click the link below: SoundPoint IP 301 User Guide (SIP 3.0) SoundPoint IP 330/320 User Guide (SIP 3.1) SoundPoint IP 430 User Guide (SIP 3.0) SoundPoint IP 450 User Guide (SIP 3.1) SoundPoint IP 501 User Guide (SIP 3.0) SoundPoint IP 550 User Guide (SIP 3.1) SoundPoint IP 560 User Guide (SIP 3.1) SoundPoint IP 600/601 User Guide (SIP 3.0) SoundPoint IP 650 User Guide (SIP 3.1) SoundPoint IP 670 User Guide (SIP 3.1) SoundStation IP 4000 User Guide (SIP 3.0) SoundStation IP 6000 User Guide (SIP 3.1) SpectraLink 8002 Wireless Phone User Guide Note: The Polycom SoundPoint IP 300 and 500 phones are no longer supported as of version 1.6. These phones may still work with Business Central, but not all features are supported. Related Topics Workspace Phone Service Using the Voice Messaging System (VMS) Recording an Auto-Attendant Greeting Accessing the Directory Logging on to the Voice Messaging System (VMS) Changing Your Voice Messaging System Password Recording Workspace Names Listening to Voic Messages Calling a Workspace s Voic Directly Using the Overhead Paging System 50 Business Central 200 User s Guide

57 Using Polycom Desktop VoIP Phones Configuring and Using Softphones Configuring the Polycom SpectraLink 8002 Wireless VoIP Phone Workspace Phone Service Using the Voice Messaging System (VMS) Recording an Auto-Attendant Greeting Accessing the Directory Logging on to the Voice Messaging System (VMS) Changing Your Voice Messaging System Password Recording Workspace Names Listening to Voic Messages Calling a Workspace s Voic Directly Using the Overhead Paging System Using Polycom Desktop VoIP Phones Configuring and Using Softphones Configuring the Polycom SpectraLink 8002 Wireless VoIP Phone Chapter 4: Using Phones 51

58 Recording an Auto-Attendant Greeting Status: Complete (Juniper 1.5) Click here for a list of related topics. Workspace Phone Service Using the Voice Messaging System (VMS) Accessing the Directory Logging on to the Voice Messaging System (VMS) Changing Your Voice Messaging System Password Recording Workspace Names Recording a Voic Greeting Listening to Voic Messages Calling a Workspace s Voic Directly Using the Overhead Paging System Using Polycom Desktop VoIP Phones Configuring and Using Softphones Configuring the Polycom SpectraLink 8002 Wireless VoIP Phone An Auto-Attendant greeting is the automated greeting callers hear when they phone a workspace and are directed to an Auto-Attendant. The default Auto-Attendant greeting says, Hello, and thank you for calling. If you know the extension of the person you are calling, please dial it now. Otherwise, please press 4 for the directory. This Auto-Attendant greeting is generic and does not include your company name, so callers cannot be certain they have reached the correct company. You should record a custom Auto-Attendant greeting for your company as soon as possible after setting up your Business Central system. Your Auto-Attendant greeting should include your company name and tell customers which number to dial for the directory. This requires your Auto- Attendant to be configured with the directory as one of its destinations. You could also include aliases or extension numbers of some commonly called workspaces. Example: The Auto-Attendant greeting at Mosaic Paints says, Hello. You have reached Mosaic Paints. If you know the 4-digit extension number of the person you are calling, please dial it now. Otherwise, press 1 for the directory where you can enter your party s name on your touch-tone phone. To contact the Sales department, dial 2. To contact the Customer Service department, dial 3. If you re not sure which person or department you should speak to, dial 4 for information. Tip: To improve recording quality, use the phone s handset, instead of speakerphone, to record an Auto-Attendant s greeting, voic greetings, and workspace names. To Record an Auto-Attendant Greeting 52 Business Central 200 User s Guide

59 1 Pick up the handset, dial, and wait for the voice prompt. 2 (Optional) If the phone is not assigned to the Auto-Attendant s workspace, press #, and enter the extension number of the Auto-Attendant s workspace. 3 Enter the workspace s VMS password. 4 Dial 3 for Workspace Settings. 5 Dial 3 for Auto-Attendant Greetings 6 If you are asked for an Auto-Attendant ID, enter it. It is provided in Business Central Manager to the System Administrators under Call Routing -> Auto Attendants. 7 Follow the voice prompts to record the Auto-Attendant greeting. Voice Messaging System (VMS) Quick Reference Click here to view a printable PDF of the VMS Quick Reference. To view PDF files, you must have a PDF viewer, such as the free Adobe Reader, installed on your computer. Polycom Phone Documentation Documentation for Polycom phones is available through their Website at Some Polycom phone features described in their documentation work differently with Business Central. When the Polycom documentation and Business Central documentation differ, use the Business Central documentation. To view a printable PDF of any of the following Polycom User Guides, click the link below: SoundPoint IP 301 User Guide (SIP 3.0) SoundPoint IP 330/320 User Guide (SIP 3.1) SoundPoint IP 430 User Guide (SIP 3.0) SoundPoint IP 450 User Guide (SIP 3.1) SoundPoint IP 501 User Guide (SIP 3.0) SoundPoint IP 550 User Guide (SIP 3.1) SoundPoint IP 560 User Guide (SIP 3.1) SoundPoint IP 600/601 User Guide (SIP 3.0) SoundPoint IP 650 User Guide (SIP 3.1) SoundPoint IP 670 User Guide (SIP 3.1) SoundStation IP 4000 User Guide (SIP 3.0) SoundStation IP 6000 User Guide (SIP 3.1) SpectraLink 8002 Wireless Phone User Guide Note: The Polycom SoundPoint IP 300 and 500 phones are no longer supported as of version 1.6. These phones may still work with Business Central, but not all features are supported. Related Topics Chapter 4: Using Phones 53

60 Workspace Phone Service Using the Voice Messaging System (VMS) Accessing the Directory Logging on to the Voice Messaging System (VMS) Changing Your Voice Messaging System Password Recording Workspace Names Recording a Voic Greeting Listening to Voic Messages Calling a Workspace s Voic Directly Using the Overhead Paging System Using Polycom Desktop VoIP Phones Configuring and Using Softphones Configuring the Polycom SpectraLink 8002 Wireless VoIP Phone Workspace Phone Service Using the Voice Messaging System (VMS) Accessing the Directory Logging on to the Voice Messaging System (VMS) Changing Your Voice Messaging System Password Recording Workspace Names Recording a Voic Greeting Listening to Voic Messages Calling a Workspace s Voic Directly Using the Overhead Paging System Using Polycom Desktop VoIP Phones Configuring and Using Softphones Configuring the Polycom SpectraLink 8002 Wireless VoIP Phone 54 Business Central 200 User s Guide

61 Listening to Voic Messages Status: Complete (Juniper 1.5) Click here for a list of related topics. Workspace Phone Service Using the Voice Messaging System (VMS) Recording an Auto-Attendant Greeting Accessing the Directory Logging on to the Voice Messaging System (VMS) Changing Your Voice Messaging System Password Recording Workspace Names Recording a Voic Greeting Calling a Workspace s Voic Directly Using the Overhead Paging SystemUsing Polycom Desktop VoIP Phones Configuring and Using Softphones Configuring the Polycom SpectraLink 8002 Wireless VoIP Phone Note: For instructions on accessing the voice messaging system (VMS), refer to Logging on to the Voice Messaging System (VMS) on page 40. To Listen to Voic Messages 1 Dial on your phone. 2 Log on to the VMS for the workspace. 3 Press 1 to listen to new voic messages. or Press 2 to listen to old voic messages. 4 Refer to Table 2 below for message management options. Table 2 Voic Message Management Options Press To # Skip to the next message 1 Rewind 2 Pause or Resume 3 Fast forward 4 Skip to the previous message 5 Listen to message information (date, time, and other information) 6 Forward the message to another workspace 7 Delete the message Chapter 4: Using Phones 55

62 Table 2 Voic Message Management Options (Continued) Press To 8 Reply to the message * Return to the workspace s VMS main menu 0 Replay menu options Listening to Voic Messages Through If your workspace has service, and your account is set up in software, you will also receive the voic message as an attachment in.wav sound file format. Just open the.wav file to listen to your voic message. What about shared workspaces? Note: To be able to listen to voic messages through , your computer must have correctly configured sound card and your computer s volume must be turned up (not muted). If you delete a voic message through the voice messaging system (VMS) on the phone, it will not delete the message with the voic attachment in your . Similarly, if you delete the message with the voic attachment, it will not delete the voic message in the VMS. If you set up forwarding for your workspace s service, it will also forward any voic messages send to your address. Voice Messaging System (VMS) Quick Reference Click here to view a printable PDF of the VMS Quick Reference. To view PDF files, you must have a PDF viewer, such as the free Adobe Reader, installed on your computer. Polycom Phone Documentation Documentation for Polycom phones is available through their Website at Some Polycom phone features described in their documentation work differently with Business Central. When the Polycom documentation and Business Central documentation differ, use the Business Central documentation. To view a printable PDF of any of the following Polycom User Guides, click the link below: SoundPoint IP 301 User Guide (SIP 3.0) SoundPoint IP 330/320 User Guide (SIP 3.1) SoundPoint IP 430 User Guide (SIP 3.0) SoundPoint IP 450 User Guide (SIP 3.1) SoundPoint IP 501 User Guide (SIP 3.0) SoundPoint IP 550 User Guide (SIP 3.1) SoundPoint IP 560 User Guide (SIP 3.1) SoundPoint IP 600/601 User Guide (SIP 3.0) SoundPoint IP 650 User Guide (SIP 3.1) 56 Business Central 200 User s Guide

63 SoundPoint IP 670 User Guide (SIP 3.1) SoundStation IP 4000 User Guide (SIP 3.0) SoundStation IP 6000 User Guide (SIP 3.1) SpectraLink 8002 Wireless Phone User Guide Note: The Polycom SoundPoint IP 300 and 500 phones are no longer supported as of version 1.6. These phones may still work with Business Central, but not all features are supported. Related Topics Workspace Phone Service Using the Voice Messaging System (VMS) Recording an Auto-Attendant Greeting Accessing the Directory Logging on to the Voice Messaging System (VMS) Changing Your Voice Messaging System Password Recording Workspace Names Recording a Voic Greeting Calling a Workspace s Voic Directly Using the Overhead Paging System Using Polycom Desktop VoIP Phones Configuring and Using Softphones Configuring the Polycom SpectraLink 8002 Wireless VoIP Phone Workspace Phone Service Using the Voice Messaging System (VMS) Recording an Auto-Attendant Greeting Accessing the Directory Logging on to the Voice Messaging System (VMS) Changing Your Voice Messaging System Password Recording Workspace Names Recording a Voic Greeting Calling a Workspace s Voic Directly Using the Overhead Paging System Using Polycom Desktop VoIP Phones Configuring and Using Softphones Configuring the Polycom SpectraLink 8002 Wireless VoIP Phone Chapter 4: Using Phones 57

64 Calling a Workspace s Voic Directly Status: Complete (Oak 1.6.2) Click here for a list of related topics. Workspace Phone Service Using the Voice Messaging System (VMS) Recording an Auto-Attendant Greeting Accessing the Directory Logging on to the Voice Messaging System (VMS) Changing Your Voice Messaging System Password Recording Workspace Names Recording a Voic Greeting Using the Overhead Paging System Using Polycom Desktop VoIP Phones Configuring and Using Softphones Configuring the Polycom SpectraLink 8002 Wireless VoIP Phone You can call somebody s voic directly without ringing their phone. This feature is useful if you want to leave somebody a quick voic message without disturbing them. To Call a Workspace s Voic Directly 1 On your phone, dial followed by the workspace s extension number. For example, Leave your message. 3 Hang up the phone. Voice Messaging System (VMS) Quick Reference Click here to view a printable PDF of the VMS Quick Reference. To view PDF files, you must have a PDF viewer, such as the free Adobe Reader, installed on your computer. Polycom Phone Documentation Documentation for Polycom phones is available through their Website at Some Polycom phone features described in their documentation work differently with Business Central. When the Polycom documentation and Business Central documentation differ, use the Business Central documentation. To view a printable PDF of any of the following Polycom User Guides, click the link below: SoundPoint IP 301 User Guide (SIP 3.0) SoundPoint IP 330/320 User Guide (SIP 3.1) 58 Business Central 200 User s Guide

65 SoundPoint IP 430 User Guide (SIP 3.0) SoundPoint IP 450 User Guide (SIP 3.1) SoundPoint IP 501 User Guide (SIP 3.0) SoundPoint IP 550 User Guide (SIP 3.1) SoundPoint IP 560 User Guide (SIP 3.1) SoundPoint IP 600/601 User Guide (SIP 3.0) SoundPoint IP 650 User Guide (SIP 3.1) SoundPoint IP 670 User Guide (SIP 3.1) SoundStation IP 4000 User Guide (SIP 3.0) SoundStation IP 6000 User Guide (SIP 3.1) SpectraLink 8002 Wireless Phone User Guide Note: The Polycom SoundPoint IP 300 and 500 phones are no longer supported as of version 1.6. These phones may still work with Business Central, but not all features are supported. Related Topics Workspace Phone Service Using the Voice Messaging System (VMS) Recording an Auto-Attendant Greeting Accessing the Directory Logging on to the Voice Messaging System (VMS) Changing Your Voice Messaging System Password Recording Workspace Names Recording a Voic Greeting Listening to Voic Messages Using the Overhead Paging System Using Polycom Desktop VoIP Phones Configuring and Using Softphones Configuring the Polycom SpectraLink 8002 Wireless VoIP Phone Workspace Phone Service Using the Voice Messaging System (VMS) Recording an Auto-Attendant Greeting Accessing the Directory Logging on to the Voice Messaging System (VMS) Changing Your Voice Messaging System Password Recording Workspace Names Recording a Voic Greeting Chapter 4: Using Phones 59

66 Listening to Voic Messages Using the Overhead Paging System Using Polycom Desktop VoIP Phones Configuring and Using Softphones Configuring the Polycom SpectraLink 8002 Wireless VoIP Phone Using the Overhead Paging System Status: Complete (Oak 1.6.2) Click here for a list of related topics. Workspace Phone Service Using the Voice Messaging System (VMS) Recording an Auto-Attendant Greeting Accessing the Directory Logging on to the Voice Messaging System (VMS) Changing Your Voice Messaging System Password Recording Workspace Names Recording a Voic Greeting Calling a Workspace s Voic Directly Using Polycom Desktop VoIP Phones Configuring and Using Softphones Configuring the Polycom SpectraLink 8002 Wireless VoIP Phone If your system administrator has connected a public address system to Business Central, you can use overhead paging as described below. To Use Overhead Paging Audio Line Out PA System 1 Dial ** on your phone. 2 When you hear your PA system s signal, speak into your phone. The PA system will broadcast your voice. 3 When you are finished speaking, hang up your phone. To Use Overhead Paging Analog Telephone Adapter PA System 1 Dial the extension number for the workspace associated with your PA system. 2 When you hear your PA system s signal, speak into your phone. The PA system will broadcast your voice. 3 When you are finished speaking, hang up your phone. Voice Messaging System (VMS) Quick Reference Click here to view a printable PDF of the VMS Quick Reference. To view PDF files, you must have a PDF viewer, such as the free Adobe Reader, installed on your computer. 60 Business Central 200 User s Guide

67 Polycom Phone Documentation Documentation for Polycom phones is available through their Website at Some Polycom phone features described in their documentation work differently with Business Central. When the Polycom documentation and Business Central documentation differ, use the Business Central documentation. To view a printable PDF of any of the following Polycom User Guides, click the link below: SoundPoint IP 301 User Guide (SIP 3.0) SoundPoint IP 330/320 User Guide (SIP 3.1) SoundPoint IP 430 User Guide (SIP 3.0) SoundPoint IP 450 User Guide (SIP 3.1) SoundPoint IP 501 User Guide (SIP 3.0) SoundPoint IP 550 User Guide (SIP 3.1) SoundPoint IP 560 User Guide (SIP 3.1) SoundPoint IP 600/601 User Guide (SIP 3.0) SoundPoint IP 650 User Guide (SIP 3.1) SoundPoint IP 670 User Guide (SIP 3.1) SoundStation IP 4000 User Guide (SIP 3.0) SoundStation IP 6000 User Guide (SIP 3.1) SpectraLink 8002 Wireless Phone User Guide Note: The Polycom SoundPoint IP 300 and 500 phones are no longer supported as of version 1.6. These phones may still work with Business Central, but not all features are supported. Related Topics Workspace Phone Service Using the Voice Messaging System (VMS) Recording an Auto-Attendant Greeting Accessing the Directory Logging on to the Voice Messaging System (VMS) Changing Your Voice Messaging System Password Recording Workspace Names Recording a Voic Greeting Listening to Voic Messages Calling a Workspace s Voic Directly Using Polycom Desktop VoIP Phones Chapter 4: Using Phones 61

68 Configuring and Using Softphones Configuring the Polycom SpectraLink 8002 Wireless VoIP Phone Workspace Phone Service Using the Voice Messaging System (VMS) Recording an Auto-Attendant Greeting Accessing the Directory Logging on to the Voice Messaging System (VMS) Changing Your Voice Messaging System Password Recording Workspace Names Recording a Voic Greeting Listening to Voic Messages Calling a Workspace s Voic Directly Using Polycom Desktop VoIP Phones Configuring and Using Softphones Configuring the Polycom SpectraLink 8002 Wireless VoIP Phone 62 Business Central 200 User s Guide

69 Using Polycom Desktop VoIP Phones Status: Complete (Juniper 1.5) Click here for a list of related topics. Workspace Phone Service Using the Voice Messaging System (VMS) Polycom Desktop Phone Button Icons and LEDs Accessing the Company Contact List Making Phone Calls Transferring Phone Calls Forwarding Phone Calls Using Multiple Call Appearances Configuring Phone Line (Call Appearance) Buttons Configuring Speed Dial Buttons Configuring Phone Status Monitoring (Busy Lamp Field) Buttons Configuring Expansion Modules Resetting Buttons to Default Settings Troubleshooting Problems with Desktop VoIP Phones Configuring and Using Softphones Configuring the Polycom SpectraLink 8002 Wireless VoIP Phone The instructions in this guide assume you are using the Polycom SoundPoint IP 650 model desktop VoIP phone. If you are using another model of phone, please refer to the phone s documentation. Note: Some Polycom phone features work differently with Business Central. For example, Business Central uses incoming call flows instead of call forwarding. When the Polycom and Business Central documentation differ, use the Business Central documentation. For information about using the voice messaging system (VMS), see Using the Voice Messaging System (VMS) on page 35. Polycom Phone Documentation Documentation for Polycom phones is available through their Website at Click the link for your Polycom phone model. PDFs of User Guides for supported Polycom phones are also available through the Business Central online help. Some Polycom phone features described in their documentation work differently with Business Central. When the Polycom documentation and Business Central documentation differ, use the Business Central documentation. Polycom Phone Documentation Chapter 4: Using Phones 63

70 Documentation for Polycom phones is available through their Website at Some Polycom phone features described in their documentation work differently with Business Central. When the Polycom documentation and Business Central documentation differ, use the Business Central documentation. To view a printable PDF of any of the following Polycom User Guides, click the link below: SoundPoint IP 301 User Guide (SIP 3.0) SoundPoint IP 330/320 User Guide (SIP 3.1) SoundPoint IP 430 User Guide (SIP 3.0) SoundPoint IP 450 User Guide (SIP 3.1) SoundPoint IP 501 User Guide (SIP 3.0) SoundPoint IP 550 User Guide (SIP 3.1) SoundPoint IP 560 User Guide (SIP 3.1) SoundPoint IP 600/601 User Guide (SIP 3.0) SoundPoint IP 650 User Guide (SIP 3.1) SoundPoint IP 670 User Guide (SIP 3.1) SoundStation IP 4000 User Guide (SIP 3.0) SoundStation IP 6000 User Guide (SIP 3.1) SpectraLink 8002 Wireless Phone User Guide Note: The Polycom SoundPoint IP 300 and 500 phones are no longer supported as of version 1.6. These phones may still work with Business Central, but not all features are supported. X-Lite and eyebeam Softphone User s Guides You can download the X-Lite and eyebeam User s Guides from CounterPath s Website: X-Lite User s Guide: eyebeam User s Guide: Note: Some X-Lite and eyebeam features, such as call forwarding, will not work with Business Central. Related Topics Workspace Phone Service Using the Voice Messaging System (VMS) Polycom Desktop Phone Button Icons and LEDs Accessing the Company Contact List Making Phone Calls Transferring Phone Calls 64 Business Central 200 User s Guide

71 Forwarding Phone Calls Using Multiple Call Appearances Configuring Phone Line (Call Appearance) Buttons Configuring Speed Dial Buttons Configuring Phone Status Monitoring (Busy Lamp Field) Buttons Configuring Expansion Modules Resetting Buttons to Default Settings Troubleshooting Problems with Desktop VoIP Phones Configuring and Using Softphones Configuring the Polycom SpectraLink 8002 Wireless VoIP Phone Workspace Phone Service Using the Voice Messaging System (VMS) Polycom Desktop Phone Button Icons and LEDs Accessing the Company Contact List Making Phone Calls Transferring Phone Calls Forwarding Phone Calls Using Multiple Call Appearances Configuring Phone Line (Call Appearance) Buttons Configuring Speed Dial Buttons Configuring Phone Status Monitoring (Busy Lamp Field) Buttons Configuring Expansion Modules Resetting Buttons to Default Settings Troubleshooting Problems with Desktop VoIP Phones Configuring and Using Softphones Configuring the Polycom SpectraLink 8002 Wireless VoIP Phone Chapter 4: Using Phones 65

72 Polycom Desktop Phone Button Icons and LEDs Status: Complete (Oak 1.6.2) Click here for a list of related topics. Workspace Phone Service Using the Voice Messaging System (VMS) Using Polycom Desktop VoIP Phones Accessing the Company Contact List Making Phone Calls Transferring Phone Calls Forwarding Phone Calls Using Multiple Call Appearances Configuring Phone Line (Call Appearance) Buttons Configuring Speed Dial Buttons Configuring Phone Status Monitoring (Busy Lamp Field) Buttons Configuring Expansion Modules Resetting Buttons to Default Settings Troubleshooting Problems with Desktop VoIP Phones Configuring and Using Softphones Configuring the Polycom SpectraLink 8002 Wireless VoIP Phone The tables below explain meanings of the icons and LEDs that appear beside the line (call appearance), speed dial, and phone status buttons on Polycom desktop VoIP phones. Note: Some phone models do not have LEDs beside the phone buttons. Phone Line (Call Appearance) Buttons Table 3 Phone Line (Call Appearance) Button Icons and LEDs Icon LED State Description LED off LED off The call appearance is currently idle (no active or incoming call). The call appearance is unregistered, which means it is not currently connected to the Business Central server. What should somebody do to register it? 66 Business Central 200 User s Guide

73 Table 3 Phone Line (Call Appearance) Button Icons and LEDs Icon LED State Description LED off LED blinking green LED solid green LED blinking red The workspace has a new voic message. Dial * to check voic messages. For more information, see Listening to Voic Messages on page 55. This icon only indicates that the workspace to which the phone is assigned (fro example, Sidney Black) has a new voic message. It does not indicate whether the shared workspaces to which the workspace belongs (for example, Sales) have new voic messages. There is an incoming (ringing) call. If you are in an active call, and another one of your call appearance buttons displays this ringing icon, press the button to place your current call on hold and answer the second call. For more information, see Using Multiple Call Appearances on page 83. (Animated arrows) Indicates that the call appearance is currently in an active call. The call appearance is currently on hold. Speed Dial Buttons Table 4 Speed Dial Button Icons and LEDs Icon LED State Description LED off The button is programmed as a speed dial button. Press the button to call the workspace or phone number assigned to the speed dial button. Chapter 4: Using Phones 67

74 Phone Status Buttons Phone status buttons indicate whether another workspace s phones are busy. To be able to monitor other workspaces phone status, you must have the Allow these desktop phones to monitor other phones status option enabled in your workspace s Phone Service options. This option is enabled by default. Note: Phone status buttons can monitor DND (do not disturb) on Polycom desktop VoIP phones only, not on Polycom wireless phones, softphones, or analog telephone adapters. Table 5 Phone Status Button Icons and LEDs Icon LED State Description LED off All phones assigned to the workspace are idle. LED solid red LED blinking red LED off At least one phone assigned to the workspace is busy. A phone is considered to be busy if it is in one of the following states: in an active call on hold has DND (do not disturb) turned on is off-hook is ringing All phones assigned to the workspace are disconnected or not working. The workspace has no assigned phones. Related Topics Workspace Phone Service Using the Voice Messaging System (VMS) Using Polycom Desktop VoIP Phones Accessing the Company Contact List Making Phone Calls Transferring Phone Calls Forwarding Phone Calls Using Multiple Call Appearances Configuring Phone Line (Call Appearance) Buttons Configuring Speed Dial Buttons Configuring Phone Status Monitoring (Busy Lamp Field) Buttons Configuring Expansion Modules Resetting Buttons to Default Settings 68 Business Central 200 User s Guide

75 Troubleshooting Problems with Desktop VoIP Phones Configuring and Using Softphones Configuring the Polycom SpectraLink 8002 Wireless VoIP Phone Workspace Phone Service Using the Voice Messaging System (VMS) Using Polycom Desktop VoIP Phones Accessing the Company Contact List Making Phone Calls Transferring Phone Calls Forwarding Phone Calls Using Multiple Call Appearances Configuring Phone Line (Call Appearance) Buttons Configuring Speed Dial Buttons Configuring Phone Status Monitoring (Busy Lamp Field) Buttons Configuring Expansion Modules Resetting Buttons to Default Settings Troubleshooting Problems with Desktop VoIP Phones Configuring and Using Softphones Configuring the Polycom SpectraLink 8002 Wireless VoIP Phone Chapter 4: Using Phones 69

76 Accessing the Company Contact List Status: Complete (Juniper 1.5) Click here for a list of related topics. Workspace Phone Service Using the Voice Messaging System (VMS) Using Polycom Desktop VoIP Phones Polycom Desktop Phone Button Icons and LEDs Making Phone Calls Transferring Phone Calls Forwarding Phone Calls Using Multiple Call Appearances Configuring Phone Line (Call Appearance) Buttons Configuring Speed Dial Buttons Configuring Phone Status Monitoring (Busy Lamp Field) Buttons Configuring Expansion Modules Resetting Buttons to Default Settings Troubleshooting Problems with Desktop VoIP Phones Configuring and Using Softphones Configuring the Polycom SpectraLink 8002 Wireless VoIP Phone The company contact list displays an alphabetical list of personal and shared workspaces with phone service, and their extension numbers, on your desktop VoIP phone. You can scroll through the list until you find the person or group you want to call, and then at the push of a button, call them from the contact list. The company contact list is also available in a printable version. Note: Also see Accessing the Directory on page 37. Supported Phones The company contact list is supported on the following phones only: SoundPoint IP 320 SoundPoint IP 330 SoundPoint IP 430 SoundPoint IP 450 SoundPoint IP 501 SoundPoint IP 550 SoundPoint IP 560 SoundPoint IP 601 SoundPoint IP 650 SoundPoint IP Business Central 200 User s Guide

77 SoundStation IP 4000 SoundStation IP 6000 SpectraLink 8002 It is not supported on the Polycom SoundPoint IP 300, 301, 500, 600, or the SpectraLink To Access the Company Contact List on a Desktop VoIP Phone 1 Press the Services or Applications button. or If the phone does not have a Services or Applications button, press the Menu button, and then press 4 (Services or Applications). The company contact list displays. 2 Use the arrow keys to move up and down through the contact list. 3 Press the Select (checkmark or Sel) key to dial the highlighted workspace. Tip: To exit the company contact list without dialing, press the Services button, or press the Menu button twice. Chapter 4: Using Phones 71

78 Printable Company Contact List Printable versions of the company contact list are also available in the System Administrators Company Read-Only Shared Folder, as shown in Figure 12. The printable company contact list includes the extension number and address for all workspaces, as shown in Figure 13. You can open the CompanyContactList.csv file in spreadsheet software, such as Microsoft Excel, or in a text editor. You can open the CompanyContactList.html file in a Web browser, such as Internet Explorer, Safari, or Firefox. Figure 12Company Contact List in Network File Folder 72 Business Central 200 User s Guide

79 Figure 13CompanyContactList.html Voice Messaging System (VMS) Quick Reference Click here to view a printable PDF of the VMS Quick Reference. To view PDF files, you must have a PDF viewer, such as the free Adobe Reader, installed on your computer. Polycom Phone Documentation Documentation for Polycom phones is available through their Website at Some Polycom phone features described in their documentation work differently with Business Central. When the Polycom documentation and Business Central documentation differ, use the Business Central documentation. To view a printable PDF of any of the following Polycom User Guides, click the link below: SoundPoint IP 301 User Guide (SIP 3.0) Chapter 4: Using Phones 73

80 SoundPoint IP 330/320 User Guide (SIP 3.1) SoundPoint IP 430 User Guide (SIP 3.0) SoundPoint IP 450 User Guide (SIP 3.1) SoundPoint IP 501 User Guide (SIP 3.0) SoundPoint IP 550 User Guide (SIP 3.1) SoundPoint IP 560 User Guide (SIP 3.1) SoundPoint IP 600/601 User Guide (SIP 3.0) SoundPoint IP 650 User Guide (SIP 3.1) SoundPoint IP 670 User Guide (SIP 3.1) SoundStation IP 4000 User Guide (SIP 3.0) SoundStation IP 6000 User Guide (SIP 3.1) SpectraLink 8002 Wireless Phone User Guide Note: The Polycom SoundPoint IP 300 and 500 phones are no longer supported as of version 1.6. These phones may still work with Business Central, but not all features are supported. Related Topics Workspace Phone Service Using the Voice Messaging System (VMS) Using Polycom Desktop VoIP Phones Polycom Desktop Phone Button Icons and LEDs Making Phone Calls Transferring Phone Calls Forwarding Phone Calls Using Multiple Call Appearances Configuring Phone Line (Call Appearance) Buttons Configuring Speed Dial Buttons Configuring Phone Status Monitoring (Busy Lamp Field) Buttons Configuring Expansion Modules Resetting Buttons to Default Settings Troubleshooting Problems with Desktop VoIP Phones Configuring and Using Softphones Configuring the Polycom SpectraLink 8002 Wireless VoIP Phone Workspace Phone Service Using the Voice Messaging System (VMS) Polycom Desktop Phone Button Icons and LEDs Using Polycom Desktop VoIP Phones 74 Business Central 200 User s Guide

81 Making Phone Calls Transferring Phone Calls Forwarding Phone Calls Using Multiple Call Appearances Configuring Phone Line (Call Appearance) Buttons Configuring Speed Dial Buttons Configuring Phone Status Monitoring (Busy Lamp Field) Buttons Configuring Expansion Modules Resetting Buttons to Default Settings Troubleshooting Problems with Desktop VoIP Phones Configuring and Using Softphones Configuring the Polycom SpectraLink 8002 Wireless VoIP Phone Chapter 4: Using Phones 75

82 Making Phone Calls Status: Complete (Juniper 1.5) Click here for a list of related topics. Workspace Phone Service Using the Voice Messaging System (VMS) Using Polycom Desktop VoIP Phones Polycom Desktop Phone Button Icons and LEDs Accessing the Company Contact List Transferring Phone Calls Forwarding Phone Calls Using Multiple Call Appearances Configuring Phone Line (Call Appearance) Buttons Configuring Speed Dial Buttons Configuring Phone Status Monitoring (Busy Lamp Field) Buttons Configuring Expansion Modules Resetting Buttons to Default Settings Troubleshooting Problems with Desktop VoIP Phones Configuring and Using Softphones Configuring the Polycom SpectraLink 8002 Wireless VoIP Phone You can call another workspace by dialing its four-digit workspace extension. If you are not sure what the workspace s extension is, you can use the dial-by-workspacename directory by dialing 4 on any workspace phone. To phone outside your company, simply dial the phone number. You do not need to dial 9 to make an external phone call. ATTENTION: You can only make calls from a phone that is assigned to a workspace, not from an unassigned phone. Voice Messaging System (VMS) Quick Reference Click here to view a printable PDF of the VMS Quick Reference. To view PDF files, you must have a PDF viewer, such as the free Adobe Reader, installed on your computer. Polycom Phone Documentation Documentation for Polycom phones is available through their Website at 76 Business Central 200 User s Guide

83 Some Polycom phone features described in their documentation work differently with Business Central. When the Polycom documentation and Business Central documentation differ, use the Business Central documentation. To view a printable PDF of any of the following Polycom User Guides, click the link below: SoundPoint IP 301 User Guide (SIP 3.0) SoundPoint IP 330/320 User Guide (SIP 3.1) SoundPoint IP 430 User Guide (SIP 3.0) SoundPoint IP 450 User Guide (SIP 3.1) SoundPoint IP 501 User Guide (SIP 3.0) SoundPoint IP 550 User Guide (SIP 3.1) SoundPoint IP 560 User Guide (SIP 3.1) SoundPoint IP 600/601 User Guide (SIP 3.0) SoundPoint IP 650 User Guide (SIP 3.1) SoundPoint IP 670 User Guide (SIP 3.1) SoundStation IP 4000 User Guide (SIP 3.0) SoundStation IP 6000 User Guide (SIP 3.1) SpectraLink 8002 Wireless Phone User Guide Note: The Polycom SoundPoint IP 300 and 500 phones are no longer supported as of version 1.6. These phones may still work with Business Central, but not all features are supported. Related Topics Workspace Phone Service Using the Voice Messaging System (VMS) Using Polycom Desktop VoIP Phones Polycom Desktop Phone Button Icons and LEDs Accessing the Company Contact List Transferring Phone Calls Forwarding Phone Calls Using Multiple Call Appearances Configuring Phone Line (Call Appearance) Buttons Configuring Speed Dial Buttons Configuring Phone Status Monitoring (Busy Lamp Field) Buttons Configuring Expansion Modules Resetting Buttons to Default Settings Troubleshooting Problems with Desktop VoIP Phones Configuring and Using Softphones Configuring the Polycom SpectraLink 8002 Wireless VoIP Phone Chapter 4: Using Phones 77

84 Workspace Phone Service Using the Voice Messaging System (VMS) Polycom Desktop Phone Button Icons and LEDs Using Polycom Desktop VoIP Phones Accessing the Company Contact List Transferring Phone Calls Forwarding Phone Calls Using Multiple Call Appearances Configuring Phone Line (Call Appearance) Buttons Configuring Speed Dial Buttons Configuring Phone Status Monitoring (Busy Lamp Field) Buttons Configuring Expansion Modules Resetting Buttons to Default Settings Troubleshooting Problems with Desktop VoIP Phones Configuring and Using Softphones Configuring the Polycom SpectraLink 8002 Wireless VoIP Phone Transferring Phone Calls Status: Complete (Juniper 1.5) Click here for a list of related topics. Workspace Phone Service Using the Voice Messaging System (VMS) Using Polycom Desktop VoIP Phones Polycom Desktop Phone Button Icons and LEDs Accessing the Company Contact List Making Phone Calls Forwarding Phone Calls Using Multiple Call Appearances Configuring Phone Line (Call Appearance) Buttons Configuring Speed Dial Buttons Configuring Phone Status Monitoring (Busy Lamp Field) Buttons Configuring Expansion Modules Resetting Buttons to Default Settings Troubleshooting Problems with Desktop VoIP Phones Configuring and Using Softphones Configuring the Polycom SpectraLink 8002 Wireless VoIP Phone 78 Business Central 200 User s Guide

85 You can transfer a phone call to another workspace or to the voice messaging system (VMS). There are different types of call transfers: Consultative transfer the person to whom you are transferring the call answers the phone before you transfer the call. You can consult with the person who answers the phone before transferring the call. Blind transfer automatically transfer the call without waiting for the person to whom you are transferring to answer the call. Attended transfer invite the person to whom you are transferring the call into a three-way conference call before exiting the conference and leaving the other two parties connected. For more information and instructions on the different types of transfers, see the documentation for your phone. To Transfer a Call (Consultative Transfer) Polycom SoundPoint IP While the call to transfer is on the line, press Transfer. The call is placed on hold. 2 Enter the extension number to which to transfer the call. 3 When the person to whom you are transferring the call answers the phone, consult with him about the transfer, and then press Transfer again. The transfer is now complete and you can hang up your phone. To Transfer a Call (Blind Transfer) Polycom SoundPoint IP While the call to transfer is on the line, press Transfer. 2 Press the Blind soft key. 3 Enter the extension number to which to transfer the call. 4 Press Transfer again. The transfer is now complete and you can hang up your phone. To Transfer a Call (Attended Transfer) Polycom SoundPoint IP While the call to transfer is on the line, press Conference. The call is placed on hold. 2 Enter the extension number to which to transfer the call. 3 When the person to whom you are transferring the call answers the phone, press Conference again. You are now connected to both parties. 4 To leave the call, hang up your phone. The other two parties will remain connected. Voice Messaging System (VMS) Quick Reference Click here to view a printable PDF of the VMS Quick Reference. To view PDF files, you must have a PDF viewer, such as the free Adobe Reader, installed on your computer. Polycom Phone Documentation Chapter 4: Using Phones 79

86 Documentation for Polycom phones is available through their Website at Some Polycom phone features described in their documentation work differently with Business Central. When the Polycom documentation and Business Central documentation differ, use the Business Central documentation. To view a printable PDF of any of the following Polycom User Guides, click the link below: SoundPoint IP 301 User Guide (SIP 3.0) SoundPoint IP 330/320 User Guide (SIP 3.1) SoundPoint IP 430 User Guide (SIP 3.0) SoundPoint IP 450 User Guide (SIP 3.1) SoundPoint IP 501 User Guide (SIP 3.0) SoundPoint IP 550 User Guide (SIP 3.1) SoundPoint IP 560 User Guide (SIP 3.1) SoundPoint IP 600/601 User Guide (SIP 3.0) SoundPoint IP 650 User Guide (SIP 3.1) SoundPoint IP 670 User Guide (SIP 3.1) SoundStation IP 4000 User Guide (SIP 3.0) SoundStation IP 6000 User Guide (SIP 3.1) SpectraLink 8002 Wireless Phone User Guide Note: The Polycom SoundPoint IP 300 and 500 phones are no longer supported as of version 1.6. These phones may still work with Business Central, but not all features are supported. Related Topics Workspace Phone Service Using the Voice Messaging System (VMS) Using Polycom Desktop VoIP Phones Polycom Desktop Phone Button Icons and LEDs Accessing the Company Contact List Making Phone Calls Forwarding Phone Calls Using Multiple Call Appearances Configuring Phone Line (Call Appearance) Buttons Configuring Speed Dial Buttons Configuring Phone Status Monitoring (Busy Lamp Field) Buttons Configuring Expansion Modules Resetting Buttons to Default Settings Troubleshooting Problems with Desktop VoIP Phones 80 Business Central 200 User s Guide

87 Configuring and Using Softphones Configuring the Polycom SpectraLink 8002 Wireless VoIP Phone Workspace Phone Service Using the Voice Messaging System (VMS) Polycom Desktop Phone Button Icons and LEDs Using Polycom Desktop VoIP Phones Accessing the Company Contact List Making Phone Calls Forwarding Phone Calls Using Multiple Call Appearances Configuring Phone Line (Call Appearance) Buttons Configuring Speed Dial Buttons Configuring Phone Status Monitoring (Busy Lamp Field) Buttons Configuring Expansion Modules Resetting Buttons to Default Settings Troubleshooting Problems with Desktop VoIP Phones Configuring and Using Softphones Configuring the Polycom SpectraLink 8002 Wireless VoIP Phone Forwarding Phone Calls Status: Complete (Juniper 1.5) Click here for a list of related topics. Workspace Phone Service Using the Voice Messaging System (VMS) Using Polycom Desktop VoIP Phones Polycom Desktop Phone Button Icons and LEDs Accessing the Company Contact List Making Phone Calls Transferring Phone Calls Using Multiple Call Appearances Configuring Phone Line (Call Appearance) Buttons Configuring Speed Dial Buttons Configuring Phone Status Monitoring (Busy Lamp Field) Buttons Configuring Expansion Modules Resetting Buttons to Default Settings Troubleshooting Problems with Desktop VoIP Phones Configuring and Using Softphones Chapter 4: Using Phones 81

88 Configuring the Polycom SpectraLink 8002 Wireless VoIP Phone Phones connected to Business Central do not use call forwarding. They use Business Central s incoming call flows instead. A typical incoming call flow for a workspace will ring the workspace s phone for a specified period of time and then send the call to voic . However, you can set up a different incoming call flow for the workspace. For example, you can change the incoming call flow to direct calls to another workspace s phones. For more information, see Editing Workspace Incoming Call Flows on page 30. Voice Messaging System (VMS) Quick Reference Click here to view a printable PDF of the VMS Quick Reference. To view PDF files, you must have a PDF viewer, such as the free Adobe Reader, installed on your computer. Polycom Phone Documentation Documentation for Polycom phones is available through their Website at Some Polycom phone features described in their documentation work differently with Business Central. When the Polycom documentation and Business Central documentation differ, use the Business Central documentation. To view a printable PDF of any of the following Polycom User Guides, click the link below: SoundPoint IP 301 User Guide (SIP 3.0) SoundPoint IP 330/320 User Guide (SIP 3.1) SoundPoint IP 430 User Guide (SIP 3.0) SoundPoint IP 450 User Guide (SIP 3.1) SoundPoint IP 501 User Guide (SIP 3.0) SoundPoint IP 550 User Guide (SIP 3.1) SoundPoint IP 560 User Guide (SIP 3.1) SoundPoint IP 600/601 User Guide (SIP 3.0) SoundPoint IP 650 User Guide (SIP 3.1) SoundPoint IP 670 User Guide (SIP 3.1) SoundStation IP 4000 User Guide (SIP 3.0) SoundStation IP 6000 User Guide (SIP 3.1) SpectraLink 8002 Wireless Phone User Guide Note: The Polycom SoundPoint IP 300 and 500 phones are no longer supported as of version 1.6. These phones may still work with Business Central, but not all features are supported. Related Topics Workspace Phone Service 82 Business Central 200 User s Guide

89 Using the Voice Messaging System (VMS) Using Polycom Desktop VoIP Phones Polycom Desktop Phone Button Icons and LEDs Accessing the Company Contact List Making Phone Calls Transferring Phone Calls Using Multiple Call Appearances Configuring Phone Line (Call Appearance) Buttons Configuring Speed Dial Buttons Configuring Phone Status Monitoring (Busy Lamp Field) Buttons Configuring Expansion Modules Resetting Buttons to Default Settings Troubleshooting Problems with Desktop VoIP Phones Configuring and Using Softphones Configuring the Polycom SpectraLink 8002 Wireless VoIP Phone Workspace Phone Service Using the Voice Messaging System (VMS) Polycom Desktop Phone Button Icons and LEDs Using Polycom Desktop VoIP Phones Accessing the Company Contact List Making Phone Calls Transferring Phone Calls Using Multiple Call Appearances Configuring Phone Line (Call Appearance) Buttons Configuring Speed Dial Buttons Configuring Phone Status Monitoring (Busy Lamp Field) Buttons Configuring Expansion Modules Resetting Buttons to Default Settings Troubleshooting Problems with Desktop VoIP Phones Configuring and Using Softphones Configuring the Polycom SpectraLink 8002 Wireless VoIP Phone Using Multiple Call Appearances Status: Complete (Juniper 1.5) Click here for a list of related topics. Workspace Phone Service Using the Voice Messaging System (VMS) Chapter 4: Using Phones 83

90 Using Polycom Desktop VoIP Phones Polycom Desktop Phone Button Icons and LEDs Accessing the Company Contact List Making Phone Calls Transferring Phone Calls Forwarding Phone Calls Configuring Phone Line (Call Appearance) Buttons Configuring Speed Dial Buttons Configuring Phone Status Monitoring (Busy Lamp Field) Buttons Configuring Expansion Modules Resetting Buttons to Default Settings Troubleshooting Problems with Desktop VoIP Phones Configuring and Using Softphones Configuring the Polycom SpectraLink 8002 Wireless VoIP Phone Some desktop VoIP phones support multiple phone line (call appearances) buttons. Multiple call appearances enable you to have more than one active call on your phone at a time. The phone s display label appears beside each call appearance. You can change the phone s number of call appearance buttons in Business Central Manager. A minimum of two call appearances is recommended. See Configuring Phone Line (Call Appearance) Buttons on page 89 for more information. To Answer an Incoming Call While You Are on a Call Press the line button for the second call appearance. The first call appearance is automatically placed on Hold. To Place an Outgoing Call While You Are on a Call 1 Press the line button for the second call appearance. The first call appearance is automatically placed on Hold. 2 Place the outgoing call as usual. Voice Messaging System (VMS) Quick Reference Click here to view a printable PDF of the VMS Quick Reference. To view PDF files, you must have a PDF viewer, such as the free Adobe Reader, installed on your computer. Polycom Phone Documentation Documentation for Polycom phones is available through their Website at Some Polycom phone features described in their documentation work differently with Business Central. When the Polycom documentation and Business Central documentation differ, use the Business Central documentation. 84 Business Central 200 User s Guide

91 To view a printable PDF of any of the following Polycom User Guides, click the link below: SoundPoint IP 301 User Guide (SIP 3.0) SoundPoint IP 330/320 User Guide (SIP 3.1) SoundPoint IP 430 User Guide (SIP 3.0) SoundPoint IP 450 User Guide (SIP 3.1) SoundPoint IP 501 User Guide (SIP 3.0) SoundPoint IP 550 User Guide (SIP 3.1) SoundPoint IP 560 User Guide (SIP 3.1) SoundPoint IP 600/601 User Guide (SIP 3.0) SoundPoint IP 650 User Guide (SIP 3.1) SoundPoint IP 670 User Guide (SIP 3.1) SoundStation IP 4000 User Guide (SIP 3.0) SoundStation IP 6000 User Guide (SIP 3.1) SpectraLink 8002 Wireless Phone User Guide Note: The Polycom SoundPoint IP 300 and 500 phones are no longer supported as of version 1.6. These phones may still work with Business Central, but not all features are supported. Related Topics Workspace Phone Service Using the Voice Messaging System (VMS) Using Polycom Desktop VoIP Phones Polycom Desktop Phone Button Icons and LEDs Accessing the Company Contact List Making Phone Calls Transferring Phone Calls Forwarding Phone Calls Configuring Phone Line (Call Appearance) Buttons Configuring Speed Dial Buttons Configuring Phone Status Monitoring (Busy Lamp Field) Buttons Configuring Expansion Modules Resetting Buttons to Default Settings Troubleshooting Problems with Desktop VoIP Phones Configuring and Using Softphones Configuring the Polycom SpectraLink 8002 Wireless VoIP Phone Workspace Phone Service Using the Voice Messaging System (VMS) Chapter 4: Using Phones 85

92 Polycom Desktop Phone Button Icons and LEDs Using Polycom Desktop VoIP Phones Accessing the Company Contact List Making Phone Calls Transferring Phone Calls Forwarding Phone Calls Configuring Phone Line (Call Appearance) Buttons Configuring Speed Dial Buttons Configuring Phone Status Monitoring (Busy Lamp Field) Buttons Configuring Expansion Modules Resetting Buttons to Default Settings Troubleshooting Problems with Desktop VoIP Phones Configuring and Using Softphones Configuring the Polycom SpectraLink 8002 Wireless VoIP Phone 86 Business Central 200 User s Guide

93 Configuring Your Polycom Desktop VoIP Phone Buttons Status: Mulberry (1.6.4) - REVISION REQUIRED Blackcomb Name: DlgTelPhonesDetailsPolycom_ConfigureButtonsAbout HMI Name: DlgTelPhonesDetailsPolycom_ConfigureButtonsAbout Click here for a list of related topics. Workspace Phone Service Using the Voice Messaging System (VMS) Using Polycom Desktop VoIP Phones Polycom Desktop Phone Button Icons and LEDs Accessing the Company Contact List Making Phone Calls Transferring Phone Calls Forwarding Phone Calls Using Multiple Call Appearances Configuring Phone Line (Call Appearance) Buttons Configuring Speed Dial Buttons Configuring Phone Status Monitoring (Busy Lamp Field) Buttons Configuring Expansion Modules Resetting Buttons to Default Settings Troubleshooting Problems with Desktop VoIP Phones Configuring and Using Softphones Configuring the Polycom SpectraLink 8002 Wireless VoIP Phone For instructions on configuring your Polycom desktop VoIP phone through Business Central Manager, see the following topics: Configuring Phone Line (Call Appearance) Buttons on page 89 Configuring Speed Dial Buttons on page 97 Configuring Phone Status Monitoring (Busy Lamp Field) Buttons on page 103 Configuring Expansion Modules on page 116 Resetting Buttons to Default Settings on page 121 Note: On desktop VoIP phones connected to Business Central through an IPsec VPN connection, you must restart the phone before these configuration changes will take effect. An easy way to restart a phone is to unplug its power cord and plug it back in. If you restart the phone, and the configuration changes still do not take effect, see Configuring Remote Phones to Receive Updates from Business Central on page 200 for instructions. Chapter 4: Using Phones 87

94 Related Topics Workspace Phone Service Using the Voice Messaging System (VMS) Using Polycom Desktop VoIP Phones Polycom Desktop Phone Button Icons and LEDs Accessing the Company Contact List Making Phone Calls Transferring Phone Calls Forwarding Phone Calls Using Multiple Call Appearances Configuring Phone Line (Call Appearance) Buttons Configuring Speed Dial Buttons Configuring Phone Status Monitoring (Busy Lamp Field) Buttons Configuring Expansion Modules Resetting Buttons to Default Settings Troubleshooting Problems with Desktop VoIP Phones Configuring and Using Softphones Configuring the Polycom SpectraLink 8002 Wireless VoIP Phone Workspace Phone Service Using the Voice Messaging System (VMS) Polycom Desktop Phone Button Icons and LEDs Using Polycom Desktop VoIP Phones Accessing the Company Contact List Making Phone Calls Transferring Phone Calls Forwarding Phone Calls Using Multiple Call Appearances Configuring Phone Line (Call Appearance) Buttons Configuring Speed Dial Buttons Configuring Phone Status Monitoring (Busy Lamp Field) Buttons Configuring Expansion Modules Resetting Buttons to Default Settings Troubleshooting Problems with Desktop VoIP Phones Configuring and Using Softphones Configuring the Polycom SpectraLink 8002 Wireless VoIP Phone 88 Business Central 200 User s Guide

95 Configuring Phone Line (Call Appearance) Buttons Status: Complete (Oak 1.6.2) Click here for a list of related topics. Workspace Phone Service Using the Voice Messaging System (VMS) Using Polycom Desktop VoIP Phones Polycom Desktop Phone Button Icons and LEDs Accessing the Company Contact List Making Phone Calls Transferring Phone Calls Forwarding Phone Calls Using Multiple Call Appearances Configuring Speed Dial Buttons Configuring Phone Status Monitoring (Busy Lamp Field) Buttons Configuring Expansion Modules Resetting Buttons to Default Settings Troubleshooting Problems with Desktop VoIP Phones Configuring and Using Softphones Configuring the Polycom SpectraLink 8002 Wireless VoIP Phone By default, the first two Line buttons on a Polycom phone are configured as phone line, or call appearance buttons. When you make or receive a call, you use the first call appearance. While you are in a call, if somebody else tries to call you, the incoming call rings your second call appearance. You can choose to answer it by pressing the line button associated with that call appearance, which automatically puts your first call on hold. Each phone can have a minimum of one call appearance, or phone line button, although two is recommended so you can receive a second incoming call while you are in an active call. The maximum number of call appearances is determined by the number of line buttons on the Polycom phone model. The phone s display label will display beside each of the phone line buttons configured for call appearances. Expansion modules buttons cannot be configured as phone line (call appearance) buttons. Chapter 4: Using Phones 89

96 ATTENTION: Do not change the number of phone line (call appearance) buttons through the phone -- only change them through Business Central Manager. If you change the number of phone line (call appearance) buttons through the phone, instead of through Business Central Manager, the change will not be reflected in Business Central Manager. In this case, you will have to reset the phone (through the phone, not through Business Central Manager). For more information, see Resetting Buttons to Default Settings. However, if you change the speed dial buttons or phone status buttons on the phone, instead of through Business Central Manager, the changes will be reflected in Business Central Manager. Table 6 lists each of the Polycom phone models certified to work with Business Central, as well as the number of configurable line buttons, which can be configured as phone line (call appearance) buttons, speed dial, or phone status buttons. Table 6 Buttons on Polycom Desktop Phones Polycom Phone Model Number of Configurable Buttons Min/Max Number of Phone Line (Call Appearance) Buttons SoundPoint IP SoundPoint IP SoundPoint IP SoundPoint IP SoundPoint IP SoundPoint IP SoundPoint IP SoundPoint IP SoundPoint IP SoundPoint IP SoundPoint IP SoundPoint IP SoundStation IP SoundStation IP Maximum Number of Speed Dial or Phone Status Buttons ATTENTION: On the SoundPoint IP phones, it is recommended that you keep at least two buttons configured as phone line (call appearance) buttons, so you can receive a second call while one is in progress. 90 Business Central 200 User s Guide

97 To Configure the Number of Call Appearance Buttons on your Polycom Desktop Phone 1 Log on to Business Central Manager by clicking the Start Business Central Manager button. 2 In the My Workspaces explorer on the left, select the workspace (your personal workspace or a shared workspace of which you are a member) you want to edit. Figure 14My Workspaces 3 Click the Edit Properties button. 4 In the list of properties, click Phone Service. Chapter 4: Using Phones 91

98 Figure 15Edit Workspace Properties Phone Service 5 In the Assigned phones list, select the phone on which you want to configure phone line (call appearance) buttons. (It must be a Polycom desktop VoIP phone.) 6 Click the Phone Details button. The Phone Details dialog box opens. 7 Select the Phone Buttons tab. 92 Business Central 200 User s Guide

99 Figure 16Phone Details 8 Click the... button beside Phone line buttons. The Configure the Number of Phone Line Buttons dialog box opens. Chapter 4: Using Phones 93

100 Figure 17Configure the Number of Phone Line Buttons 9 In the Number of phone line buttons box, enter the number of phone line (call appearance) buttons you would like, or click the up and down arrows to increase or decrease the number. 10 Click OK to close the Configure the Number of Phone Lines dialog box. The picture of the Polycom phone will update to display to revised number of phone line (call appearance buttons). These buttons display a phone icon and the phone s display label beside them. 94 Business Central 200 User s Guide

101 11 Click OK to close the Phone Details dialog box. 12 Click the Save Changes button. ATTENTION: You MUST click the Save Changes button. Otherwise, any changes you made on the Phone Details dialog box will be lost. The phone will restart automatically before your configuration changes take effect. Note: On desktop VoIP phones connected to Business Central through an IPsec VPN connection, you must restart the phone before these configuration changes will take effect. An easy way to restart a phone is to unplug its power cord and plug it back in. If you restart the phone, and the configuration changes still do not take effect, see Configuring Remote Phones to Receive Updates from Business Central on page 200 for instructions. Related Topics Workspace Phone Service Using the Voice Messaging System (VMS) Using Polycom Desktop VoIP Phones Polycom Desktop Phone Button Icons and LEDs Accessing the Company Contact List Making Phone Calls Transferring Phone Calls Forwarding Phone Calls Using Multiple Call Appearances Configuring Speed Dial Buttons Configuring Phone Status Monitoring (Busy Lamp Field) Buttons Configuring Expansion Modules Resetting Buttons to Default Settings Troubleshooting Problems with Desktop VoIP Phones Configuring and Using Softphones Configuring the Polycom SpectraLink 8002 Wireless VoIP Phone Workspace Phone Service Using the Voice Messaging System (VMS) Polycom Desktop Phone Button Icons and LEDs Using Polycom Desktop VoIP Phones Accessing the Company Contact List Making Phone Calls Chapter 4: Using Phones 95

102 Transferring Phone Calls Forwarding Phone Calls Using Multiple Call Appearances Configuring Speed Dial Buttons Configuring Phone Status Monitoring (Busy Lamp Field) Buttons Configuring Expansion Modules Resetting Buttons to Default Settings Troubleshooting Problems with Desktop VoIP Phones Configuring and Using Softphones Configuring the Polycom SpectraLink 8002 Wireless VoIP Phone 96 Business Central 200 User s Guide

103 Configuring Speed Dial Buttons Status: Complete (Oak 1.6.2) Click here for a list of related topics. Workspace Phone Service Using the Voice Messaging System (VMS) Using Polycom Desktop VoIP Phones Polycom Desktop Phone Button Icons and LEDs Accessing the Company Contact List Making Phone Calls Transferring Phone Calls Forwarding Phone Calls Using Multiple Call Appearances Configuring Phone Line (Call Appearance) Buttons Configuring Phone Status Monitoring (Busy Lamp Field) Buttons Configuring Expansion Modules Resetting Buttons to Default Settings Troubleshooting Problems with Desktop VoIP Phones Configuring and Using Softphones Configuring the Polycom SpectraLink 8002 Wireless VoIP Phone Any line buttons that are not being used as phone line (call appearance) buttons can be configured as speed dial buttons. You can use speed dial buttons to automatically dial a specific workspace or external phone number. To Configure Speed Dial Buttons on your Polycom Desktop Phone 1 Log on to Business Central Manager by clicking the Start Business Central Manager button. 2 In the My Workspaces explorer on the left, select the workspace (your personal workspace or a shared workspace of which you are a member) you want to edit. Chapter 4: Using Phones 97

104 Figure 18My Workspaces 3 Click the Edit Properties button. 4 In the list of properties, click Phone Service. 98 Business Central 200 User s Guide

105 Figure 19Edit Workspace Properties Phone Service 5 In the Assigned phones list, select the phone on which you want to configure speed dial buttons. (It must be a Polycom desktop VoIP phone.) 6 Click the Phone Details button. The Phone Details dialog box opens. 7 Select the Phone Buttons tab. Chapter 4: Using Phones 99

106 Figure 20Phone Details 8 Click on the Unused label you want to configure as a speed dial button. The Configure phone button pop-up box opens. 9 Beside Type, select the Speed Dial option. Speed dial configuration options appear. 10 In the Number box, type the phone number you want to associate with the speed dial button. 11 In the Last name and First name boxes, enter the name of the person associated with the speed dial button. The picture of the Polycom phone will update to display the name beside the speed dial button. 100 Business Central 200 User s Guide

107 Figure 21Configure Phone Button Speed Dial Tip: Click on the Configure Polycom Details dialog box, outside the pop-up box, to close the pop-up. 12 Click OK to close the Phone Details dialog box. 13 Click the Save Changes button. ATTENTION: You MUST click the Save Changes button. Otherwise, any changes you made on the Phone Details dialog box will be lost. Chapter 4: Using Phones 101

108 The phone will restart automatically before your configuration changes take effect. Note: On desktop VoIP phones connected to Business Central through an IPsec VPN connection, you must restart the phone before these configuration changes will take effect. An easy way to restart a phone is to unplug its power cord and plug it back in. If you restart the phone, and the configuration changes still do not take effect, see Configuring Remote Phones to Receive Updates from Business Central on page 200 for instructions. Related Topics Workspace Phone Service Using the Voice Messaging System (VMS) Using Polycom Desktop VoIP Phones Polycom Desktop Phone Button Icons and LEDs Accessing the Company Contact List Making Phone Calls Transferring Phone Calls Forwarding Phone Calls Using Multiple Call Appearances Configuring Phone Line (Call Appearance) Buttons Configuring Phone Status Monitoring (Busy Lamp Field) Buttons Configuring Expansion Modules Resetting Buttons to Default Settings Troubleshooting Problems with Desktop VoIP Phones Configuring and Using Softphones Configuring the Polycom SpectraLink 8002 Wireless VoIP Phone Workspace Phone Service Using the Voice Messaging System (VMS) Polycom Desktop Phone Button Icons and LEDs Using Polycom Desktop VoIP Phones Accessing the Company Contact List Making Phone Calls Transferring Phone Calls Forwarding Phone Calls Using Multiple Call Appearances Configuring Phone Line (Call Appearance) Buttons 102 Business Central 200 User s Guide

109 Configuring Phone Status Monitoring (Busy Lamp Field) Buttons Configuring Expansion Modules Resetting Buttons to Default Settings Troubleshooting Problems with Desktop VoIP Phones Configuring and Using Softphones Configuring the Polycom SpectraLink 8002 Wireless VoIP Phone Configuring Phone Status Monitoring (Busy Lamp Field) Buttons Status: Complete (Oak 1.6.2) Click here for a list of related topics. Workspace Phone Service Using the Voice Messaging System (VMS) Using Polycom Desktop VoIP Phones Polycom Desktop Phone Button Icons and LEDs Accessing the Company Contact List Making Phone Calls Transferring Phone Calls Forwarding Phone Calls Using Multiple Call Appearances Configuring Phone Line (Call Appearance) Buttons Configuring Speed Dial Buttons Configuring Expansion Modules Resetting Buttons to Default Settings Troubleshooting Problems with Desktop VoIP Phones Configuring and Using Softphones Configuring the Polycom SpectraLink 8002 Wireless VoIP Phone If your workspace has the Allow these desktop phones to monitor other phones status option enabled, you can configure your phone s line buttons to display whether another workspace s phones are busy or idle. This feature is also known as busy lamp field or BLF. It is most useful for receptionists and executive assistants. Example: Oliver White is the receptionist for Mosaic Paints. He has configured some of the line buttons on the reception workspace s phone to display whether other workspaces s phones, such as Sidney Black s phones or Samantha Brown s phones, are busy or not. When somebody phones Mosaic Paints, Oliver can check whether Sidney or Samantha are on the phone before transferring the call to them. Chapter 4: Using Phones 103

110 Any phone line buttons that are not being used as call appearance buttons can be configured as phone status buttons. Phone status buttons also act as speed dial buttons to call the workspace associated with the button. Workspace phone status monitors all the phones associated with a workspace. If a workspace has multiple phones, the phone status button on your phone will show it as busy if any of the workspace s phones are in use, on hold, or have do not disturb (DND) turned on. Note: Phone status buttons can monitor DND (do not disturb) on Polycom desktop VoIP phones only, not on Polycom wireless phones, softphones, or analog telephone adapters. To Monitor Other Phones Status 1 Log on to Business Central Manager by clicking the Start Business Central Manager button. 2 In the My Workspaces explorer on the left, select the workspace (your personal workspace or a shared workspace of which you are a member) you want to edit. 104 Business Central 200 User s Guide

111 Figure 22My Workspaces 3 Click the Edit Properties button. 4 In the list of properties, click Phone Service. Chapter 4: Using Phones 105

112 Figure 23Edit Workspace Properties Phone Service 5 In the Assigned phones list, select the phone on which you want to configure phone status buttons. (It must be a Polycom desktop VoIP phone.) 6 Click the Phone Details button. The Phone Details dialog box opens. 7 Select the Phone Buttons tab. 106 Business Central 200 User s Guide

113 Figure 24Phone Details 8 Click on the Unused label you want to configure as a phone status button. The Configure phone button pop-up box opens. 9 Beside Type, select the Phone status + speed dial option. Phone status configuration options appear. 10 From the Workspace drop-down list, select the workspace you want to associate with the phone status button. The Label boxes will fill in automatically with the name of the person or shared workspace, and the picture of the Polycom phone will update to display the name beside the speed dial button. Tip: Click on the Configure Polycom Details dialog box, outside the pop-up box, to close the pop-up. 11 Click OK to close the Phone Details dialog box. 12 Click the Save Changes button. ATTENTION: You MUST click the Save Changes button. Otherwise, any changes you made on the Phone Details dialog box will be lost. The phone will restart automatically before your configuration changes take effect. Chapter 4: Using Phones 107

114 Note: On desktop VoIP phones connected to Business Central through an IPsec VPN connection, you must restart the phone before these configuration changes will take effect. An easy way to restart a phone is to unplug its power cord and plug it back in. If you restart the phone, and the configuration changes still do not take effect, see Configuring Remote Phones to Receive Updates from Business Central on page 200 for instructions. Related Topics Workspace Phone Service Using the Voice Messaging System (VMS) Using Polycom Desktop VoIP Phones Polycom Desktop Phone Button Icons and LEDs Accessing the Company Contact List Making Phone Calls Transferring Phone Calls Forwarding Phone Calls Using Multiple Call Appearances Configuring Phone Line (Call Appearance) Buttons Configuring Speed Dial Buttons Configuring Expansion Modules Resetting Buttons to Default Settings Troubleshooting Problems with Desktop VoIP Phones Configuring and Using Softphones Configuring the Polycom SpectraLink 8002 Wireless VoIP Phone Workspace Phone Service Using the Voice Messaging System (VMS) Polycom Desktop Phone Button Icons and LEDs Using Polycom Desktop VoIP Phones Accessing the Company Contact List Making Phone Calls Transferring Phone Calls Forwarding Phone Calls Using Multiple Call Appearances Configuring Phone Line (Call Appearance) Buttons Configuring Speed Dial Buttons Configuring Expansion Modules 108 Business Central 200 User s Guide

115 Resetting Buttons to Default Settings Troubleshooting Problems with Desktop VoIP Phones Configuring and Using Softphones Configuring the Polycom SpectraLink 8002 Wireless VoIP Phone Chapter 4: Using Phones 109

116 Configuring Park Stall Status and Unpark Buttons Click here for a list of related topics. Workspace Phone Service Using the Voice Messaging System (VMS) Using Polycom Desktop VoIP Phones Polycom Desktop Phone Button Icons and LEDs Accessing the Company Contact List Making Phone Calls Transferring Phone Calls Forwarding Phone Calls Using Multiple Call Appearances Configuring Phone Line (Call Appearance) Buttons Configuring Speed Dial Buttons Configuring Expansion Modules Resetting Buttons to Default Settings Troubleshooting Problems with Desktop VoIP Phones Configuring and Using Softphones Configuring the Polycom SpectraLink 8002 Wireless VoIP Phone If your workspace has the Allow these desktop phones to monitor other phones status option enabled, you can configure your phone s line buttons to display whether or not a particular parking stall is occupied. Example: Oliver White is the receptionist for Mosaic Paints. He has configured one of the line buttons on the reception workspace s phone to display the status of parking stall 1. Sidney Black receives a call and decides to park the call into stall 1. At this time the button Oliver White configured on the receptionist s phone will indicate that the stall is occupied and the call can be unparked by simply pressing this button. To Monitor Park Stall Status 1 Log on to Business Central Manager by clicking the Start Business Central Manager - User button. 2 In the My Workspaces explorer on the left, select the workspace (your personal workspace or a shared workspace of which you are a member) you want to edit. 110 Business Central 200 User s Guide

117 Figure 25My Workspaces 3 Click the Edit Properties button. 4 In the list of properties, click Phone Service. Chapter 4: Using Phones 111

118 Figure 26Edit Workspace Properties Phone Service 5 In the Assigned phones list, select the phone on which you want to configure phone status buttons. (It must be a Polycom desktop VoIP phone.) 6 Click the Phone Details button. The Phone Details dialog box opens. 7 Select the Phone Buttons tab. 112 Business Central 200 User s Guide

119 Figure 27Phone Details 8 Click on the Unused label you want to configure as a phone status button. The Configure phone button pop-up box opens. 9 Beside Type, select the Monitor call park + Unpark option. 10 Select the parking stall to monitor from the drop down box. The Label boxes will fill in automatically with the name of the stall being monitored. Tip: Click on the Configure Polycom Details dialog box, outside the pop-up box, to close the pop-up. Chapter 4: Using Phones 113

120 11 Click OK to close the Phone Details dialog box. 12 Click the Save Changes button. ATTENTION: You MUST click the Save Changes button. Otherwise, any changes you made on the Phone Details dialog box will be lost. The phone will restart automatically before your configuration changes take effect. Note: On desktop VoIP phones connected to Business Central through an IPsec VPN connection, you must restart the phone before these configuration changes will take effect. An easy way to restart a phone is to unplug its power cord and plug it back in. If you restart the phone, and the configuration changes still do not take effect, see Configuring Remote Phones to Receive Updates from Business Central on page 200 for instructions. Related Topics Workspace Phone Service Using the Voice Messaging System (VMS) Using Polycom Desktop VoIP Phones Polycom Desktop Phone Button Icons and LEDs Accessing the Company Contact List Making Phone Calls Transferring Phone Calls Forwarding Phone Calls Using Multiple Call Appearances Configuring Phone Line (Call Appearance) Buttons Configuring Speed Dial Buttons Configuring Expansion Modules Resetting Buttons to Default Settings Troubleshooting Problems with Desktop VoIP Phones Configuring and Using Softphones Configuring the Polycom SpectraLink 8002 Wireless VoIP Phone Workspace Phone Service Using the Voice Messaging System (VMS) Polycom Desktop Phone Button Icons and LEDs Using Polycom Desktop VoIP Phones Accessing the Company Contact List Making Phone Calls 114 Business Central 200 User s Guide

121 Transferring Phone Calls Forwarding Phone Calls Using Multiple Call Appearances Configuring Phone Line (Call Appearance) Buttons Configuring Speed Dial Buttons Configuring Expansion Modules Resetting Buttons to Default Settings Troubleshooting Problems with Desktop VoIP Phones Configuring and Using Softphones Configuring the Polycom SpectraLink 8002 Wireless VoIP Phone Chapter 4: Using Phones 115

122 Configuring Expansion Modules Status: Complete (Oak 1.6.2) Click here for a list of related topics. Workspace Phone Service Using the Voice Messaging System (VMS) Using Polycom Desktop VoIP Phones Polycom Desktop Phone Button Icons and LEDs Accessing the Company Contact List Making Phone Calls Transferring Phone Calls Forwarding Phone Calls Using Multiple Call Appearances Configuring Phone Line (Call Appearance) Buttons Configuring Speed Dial Buttons Configuring Phone Status Monitoring (Busy Lamp Field) Buttons Resetting Buttons to Default Settings Troubleshooting Problems with Desktop VoIP Phones Configuring and Using Softphones Configuring the Polycom SpectraLink 8002 Wireless VoIP Phone The Polycom SoundPoint IP 601, 650, and 670 support up to three expansion modules. Expansion modules attach to the side of the Polycom phone and provide additional buttons, which can be configured as speed dial buttons or phone status (busy lamp field) buttons. The more expansion modules you attach to the phone, the more buttons you have. You cannot configure expansion module buttons as phone line (call appearance) buttons. Expansion modules are particularly useful for receptionists because the extra line buttons enable the receptionist to create separate speed dial buttons or phone status buttons for each workspace in the company. Business Central Manager cannot automatically detect the number of expansion modules attached to a phone. Before you can configure the expansion module buttons, you must tell Business Central Manager how many expansion modules the phone has. Note: The workspace that the phone is assigned to must have the "Allow these desktop phones to monitor other workspaces' phones' status" option enabled to be able to be able to create phone status monitoring (also known as busy lamp field or BLF) buttons. To Configure the Number of Expansion Modules 1 Log on to Business Central Manager by clicking the Start Business Central Manager button. 116 Business Central 200 User s Guide

123 2 In the My Workspaces explorer on the left, select the workspace (your personal workspace or a shared workspace of which you are a member) you want to edit. Figure 28My Workspaces 3 Click the Edit Properties button. 4 In the list of properties, click Phone Service. Chapter 4: Using Phones 117

124 Figure 29Edit Workspace Properties Phone Service 5 In the Assigned phones list, select the phone on which you want to configure the number of expansion modules. (It must be a Polycom desktop VoIP phone.) 6 Click the Phone Details button. The Phone Details dialog box opens. 7 Select the Phone Buttons tab. 118 Business Central 200 User s Guide

125 Figure 30Phone Details 8 Click the... button beside Expansion modules. The Configure expansion modules dialog box opens. 9 In the Number of expansion modules box, enter the number of expansion modules attached to the phone. 10 Click OK to close the Configure expansion modules dialog box. The picture of the Polycom phone will update to display the selected number of expansion modules. You can now configure the expansion module buttons as speed dial or phone status buttons. 11 Click OK to close the Phone Details dialog box. 12 Click the Save Changes button. Chapter 4: Using Phones 119

126 ATTENTION: You MUST click the Save Changes button. Otherwise, any changes you made on the Phone Details dialog box will be lost. Related Topics Workspace Phone Service Using the Voice Messaging System (VMS) Using Polycom Desktop VoIP Phones Polycom Desktop Phone Button Icons and LEDs Accessing the Company Contact List Making Phone Calls Transferring Phone Calls Forwarding Phone Calls Using Multiple Call Appearances Configuring Phone Line (Call Appearance) Buttons Configuring Speed Dial Buttons Configuring Phone Status Monitoring (Busy Lamp Field) Buttons Resetting Buttons to Default Settings Troubleshooting Problems with Desktop VoIP Phones Configuring and Using Softphones Configuring the Polycom SpectraLink 8002 Wireless VoIP Phone Workspace Phone Service Using the Voice Messaging System (VMS) Polycom Desktop Phone Button Icons and LEDs Using Polycom Desktop VoIP Phones Accessing the Company Contact List Making Phone Calls Transferring Phone Calls Forwarding Phone Calls Using Multiple Call Appearances Configuring Phone Line (Call Appearance) Buttons Configuring Speed Dial Buttons Configuring Phone Status Monitoring (Busy Lamp Field) Buttons Resetting Buttons to Default Settings Troubleshooting Problems with Desktop VoIP Phones Configuring and Using Softphones Configuring the Polycom SpectraLink 8002 Wireless VoIP Phone 120 Business Central 200 User s Guide

127 Resetting Buttons to Default Settings Status: Complete (Oak 1.6.2) Click here for a list of related topics. Workspace Phone Service Using the Voice Messaging System (VMS) Using Polycom Desktop VoIP Phones Polycom Desktop Phone Button Icons and LEDs Accessing the Company Contact List Making Phone Calls Transferring Phone Calls Forwarding Phone Calls Using Multiple Call Appearances Configuring Phone Line (Call Appearance) Buttons Configuring Speed Dial Buttons Configuring Phone Status Monitoring (Busy Lamp Field) Buttons Configuring Expansion Modules Troubleshooting Problems with Desktop VoIP Phones Configuring and Using Softphones Configuring the Polycom SpectraLink 8002 Wireless VoIP Phone If you want to reset the phone s speed dial and phone status buttons back to their default setting, you can do so by clicking the Reset Phone Buttons button. Any speed dial buttons or phone status buttons configured on the phone will be cleared. IF you changed the number of call appearance buttons through the UI, does it reset them back to the default number, too? If you have manually changed the number of phone line (call appearance) buttons on the phone, rather than through Business Central Manager, those changes will not be reflected in Business Central Manager, and you must manually reset the configuration through the phone to synchronize the phone and Business Central Manager. Always configure the number of phone line (call appearance) buttons through Business Central Manager. Instructions for both procedures are provided below. To Reset the Speed Dial and Phone Status Buttons 1 Log on to Business Central Manager by clicking the Start Business Central Manager button. 2 In the My Workspaces explorer on the left, select the workspace (your personal workspace or a shared workspace of which you are a member) you want to edit. Chapter 4: Using Phones 121

128 Figure 31My Workspaces 3 Click the Edit Properties button. 4 In the list of properties, click Phone Service. 122 Business Central 200 User s Guide

129 Figure 32Edit Workspace Properties Phone Service 5 In the Assigned phones list, select the phone on which you want to reset buttons. (It must be a Polycom desktop VoIP phone.) 6 Click the Phone Details button. The Phone Details dialog box opens. 7 Select the Phone Buttons tab. Chapter 4: Using Phones 123

130 Figure 33Phone Details 8 Click the Reset Phone Buttons button. The Reset Phone Buttons dialog box opens. 9 Select the Clear all speed dial buttons and phone status buttons check box. 10 Click OK to close the Reset Phone Buttons dialog box. 11 Click OK to close the Phone Details dialog box. 12 Click the Save Changes button. 124 Business Central 200 User s Guide

131 ATTENTION: You MUST click the Save Changes button. Otherwise, any changes you made on the Phone Details dialog box will be lost. The phone will restart automatically before your configuration changes take effect. Note: On desktop VoIP phones connected to Business Central through an IPsec VPN connection, you must restart the phone before these configuration changes will take effect. An easy way to restart a phone is to unplug its power cord and plug it back in. If you restart the phone, and the configuration changes still do not take effect, see Configuring Remote Phones to Receive Updates from Business Central on page 200 for instructions. To Reset the Phone Line (Call Appearance) Buttons v Note: These instructions apply to the Polycom SoundPoint IP 330 phone. The procedure for other Polycom phone models may differ slightly. 1 Press the Menu key. 2 Press 3 (Settings). 3 Press 2 (Advanced). 4 Enter the administration password (default is 456). 5 Press the Enter soft key. 6 Press 1 (Admin Settings). 7 Press 4 (Reset to Default). 8 Press 2 (Reset Device Settings). 9 Press the Yes soft key. After a few seconds, the phone will restart automatically. When it finishes restarting, the buttons will be reset to their default configuration. Related Topics Workspace Phone Service Using the Voice Messaging System (VMS) Using Polycom Desktop VoIP Phones Polycom Desktop Phone Button Icons and LEDs Accessing the Company Contact List Making Phone Calls Transferring Phone Calls Forwarding Phone Calls Using Multiple Call Appearances Configuring Phone Line (Call Appearance) Buttons Chapter 4: Using Phones 125

132 Configuring Speed Dial Buttons Configuring Phone Status Monitoring (Busy Lamp Field) Buttons Configuring Expansion Modules Troubleshooting Problems with Desktop VoIP Phones Configuring and Using Softphones Configuring the Polycom SpectraLink 8002 Wireless VoIP Phone Workspace Phone Service Using the Voice Messaging System (VMS) Polycom Desktop Phone Button Icons and LEDs Using Polycom Desktop VoIP Phones Accessing the Company Contact List Making Phone Calls Transferring Phone Calls Forwarding Phone Calls Using Multiple Call Appearances Configuring Phone Line (Call Appearance) Buttons Configuring Speed Dial Buttons Configuring Phone Status Monitoring (Busy Lamp Field) Buttons Configuring Expansion Modules Troubleshooting Problems with Desktop VoIP Phones Configuring and Using Softphones Configuring the Polycom SpectraLink 8002 Wireless VoIP Phone 126 Business Central 200 User s Guide

133 Troubleshooting Problems with Desktop VoIP Phones Status: Complete (Juniper 1.5) Click here for a list of related topics. Workspace Phone Service Using the Voice Messaging System (VMS) Using Polycom Desktop VoIP Phones Polycom Desktop Phone Button Icons and LEDs Accessing the Company Contact List Making Phone Calls Transferring Phone Calls Forwarding Phone Calls Using Multiple Call Appearances Configuring Phone Line (Call Appearance) Buttons Configuring Speed Dial Buttons Configuring Phone Status Monitoring (Busy Lamp Field) Buttons Configuring Expansion Modules Resetting Buttons to Default Settings Configuring and Using Softphones Configuring the Polycom SpectraLink 8002 Wireless VoIP Phone Table 7 Troubleshooting Issues with Desktop VoIP Phones Problem Phone is flashing the wrong date and time. Phone is not working properly, or is displaying the wrong workspace information. Phone displays a Duplicate IP message. Phone does not ring. No dial tone. Solution Wait for the phone to synchronize with the time server, which can take up to 20 minutes. Reboot the phone. (Unplug its power cord and then plug it back in.) Press the Reboot soft key on the phone. Make sure Do Not Disturb is turned off. or Make sure the phone volume is turned up. or Check that the Ring Type selected in the Settings menu is not the Silent Ring. Make sure the handset or headset is plugged into the correct port on the back of the phone. Chapter 4: Using Phones 127

134 Table 7 Troubleshooting Issues with Desktop VoIP Phones (Continued) Problem Phone s display label is truncated. Solution Different models of Polycom phones can display different numbers of characters for the phone s display label. The display label may be shortened on some models of phone. Voice Messaging System (VMS) Quick Reference Click here to view a printable PDF of the VMS Quick Reference. To view PDF files, you must have a PDF viewer, such as the free Adobe Reader, installed on your computer. Polycom Phone Documentation Documentation for Polycom phones is available through their Website at Some Polycom phone features described in their documentation work differently with Business Central. When the Polycom documentation and Business Central documentation differ, use the Business Central documentation. To view a printable PDF of any of the following Polycom User Guides, click the link below: SoundPoint IP 301 User Guide (SIP 3.0) SoundPoint IP 330/320 User Guide (SIP 3.1) SoundPoint IP 430 User Guide (SIP 3.0) SoundPoint IP 450 User Guide (SIP 3.1) SoundPoint IP 501 User Guide (SIP 3.0) SoundPoint IP 550 User Guide (SIP 3.1) SoundPoint IP 560 User Guide (SIP 3.1) SoundPoint IP 600/601 User Guide (SIP 3.0) SoundPoint IP 650 User Guide (SIP 3.1) SoundPoint IP 670 User Guide (SIP 3.1) SoundStation IP 4000 User Guide (SIP 3.0) SoundStation IP 6000 User Guide (SIP 3.1) SpectraLink 8002 Wireless Phone User Guide Note: The Polycom SoundPoint IP 300 and 500 phones are no longer supported as of version 1.6. These phones may still work with Business Central, but not all features are supported. Related Topics Workspace Phone Service Using the Voice Messaging System (VMS) 128 Business Central 200 User s Guide

135 Using Polycom Desktop VoIP Phones Polycom Desktop Phone Button Icons and LEDs Accessing the Company Contact List Making Phone Calls Transferring Phone Calls Forwarding Phone Calls Using Multiple Call Appearances Configuring Phone Line (Call Appearance) Buttons Configuring Speed Dial Buttons Configuring Phone Status Monitoring (Busy Lamp Field) Buttons Configuring Expansion Modules Resetting Buttons to Default Settings Configuring and Using Softphones Configuring the Polycom SpectraLink 8002 Wireless VoIP Phone Workspace Phone Service Using the Voice Messaging System (VMS) Polycom Desktop Phone Button Icons and LEDs Using Polycom Desktop VoIP Phones Accessing the Company Contact List Making Phone Calls Transferring Phone Calls Forwarding Phone Calls Using Multiple Call Appearances Configuring Phone Line (Call Appearance) Buttons Configuring Speed Dial Buttons Configuring Phone Status Monitoring (Busy Lamp Field) Buttons Configuring Expansion Modules Resetting Buttons to Default Settings Configuring and Using Softphones Configuring the Polycom SpectraLink 8002 Wireless VoIP Phone Chapter 4: Using Phones 129

136 Configuring and Using Softphones Status: Complete (Juniper 1.5) Click here for a list of related topics. Workspace Phone Service Using the Voice Messaging System (VMS) Using Polycom Desktop VoIP Phones Downloading and Installing X-Lite or eyebeam Connecting the Softphone to Business Central Configuring the Softphone For Your Audio Device Using a Softphone at Home Configuring the Polycom SpectraLink 8002 Wireless VoIP Phone A softphone is software that simulates a desktop phone and allows you to make and receive calls on your computer through your PSTN or VoIP phone service. To use a softphone, you will need a high quality headset with integrated headphones and microphone connected to your computer. You can use the softphone as you would use a desktop VoIP phone. However, the computer where the softphone is installed and configured must be connected to your company s local area network (LAN), either directly or through VPN, for you to be able to make and receive calls on the softphone. Note: When using a softphone over the Internet, voice quality can be affected by other Internet traffic. Business Central supports CounterPath X-Lite (shown below) and CounterPath eyebeam which are softphones available from p 130 Business Central 200 User s Guide

137 Figure 34CounterPath X-Lite Softphone To Set Up a Softphone 1 Ask a system administrator to create a new softphone in Business Central Manager and assign it to your workspace. The system administrator should give you a SIP user/account name (number) and LAN IP address, which you will need to set up your softphone. 2 Download and install X-Lite or eyebeam. See Downloading and Installing X-Lite or eyebeam, on page 132, for more information. 3 Connect the softphone to Business Central. See Connecting the Softphone to Business Central, on page 134, for more information. 4 Configure your headset or other audio device. See Configuring the Softphone For Your Audio Device, on page 145, for more information. 5 Use the softphone to make and receive calls. You can also install X-Lite or eyebeam on your home computer, and when you are connected to work by VPN, you can use your softphone at home just as at work. For more information, see Using a Softphone at Home, on page 148. Chapter 4: Using Phones 131

138 X-Lite and eyebeam User s Guides You can download the X-Lite and eyebeam User s Guides from CounterPath s Website: X-Lite User s Guide: eyebeam User s Guide: Note: Some X-Lite and eyebeam features, such as call forwarding, will not work with Business Central. Related Topics Workspace Phone Service Using the Voice Messaging System (VMS) Using Polycom Desktop VoIP Phones Downloading and Installing X-Lite or eyebeam Connecting the Softphone to Business Central Configuring the Softphone For Your Audio Device Using a Softphone at Home Configuring the Polycom SpectraLink 8002 Wireless VoIP Phone Workspace Phone Service Using the Voice Messaging System (VMS) Using Polycom Desktop VoIP Phones Downloading and Installing X-Lite or eyebeam Connecting the Softphone to Business Central Configuring the Softphone For Your Audio Device Using a Softphone at Home Configuring the Polycom SpectraLink 8002 Wireless VoIP Phone Downloading and Installing X-Lite or eyebeam Status: Complete (Juniper 1.5) Click here for a list of related topics. Workspace Phone Service Using the Voice Messaging System (VMS) Using Polycom Desktop VoIP Phones Configuring and Using Softphones Connecting the Softphone to Business Central Configuring the Softphone For Your Audio Device Using a Softphone at Home 132 Business Central 200 User s Guide

139 Configuring the Polycom SpectraLink 8002 Wireless VoIP Phone The instructions below explain how to download and install X-Lite and eyebeam. For more information, see the softphone s User s Guide: X-Lite User s Guide: eyebeam User s Guide: After installing, you will have to configure X-Lite to work with Business Central. To Download X-Lite 1 Open a Web browser and go to 2 Click on X-Lite. 3 Follow the on-screen instructions to download X-Lite. To Download eyebeam 1 Open a Web browser and go to 2 Click on Products. 3 Click on eyebeam. 4 Follow the on-screen instructions to download eyebeam. To Install X-Lite or eyebeam 1 Double-click on the file you downloaded from CounterPath. 2 Follow the on-screen instructions to install the softphone. Related Topics Workspace Phone Service Using the Voice Messaging System (VMS) Using Polycom Desktop VoIP Phones Configuring and Using Softphones Connecting the Softphone to Business Central Configuring the Softphone For Your Audio Device Using a Softphone at Home Configuring the Polycom SpectraLink 8002 Wireless VoIP Phone Workspace Phone Service Using the Voice Messaging System (VMS) Using Polycom Desktop VoIP Phones Configuring and Using Softphones Connecting the Softphone to Business Central Configuring the Softphone For Your Audio Device Using a Softphone at Home Configuring the Polycom SpectraLink 8002 Wireless VoIP Phone Chapter 4: Using Phones 133

140 Connecting the Softphone to Business Central Status: Complete (Juniper 1.5) Click here for a list of related topics. Workspace Phone Service Using the Voice Messaging System (VMS) Using Polycom Desktop VoIP Phones Configuring and Using Softphones Downloading and Installing X-Lite or eyebeam Configuring the Softphone For Your Audio Device Using a Softphone at Home Configuring the Polycom SpectraLink 8002 Wireless VoIP Phone Before you can connect a softphone to Business Central, the system administrator must create a softphone for you in Business Central Manager, which gives you a SIP user/account name and domain to enter in the SIP account settings in X-Lite or eyebeam. To connect the softphone to Business Central, add the softphone s Business Central SIP account to X-Lite or eyebeam. This SIP account includes softphone details, such as the SIP user/account name and domain, from Business Central Manager. You can find the softphone s SIP user/account name on the Edit Phone Details screen (available through Edit Workspace Properties). 134 Business Central 200 User s Guide

141 Figure 35Edit Phone Details To Connect Business Central to X-Lite or eyebeam 1 In X-Lite or eyebeam, click the Show Menu button (down arrow at the top right of the softphone s window), and the click SIP Account Settings. Chapter 4: Using Phones 135

142 Figure 36SIP Account Settings Item on X-Lite Menu 2 Click the Add button. 3 On the Account tab, configure the following settings: In the Display Name box, enter your name. In the User name box, enter your softphone s SIP user/account name, which is provided in the softphone s details in Business Central Manager. Note: If a system administrator has already added the softphone to the workspace, you can find the SIP ID in the workspace s phone service properties in Business Central Manager. Need to explain where they get the SIP ID. In the Domain box, enter the Domain IP address, which is provided in the softphone s details in Business Central Manager. Under Send outbound via, select the domain option. Leave any other settings on this tab set to their defaults. 136 Business Central 200 User s Guide

143 Figure 37SIP Account Settings in X-Lite 4 Click the Voic tab. Chapter 4: Using Phones 137

144 5 On the Voic tab, configure the following settings: Leave the Check for voice mail option checked. In the Number to dial for checking voic box, enter. Leave the other settings on this tab as they are. 138 Business Central 200 User s Guide

145 Figure 38Voic Settings in X-Lite 6 Click OK to close the Properties dialog box and save your settings. 7 Click Close to close the SIP Accounts dialog box. 8 Click the Show Menu button (down arrow at the top right of the X-Lite or eyebeam window), and then click Options. 9 At the bottom of the left navigation pane, click Advanced. 10 In the Advanced explorer, click Network. 11 Clear the In times of network disruption, automatically hang up calls after checkbox to turn this setting off. Chapter 4: Using Phones 139

146 Figure 39Network Options 140 Business Central 200 User s Guide

147 12 In the Advanced explorer, click Quality of Service. 13 In the Audio QoS group, make sure the Use DSCP/TOS value option is selected and that its value is set to In the Signaling QoS group, make sure the Use DSCP/TOS value option is selected and that its value is set to 40. Chapter 4: Using Phones 141

148 Figure 40X-Lite Quality of Service 15 Click OK to close the dialog box and save your settings. Your softphone is now configured. Make sure you leave the softphone running whenever you want to be able to receive calls. When the softphone is ready to use, it will display the message, Ready. Your username is:, followed by your SIP user/account name. 142 Business Central 200 User s Guide

149 Figure 41X-Lite Ready to Use If it says No audio devices available, you need to plug in a headset and configure the softphone to use it. See Configuring the Softphone For Your Audio Device, on page 145, for more information. Related Topics Workspace Phone Service Using the Voice Messaging System (VMS) Chapter 4: Using Phones 143

150 Using Polycom Desktop VoIP Phones Configuring and Using Softphones Downloading and Installing X-Lite or eyebeam Configuring the Softphone For Your Audio Device Using a Softphone at Home Configuring the Polycom SpectraLink 8002 Wireless VoIP Phone Workspace Phone Service Using the Voice Messaging System (VMS) Using Polycom Desktop VoIP Phones Configuring and Using Softphones Downloading and Installing X-Lite or eyebeam Configuring the Softphone For Your Audio Device Using a Softphone at Home Configuring the Polycom SpectraLink 8002 Wireless VoIP Phone 144 Business Central 200 User s Guide

151 Configuring the Softphone For Your Audio Device Status: Complete (Juniper 1.5) Click here for a list of related topics. Workspace Phone Service Using the Voice Messaging System (VMS) Using Polycom Desktop VoIP Phones Configuring and Using Softphones Downloading and Installing X-Lite or eyebeam Connecting the Softphone to Business Central Using a Softphone at Home Configuring the Polycom SpectraLink 8002 Wireless VoIP Phone While you can use your computer s speakers and attach a microphone to talk on the softphone, a high quality headset with integrated headphones and microphone is preferable. The quality of audio when using a softphone depends greatly on the quality of your headset. Higher quality headsets produce higher quality audio. Follow the instructions below to configure X-Lite or eyebeam for your audio device. For more information about these and other settings, refer to the X-Lite or eyebeam User s Guide, which are available from CounterPath s Website: X-Lite User s Guide: eyebeam User s Guide: Tip: If you are using a headset, it may take a few seconds for the softphone to detect it. If the softphone does not detect the headset, plug it in before starting the softphone. To Configure the Softphone For Your Audio Device 1 In X-Lite or eyebeam, click the Show Menu button (down arrow at the top right of the X-Lite or eyebeam window), and then click Options. 2 Click Devices in the General explorer. 3 If you are using a headset, configure the following settings in the Headset group: From the Speaker device drop-down list, select the item for your headset. From the Microphone device drop-down list, select the item for your headset. Leave the three checkboxes checked. 4 If you are not using a headset, configure the settings in the Speakerphone group for your computer s speaker and microphone. 5 In the Ring Device group, configure the following settings: From the Speaker device drop-down list, select the item for either your computer s speaker or your headset. Select the ring volume level. Chapter 4: Using Phones 145

152 Check the Ring PC speaker as well checkbox if you want the speaker inside your computer to ring when you receive a call. (The PC speaker is not the same as the external speakers on your computer.) 6 Click OK to save your settings and close the Options dialog box. 146 Business Central 200 User s Guide

153 Figure 42Devices Options in X-Lite Related Topics Workspace Phone Service Using the Voice Messaging System (VMS) Using Polycom Desktop VoIP Phones Configuring and Using Softphones Downloading and Installing X-Lite or eyebeam Connecting the Softphone to Business Central Using a Softphone at Home Configuring the Polycom SpectraLink 8002 Wireless VoIP Phone Workspace Phone Service Using the Voice Messaging System (VMS) Using Polycom Desktop VoIP Phones Chapter 4: Using Phones 147

154 Configuring and Using Softphones Downloading and Installing X-Lite or eyebeam Connecting the Softphone to Business Central Using a Softphone at Home Configuring the Polycom SpectraLink 8002 Wireless VoIP Phone Using a Softphone at Home Status: Needs Revision (Juniper 1.5) Click here for a list of related topics. Workspace Phone Service Using the Voice Messaging System (VMS) Using Polycom Desktop VoIP Phones Configuring and Using Softphones Downloading and Installing X-Lite or eyebeam Connecting the Softphone to Business Central Configuring the Softphone For Your Audio Device Configuring the Polycom SpectraLink 8002 Wireless VoIP Phone If you install X-Lite or eyebeam on your home computer you can use it as a Business Central workspace phone when you are connected to work over a VPN connection. Then, when you are working from home and people call your personal workspace s extension number, not only will it ring your desktop VoIP phone (if you have one), but it will also ring the softphone on your computer at home. Using the softphone with a VPN connection, you can make and receive calls just as if you were at work. Install and configure X-Lite or eyebeam on your home computer, the same way you would configure it on your work computer. ATTENTION: When using a softphone over the Internet, voice quality can be affected by other Internet traffic. For information about VPN connections, see Working Remotely With VPN, on page 176. To Use a Softphone From Home 1 Open a VPN connection to work. 2 Start the softphone. Related Topics Workspace Phone Service Using the Voice Messaging System (VMS) Using Polycom Desktop VoIP Phones 148 Business Central 200 User s Guide

155 Configuring and Using Softphones Downloading and Installing X-Lite or eyebeam Connecting the Softphone to Business Central Configuring the Softphone For Your Audio Device Configuring the Polycom SpectraLink 8002 Wireless VoIP Phone Workspace Phone Service Using the Voice Messaging System (VMS) Using Polycom Desktop VoIP Phones Configuring and Using Softphones Downloading and Installing X-Lite or eyebeam Connecting the Softphone to Business Central Configuring the Softphone For Your Audio Device Configuring the Polycom SpectraLink 8002 Wireless VoIP Phone Chapter 4: Using Phones 149

156 Configuring the Polycom SpectraLink 8002 Wireless VoIP Phone Status: Complete (Oak 1.6) Click here for a list of related topics. Troubleshooting the Polycom SpectraLink 8002 Wireless VoIP Phone Answering an Incoming Call While You Are in Another Call Workspace Phone Service Using the Voice Messaging System (VMS) Using Polycom Desktop VoIP Phones Configuring and Using Softphones The Polycom SpectraLink 8002 wireless (or wifi ) phone is a VoIP phone that is wireless and portable within range of your Business Central wireless network. Before you can use the SpectraLink 8002 wireless VoIP phone, you must configure it to connect to Business Central. After connecting it to Business Central, it will be assigned either to the Reception workspace or to the unassigned group of phones, depending on your Business Central configuration. Before you can use the phone, you must ask your system administrator to reassign the phone to your workspace. Note: If the administrator ever changes your Business Central wireless network name or passphrase, you must reconfigure the phone to reflect the changes. To Configure the Polycom SpectraLink 8002 Wireless VoIP Phone 1 Charge the phone. ATTENTION: After unpacking the phone, charge it for at least an hour before proceeding with configuration. Otherwise, the phone may not have enough power to complete the configuration. 2 Put the phone into configuration mode. 3 Set the license option (You need to set the license option only the first time you configure the phone, not when you reconfigure the phone.) 4 Enter the username. 5 Enter the wireless network name (ESS ID). 6 Enter the wireless passphrase. Step-by-step instructions for each of these procedures are provided below. ATTENTION: During configuration, if you allow the phone to sit idle for 15 seconds, it will exit configuration mode, and you must put it back into configuration mode before you can continue. To prevent it from being idle too long, press the up or down button on the side of the phone while you pause during configuration. 150 Business Central 200 User s Guide

157 Tips for configuring the wireless VoIP phone: Write down your Business Central wireless network name (ESS ID) and passphrase before you begin. Avoid using the Bksp (backspace) soft key because you may inadvertently press the Save soft key. Use the asterisk (*) key to backspace, instead. Press 0 to enter a space. Press 1 to enter special characters, such as hyphens. Up button Select button Down button Soft key buttons Send/On button End/Off button Line button Figure 43SpectraLink 8002 Wireless Phone To Turn ON the Polycom SpectraLink 8002 Wireless VoIP Phone Press and hold the green Send/On button until you hear a beep and the display activates. To Turn OFF the Polycom SpectraLink 8002 Wireless VoIP Phone Chapter 4: Using Phones 151

158 Press and hold the red End/Off button until you hear a beep and the display turns off. To Put the Polycom SpectraLink 8002 Wireless VoIP Phone into Configuration Mode 1 Make sure the phone is turned off before you proceed. 2 Press and hold the red End/Off button. Do not release the red End/Off button until step 5. 3 While you are holding down the red End/Off button, press the green Send/On button and hold it until phone turns on. 4 Release the green Send/On button. 5 Release the red End/Off button. The phone is now in configuration mode. To Set the License Option 1 Make sure the phone is in configuration mode and at the top-level menu (it should say Phone Config at the top). 2 Press the Up or Down button (on the left side of the phone) to highlight Phone Config, and then press the Select (middle button on the left side of the phone) button. License Option will be selected by default. 3 Press the Select button to select License Option. 4 When you see Set Current (---), press the OK soft key. Type 022 will be selected by default. 5 Press the Select button. It will beep and insert an asterisk before the word Type. 6 Press the Menu button. You will see Set Current (022). 7 Press the Menu button again. You have now finished setting the license option. To Enter the Username on the Phone 1 Make sure the phone is in configuration mode and at the top-level menu. (It should say Phone Config at the top). 2 Press the Up or Down button (on the left side of the phone) to highlight Phone Config, and then press the Select (middle button on the left side of the phone) button. 3 Highlight SIP Registration, and press the Select button. 4 Highlight Reg 1 and Login, and press the Select button. 5 Highlight Username, and press the Select button. 6 Enter 1. 7 Press the Save soft key once. You will hear a beep. Do not press the Save key a second time or you may have to start over. 152 Business Central 200 User s Guide

159 Note: The soft key buttons are the two buttons below the screen. Each side of the button represents a different soft key, so two buttons represent four soft keys. The soft key commands display at the bottom of the screen, above the button side to which they correspond. 8 Press the Menu soft key until you get back to the Phone Config menu. You have now finished entering the username. To Enter the Wireless Network Name (ESS ID) on the Phone 1 Make sure the phone is in configuration mode and at the top-level menu (it should say Phone Config at the top). 2 Press the Up or Down button to highlight Network Config, and then press the Select (middle button on the left side of the phone) button. 3 Highlight ESS ID, and press the Select button. 4 Highlight Static Entry, and press the Select button. 5 Use the numeric keypad to enter the Business Central wireless network name. The wireless network name (ESS ID) is case-sensitive. After entering each letter or number, press the #/right arrow button to move to the next letter or number. If you need to make a correction, press the asterisk (*) key to backspace. Example: To enter a lowercase m, press the 6 key five times to go through the options, 6, M, N, and O, until you reach m. 6 When you have finished entering the wireless network name, press the Save soft key once. You will hear a beep. Do not press the Save key a second time or you may have to start over. 7 Press the Menu button until you get back to the Network Config menu. You have now finished entering the wireless network name. To Enter the Wireless Passphrase on the Phone 1 Make sure the phone is in configuration mode and at the top-level menu (it should say Phone Config at the top). 2 Press the Up or Down button to highlight Network Config, and then press the Select (middle button on the left side of the phone) button. 3 Highlight Security, and press the Select button. 4 Highlight WPA-PSK, and press the Select button. 5 Highlight Passphrase, and press the Select button. 6 Press the Select button to select Passphrase. 7 When you see the Enter Passphrase prompt, use the numeric keypad to enter the Business Central wireless network passphrase. 8 Press the Save soft key once. You will hear a beep. 9 When you see the Reenter prompt, use the numeric keypad to enter the Business Central wireless network passphrase again. 10 Press the Save soft key once. Chapter 4: Using Phones 153

160 You will hear a beep. Note: After you have entered the passphrase correctly twice, pressing Save after each time, you will see the Enter Passphrase prompt, but you do not need to enter the passphrase for a third time. 11 Press the Menu button until you get back to the Network Config menu. 12 Press the Exit soft key. You have now finished entering the passphrase. The phone is now assigned either to the Reception workspace or to the unassigned group of phones, depending on your Business Central configuration. Before you can use the phone, you must ask your system administrator to reassign the phone to your workspace. Related Topics Troubleshooting the Polycom SpectraLink 8002 Wireless VoIP Phone Answering an Incoming Call While You Are in Another Call Workspace Phone Service Using the Voice Messaging System (VMS) Using Polycom Desktop VoIP Phones Configuring and Using Softphones Troubleshooting the Polycom SpectraLink 8002 Wireless VoIP Phone Answering an Incoming Call While You Are in Another Call Workspace Phone Service Using the Voice Messaging System (VMS) Using Polycom Desktop VoIP Phones Configuring and Using Softphones 154 Business Central 200 User s Guide

161 Troubleshooting the Polycom SpectraLink 8002 Wireless VoIP Phone Status: Needs Revision (Juniper 1.5) Click here for a list of related topics. Configuring the Polycom SpectraLink 8002 Wireless VoIP Phone Answering an Incoming Call While You Are in Another Call Workspace Phone Service Using the Voice Messaging System (VMS) Using Polycom Desktop VoIP Phones Configuring and Using Softphones The following table lists some error messages that you may encounter when using the SpectraLink 8002 wireless VoIP phone, and what you should do when you encounter them. Table 8 Polycom SpectraLink 8002 Wireless VoIP Phone Error Messages Error Message What it Means What You Should Do ASSERT xxx c Line yyy Assoc Failed xxxxxxxxxxxx Bad ESSID No Net Found No APs No SVP Response The phone has encountered a problem. You entered the passphrase incorrectly. You have not entered the ESS ID. You are out of range of the BC200 wireless network. or You have entered the ESS ID incorrectly. You have not set the license option. Remove the battery and then put it back. Reenter the passphrase. Enter the ESS ID. Move closer to the BC200. or Reenter the ESS ID. Set the license option. Related Topics Configuring the Polycom SpectraLink 8002 Wireless VoIP Phone Answering an Incoming Call While You Are in Another Call Workspace Phone Service Using the Voice Messaging System (VMS) Using Polycom Desktop VoIP Phones Configuring and Using Softphones Configuring the Polycom SpectraLink 8002 Wireless VoIP Phone Answering an Incoming Call While You Are in Another Call Chapter 4: Using Phones 155

162 Workspace Phone Service Using the Voice Messaging System (VMS) Using Polycom Desktop VoIP Phones Configuring and Using Softphones Configuring the Polycom SpectraLink 8002 Wireless VoIP Phone Answering an Incoming Call While You Are in Another Call Click here for a list of related topics. Configuring the Polycom SpectraLink 8002 Wireless VoIP Phone Troubleshooting the Polycom SpectraLink 8002 Wireless VoIP Phone Using the Voice Messaging System (VMS) Using Phones Using Polycom Desktop VoIP Phones Configuring and Using Softphones SpectraLink 8002 Wireless Telephone and Accessories User Guide The SpectraLink 8002 wireless VoIP phone multiple call appearances, so you can have more than one active call on the phone at a time. To Answer an Incoming Call While You Are in Another Call 1 While you are in a call, the incoming call will cause the line icon to flash on the phone s display, and you will hear a tone. 2 Press the LINE button 3 Press the number button associated with the line the call is coming in on (for example, if the call is coming in on line 2, press 2). The phone will display information about the incoming call, and you will continue to hear audio on the first call. 4 Press the green On/Send button to answer the incoming call. The active call will be placed on hold automatically. Alternatively, press the Rej soft key to redirect the incoming call to the next destination in your workspace s incoming call flow (usually voic ). Related Topics Configuring the Polycom SpectraLink 8002 Wireless VoIP Phone Troubleshooting the Polycom SpectraLink 8002 Wireless VoIP Phone Using the Voice Messaging System (VMS) Using Phones Using Polycom Desktop VoIP Phones Configuring and Using Softphones Configuring the Polycom SpectraLink 8002 Wireless VoIP Phone 156 Business Central 200 User s Guide

163 Troubleshooting the Polycom SpectraLink 8002 Wireless VoIP Phone Using the Voice Messaging System (VMS) Using Phones Using Polycom Desktop VoIP Phones Configuring and Using Softphones Chapter 4: Using Phones 157

164 Call Park / Call Pickup The topics in this section describe the how to use the Call Park feature: Using Call Park Using Call Park with System Paging Using Call Pickup This is an organizational topic. It does not have a corresponding GUI screen. Using Call Park The topics in this section describe the how to use the Call Park feature: Parking a Call Unparking a Call Using Call Park with System Paging This is an organizational topic. It does not have a corresponding GUI screen. Parking a Call Use call park to place a call on hold and then pick it up from another location. When the call is placed on hold, it is assigned to a stall (1-9). Anybody can then unpark the call from any phone. Depending on the model of phone, there are two different ways to park a call: Park a Call via the Park Sofkey 1 While in a call, press the Park soft key and wait for the voice prompt. The prompt will say which stall the call was parked into. Note: This option is only supported on Polycom Soundpoint IP phones. You may need to press the More softkey to see the Park softkey. 2 Hang up the phone. Park a Call via the Star Code 1 While in a call, transfer the call to 94 and wait for the voice prompt (i.e. use consultative transfer). The prompt will say which stall the call was parked into. 2 Hang up the phone. Note: Business Central supports star codes for non Polycom Soundpoint IP phones. This allows for Polycom Soundstation and soft phones to use the call park and unpark feature. Note: To use this feature, the phone or softphone parking the call must support call transferring. 158 Business Central 200 User s Guide

165 Unparking a Call Business Central support three ways to pick up a parked call: UnPark a Call via the UnPark Sofkey If you know which stall the call was parked in: 1 Press the UnPark softkey Note: This option is only supported on Polycom Soundpoint IP phones. You may need to press the More softkey to see the Unpark softkey. 2 Enter the Stall Number 3 Press Enter UnPark a Call via the ParkList Sofkey If you would like to see what calls are currently parked: 1 Press the ParkList softkey Note: This option is only supported on Polycom Soundpoint IP phones. You may need to press the More softkey to see the ParkList softkey. 2 If there is at least one call parked, the Polycom phone will display a formatted entry: stall : source number -> destination number, by extension@time stall: This is the stall the call is parked at. source number: This is the calling party number. destination number: This is the called party number. extension: This is the extension that parked the call. time: This is the time the call was parked at. Example: 2:2000->2002, by 2002@15:32 Call between extension 2000 and 2002 is parked by extension 2002 at 15:32 and is in parking stall 2. 3 Use the Polycom navigation keys to highlight and select the parked call you would like to unpark. UnPark a Call via the Star Codes To retrieve a parked call on a phone that does not support the UnPark or ParkList softkeys you may enter 95 plus the stall number. Example: To unpark stall 3, dial 953 Chapter 4: Using Phones 159

166 Using Call Park with System Paging Note: The Business Central supports overhead paging by connecting an amplified speaker system to the Business Central audio out port. Park the Call 1 Use either the Park softkey or transfer to 94 2 Remember the stall number read by the voice 3 Let the call hang up Place the page 1 Make a new call and dial, this will connect you to your paging system 2 Say there is call in "Stall One" 3 Hang up Retrieve the Call 1 Use the ParkList softkey, UnPark softkey, or 95 plus stall to unpark the call. Using Call Pickup Call pickup enables people to answer any ringing phone from any other phone. When a caller dials a shared workspace extension, all workspace members phones will ring by default. Any member of the shared workspace can then pick up calls to this extension without using the call pickup service. Call Pickup via the PickUp Sofkey 1 Press the PickUp softkey, followed by the workspace extension number of the ringing phone. Note: This option is only supported on Polycom Soundpoint IP phones. Depending on your Polycom Soundpoint IP model, the More button may need to be pressed to get to the desired softkey. Call Pickup via the Star Code 1 Press the dial 96, followed by the workspace extension number of the ringing phone. Note: Business Central supports star codes for non Polycom Soundpoint IP phones. This allows for Polycom Soundstation and soft phones to use the call pickup feature. 160 Business Central 200 User s Guide

167 Chapter 5 Accessing File Folders and the Network This chapter contains the following sections: About Network File Folders on page 162 Accessing Network File Folders on page 163 Sharing Files Through the Company Read-Only Shared Folders on page 166 Connecting to the Windows Domain or Workgroup on page 170 Logging On to a Computer through the Windows Domain on page 172 Connecting to the Network Wirelessly on page 174 Working Remotely With VPN on page 176 Configuring VPN Connections for Remote Computers on page 177 Configuring VPN Connections for Remote Offices on page

168 About Network File Folders Click here for a list of related topics. Accessing Network File Folders Sharing Files Through the Company Read-Only Shared Folders Connecting to the Windows Domain or Workgroup Connecting to the Network Wirelessly Working Remotely With VPN Each personal and shared workspace has its own network file folder. They are located on the server and are available over the network at \\central\workspaces. Network file folders are also known as file shares, although they are not always shared. Network file folders are accessible by the following people: Personal workspaces network file folders are accessible by the owner of the personal workspace only. Shared workspaces network file folders are accessible by members of the shared workspace only. Note: System Administrators have full access to all workspaces network file folders. All workspaces network file folders, and the files and folders they contain, will be backed up as part of any system backups. Each workspace also has a folder called Company Read-Only Shared Folder, which is located inside the workspace s System Folders. Anybody can view and open the files and folders that are located in your Company Read-Only Shared Folder. Related Topics Accessing Network File Folders Sharing Files Through the Company Read-Only Shared Folders Connecting to the Windows Domain or Workgroup Connecting to the Network Wirelessly Working Remotely With VPN Accessing Network File Folders Connecting to the Windows Domain or Workgroup Connecting to the Network Wirelessly Working Remotely With VPN 162 Business Central 200 User s Guide

169 Accessing Network File Folders Click here for a list of related topics. About Network File Folders Sharing Files Through the Company Read-Only Shared Folders Working Remotely With VPN The following step-by-step instructions explain two methods of accessing network file folders: Method 1: Open the network file folders through the Windows Run dialog box. See To Access Network File Folders in Windows for details. Method 2 (recommended): Map a network drive to the network file folders. See To Map a Network Drive to the Workspaces Folder in Windows on page 164 for details. Note: If you experience difficulty browsing to network file folders, first try restarting your computer. If you continue to experience difficulty, and you have firewall software installed on your computer, map a network drive to the folder path. (In Windows Explorer, use Tools > Map Network Drive). To Access Network File Folders in Windows 1 Do one of the following: In Windows XP, click Start > Run. In Windows Vista, click Start, and then click in the Start Search box. 2 Do one of the following: If you are at your company s location, type \\central\workspaces and press Enter. If you are connected to your company s LAN over VPN, type \\central.<internet domain name>\\workspaces (for example, \\central.mosaicpaints.sutuscentral.com\\workspaces) and press Enter. A dialog box should open, prompting you for your user name and password. Tip: If the dialog box doesn t open, you will have to map a network drive to the \\central\workspaces folder to be able to access network file folders. 3 Enter your personal workspace logon name and password in the User name and Password fields, and click OK. A window opens displaying the personal and shared network file folders. All workspaces network file folders are located inside these top-level folders. To Access Network File Folders on a Mac Computer 1 In Finder, select Go > Connect to Server from the menu. 2 Do one of the following: Chapter 5: Accessing File Folders and the Network 163

170 If you are at your company s location, type smb://central and click Connect. If you are connected to your company s LAN over VPN, type smb://central.<internet domain name> (for example, smb://central.mosaicpaints.sutuscentral.com) and click Connect. 3 Click OK. 4 Enter your personal workspace logon name and password, and click OK. To Map a Network Drive to the Workspaces Folder in Windows 1 Do one of the following: In Windows XP, click the Windows Start button, and then click My Computer. In Windows Vista, click the Window Start button, and then click Computer. Tip: In Windows Vista, using Windows Explorer or Computer, click the Organize drop-down list, and select Layout > Menu Bar to display the File, Edit, View, Tools, and Help menus. 2 From the Tools menu, select Map Network Drive. The Map Network Drive window opens. 3 Do one of the following: If you are at your company s location, type \\central\workspaces in the Folder text box. If you are connected to your company s LAN over VPN, type \\central.<internet domain name>\\workspaces (for example, \\central.mosaicpaints.sutuscentral.com\\workspaces) in the Folder text box. Figure 44Map Network Drive dialog box in Windows XP 4 Click Finish. 5 If a dialog box opens and prompts you to enter a user name and password, enter your User name and Password. The User name and Password are the same as your personal workspace Logon name and Password. 164 Business Central 200 User s Guide

171 Note: It is important to use the correct User name and Password because the file access permissions are the same as the personal workspace access permissions. The mapped network folder appears in the folder list. You can now access workspaces network file folders through the mapped network drive. Related Topics The following topic in the User s Guide contains related information: About Network File Folders Sharing Files Through the Company Read-Only Shared Folders Working Remotely With VPN About Network File Folders Sharing Files Through the Company Read-Only Shared Folders Working Remotely With VPN Chapter 5: Accessing File Folders and the Network 165

172 Sharing Files Through the Company Read-Only Shared Folders Click here for a list of related topics. The following topics in the System Administrator s Guide contain related information: About Network File Folders Accessing Network File Folders Working Remotely With VPN Each workspace has a folder called Company Read-Only Shared Folder, which is located inside the workspace s System Folders. Anybody can view and open the files and folders that are located in your Company Read-Only Shared Folder. Note: The Company workspace, which is named after your company, does not have a Company Read-Only Shared Folder because everybody already has access to the Company workspace s network file folders. To Share a File or Folder with Everybody in Your Company 1 Open your workspace s network file folder. 2 Expand the System Folders folder. 3 Select the Company Read-Only Shared Folder. 4 Copy the files or folders you want to share into your Company Read-Only Shared Folder. 166 Business Central 200 User s Guide

173 Figure 45Samantha Brown s Company Read-Only Shared Folder Everybody in your company will now have access to the files you copied into that folder. Chapter 5: Accessing File Folders and the Network 167

174 To View the Files and Folders in Another Workspace s Company Read-Only Shared Folder 1 Open the Workspaces network file folder. 2 Expand the Workspaces' Company Read-Only Folders folder. 3 Expand the Personal or Shared folder, depending on whether you want to view the shared files and folders of a personal or shared workspace. 4 Select the workspace whose shared files and folders you want to view. Figure 46Sales Workspace s Company Read-Only Shared Folder Related Topics 168 Business Central 200 User s Guide

175 The following topics in the System Administrator s Guide contain related information: About Network File Folders Accessing Network File Folders Working Remotely With VPN About Network File Folders Accessing Network File Folders Working Remotely With VPN Chapter 5: Accessing File Folders and the Network 169

176 Connecting to the Windows Domain or Workgroup Click here for a list of related topics. Logging On to a Computer through the Windows Domain About Network File Folders Connecting to the Network Wirelessly Working Remotely With VPN Your computer may be configured to connect to either the Windows domain or the workgroup. If you are uncertain whether your computer is connected to the Windows domain or the workgroup, check with your system administrator. There are numerous advantages to using the Windows domain. Advantages of Using a Windows Domain (Instead of a Workgroup) Single logon. When you log on to a computer on the Windows domain, you are also logging on to the network at the same time, so you do no need to enter your username and password to access network resources, such as printers or workspaces network file folders. With workgroups, when you log on to the computer, you are logging on to the computer only, not the network. When you try to connect to the network, you must enter your network username and password. However, you can avoid the dual logon in a workgroup by making your user name and password on the computer the same as your user name and password on the network. Tip: Your network and username and password is the same as your personal workspace logon name and password. If you log on to a computer using the Windows domain, use your personal workspace logon name and password to log on to the Windows domain. You can also log on to any computer connected to the Windows domain with the same user account you use to log on to your own computer, and you will have access to your workspace s network file folders from that computer. Folder and printer permissions. You can share file folders (including workspace network file folders) and printers with specific users on the network by setting permissions on the file folder or printer. With workgroups, when you share a folder or printer, it is shared with everybody. If possible, avoid sharing folders on computers because those files are not backed up. Instead, place shared files in a shared workspace s network file folder, or in a workspace s Company Read-Only Shared Folder, where other people can access them, and where they will be automatically backed up. If your computer is on the Windows domain, you can set permissions on your personal workspace s network file folder, the network file folder of any shared workspace you are a member of, or folders inside those folders. Related Topics Logging On to a Computer through the Windows Domain 170 Business Central 200 User s Guide

177 About Network File Folders Connecting to the Network Wirelessly Working Remotely With VPN Logging On to a Computer through the Windows Domain About Network File Folders Connecting to the Network Wirelessly Working Remotely With VPN Chapter 5: Accessing File Folders and the Network 171

178 Logging On to a Computer through the Windows Domain Click here for a list of related topics. Connecting to the Windows Domain or Workgroup About Network File Folders Connecting to the Network Wirelessly Working Remotely With VPN If your computer is connected to the Windows domain, when you log on to your computer, you will have the option of logging on to your computer or logging on to the Windows domain. You should always log on to the Windows domain, as described in the procedure below. Note: After you log on to your computer through the Windows domain, if your files and settings are missing, contact your system administrator. You can use the Windows Files and Settings Transfer Wizard to export your files and settings from your old user account on your computer and then import them into your Windows domain user account on your computer. The Administrator s Guide contains instructions. To Log On to a Windows XP Professional Computer Through the Windows Domain 1 On the Log On to Windows dialog box, click the Options button to display the Log on to drop-down list. Figure 47Logging on to the Windows domain In the figure above, the domain name is WORKGROUP, which is also the default domain name for all Business Central servers. 2 In the Log on to drop-down list, select WORKGROUP (or the Windows domain name if somebody changed it from WORKGROUP). 3 Enter your User name and Password, which are the same as your personal workspace logon name and password, and click OK. 172 Business Central 200 User s Guide

179 Related Topics Connecting to the Windows Domain or Workgroup About Network File Folders Connecting to the Network Wirelessly Working Remotely With VPN Connecting to the Windows Domain or Workgroup About Network File Folders Connecting to the Network Wirelessly Working Remotely With VPN Chapter 5: Accessing File Folders and the Network 173

180 Connecting to the Network Wirelessly Click here for a list of related topics. About Network File Folders Connecting to the Windows Domain or Workgroup Connecting to the Network Wirelessly To be able to connect to your company s network wirelessly, you must turn on the Business Central s wireless service, and set a wireless network name and security passphrase. You also need a wireless network card (either b or g) installed in your computer. To configure your wireless network card to connect to your company s network, use the settings listed in Table 9. Table 9 Wireless Network Card Configuration Option Wireless network name (SSID) Security passphrase or Security hex key Security setting type Encryption type Channel Setting Use the Business Central wireless network name (SSID). Use either the security passphrase or security hex key, depending on which one your wireless network card requires. Use WPA. Do not use WEP or WPA2. Use TKIP encryption. (If your wireless network card does not allow you to set the encryption type, it will detect and set it automatically.) Use the channel specified in your Business Central wireless network configuration. (If your wireless network card does not allow you to set the channel, it will detect and set it automatically.) If you are unsure of any of these settings, contact your system administrator. To Set Up a Wireless Network Connection on a Windows XP Computer 1 Click Start, and then click Control Panel. 2 Double-click Network Connections. 3 Right-click on Wireless Network Connection, and select View Available Wireless Networks. 4 Select your Business Central wireless network s name (SSID). 5 Click the Connect button. 6 In the Network key box, enter your Business Central wireless network s security passphrase. 7 Enter it again in the Confirm network key box. 8 Click Connect. When the connection is successful, the word Connected will appear to the right of the wireless network name (SSID). To disconnect from the wireless network, select the wireless network and click the Disconnect button. To reconnect, select the wireless network, and click Connect. 174 Business Central 200 User s Guide

181 To Set Up a Wireless Network Connection on a Windows Vista Computer 1 Click Start, and then click Connect To. 2 Scroll down to the name of Business Central s wireless network, and select it. 3 Click the Connect button. 4 In the Security key or passphrase box, type Business Central s wireless network security passphrase. You can optionally click the Display characters checkbox to help make sure you are typing the security passphrase correctly. 5 Click Connect. 6 If you plan to connect to this wireless network again in the future, leave the Save this network box checked. 7 If you want your computer to automatically connect to this wireless network whenever it is in range, leave the Start this connection automatically box checked. 8 In the Set Network Location dialog box, click Work. 9 Click Close. Related Topics About Network File Folders Connecting to the Windows Domain or Workgroup Connecting to the Network Wirelessly About Network File Folders Connecting to the Windows Domain or Workgroup Connecting to the Network Wirelessly Chapter 5: Accessing File Folders and the Network 175

182 Working Remotely With VPN Click here for a list of related topics. Configuring VPN Connections for Remote Computers Setting Up a PPTP VPN Connection on a Windows Vista Computer Setting Up a PPTP VPN Connection on a Windows XP Computer Setting Up a PPTP VPN Connection on Mac OS X Tiger (10.4) Setting Up a PPTP VPN Connection on Mac OS X Leopard (10.5) Configuring VPN Connections for Remote Offices Installing the IPsec VPN Router at a Remote Office Linksys RV042 VPN Router Settings Configuring VPN Connections for Remote Computers About Network File Folders Connecting to the Windows Domain or Workgroup Connecting to the Network Wirelessly Working Remotely With VPN VPN means virtual private network. It enables employees to connect securely to your company s local area network (LAN) from home or other remote locations. When a remote computer is connected to your company s LAN through a VPN connection, it has the same access to your company s LAN as a computer at work. Business Central supports two types of VPN connections: PPTP enables you to connect a remote computer to your company s LAN. If the remote computer has a softphone installed and configured for your workspace, you can also make and receive calls on your softphone. When PPTP VPN connections are allowed by the Internet firewall, anybody with a personal workspace can connect to your company s LAN over the VPN. IPsec requires a special IPsec VPN router at the remote location. With an IPsec VPN connection, multiple computers and desktop VoIP phones can connect to your company s LAN from a remote location, such as a home office. IPsec VPN connections are allowed on a per-workspace basis. For instructions on setting up a PPTP VPN connection, see Configuring VPN Connections for Remote Computers on page 177. For instructions on setting up an IPsec VPN router, see Configuring VPN Connections for Remote Offices on page 192. Tip: When you are connected to your company s LAN over the VPN, and you want to connect to your workspace network file folders, use central., followed by your company s Business Central Internet domain name (for example, central.mosaicpaints.sutuscentral.com), instead of just central. For more information, see Accessing Network File Folders on page 163. Related Topics Configuring VPN Connections for Remote Computers 176 Business Central 200 User s Guide

183 Setting Up a PPTP VPN Connection on a Windows Vista Computer Setting Up a PPTP VPN Connection on a Windows XP Computer Setting Up a PPTP VPN Connection on Mac OS X Tiger (10.4) Setting Up a PPTP VPN Connection on Mac OS X Leopard (10.5) Configuring VPN Connections for Remote Offices Installing the IPsec VPN Router at a Remote Office Linksys RV042 VPN Router Settings Configuring VPN Connections for Remote Computers About Network File Folders Connecting to the Windows Domain or Workgroup Connecting to the Network Wirelessly Working Remotely With VPN Configuring VPN Connections for Remote Computers Setting Up a PPTP VPN Connection on a Windows Vista Computer Setting Up a PPTP VPN Connection on a Windows XP Computer Setting Up a PPTP VPN Connection on Mac OS X Tiger (10.4) Setting Up a PPTP VPN Connection on Mac OS X Leopard (10.5) Configuring VPN Connections for Remote Offices Installing the IPsec VPN Router at a Remote Office Linksys RV042 VPN Router Settings Configuring VPN Connections for Remote Computers About Network File Folders Connecting to the Windows Domain or Workgroup Connecting to the Network Wirelessly Working Remotely With VPN Configuring VPN Connections for Remote Computers Click here for a list of related topics. Working Remotely With VPN Setting Up a PPTP VPN Connection on a Windows Vista Computer Setting Up a PPTP VPN Connection on a Windows XP Computer Setting Up a PPTP VPN Connection on Mac OS X Tiger (10.4) Setting Up a PPTP VPN Connection on Mac OS X Leopard (10.5) Configuring VPN Connections for Remote Offices Use a PPTP VPN connection to connect a remote computer to you company s internal network. You do not need any special equipment for this type of VPN connection, but you can t connect remote desktop VoIP phones using PPTP. Chapter 5: Accessing File Folders and the Network 177

184 To be able to connect to your company s internal network using a PPTP VPN connection, you will need: The Internet domain name of the Business Central server (for example, mosaicpaints.sutuscentral.com). Your personal workspace logon name (for example, sbrown). Your personal workspace password. A computer with an Internet connection. Also, PPTP VPN access must be allowed through Business Central s Internet firewall. See the following topics for instructions on setting up your VPN connection: Setting Up a PPTP VPN Connection on a Windows Vista Computer, on page 179 Setting Up a PPTP VPN Connection on a Windows XP Computer, on page 184 Setting Up a PPTP VPN Connection on Mac OS X Tiger (10.4), on page 187 Setting Up a PPTP VPN Connection on Mac OS X Leopard (10.5), on page 189 Related Topics Working Remotely With VPN Setting Up a PPTP VPN Connection on a Windows Vista Computer Setting Up a PPTP VPN Connection on a Windows XP Computer Setting Up a PPTP VPN Connection on Mac OS X Tiger (10.4) Setting Up a PPTP VPN Connection on Mac OS X Leopard (10.5) Configuring VPN Connections for Remote Offices Working Remotely With VPN Setting Up a PPTP VPN Connection on a Windows Vista Computer Setting Up a PPTP VPN Connection on a Windows XP Computer Setting Up a PPTP VPN Connection on Mac OS X Tiger (10.4) Setting Up a PPTP VPN Connection on Mac OS X Leopard (10.5) Configuring VPN Connections for Remote Offices 178 Business Central 200 User s Guide

185 Setting Up a PPTP VPN Connection on a Windows Vista Computer Click here for a list of related topics. Working Remotely With VPN Configuring VPN Connections for Remote Computers Setting Up a PPTP VPN Connection on a Windows XP Computer Setting Up a PPTP VPN Connection on Mac OS X Tiger (10.4) Setting Up a PPTP VPN Connection on Mac OS X Leopard (10.5) These instructions explain how to set up a VPN connection using Windows Vista on your computer at home, or another remote computer. If you are using a different version of Windows, the procedure may be slightly different. To Set Up a VPN Connection in Windows Vista 1 Click the Windows Start button, and then click Connect To. The Connect to a network dialog box opens. 2 Click the Set up a connection or network link at the bottom of the dialog box. 3 On the Choose a connection option screen, scroll to the bottom of the list, select Connect to a workplace, and click Next. 4 Select No, create a new connection, and click Next. 5 Select Use my Internet connection (VPN). 6 Fill in the following boxes on the Type the Internet address to connect to screen: In the Internet address box, type the Business Central server s external Internet domain name in the form <domain>.sutuscentral.com or <domain>.officecentral.biz (for example, mosaicpaints.sutuscentral.com). In the Destination name box, type your company s name. Leave all the checkboxes unchecked. Click Next. Chapter 5: Accessing File Folders and the Network 179

186 Figure 48Step 6 of Setting Up a PPTP VPN Connection in Windows Vista 7 Fill in the following boxes on the Type your user name and password screen: In the User name box, type your personal workspace logon name (for example, Sidney Black). In the Password box, type your personal workspace logon password. Check the Remember this password box if don t want to have to retype your password every time you connect. Leave the Domain (optional) box empty. Click Connect. 180 Business Central 200 User s Guide

187 Figure 49Step 7 of Setting Up a PPTP VPN Connection in Windows Vista After Windows has successfully connected to the VPN, it will open the Set Network Location dialog box. 8 Select Work. 9 Click Continue on the User Access Control dialog box. 10 Click Close. Note: You now have a successful VPN connection, but you should change some of the default properties, as described in the remaining steps. 11 Click the Windows Start button, and then click Connect To. The Connect to a network dialog box opens. 12 Find the VPN connection you just created, select it, and click Disconnect. 13 Click Close. 14 Click the Windows Start button, and then click Connect To. The Connect to a network dialog box opens. 15 Right-click the VPN connection you created, and select Properties from the right-click menu. 16 In the Properties dialog box, click the Networking tab. Chapter 5: Accessing File Folders and the Network 181

188 Figure 50Step 16 and 17of Setting Up a PPTP VPN Connection 17 Select Internet Protocol Version 4 (TCP/IPv4), and click Properties. 18 Click the Advanced button. 19 Uncheck Use default gateway on remote network, and click OK. Figure 51Step 19 of Setting Up a PPTP VPN Connection in Windows Vista 182 Business Central 200 User s Guide

189 20 On the DNS tab, type your server's external Internet domain name (the same as step 6) in the DNS suffix for this connection box. Figure 52Step 20 of Setting Up a PPTP VPN Connection in Windows Vista 21 Click OK three times to close the dialog boxes. You can now connect with the VPN. To Connect a Windows Vista Computer to the VPN 1 Click the Windows Start button, and then click Connect To. The Connect to a network dialog box opens. 2 Select the VPN connection in the list, and click Connect. The Connect dialog box opens. 3 If you did not save your password when you created the VPN connection, type your personal workspace logon password in the Password box. 4 Click Connect. 5 When Windows has successfully connected, click Close. If the VPN connection is unsuccessful, try again. To Disconnect a Windows Vista Computer from the VPN 1 Click the Windows Start button, and then click Connect To. The Connect to a network dialog box opens. 2 Select the VPN connection in the list, and click Disconnect. Chapter 5: Accessing File Folders and the Network 183

190 Related Topics Working Remotely With VPN Configuring VPN Connections for Remote Computers Setting Up a PPTP VPN Connection on a Windows XP Computer Setting Up a PPTP VPN Connection on Mac OS X Tiger (10.4) Setting Up a PPTP VPN Connection on Mac OS X Leopard (10.5) Working Remotely With VPN Configuring VPN Connections for Remote Computers Setting Up a PPTP VPN Connection on a Windows XP Computer Setting Up a PPTP VPN Connection on Mac OS X Tiger (10.4) Setting Up a PPTP VPN Connection on Mac OS X Leopard (10.5) Setting Up a PPTP VPN Connection on a Windows XP Computer Click here for a list of related topics. Working Remotely With VPN Configuring VPN Connections for Remote Computers Setting Up a PPTP VPN Connection on a Windows Vista Computer Setting Up a PPTP VPN Connection on Mac OS X Tiger (10.4) Setting Up a PPTP VPN Connection on Mac OS X Leopard (10.5) These instructions explain how to set up a VPN connection using Windows XP on your computer at home, or another remote computer. If you are using a different version of Windows, the procedure may be slightly different. To Create a VPN Connection Using Windows XP 1 Open up the Network Connections window, from either the Control Panel (Start > Control Panel > Network Connections) or directly under the Windows Start menu (Start > Connect To). 2 Double-click New Connection Wizard, or click Create a new connection. The New Connection Wizard window opens. 3 Click Next. 4 Select Connect to the network at my workspace, and click Next. 5 Select Virtual Private Network connection, and click Next. 6 Enter the name to be assigned to this network connection, and click Next. You can use any name, as long as it is not the same as any existing connection. 7 Enter your Company Name, and click Next. 8 Type the Business Central server s external Internet domain name in the form <domain>.sutuscentral.com or <domain>.officecentral.biz (for example, mosaicpaints.sutuscentral.com). 184 Business Central 200 User s Guide

191 9 Click Next, and then click Finish. The Connect dialog box displays. 10 Click the Properties button. 11 On the Networking tab, select Internet Protocol (TCP/IP) and click the Properties button. 12 Click the Advanced button. 13 On the General tab, turn off the Use default gateway on remote network option (the checkbooks should not have a chicanery). Figure 53 Use default gateway on remote network VPN Setting 14 On the DNS tab, type your server's external Internet domain name (the same as step 8) in the DNS suffix for this connection box. Figure 54DNS Suffix in VPN Settings 15 Click OK three times to return to the Connect dialog box. Chapter 5: Accessing File Folders and the Network 185

192 You can now connect with the VPN from the computer where you set up the VPN connection. To Connect a Windows XP Computer to the VPN 1 Open up the Network Connections window, from either the Control Panel (Start > Control Panel > Network Connections) or directly under the Windows Start menu (Start > Connect To). 2 Double-click the VPN connection for your company. 3 Enter the User name and Password associated with the personal workspace to log on as. The user name is the logon name from when the personal workspace is created, as is the password. 4 Click the Connect button. After a short period of time (depending on the responsiveness of the PC, the Internet and the server) the VPN connection will be established. If the VPN connection is unsuccessful, try again. To Disconnect a Windows XP Computer from the VPN Right-click on the network icon in the bottom right corner of the desktop window, and select Disconnect. Related Topics Working Remotely With VPN Configuring VPN Connections for Remote Computers Setting Up a PPTP VPN Connection on a Windows Vista Computer Setting Up a PPTP VPN Connection on Mac OS X Tiger (10.4) Setting Up a PPTP VPN Connection on Mac OS X Leopard (10.5) Working Remotely With VPN Configuring VPN Connections for Remote Computers Setting Up a PPTP VPN Connection on a Windows Vista Computer Setting Up a PPTP VPN Connection on Mac OS X Tiger (10.4) Setting Up a PPTP VPN Connection on Mac OS X Leopard (10.5) 186 Business Central 200 User s Guide

193 Setting Up a PPTP VPN Connection on Mac OS X Tiger (10.4) Click here for a list of related topics. The following topics in the System Administrator s Guide contain related information: Working Remotely With VPN Configuring VPN Connections for Remote Computers Setting Up a PPTP VPN Connection on a Windows Vista Computer Setting Up a PPTP VPN Connection on Mac OS X Leopard (10.5) These instructions explain how to set up a PPTP VPN connection on a remote computer that is running Mac OS X. To Create a PPTP VPN Connection on Mac OS X Tiger (10.4) 1 In the Finder, click Go > Applications. 2 Open Internet Connect. 3 Select File > New VPN Connection from the menu. 4 Click PPTP and then Continue. 5 Enter the server address (for example, mosaicpaints.sutuscentral.com). 6 Enter your personal workspace logon name for Account Name. 7 Enter your personal workspace password for Password. 8 Make sure the Show VPN status in menu bar option is turned on. 9 Select Connect > Options from the menu. 10 Turn off the Send all traffic over VPN connection option and click OK. You can either Connect from this window or close it to connect at a later time. To Connect a Mac OS X Tiger (10.4) Computer to the PPTP VPN Click the Internet Connect icon in the menu bar and select Connect. If the VPN connection is unsuccessful, try again. While you are connected, you will see the duration time next to the Internet Connect icon in the menu bar. To Disconnect a Mac OS X Tiger (10.4) Computer from the PPTP VPN Click the Internet Connect icon in the menu bar and select Disconnect. Related Topics The following topics in the System Administrator s Guide contain related information: Working Remotely With VPN Configuring VPN Connections for Remote Computers Setting Up a PPTP VPN Connection on a Windows Vista Computer Setting Up a PPTP VPN Connection on Mac OS X Leopard (10.5) Working Remotely With VPN Configuring VPN Connections for Remote Computers Chapter 5: Accessing File Folders and the Network 187

194 Setting Up a PPTP VPN Connection on a Windows Vista Computer Setting Up a PPTP VPN Connection on Mac OS X Leopard (10.5) 188 Business Central 200 User s Guide

195 Setting Up a PPTP VPN Connection on Mac OS X Leopard (10.5) Click here for a list of related topics. The following topics in the System Administrator s Guide contain related information: Working Remotely With VPN Configuring VPN Connections for Remote Computers Setting Up a PPTP VPN Connection on a Windows Vista Computer Setting Up a PPTP VPN Connection on Mac OS X Tiger (10.4) These instructions explain how to set up a PPTP VPN connection on a remote computer that is running Mac OS X. To Create a PPTP VPN Connection on Mac OS X Leopard (10.5) 1 Open System Preferences. (In Finder, click Go > Applications > System Preferences). 2 Under Internet & Network, open Network. 3 Near the bottom left corner of the dialog box, click the + button. 4 As shown in Figure 55, fill in the following fields: Interface: Select VPN from the drop-down list. VPN Type: Select PPTP from the drop-down list. Service Name: Enter the name of your company (for example, Mosaic Paints). 5 Click the Create button. Chapter 5: Accessing File Folders and the Network 189

196 Figure 55Setting Up a PPTP VPN Connection Mac OS X Leopard 6 As shown in Figure 56, fill in the following fields: Server Address: Enter the Internet domain name of your Business Central server (for example, mosaicpaints.sutuscentral.com). Account Name: Enter your personal workspace logon name (for example, sblack). 7 Click Apply. 190 Business Central 200 User s Guide

197 Figure 56Setting Up a PPTP VPN Connection Mac OS X Leopard 8 Make sure the Show VPN status in menu bar box is checked. You can either Connect from this window or close it to connect at a later time. To Connect a Mac OS X Leopard (10.5) Computer to the PPTP VPN Click the icon in the menu bar and select Connect. If the VPN connection is unsuccessful, try again. While you are connected, you will see the duration time next to the Internet Connect icon in the menu bar. To Disconnect a Mac OS X Leopard (10.5) Computer from the PPTP VPN Click the icon in the menu bar and select Disconnect. Related Topics The following topics in the System Administrator s Guide contain related information: Working Remotely With VPN Configuring VPN Connections for Remote Computers Setting Up a PPTP VPN Connection on a Windows Vista Computer Setting Up a PPTP VPN Connection on Mac OS X Tiger (10.4) Working Remotely With VPN Configuring VPN Connections for Remote Computers Setting Up a PPTP VPN Connection on a Windows Vista Computer Setting Up a PPTP VPN Connection on Mac OS X Tiger (10.4) Chapter 5: Accessing File Folders and the Network 191

198 Configuring VPN Connections for Remote Offices Click here for a list of related topics. Working Remotely With VPN Installing the IPsec VPN Router at a Remote Office Linksys RV042 VPN Router Settings Configuring Remote Phones to Receive Updates from Business Central Configuring VPN Connections for Remote Computers A VPN connection through an IPsec VPN router enables you to connect multiple computers and desktop VoIP phones to your company s local area network (LAN) from a remote location. For example, either of the following remote locations could use an IPsec VPN router to connect to your company s LAN: A remote office, where you have multiple employees with computers and desktop VoIP phones. Their computers and desktop VoIP phones can all connect to your company s LAN through a single IPsec VPN connection. An employee s home, where the employee has a desktop VoIP phone at home and needs to be able to make and receive calls on the phone as if he or she was in the office. The employee can also connect a computer to your company s LAN through the VPN router, or by connecting the computer to the desktop VoIP phone that is connected to the VPN router. However, if the employee needs to connect only one computer, and no desktop VoIP phone, to your company s LAN, he or she does not require an IPsec VPN connection a PPTP VPN connection will do. See Configuring VPN Connections for Remote Computers on page 177 for more information about PPTP VPN connections. To be able to connect to your company s LAN using an IPsec VPN connection a system administrator must have configured your remote location in Business Central Manager and configured an IPsec VPN router for you. ATTENTION: The Linksys RV042 is currently the only IPsec VPN router supported by Business Central. The Business Central documentation assumes you are using the Linksys RV042 router. The instructions in this guide refer to firmware version of the Linksys RV042 router. Related Topics Working Remotely With VPN Installing the IPsec VPN Router at a Remote Office Linksys RV042 VPN Router Settings Configuring Remote Phones to Receive Updates from Business Central Configuring VPN Connections for Remote Computers Working Remotely With VPN 192 Business Central 200 User s Guide

199 Installing the IPsec VPN Router at a Remote Office Linksys RV042 VPN Router Settings Configuring Remote Phones to Receive Updates from Business Central Configuring VPN Connections for Remote Computers Chapter 5: Accessing File Folders and the Network 193

200 Installing the IPsec VPN Router at a Remote Office Click here for a list of related topics. The following topics in the System Administrator s Guide contain related information: Working Remotely With VPN Configuring VPN Connections for Remote Offices Linksys RV042 VPN Router Settings Configuring Remote Phones to Receive Updates from Business Central Configuring VPN Connections for Remote Computers Once the system administrator has configured the router at the main office, you can install it at the remote location. Tip: If you plug an IPsec router into another router, instead of plugging the IPsec router directly into your DSL or cable modem, you may occasionally experience issues, such as one-way audio on phone calls and failed file transfers. There are two methods of using an IPsec router together with another router: Plug the IPsec router directly into your DSL or cable modem, and then plug your other router into the IPsec router. or Assign your IPsec router a static IP address on your other router's network, and then add that static IP address to the DMZ on the other router. For instructions on assigning static IP addresses and setting up DMZ, see the documentation for your other router. To Install the IPsec VPN Router at the Remote Location 1 Make sure the router, DSL or cable modem, and all desktop VoIP phones are unplugged. And make sure the computers that will connect through the router are turned off. 2 Connect one end of an Ethernet network cable to the Internet port on the back of the router, and connect the other end to the DSL or cable modem. 3 Use Ethernet network cables to connect the desktop VoIP phones and computers to the numbered ports on the back of the router. Remember that you can plug the computers Ethernet network cables into the PC port on the back of the desktop VoIP phones to save ports. 4 Power on the DSL or cable modem. 5 Connect the router to a power outlet. 6 After the modem and router are both powered on, plug in the desktop VoIP phones and wait for them to finish booting. 7 Turn on the computers. Attempt to connect to the main office by making a call on the desktop VoIP phone or by browsing the workspace network file folders. 194 Business Central 200 User s Guide

201 Tip: If the VPN connection does not work, restart the modem and try again. Related Topics The following topics in the System Administrator s Guide contain related information: Working Remotely With VPN Configuring VPN Connections for Remote Offices Linksys RV042 VPN Router Settings Configuring Remote Phones to Receive Updates from Business Central Configuring VPN Connections for Remote Computers Working Remotely With VPN Configuring VPN Connections for Remote Offices Linksys RV042 VPN Router Settings Configuring Remote Phones to Receive Updates from Business Central Configuring VPN Connections for Remote Computers Chapter 5: Accessing File Folders and the Network 195

202 Linksys RV042 VPN Router Settings Click here for a list of related topics. The following topics in the System Administrator s Guide contain related information: Working Remotely With VPN Configuring VPN Connections for Remote Offices Installing the IPsec VPN Router at a Remote Office Configuring Remote Phones to Receive Updates from Business Central Configuring VPN Connections for Remote Computers If you experience any problems with your IPsec VPN connection, you can check the settings on the Linksys RV042 router. To view the settings, you must log on to the router. To Log On to the Linksys RV042 VPN Router 1 Open a Web browser on the computer connected to the router. 2 In the Address bar, enter the LAN IP address of the router and press Enter. If you don t know the LAN IP address of the router, ask you system administrator. 3 When prompted, enter the administrative user name and password for the router. (The default for both is admin.) The router s home page opens. 4 Click the VPN tab. 5 Check the settings against the ones shown in the following tables. You will have to obtain some of these settings from your system administrator. Linksys RV042 VPN Router Settings The following tables list each of the settings on the Linksys RV042 VPN router. There is a separate table for each section of the Linksys RV042 VPN settings screen, and the columns of each table contain the following information: The first column contains the names of the fields on the Linksys RV042 screen. The second column contains the names of the corresponding fields on the Add Remote Office IPsec VPN screen in Business Central Manager. The third column provides the Linksys RV042 setting to use. Tip: If you change any other settings on the router, always check the settings described below, afterwards, because changing other router settings may cause some of these settings to change automatically and prevent the VPN connection from working. 196 Business Central 200 User s Guide

203 Linksys RV042 Edit the Tunnel Settings Table 10 Linksys RV042 VPN Router Configuration Edit the Tunnel Settings Linksys RV042 Field Name Business Central Manager Field Name Linksys RV042 Setting Tunnel No. Not applicable Numbered automatically Tunnel Name Name of remote location Use setting from Business Central Manager Interface Not applicable WAN1 Enable Not applicable On Linksys RV042 Local Group Setup Settings Table 11 Linksys RV042 VPN Router Configuration Local Group Setup Settings Linksys RV042 Field Name Business Central Manager Field Name Linksys RV042 Setting Local Security Gateway Setup Local security gateway type Dynamic IP _ Addr. (USER FQNDN) Authentication address Address (Local ID) Use setting from Business Central Manager Local Security Group Type Local security group type Subnet IP Address LAN IP Address of remote office Use setting from Business Central Manager Subnet Mask Subnet mask Use setting from Business Central Manager Linksys RV042 Remote Group Setup Settings Table 12 Linksys RV042 VPN Router Configuration Remote Group Setup Settings Linksys RV042 Field Name Remote Security Gateway Type Business Central Manager Field Name Not applicable Linksys RV042 Setting IP Only IP address WAN IP address for server Use setting from Business Central Manager Remote Security Group Type Remote security group type Subnet IP address LAN IP address Use setting from Business Central Manager Subnet Mask Subnet mask Use setting from Business Central Manager Chapter 5: Accessing File Folders and the Network 197

204 Linksys RV042 IPsec Setup Settings Table 13 Linksys RV042 VPN Router Configuration IPsec Setup Settings Linksys RV042 Field Name Keying Mode Business Central Manager Field Name Key exchange method/mode Linksys RV042 Setting IKE with Preshared key Phase1 DH Group PFS Key / DH Group Group2 Phase1 Encryption Encryption AES-192 Phase1 Authentication Authentication SHA1 Phase1 SA Life Time Phase1 SA Lifetime seconds Perfect Forward Secrecy Perfect Forward Secrecy (PFS) On Phase2 DH Group PFS Key / DH Group Group2 Phase2 Encryption Encryption AES-192 Phase2 Authentication Authentication SHA1 Phase2 SA Life Time Phase 2 SA lifetime 3600 seconds Preshared Key Pre-shared security key Use setting from Business Central Manager Linksys RV042 Advanced Settings Table 14 Linksys RV042 VPN Router Configuration Advanced Settings Linksys RV042 Field Name Aggressive Mode Compress (Support IP Payload Compression Protocol (IPCOMP)) Business Central Manager Field Name Phase 1 key exchange mode Not applicable Linksys RV042 Setting ON off Keep-Alive Not applicable ON AH Hash Algorithm Not applicable off NetBIOS broadcast Not applicable ON NAT Traversal Not applicable off Dead Peer Detection (DPD) Interval Not applicable ON (use default interval) Related Topics The following topics in the System Administrator s Guide contain related information: 198 Business Central 200 User s Guide

205 Working Remotely With VPN Configuring VPN Connections for Remote Offices Installing the IPsec VPN Router at a Remote Office Configuring Remote Phones to Receive Updates from Business Central Configuring VPN Connections for Remote Computers Working Remotely With VPN Configuring VPN Connections for Remote Offices Installing the IPsec VPN Router at a Remote Office Configuring Remote Phones to Receive Updates from Business Central Configuring VPN Connections for Remote Computers Chapter 5: Accessing File Folders and the Network 199

206 Configuring Remote Phones to Receive Updates from Business Central Click here for a list of related topics. The following topics in the System Administrator s Guide contain related information: Working Remotely With VPN Configuring VPN Connections for Remote Offices Installing the IPsec VPN Router at a Remote Office Linksys RV042 VPN Router Settings Configuring VPN Connections for Remote Computers ATTENTION: Before a desktop VoIP phone can be used at a remote office, it must have been connected to your company s LAN at least once. Plug the phone into one of the 100M+PoE ports on the Business Central server and wait for it to finish booting before unplugging it. The phone is then ready to be used at the remote office. To be able to receive configuration updates to your remote phone from Business Central, you must manually program the phone to use your Business Central server s LAN IP address as the phone s server address. Doing so will enable the remote phone to receive the following configuration updates from Business Central: Firmware updates Speed dial and other button configuration changes made through Business Central Manager Display label changes Workspace assignment changes If you do not configure the remote phone s server address, it will never receive configuration updates from Business Central. Note: Even after configuring the server address on the remote phone, you still must manually restart the phone to apply configuration changes made in Business Central Manager. The remote phone will not receive any configuration changes from Business Central until it has been manually restarted. The instructions below explain the following procedures: How to find the LAN IP address of your Business Central server How to configure the server address on the phone How to configure the time server address on the phone (so the phone will synchronize its time with Business Central) Note: The instructions below apply to the Polycom SoundPoint IP 330 model phone. If you are using another model of Polycom phone, the instructions will vary. To Determine the LAN IP Address of your Business Central Server 200 Business Central 200 User s Guide

207 1 Press the Menu button. 2 Press 3 (Settings). 3 Press 2 (Advanced). 4 Enter the phone's administrator password (default is 456), and press the Enter soft key. 5 Press 1 (Admin Settings). 6 Press 2 (SIP Configuration). 7 On the SIP Configuration screen, leave the top item (Server) highlighted, nd press the Select (Sel or checkmark) button. The LAN IP address of the Business Central server is displayed under Address. 8 Write this number down, including the dots between any digits. 9 Follow the instructions below to enter this number, including the dots, as the phone s server address and time server address. To Configure the Server Address on a Polycom SoundPoint IP Press the Menu button. 2 Press 3 (Settings). 3 Press 2 (Advanced). 4 Enter the phone's administrator password (default is 456), and press the Enter soft key. 5 Press 1 (Admin Settings). 6 Press 1 (Network Configuration). 7 Scroll down to the Server Menu item and press the Select (Sel or checkmark) button. 8 Scroll down to the ServerAddr (server address) item and press the Select button. 9 Press the # button until you see IP beside ServerAddr at the top of the screen. 10 Enter the LAN IP address of the Business Central server. Use the * key to enter the dots between the octets. 11 Press the OK soft key to save the changes. 12 Press the < (left arrow) button twice. You will see a Save Config? confirmation message. 13 Press the Yes soft key to save the configuration changes. To Configure the Time Server (SNTP) Address on a Polycom SoundPoint IP Press the Menu button. 2 Press 3 (Settings). 3 Press 2 (Advanced). 4 Enter the phone's administrator password (default is 456), and press the Enter soft key. 5 Press 1 (Admin Settings). 6 Press 1 (Network Configuration). 7 Scroll down to the SNTP Addr item and press the Select (Sel or checkmark) button. 8 Press the # button until you see IP beside SNTPAddr at the top of the screen. Chapter 5: Accessing File Folders and the Network 201

208 9 Enter the LAN IP address of the Business Central server. Use the * key to enter the dots between the octets. 10 Press the OK soft key to save the changes. 11 Press the < (left arrow) button once. You will see a Save Config? confirmation message. 12 Press the Yes soft key to save the configuration changes. 13 Press the Menu button to return to the main screen. Related Topics The following topics in the System Administrator s Guide contain related information: Working Remotely With VPN Configuring VPN Connections for Remote Offices Installing the IPsec VPN Router at a Remote Office Linksys RV042 VPN Router Settings Configuring VPN Connections for Remote Computers Working Remotely With VPN Configuring VPN Connections for Remote Offices Installing the IPsec VPN Router at a Remote Office Linksys RV042 VPN Router Settings Configuring VPN Connections for Remote Computers Resolving Problems With VPN Connections If you are having problems with your VPN connection, and you have a router, try the following possible solutions: Upgrade your router to the most recent firmware version. For more information, see the product documentation for your router. Make sure you have a router that supports VPN passthrough and that PPTP passthrough is turned on. Routers from before 2005 may not support PPTP passthrough. Routers that have PPTP passthrough usually have this feature turned on by default, but if it has been turned off, you should turn it back on. For more information, see the product documentation for your router. If you have upgraded your router to the latest firmware version and have PPTP passthrough turned on, but you are still having problems with VPN, you may need to try using another router. 202 Business Central 200 User s Guide

209 Chapter 6 Using with Business Central This chapter contains the following sections: About Workspace Service on page 204 Introduction to IMAP on page 207 Setting Up a Personal Workspace IMAP Account on page 210 Client Setup Wizard Setting Up a Personal Workspace IMAP Account Manually on page 213 Setting Up a Personal Workspace IMAP Account Manually in Microsoft Outlook on page 216 Setting Up a Personal Workspace IMAP Account in Microsoft Outlook Express on page 221 Setting Up a Personal Workspace IMAP Account in Mozilla Thunderbird on page 225 Subscribing to Shared Workspace IMAP Folders on page 228 Subscribing to Shared Workspace IMAP Folders in Microsoft Outlook on page 231 Subscribing to Shared Workspace IMAP Folders in Microsoft Outlook Express on page 235 Subscribing to Shared Workspace IMAP Folders in Mozilla Thunderbird on page 239 Deleting IMAP Messages on page 242 Additional IMAP Configuration in Microsoft Outlook 2003 on page 244 Forwarding Incoming Automatically on page 258 Replying to Incoming Automatically on page 261 Configuring Security on page 264 Sharing Your Outlook Calendar Free/Busy Information on page 265 DO NOT DELETE HIDDEN TEXT: 203

210 About Workspace Service Click here for a list of related topics. Introduction to IMAP Setting Up a Personal Workspace IMAP Account Client Setup Wizard Setting Up a Personal Workspace IMAP Account Manually Setting Up a Personal Workspace IMAP Account Manually in Microsoft Outlook Setting Up a Personal Workspace IMAP Account in Microsoft Outlook Express Setting Up a Personal Workspace IMAP Account in Mozilla Thunderbird Subscribing to Shared Workspace IMAP Folders Subscribing to Shared Workspace IMAP Folders in Microsoft Outlook Subscribing to Shared Workspace IMAP Folders in Microsoft Outlook Express Subscribing to Shared Workspace IMAP Folders in Mozilla Thunderbird Deleting IMAP Messages Forwarding Incoming Automatically Additional IMAP Configuration in Microsoft Outlook 2003 Sharing Your Outlook Calendar Free/Busy Information Both personal and shared workspaces can have service. service provides the workspace with an address, which you can use to send and receive messages. If a workspace has both its voice messaging and service turned on, any voic messages will also get sent to the workspace as attachments. You can then listen to the voic message from your computer or from any phone. Personal Workspace Service The default address for the personal workspace is based on the logon name. It may also include one or more alternate addresses for the same account. People can send messages to the primary address, or to any of the alternate addresses, and they will come through as if they were all sent to the primary address. Shared Workspace Service A shared workspace can also have its own address. Unlike personal workspaces, the primary address for shared workspaces are not created automatically. When you turn on service for a shared workspace, you must choose a unique primary address for the workspace. You can also create one or more alternate addresses for a shared workspace. 204 Business Central 200 User s Guide

211 If anybody wants to send an message to all members of a shared workspace, they just send the message to the shared workspace s address. Anybody can send to the shared workspace s address, but only members of the shared workspace can receive the messages. Permanent Workspace Service By default, service is turned off for the Company and Reception workspaces, but you can turn it on if needed. service for the System Administrators workspace is turned on by default and cannot be turned off. Related Topics Introduction to IMAP Setting Up a Personal Workspace IMAP Account Client Setup Wizard Setting Up a Personal Workspace IMAP Account Manually Setting Up a Personal Workspace IMAP Account Manually in Microsoft Outlook Setting Up a Personal Workspace IMAP Account in Microsoft Outlook Express Setting Up a Personal Workspace IMAP Account in Mozilla Thunderbird Subscribing to Shared Workspace IMAP Folders Subscribing to Shared Workspace IMAP Folders in Microsoft Outlook Subscribing to Shared Workspace IMAP Folders in Microsoft Outlook Express Subscribing to Shared Workspace IMAP Folders in Mozilla Thunderbird Deleting IMAP Messages Forwarding Incoming Automatically Additional IMAP Configuration in Microsoft Outlook 2003 Sharing Your Outlook Calendar Free/Busy Information Introduction to IMAP Setting Up a Personal Workspace IMAP Account Client Setup Wizard Setting Up a Personal Workspace IMAP Account Manually Setting Up a Personal Workspace IMAP Account Manually in Microsoft Outlook Setting Up a Personal Workspace IMAP Account in Microsoft Outlook Express Setting Up a Personal Workspace IMAP Account in Mozilla Thunderbird Subscribing to Shared Workspace IMAP Folders Subscribing to Shared Workspace IMAP Folders in Microsoft Outlook Chapter 6: Using with Business Central 205

212 Subscribing to Shared Workspace IMAP Folders in Microsoft Outlook Express Subscribing to Shared Workspace IMAP Folders in Mozilla Thunderbird Forwarding Incoming Automatically Deleting IMAP Messages Additional IMAP Configuration in Microsoft Outlook 2003 Sharing Your Outlook Calendar Free/Busy Information 206 Business Central 200 User s Guide

213 Introduction to IMAP Click here for a list of related topics. Using with Business Central Setting Up a Personal Workspace IMAP Account Client Setup Wizard Setting Up a Personal Workspace IMAP Account Manually Setting Up a Personal Workspace IMAP Account Manually in Microsoft Outlook Setting Up a Personal Workspace IMAP Account in Microsoft Outlook Express Setting Up a Personal Workspace IMAP Account in Mozilla Thunderbird Subscribing to Shared Workspace IMAP Folders Subscribing to Shared Workspace IMAP Folders in Microsoft Outlook Subscribing to Shared Workspace IMAP Folders in Microsoft Outlook Express Subscribing to Shared Workspace IMAP Folders in Mozilla Thunderbird Deleting IMAP Messages Forwarding Incoming Automatically Additional IMAP Configuration in Microsoft Outlook 2003 Sharing Your Outlook Calendar Free/Busy Information Business Central uses IMAP instead of POP . You are probably familiar with POP . With POP , when you receive an message on your computer, the message is removed from the server and moved to your computer, so it no longer exists on the server. You can not access those messages on any other computer, and if your computer s hard disk fails, you lose your messages. Figure 57POP Service Chapter 6: Using with Business Central 207

214 IMAP is slightly different. When you view an message on your computer, the message remains on the server. Then, if you set up your account on your computer at home and at work, you can see all your messages on both computers, including the message s state, such as read or unread, marked for follow-up, replied to or forwarded, etc. If you delete an message, that message will be deleted off the server, which means you will no longer be able to view the message on any of your computers. Figure 58IMAP Service Because IMAP messages are stored on the server, they will also be backed up regularly. If your computer s hard disk fails, you will not lose your messages. Related Topics Using with Business Central Setting Up a Personal Workspace IMAP Account Client Setup Wizard Setting Up a Personal Workspace IMAP Account Manually Setting Up a Personal Workspace IMAP Account Manually in Microsoft Outlook Setting Up a Personal Workspace IMAP Account in Microsoft Outlook Express Setting Up a Personal Workspace IMAP Account in Mozilla Thunderbird Subscribing to Shared Workspace IMAP Folders Subscribing to Shared Workspace IMAP Folders in Microsoft Outlook Subscribing to Shared Workspace IMAP Folders in Microsoft Outlook Express Subscribing to Shared Workspace IMAP Folders in Mozilla Thunderbird Deleting IMAP Messages Forwarding Incoming Automatically Additional IMAP Configuration in Microsoft Outlook 2003 Sharing Your Outlook Calendar Free/Busy Information 208 Business Central 200 User s Guide

215 Using with Business Central Setting Up a Personal Workspace IMAP Account Client Setup Wizard Setting Up a Personal Workspace IMAP Account Manually Setting Up a Personal Workspace IMAP Account Manually in Microsoft Outlook Setting Up a Personal Workspace IMAP Account in Microsoft Outlook Express Setting Up a Personal Workspace IMAP Account in Mozilla Thunderbird Subscribing to Shared Workspace IMAP Folders Subscribing to Shared Workspace IMAP Folders in Microsoft Outlook Subscribing to Shared Workspace IMAP Folders in Microsoft Outlook Express Subscribing to Shared Workspace IMAP Folders in Mozilla Thunderbird Deleting IMAP Messages Forwarding Incoming Automatically Additional IMAP Configuration in Microsoft Outlook 2003 Sharing Your Outlook Calendar Free/Busy Information Chapter 6: Using with Business Central 209

216 Setting Up a Personal Workspace IMAP Account Click here for a list of related topics. Using with Business Central Introduction to IMAP Client Setup Wizard Setting Up a Personal Workspace IMAP Account Manually Setting Up a Personal Workspace IMAP Account Manually in Microsoft Outlook Setting Up a Personal Workspace IMAP Account in Microsoft Outlook Express Setting Up a Personal Workspace IMAP Account in Mozilla Thunderbird Subscribing to Shared Workspace IMAP Folders Subscribing to Shared Workspace IMAP Folders in Microsoft Outlook Subscribing to Shared Workspace IMAP Folders in Microsoft Outlook Express Subscribing to Shared Workspace IMAP Folders in Mozilla Thunderbird Deleting IMAP Messages Forwarding Incoming Automatically Additional IMAP Configuration in Microsoft Outlook 2003 Sharing Your Outlook Calendar Free/Busy Information If the service for your personal workspace is turned on, you have an address. However, to be able to send and receive messages with this address, you must set up your account in your software. Since Business Central uses IMAP , the personal workspace account you set up must be an IMAP account. You can use any software that supports IMAP , such as Microsoft Outlook, Microsoft Outlook Express, Mozilla Thunderbird, or MacMail. If you are using Microsoft Outlook 2002/XP or newer, you can use a configuration wizard to automatically set up your personal workspace IMAP account. See Client Setup Wizard for instructions you can set up your account manually, as described in Setting Up a Personal Workspace IMAP Account Manually on page 213.). If you are using software other than Microsoft Outlook 2002/XP or newer, see Setting Up a Personal Workspace IMAP Account Manually on page 213 for instructions. Note: If you want to be able to send and receive your work on your home computer, just set up your personal workspace IMAP account on your home computer the same way you set it up at work. To be able to send from home, you may need to connect to the server at work through VPN. For information about connecting through VPN, see Working Remotely With VPN on page Business Central 200 User s Guide

217 After you have set up your personal workspace account, you can subscribe to shared workspace folders. For instructions, see Subscribing to Shared Workspace IMAP Folders on page 228. Related Topics Using with Business Central Introduction to IMAP Client Setup Wizard Setting Up a Personal Workspace IMAP Account Manually Setting Up a Personal Workspace IMAP Account Manually in Microsoft Outlook Setting Up a Personal Workspace IMAP Account in Microsoft Outlook Express Setting Up a Personal Workspace IMAP Account in Mozilla Thunderbird Subscribing to Shared Workspace IMAP Folders Subscribing to Shared Workspace IMAP Folders in Microsoft Outlook Subscribing to Shared Workspace IMAP Folders in Microsoft Outlook Express Subscribing to Shared Workspace IMAP Folders in Mozilla Thunderbird Deleting IMAP Messages Forwarding Incoming Automatically Additional IMAP Configuration in Microsoft Outlook 2003 Client Setup Wizard Sharing Your Outlook Calendar Free/Busy Information Using with Business Central Introduction to IMAP Client Setup Wizard Setting Up a Personal Workspace IMAP Account Manually Setting Up a Personal Workspace IMAP Account Manually in Microsoft Outlook Setting Up a Personal Workspace IMAP Account in Microsoft Outlook Express Setting Up a Personal Workspace IMAP Account in Mozilla Thunderbird Subscribing to Shared Workspace IMAP Folders Subscribing to Shared Workspace IMAP Folders in Microsoft Outlook Subscribing to Shared Workspace IMAP Folders in Microsoft Outlook Express Subscribing to Shared Workspace IMAP Folders in Mozilla Thunderbird Deleting IMAP Messages Chapter 6: Using with Business Central 211

218 Forwarding Incoming Automatically Additional IMAP Configuration in Microsoft Outlook 2003 Sharing Your Outlook Calendar Free/Busy Information 212 Business Central 200 User s Guide

219 Setting Up a Personal Workspace IMAP Account Manually Click here for a list of related topics. Accessing Network File Folders Using with Business Central Introduction to IMAP Setting Up a Personal Workspace IMAP Account Client Setup Wizard Setting Up a Personal Workspace IMAP Account Manually in Microsoft Outlook Setting Up a Personal Workspace IMAP Account in Microsoft Outlook Express Setting Up a Personal Workspace IMAP Account in Mozilla Thunderbird Subscribing to Shared Workspace IMAP Folders Subscribing to Shared Workspace IMAP Folders in Microsoft Outlook Subscribing to Shared Workspace IMAP Folders in Microsoft Outlook Express Subscribing to Shared Workspace IMAP Folders in Mozilla Thunderbird Deleting IMAP Messages Forwarding Incoming Automatically Additional IMAP Configuration in Microsoft Outlook 2003 Table 15 describes the settings to use when setting up your IMAP account. Table 15 IMAP Account Settings Setting Description Example Server or Account Type Name IMAP Your name as you want it to appear on outgoing messages. Samantha Brown Chapter 6: Using with Business Central 213

220 Table 15 IMAP Account Settings (Continued) Setting Description Example Address Your primary address, in the form or where: <name> is the logon name for your personal workspace. The default logon name is the first letter of the users first name combined with the last name. <name> can also be any of the aliases set up for your workspace. <domain> is the Internet domain name for your Business Central server. uscentral.com Incoming mail server Outgoing mail server User name Password Secure Password Authentication (SPA) Incoming server (IMAP) encrypted connection (SSL) and port number Outgoing server (SMTP) encrypted connection (SSL) and port number The Internet domain name of your Business Central server. Same as the incoming mail server, above. The same name you used for <name> in your address. The password for your personal workspace. Turn this setting OFF. Turn ON encrypted connection (SSL). Use port 993. Turn ON encrypted connection (SSL). Use port 465. mosaicpaints.sutuscentral. com mosaicpaints.sutuscentral. com sbrown Note: If you are using your own domain name (for example, mosaicpaints.net), instead of your Business Central domain name (for example, mosaicpaints.sutuscentral.com) for your , use your own domain name in your Address (for example, but use your Business Central domain name for your incoming and outgoing mail server name. 214 Business Central 200 User s Guide

221 For step-by-step instructions about setting up an account manually in Microsoft Outlook 2003 or Microsoft Outlook 6, see Setting Up a Personal Workspace IMAP Account Manually in Microsoft Outlook on page 216 or Setting Up a Personal Workspace IMAP Account in Microsoft Outlook Express on page 221. Related Topics Accessing Network File Folders Using with Business Central Introduction to IMAP Setting Up a Personal Workspace IMAP Account Client Setup Wizard Setting Up a Personal Workspace IMAP Account Manually in Microsoft Outlook Setting Up a Personal Workspace IMAP Account in Microsoft Outlook Express Setting Up a Personal Workspace IMAP Account in Mozilla Thunderbird Subscribing to Shared Workspace IMAP Folders Subscribing to Shared Workspace IMAP Folders in Microsoft Outlook Subscribing to Shared Workspace IMAP Folders in Microsoft Outlook Express Subscribing to Shared Workspace IMAP Folders in Mozilla Thunderbird Deleting IMAP Messages Forwarding Incoming Automatically Additional IMAP Configuration in Microsoft Outlook 2003 Accessing Network File Folders Using with Business Central Introduction to IMAP Setting Up a Personal Workspace IMAP Account Client Setup Wizard Setting Up a Personal Workspace IMAP Account Manually in Microsoft Outlook Setting Up a Personal Workspace IMAP Account in Microsoft Outlook Express Setting Up a Personal Workspace IMAP Account in Mozilla Thunderbird Subscribing to Shared Workspace IMAP Folders Subscribing to Shared Workspace IMAP Folders in Microsoft Outlook Subscribing to Shared Workspace IMAP Folders in Microsoft Outlook Express Subscribing to Shared Workspace IMAP Folders in Mozilla Thunderbird Chapter 6: Using with Business Central 215

222 Deleting IMAP Messages Forwarding Incoming Automatically Additional IMAP Configuration in Microsoft Outlook 2003 Setting Up a Personal Workspace IMAP Account Manually in Microsoft Outlook Click here for a list of related topics. Accessing Network File Folders Using with Business Central Introduction to IMAP Setting Up a Personal Workspace IMAP Account Client Setup Wizard Setting Up a Personal Workspace IMAP Account Manually Setting Up a Personal Workspace IMAP Account in Microsoft Outlook Express Setting Up a Personal Workspace IMAP Account in Mozilla Thunderbird Subscribing to Shared Workspace IMAP Folders Subscribing to Shared Workspace IMAP Folders in Microsoft Outlook Subscribing to Shared Workspace IMAP Folders in Microsoft Outlook Express Subscribing to Shared Workspace IMAP Folders in Mozilla Thunderbird Deleting IMAP Messages Forwarding Incoming Automatically Additional IMAP Configuration in Microsoft Outlook 2003 The following instructions explain how to set up an IMAP account manually in Microsoft Outlook 2007 and Microsoft Outlook If you are using a different version of Microsoft Outlook, the procedure might be slightly different. For more information about setting up an IMAP account in your software, refer to the documentation provided with that software. To Set Up a Personal Workspace IMAP Account Manually in Microsoft Outlook In Outlook, select Tools > Accounts from the menu. The Accounts wizard opens. 2 Under the heading, click the Add a new account option, and then click Next. 3 Under Server Type, click the IMAP option, and then click Next. 4 Under Internet Settings (IMAP), fill in the text boxes as follows: Your Name: Enter the name to use for . address: Enter your primary address, in the form <name>@<domain>.sutuscentral.com, where: 216 Business Central 200 User s Guide

223 <name> logon name for your personal workspace. The default logon name is the first letter of the users first name combined with the last name. For example, Samantha Brown s default user name is sbrown. <name> can also be any of the aliases set up for your workspace. <domain> is the external Internet domain name for your Business Central server (for example, mosaicpaints.sutuscentral.com). Example: If the personal workspace logon name is sbrown, and the domain name for the server is mosaicpaints, the address would be sbrown@mosaicpaints.sutuscentral.com. Note: If you are using your own domain name (for example, mosaicpaints.net), instead of your Business Central domain name (for example, mosaicpaints.sutuscentral.com) for your , use your own domain name in your Address (for example, sbrown@mosaicpaints.net). Incoming mail server (IMAP): Enter the external Internet domain name for your Business Central server (for example, mosaicpaints.sutuscentral.com). Outgoing mail server (SMTP): Enter the same domain name as you did for Incoming mail server (IMAP). User Name: Enter the same name you used for <name> in address. Password: Enter the password you set up when you configured the personal workspace for which you are setting up . The Remember password box does not have to be checked, but if you do check the box then it will save you having to re-enter your password each time you send or receive . The Log on using Secure Password Authentication (SPA) box should not be checked. Figure 59Microsoft Outlook Internet Settings dialog box Chapter 6: Using with Business Central 217

224 5 Click More Settings. An Internet settings window opens. 6 Under the General tab, fill in the boxes as follows: Mail Account: Enter the name to identify this account if the suggested name is not appropriate. This is the name that will display in Outlook s folder list. Organization: Optionally enter a name. Reply Optionally enter a reply address if you would like it to be different to the one you entered under address above. 7 Set the options under the Outgoing Server tab as follows: Check the My outgoing server (SMTP) requires authentication box. Ensure the Use same settings as my incoming server option is selected. Figure 60Microsoft Outlook Outgoing Server Settings 8 On the Connection tab use the default settings. By default, the only option selected is the Connect using my local area network (LAN) option. 9 On the Advanced tab select both This server requires an encrypted connection (SSL) checkboxes. 10 Make sure the value of the Incoming server (IMAP) box is set to 993, not 143. (This value should have changed from 143 to 993 automatically when you selected the checkbox.) 11 Change the value of the Outgoing server (SMTP) box to 465, instead of Business Central 200 User s Guide

225 Figure 61Microsoft Outlook Advanced IMAP Settings 12 Click OK to return to the main Accounts wizard. 13 Click Next, and then click Finish. Related Topics Accessing Network File Folders Using with Business Central Introduction to IMAP Setting Up a Personal Workspace IMAP Account Client Setup Wizard Setting Up a Personal Workspace IMAP Account Manually Setting Up a Personal Workspace IMAP Account in Microsoft Outlook Express Setting Up a Personal Workspace IMAP Account in Mozilla Thunderbird Subscribing to Shared Workspace IMAP Folders Subscribing to Shared Workspace IMAP Folders in Microsoft Outlook Subscribing to Shared Workspace IMAP Folders in Microsoft Outlook Express Subscribing to Shared Workspace IMAP Folders in Mozilla Thunderbird Deleting IMAP Messages Forwarding Incoming Automatically Additional IMAP Configuration in Microsoft Outlook 2003 Accessing Network File Folders Using with Business Central Introduction to IMAP Setting Up a Personal Workspace IMAP Account Chapter 6: Using with Business Central 219

226 Client Setup Wizard Setting Up a Personal Workspace IMAP Account Manually Setting Up a Personal Workspace IMAP Account in Microsoft Outlook Express Setting Up a Personal Workspace IMAP Account in Mozilla Thunderbird Subscribing to Shared Workspace IMAP Folders Subscribing to Shared Workspace IMAP Folders in Microsoft Outlook Subscribing to Shared Workspace IMAP Folders in Microsoft Outlook Express Subscribing to Shared Workspace IMAP Folders in Mozilla Thunderbird Deleting IMAP Messages Forwarding Incoming Automatically Additional IMAP Configuration in Microsoft Outlook Business Central 200 User s Guide

227 Setting Up a Personal Workspace IMAP Account in Microsoft Outlook Express Click here for a list of related topics. Accessing Network File Folders Using with Business Central Introduction to IMAP Setting Up a Personal Workspace IMAP Account Client Setup Wizard Setting Up a Personal Workspace IMAP Account Manually Setting Up a Personal Workspace IMAP Account Manually in Microsoft Outlook Setting Up a Personal Workspace IMAP Account in Mozilla Thunderbird Subscribing to Shared Workspace IMAP Folders Subscribing to Shared Workspace IMAP Folders in Microsoft Outlook Subscribing to Shared Workspace IMAP Folders in Microsoft Outlook Express Subscribing to Shared Workspace IMAP Folders in Mozilla Thunderbird Deleting IMAP Messages Forwarding Incoming Automatically Additional IMAP Configuration in Microsoft Outlook 2003 Microsoft Outlook Express does not handle IMAP very well. As an alternative, consider using Mozilla Thunderbird, which is a free software application that handles IMAP very well. For more information, see Setting Up a Personal Workspace IMAP Account in Mozilla Thunderbird on page 225. The following instructions explain how to set up a personal workspace IMAP account manually in Microsoft Outlook Express 6. If you are using a different version of Microsoft Outlook Express, the procedure might be slightly different. For more information about setting up an IMAP account in your software, refer to the documentation provided with that software. To Set Up a Personal Workspace IMAP Account in Microsoft Outlook Express 6 1 In Outlook Express, select Tools > Accounts from the menu. 2 Click the Add button, and select Mail. 3 Type your name in the Display Name box, and click Next. 4 Type your Business Central address in the Address box. Note: If you are using your own domain name (for example, mosaicpaints.net), instead of your Business Central domain name (for example, mosaicpaints.sutuscentral.com) for your , use your own domain name in your Address (for example, sbrown@mosaicpaints.net). Chapter 6: Using with Business Central 221

228 5 On the Server Names screen, fill in the boxes as follows: My incoming mail server is a _ server: IMAP Incoming mail server: Enter the external Internet domain name for your Business Central server (for example, mosaicpaints.sutuscentral.com). Outgoing mail server: Same as the incoming mail server setting above. 6 Click Next. 7 On the Internet Mail Logon screen, fill in the boxes as follows: Account name: Enter your Business Central logon name. The default logon name is the first letter of the users first name combined with the last name. For example, Samantha Brown s default user name is sbrown. <name> can also be any of the aliases set up for your workspace. Password: Enter your Business Central password. Remember password: Leave this box checked. Log on using Secure Password Authentication (SPA): Leave this box unchecked. 8 Click Next. 9 Click Finish. 10 Click Close to close the Internet Accounts dialog box. 11 If Outlook Express asks you to download folders from the mail server, click Yes. Outlook Express opens the Show/Hide IMAP Folders dialog box. By default, Outlook Express shows the Inbox, Sent Items, and Drafts folders. Figure 62Show/Hide IMAP Folders in Outlook Express 6 12 Select the Sent folder, and then click the Show button. 13 In the list of workspaces folders (for example, company), select a folder you want to show, and then click the Go to button. Clicking the Go to button closes the IMAP Folders dialog box. Note: Do not subscribe to any shared workspace IMAP folders at this time. 222 Business Central 200 User s Guide

229 14 In Outlook Express, select Tools > Accounts from the menu. 15 Select the Mail tab. 16 Select the account your just created, and click Properties. Figure 63Internet Accounts dialog box in Outlook Express 17 Select the Advanced tab. 18 Select both checkboxes labelled This server requires a secure connection (SSL). 19 Make sure the value of the Incoming server (IMAP) box is set to 993, not 143. (This value should have changed from 143 to 993 automatically when you selected the checkbox.) 20 Change the value of the Outgoing server (SMTP) box to 465, instead of 25. Figure 64Advanced Account Properties in Outlook Express 21 Click OK to close the Properties dialog box. 22 Click Close to close the Internet Accounts dialog box. Related Topics Accessing Network File Folders Chapter 6: Using with Business Central 223

230 Using with Business Central Introduction to IMAP Setting Up a Personal Workspace IMAP Account Client Setup Wizard Setting Up a Personal Workspace IMAP Account Manually Setting Up a Personal Workspace IMAP Account Manually in Microsoft Outlook Setting Up a Personal Workspace IMAP Account in Mozilla Thunderbird Subscribing to Shared Workspace IMAP Folders Subscribing to Shared Workspace IMAP Folders in Microsoft Outlook Subscribing to Shared Workspace IMAP Folders in Microsoft Outlook Express Subscribing to Shared Workspace IMAP Folders in Mozilla Thunderbird Deleting IMAP Messages Forwarding Incoming Automatically Additional IMAP Configuration in Microsoft Outlook 2003 Accessing Network File Folders Using with Business Central Introduction to IMAP Setting Up a Personal Workspace IMAP Account Client Setup Wizard Setting Up a Personal Workspace IMAP Account Manually Setting Up a Personal Workspace IMAP Account Manually in Microsoft Outlook Setting Up a Personal Workspace IMAP Account in Mozilla Thunderbird Subscribing to Shared Workspace IMAP Folders Subscribing to Shared Workspace IMAP Folders in Microsoft Outlook Subscribing to Shared Workspace IMAP Folders in Microsoft Outlook Express Subscribing to Shared Workspace IMAP Folders in Mozilla Thunderbird Deleting IMAP Messages Forwarding Incoming Automatically Additional IMAP Configuration in Microsoft Outlook Business Central 200 User s Guide

231 Setting Up a Personal Workspace IMAP Account in Mozilla Thunderbird Click here for a list of related topics. Accessing Network File Folders Using with Business Central Introduction to IMAP Setting Up a Personal Workspace IMAP Account Client Setup Wizard Setting Up a Personal Workspace IMAP Account Manually Setting Up a Personal Workspace IMAP Account Manually in Microsoft Outlook Setting Up a Personal Workspace IMAP Account in Microsoft Outlook Express Subscribing to Shared Workspace IMAP Folders Subscribing to Shared Workspace IMAP Folders in Microsoft Outlook Subscribing to Shared Workspace IMAP Folders in Microsoft Outlook Express Subscribing to Shared Workspace IMAP Folders in Mozilla Thunderbird Deleting IMAP Messages Forwarding Incoming Automatically Additional IMAP Configuration in Microsoft Outlook 2003 Mozilla Thunderbird is a free software application that handles IMAP very well. The following instructions explain how to set up an IMAP account manually in Mozilla Thunderbird 2. If you are using a different version of Mozilla Thunderbird, the procedure might be slightly different. For more information about setting up an IMAP account in your software, refer to the documentation provided with that software. You can download Mozilla Thunderbird from the following Website: After the download is complete, double-click the Thunderbird Setup.exe file to install it. To Set Up a Personal Workspace Account in Mozilla Thunderbird 2 1 In Mozilla Thunderbird, select Tools > Account Settings from the menu. 2 Click the Add Account button. 3 On the Account Wizard, select account and click Next. 4 Fill in the following boxes on the Identity screen: Type your name in the Your Name box. Type your Business Central address in the Address box. (For example, sbrown@mosaicpaints.sutuscentral.com) Chapter 6: Using with Business Central 225

232 Note: If you are using your own domain name (for example, mosaicpaints.net), instead of your Business Central domain name (for example, mosaicpaints.sutuscentral.com) for your , use your own domain name in your Address (for example, Click Next. 5 On the Server Information screen: Select the IMAP option. In both the Incoming Server and Outgoing Server boxes, enter the external Internet domain name for your Business Central server (for example, mosaicpaints.sutuscentral.com). Click Next. 6 In the Incoming User Name box, type your personal workspace logon name (for example, sbrown), and then click Next. 7 In the Account Name box, type a name to identify this account, and click Next. You can leave the default name, which is your address, or you can type another name. For example, Personal Workspace Account. 8 Review your settings and click Finish. 9 On the Account Settings dialog box, select Server Settings, which is below your account name. 10 In the Security Settings box, select the SSL option. 11 Select Outgoing Server (SMTP) at the bottom of the left pane of the Account Settings dialog box. 12 Select your server name from the list (if it s the only one in the list it will be selected automatically), and click the Edit button. 13 In the Security and Authentication box, select the SSL option. 14 Click OK to close the SMTP Server dialog box. 15 Click OK to close the Account Settings dialog box. Related Topics Accessing Network File Folders Using with Business Central Introduction to IMAP Setting Up a Personal Workspace IMAP Account Client Setup Wizard Setting Up a Personal Workspace IMAP Account Manually Setting Up a Personal Workspace IMAP Account Manually in Microsoft Outlook Setting Up a Personal Workspace IMAP Account in Microsoft Outlook Express Subscribing to Shared Workspace IMAP Folders Subscribing to Shared Workspace IMAP Folders in Microsoft Outlook 226 Business Central 200 User s Guide

233 Subscribing to Shared Workspace IMAP Folders in Microsoft Outlook Express Subscribing to Shared Workspace IMAP Folders in Mozilla Thunderbird Deleting IMAP Messages Forwarding Incoming Automatically Additional IMAP Configuration in Microsoft Outlook 2003 Accessing Network File Folders Using with Business Central Introduction to IMAP Setting Up a Personal Workspace IMAP Account Client Setup Wizard Setting Up a Personal Workspace IMAP Account Manually Setting Up a Personal Workspace IMAP Account Manually in Microsoft Outlook Setting Up a Personal Workspace IMAP Account in Microsoft Outlook Express Subscribing to Shared Workspace IMAP Folders Subscribing to Shared Workspace IMAP Folders in Microsoft Outlook Subscribing to Shared Workspace IMAP Folders in Microsoft Outlook Express Subscribing to Shared Workspace IMAP Folders in Mozilla Thunderbird Deleting IMAP Messages Forwarding Incoming Automatically Additional IMAP Configuration in Microsoft Outlook 2003 Chapter 6: Using with Business Central 227

234 Subscribing to Shared Workspace IMAP Folders Click here for a list of related topics. Using with Business Central Introduction to IMAP Setting Up a Personal Workspace IMAP Account Client Setup Wizard Setting Up a Personal Workspace IMAP Account Manually Setting Up a Personal Workspace IMAP Account Manually in Microsoft Outlook Setting Up a Personal Workspace IMAP Account in Microsoft Outlook Express Setting Up a Personal Workspace IMAP Account in Mozilla Thunderbird Subscribing to Shared Workspace IMAP Folders in Microsoft Outlook Subscribing to Shared Workspace IMAP Folders in Microsoft Outlook Express Subscribing to Shared Workspace IMAP Folders in Mozilla Thunderbird Deleting IMAP Messages Forwarding Incoming Automatically Additional IMAP Configuration in Microsoft Outlook 2003 Sharing Your Outlook Calendar Free/Busy Information Just as a personal workspace has personal , a shared workspace has shared . All members of a shared workspace have access to all messages sent to the shared workspace s address. You must have a personal workspace account set up in your software before you can access shared workspace messages. You do not have to set up any shared workspace accounts. To access shared workspace messages, subscribe to shared workspace IMAP folders. Each shared workspace has its own IMAP folder. You can subscribe to the IMAP folder of any shared workspace of which you are a member. ATTENTION: When you delete an message from a shared workspace folder, that message is deleted for all members of the shared workspace because there is only one copy of the , which is on the server. Avoid deleting shared workspace messages unless absolutely necessary. However, message states, such as read or unread, marked for follow-up, replied to or forwarded, apply to that account only. Changing the message state of shared workspace messages will not affect other shared workspace members. 228 Business Central 200 User s Guide

235 Note: Some software automatically subscribes you to any IMAP folders available to you. If you already see folders for any shared workspaces you are a member of, you do not need to do anything else to subscribe to those folders. Note: You cannot meeting requests to a shared workspace s address. For instructions on subscribing the shared workspace IMAP folders in some common software, click the following links: Subscribing to Shared Workspace IMAP Folders in Microsoft Outlook Subscribing to Shared Workspace IMAP Folders in Microsoft Outlook Express Subscribing to Shared Workspace IMAP Folders in Mozilla Thunderbird For instructions on setting up your personal workspace account, see Setting Up a Personal Workspace IMAP Account on page 210. Related Topics Accessing Network File Folders Using with Business Central Introduction to IMAP Setting Up a Personal Workspace IMAP Account Client Setup Wizard Setting Up a Personal Workspace IMAP Account Manually Setting Up a Personal Workspace IMAP Account Manually in Microsoft Outlook Setting Up a Personal Workspace IMAP Account in Microsoft Outlook Express Setting Up a Personal Workspace IMAP Account in Mozilla Thunderbird Subscribing to Shared Workspace IMAP Folders in Microsoft Outlook Subscribing to Shared Workspace IMAP Folders in Microsoft Outlook Express Subscribing to Shared Workspace IMAP Folders in Mozilla Thunderbird Deleting IMAP Messages Forwarding Incoming Automatically Additional IMAP Configuration in Microsoft Outlook 2003 Sharing Your Outlook Calendar Free/Busy Information Accessing Network File Folders Using with Business Central Introduction to IMAP Chapter 6: Using with Business Central 229

236 Setting Up a Personal Workspace IMAP Account Client Setup Wizard Setting Up a Personal Workspace IMAP Account Manually Setting Up a Personal Workspace IMAP Account Manually in Microsoft Outlook Setting Up a Personal Workspace IMAP Account in Microsoft Outlook Express Setting Up a Personal Workspace IMAP Account in Mozilla Thunderbird Subscribing to Shared Workspace IMAP Folders in Microsoft Outlook Subscribing to Shared Workspace IMAP Folders in Microsoft Outlook Express Subscribing to Shared Workspace IMAP Folders in Mozilla Thunderbird Deleting IMAP Messages Forwarding Incoming Automatically Additional IMAP Configuration in Microsoft Outlook 2003 Sharing Your Outlook Calendar Free/Busy Information 230 Business Central 200 User s Guide

237 Subscribing to Shared Workspace IMAP Folders in Microsoft Outlook Click here for a list of related topics. Using with Business Central Introduction to IMAP Setting Up a Personal Workspace IMAP Account Client Setup Wizard Setting Up a Personal Workspace IMAP Account Manually Setting Up a Personal Workspace IMAP Account Manually in Microsoft Outlook Setting Up a Personal Workspace IMAP Account in Microsoft Outlook Express Setting Up a Personal Workspace IMAP Account in Mozilla Thunderbird Subscribing to Shared Workspace IMAP Folders Subscribing to Shared Workspace IMAP Folders in Microsoft Outlook Express Subscribing to Shared Workspace IMAP Folders in Mozilla Thunderbird Deleting IMAP Messages Forwarding Incoming Automatically Additional IMAP Configuration in Microsoft Outlook 2003 The following instructions explain how to subscribe to shared workspace IMAP folders in Microsoft Outlook If you are using a different version of Microsoft Outlook, the procedure might be slightly different. For more information about subscribing to IMAP folders in another version of Microsoft Outlook, refer to the documentation provided with that software. ATTENTION: To subscribe to shared workspace IMAP folders, you must already have set up your personal workspace account. For instructions, see Client Setup Wizard. Note: You cannot meeting requests to a shared workspace s address. To Subscribe to Shared Workspace Folders in Microsoft Outlook In Outlook, make sure one of the folders in your IMAP account is selected, and then select Tools > IMAP Folders from the menu. or Right-click on the personal workspace account in the left navigation pane in the main Microsoft Outlook window, and select IMAP Folders. Chapter 6: Using with Business Central 231

238 Figure 65IMAP Folders in Outlook Context Menu An IMAP Folders window opens. 2 Click the Query button. The Folders window populates with the IMAP folders available to the user under their current personal workspace. Figure 66Microsoft Outlook IMAP Folders Dialog Box 3 If necessary, scroll down in the Folders list to show all the shared workspaces that the user is able to access. The shared workspaces appear in the form Workspaces/<primary address prefix>. 4 To subscribe to a shared workspace, click on the desired shared workspace IMAP folder (use the Control or Shift key to select multiple folders) to select it. 5 When all required folders have been selected, click the Subscribe button, and then click OK. In the folder tree under the user's personal workspace account, a new subfolder will appear named Workspaces. Expanding the Workspace subfolder will display the shared workspace accounts to which the user just subscribed. These folders function in exactly the same manner as the users personal workspace account. 232 Business Central 200 User s Guide

239 Figure 67Microsoft Outlook Folder List with Subscribed IMAP Folders Related Topics Accessing Network File Folders Using with Business Central Introduction to IMAP Setting Up a Personal Workspace IMAP Account Client Setup Wizard Setting Up a Personal Workspace IMAP Account Manually Setting Up a Personal Workspace IMAP Account Manually in Microsoft Outlook Setting Up a Personal Workspace IMAP Account in Microsoft Outlook Express Setting Up a Personal Workspace IMAP Account in Mozilla Thunderbird Subscribing to Shared Workspace IMAP Folders Subscribing to Shared Workspace IMAP Folders in Microsoft Outlook Express Subscribing to Shared Workspace IMAP Folders in Mozilla Thunderbird Deleting IMAP Messages Forwarding Incoming Automatically Additional IMAP Configuration in Microsoft Outlook 2003 Accessing Network File Folders Using with Business Central Introduction to IMAP Setting Up a Personal Workspace IMAP Account Client Setup Wizard Chapter 6: Using with Business Central 233

240 Setting Up a Personal Workspace IMAP Account Manually Setting Up a Personal Workspace IMAP Account Manually in Microsoft Outlook Setting Up a Personal Workspace IMAP Account in Microsoft Outlook Express Setting Up a Personal Workspace IMAP Account in Mozilla Thunderbird Subscribing to Shared Workspace IMAP Folders Subscribing to Shared Workspace IMAP Folders in Microsoft Outlook Express Subscribing to Shared Workspace IMAP Folders in Mozilla Thunderbird Deleting IMAP Messages Forwarding Incoming Automatically Additional IMAP Configuration in Microsoft Outlook Business Central 200 User s Guide

241 Subscribing to Shared Workspace IMAP Folders in Microsoft Outlook Express Click here for a list of related topics. Using with Business Central Introduction to IMAP Setting Up a Personal Workspace IMAP Account Client Setup Wizard Setting Up a Personal Workspace IMAP Account Manually Setting Up a Personal Workspace IMAP Account Manually in Microsoft Outlook Setting Up a Personal Workspace IMAP Account in Microsoft Outlook Express Setting Up a Personal Workspace IMAP Account in Mozilla Thunderbird Subscribing to Shared Workspace IMAP Folders Subscribing to Shared Workspace IMAP Folders in Microsoft Outlook Subscribing to Shared Workspace IMAP Folders in Mozilla Thunderbird Deleting IMAP Messages Forwarding Incoming Automatically Additional IMAP Configuration in Microsoft Outlook 2003 The following instructions explain how to subscribe to shared workspace IMAP folders in Microsoft Outlook Express 6. If you are using a different version of Microsoft Outlook Express, the procedure might be slightly different. For more information about subscribing to IMAP folders in another version of Microsoft Outlook, refer to the documentation provided with that software. ATTENTION: To subscribe to shared workspace IMAP folders, you must already have set up your personal workspace account. For instructions, see Setting Up a Personal Workspace IMAP Account in Microsoft Outlook Express on page 221. To Subscribe to Shared Workspace Folders in Microsoft Outlook Express 6 1 Right-click on the second account, and select Properties from the menu. Chapter 6: Using with Business Central 235

242 Figure 68 Account Right-Click Menu 2 On the General tab, delete the account name in the Mail Account box and replace it with Shared Workspace Folders. Figure 69Renamed Mail Account 3 Click the IMAP tab. 4 In the Root folder path box, type Workspaces. (Make sure you type Workspaces exactly as shown here, with a capital W at the beginning, all the other letters in lowercase, and an s at the end.) 5 Clear the Show special folders on IMAP server checkbox. 236 Business Central 200 User s Guide

243 Figure 70IMAP Properties 6 Click OK to close the dialog box. 7 If Outlook Express asks you if you want to refresh your folder list, click Yes. 8 In Outlook Express, select your Shared Workspace Folders. 9 Click the IMAP Folders button on the toolbar. Figure 71IMAP Folders Button on Outlook Express 6 Toolbar Outlook Express opens the Show/Hide IMAP Folders dialog box. Chapter 6: Using with Business Central 237

244 Figure 72Show/Hide IMAP Folders in Outlook Express 6 10 In the list of workspaces folders, select a folder you want to show (for example, company), and then click the Go to button. Clicking the Go to button closes the IMAP Folders dialog box. 11 To add any other workspace folders, re-open the IMAP Folders dialog box and repeat the previous step to add each folder. 12 Click OK to close the dialog box. You can now receive messages sent to those shared workspaces. Note: When you reply to a shared workspace message, your reply will appear in the Sent Items folder under your original personal workspace account. Also, any messages sent to your personal workspace will appear in both Inbox folders. Related Topics Accessing Network File Folders Using with Business Central Introduction to IMAP Setting Up a Personal Workspace IMAP Account Client Setup Wizard Setting Up a Personal Workspace IMAP Account Manually Setting Up a Personal Workspace IMAP Account Manually in Microsoft Outlook Setting Up a Personal Workspace IMAP Account in Microsoft Outlook Express Setting Up a Personal Workspace IMAP Account in Mozilla Thunderbird Subscribing to Shared Workspace IMAP Folders Subscribing to Shared Workspace IMAP Folders in Microsoft Outlook 238 Business Central 200 User s Guide

245 Subscribing to Shared Workspace IMAP Folders in Mozilla Thunderbird Deleting IMAP Messages Forwarding Incoming Automatically Additional IMAP Configuration in Microsoft Outlook 2003 Accessing Network File Folders Using with Business Central Introduction to IMAP Setting Up a Personal Workspace IMAP Account Client Setup Wizard Setting Up a Personal Workspace IMAP Account Manually Setting Up a Personal Workspace IMAP Account Manually in Microsoft Outlook Setting Up a Personal Workspace IMAP Account in Microsoft Outlook Express Setting Up a Personal Workspace IMAP Account in Mozilla Thunderbird Subscribing to Shared Workspace IMAP Folders Subscribing to Shared Workspace IMAP Folders in Microsoft Outlook Subscribing to Shared Workspace IMAP Folders in Mozilla Thunderbird Deleting IMAP Messages Forwarding Incoming Automatically Additional IMAP Configuration in Microsoft Outlook 2003 Subscribing to Shared Workspace IMAP Folders in Mozilla Thunderbird Click here for a list of related topics. Using with Business Central Introduction to IMAP Setting Up a Personal Workspace IMAP Account Client Setup Wizard Setting Up a Personal Workspace IMAP Account Manually Setting Up a Personal Workspace IMAP Account Manually in Microsoft Outlook Setting Up a Personal Workspace IMAP Account in Microsoft Outlook Express Setting Up a Personal Workspace IMAP Account in Mozilla Thunderbird Subscribing to Shared Workspace IMAP Folders Subscribing to Shared Workspace IMAP Folders in Microsoft Outlook Subscribing to Shared Workspace IMAP Folders in Microsoft Outlook Express Chapter 6: Using with Business Central 239

246 Deleting IMAP Messages Forwarding Incoming Automatically Additional IMAP Configuration in Microsoft Outlook 2003 The following instructions explain how to subscribe to shared workspace IMAP folders in Mozilla Thunderbird 2. If you are using a different version of Mozilla Thunderbird, the procedure might be slightly different. For more information about subscribing to IMAP folders in another version of Mozilla Thunderbird, refer to the documentation provided with that software. ATTENTION: To subscribe to shared workspace IMAP folders, you must already have set up your personal workspace account. For instructions, see Subscribing to Shared Workspace IMAP Folders in Mozilla Thunderbird on page 239. To Subscribe to Shared Workspace IMAP Folders in Mozilla Thunderbird 2 1 In Mozilla Thunderbird, right-click on your account in the folder list and select Subscribe. 2 If prompted for a password, enter your personal workspace password. 3 Click the + beside Workspaces to expand the list of workspaces. 4 Select the checkboxes for any shared workspaces to which you want to subscribe. 5 Click Subscribe. 6 Click OK. Related Topics Accessing Network File Folders Using with Business Central Introduction to IMAP Setting Up a Personal Workspace IMAP Account Client Setup Wizard Setting Up a Personal Workspace IMAP Account Manually Setting Up a Personal Workspace IMAP Account Manually in Microsoft Outlook Setting Up a Personal Workspace IMAP Account in Microsoft Outlook Express Setting Up a Personal Workspace IMAP Account in Mozilla Thunderbird Subscribing to Shared Workspace IMAP Folders Subscribing to Shared Workspace IMAP Folders in Microsoft Outlook Subscribing to Shared Workspace IMAP Folders in Microsoft Outlook Express Deleting IMAP Messages 240 Business Central 200 User s Guide

247 Forwarding Incoming Automatically Additional IMAP Configuration in Microsoft Outlook 2003 Accessing Network File Folders Using with Business Central Introduction to IMAP Setting Up a Personal Workspace IMAP Account Client Setup Wizard Setting Up a Personal Workspace IMAP Account Manually Setting Up a Personal Workspace IMAP Account Manually in Microsoft Outlook Setting Up a Personal Workspace IMAP Account in Microsoft Outlook Express Setting Up a Personal Workspace IMAP Account in Mozilla Thunderbird Subscribing to Shared Workspace IMAP Folders Subscribing to Shared Workspace IMAP Folders in Microsoft Outlook Subscribing to Shared Workspace IMAP Folders in Microsoft Outlook Express Deleting IMAP Messages Forwarding Incoming Automatically Additional IMAP Configuration in Microsoft Outlook 2003 Chapter 6: Using with Business Central 241

248 Deleting IMAP Messages Click here for a list of related topics. Using with Business Central Introduction to IMAP Setting Up a Personal Workspace IMAP Account Subscribing to Shared Workspace IMAP Folders Forwarding Incoming Automatically Additional IMAP Configuration in Microsoft Outlook 2003 With IMAP in Microsoft Outlook, when you delete an message from your computer, the message is not moved to a deleted messages folder (for deletion at some later time). Instead, the appears grayed-out with a strikethrough. The will actually be deleted only when you purge messages that are marked for deletion from the server. ATTENTION: Use caution when deleting messages from shared workspace folders. Deleting an message from a shared workspace folder deletes it from the folder for all members of the shared workspace, not just for you. You should not delete messages from shared workspace folders unless you are absolutely certain no other workspace members need that message. The following step-by-step instructions explain how to handle deleted messages in Microsoft Outlook To Undelete an Message in Microsoft Outlook 2003 Right-click on the deleted message and select Undelete. Note: You cannot undelete messages that have been purged from the server. To Purge Messages That Are Marked for Deletion in Microsoft Outlook 2003 Select Edit > Purge Deleted Messages from the menu. The deleted messages are now permanently gone. To Hide Deleted Messages in Microsoft Outlook 2003 In the Current View drop-down list in the toolbar, select Hide Messages Marked for Deletion. 242 Business Central 200 User s Guide

249 Figure 73 Hide Messages Marked for Deletion IMAP Option in Outlook Tip: If you cannot see this drop-down list on your Outlook toolbar, right-click on a blank area of the toolbar and turn on the Advanced option (a checkmark should appear beside it). Related Topics Using with Business Central Introduction to IMAP Setting Up a Personal Workspace IMAP Account Subscribing to Shared Workspace IMAP Folders Forwarding Incoming Automatically Additional IMAP Configuration in Microsoft Outlook 2003 Using with Business Central Introduction to IMAP Setting Up a Personal Workspace IMAP Account Subscribing to Shared Workspace IMAP Folders Forwarding Incoming Automatically Additional IMAP Configuration in Microsoft Outlook 2003 Chapter 6: Using with Business Central 243

250 Additional IMAP Configuration in Microsoft Outlook 2003 Click here for a list of related topics. Opening Outlook in Your IMAP Inbox Automatically Expanding Your Outlook IMAP Account Folders Checking Shared Workspace IMAP Folders for New Mail Automatically Selecting Folders for Offline Use Displaying an Alert When an Message Arrives Saving Sent Messages to Your IMAP Sent Items Folder Saving Message Replies in the Same Folder as the Original Message Using with Business Central Introduction to IMAP Setting Up a Personal Workspace IMAP Account Subscribing to Shared Workspace IMAP Folders Deleting IMAP Messages Forwarding Incoming Automatically Sharing Your Outlook Calendar Free/Busy Information Because you are probably accustomed to using POP accounts, you may find some IMAP account behavior unfamiliar. If you want, you can change some settings in Microsoft Outlook to make your IMAP account seem more like a POP account, without losing the benefits of IMAP . The instructions in this section describe these and other advanced configuration options in Microsoft Outlook Note: These settings are all optional. It is up to you whether you implement none, some, or all of them. If you are using another version of Microsoft Outlook, the procedure may be similar. If you are not using Microsoft Outlook, you may not need to configure any of these settings. Some other software handles these settings automatically. Related Topics Opening Outlook in Your IMAP Inbox Automatically Expanding Your Outlook IMAP Account Folders Checking Shared Workspace IMAP Folders for New Mail Automatically Selecting Folders for Offline Use Displaying an Alert When an Message Arrives Saving Sent Messages to Your IMAP Sent Items Folder Saving Message Replies in the Same Folder as the Original Message 244 Business Central 200 User s Guide

251 Using with Business Central Introduction to IMAP Setting Up a Personal Workspace IMAP Account Subscribing to Shared Workspace IMAP Folders Deleting IMAP Messages Forwarding Incoming Automatically Sharing Your Outlook Calendar Free/Busy Information Opening Outlook in Your IMAP Inbox Automatically Expanding Your Outlook IMAP Account Folders Checking Shared Workspace IMAP Folders for New Mail Automatically Selecting Folders for Offline Use Displaying an Alert When an Message Arrives Saving Sent Messages to Your IMAP Sent Items Folder Saving Message Replies in the Same Folder as the Original Message Using with Business Central Introduction to IMAP Setting Up a Personal Workspace IMAP Account Subscribing to Shared Workspace IMAP Folders Deleting IMAP Messages Forwarding Incoming Automatically Sharing Your Outlook Calendar Free/Busy Information Opening Outlook in Your IMAP Inbox Automatically Click here for a list of related topics. Additional IMAP Configuration in Microsoft Outlook 2003 Expanding Your Outlook IMAP Account Folders Checking Shared Workspace IMAP Folders for New Mail Automatically Selecting Folders for Offline Use Displaying an Alert When an Message Arrives Saving Sent Messages to Your IMAP Sent Items Folder Saving Message Replies in the Same Folder as the Original Message By default, Microsoft Outlook displays your Personal Folders when it starts, but when you use IMAP, your is not in Personal Folders. It is in the your IMAP account (mosaicpaints.sutuscentral.com in this example). To Open Outlook in Your IMAP Inbox Automatically 1 In Outlook, select Tools > Options from the menu. Chapter 6: Using with Business Central 245

252 2 In the Other tab, click the Advanced Options button. 3 Click the Browse button. 4 Scroll down (if necessary) and expand your IMAP account, and then select your IMAP Inbox. Figure 74Selecting a Startup Folder in Outlook 5 Click OK three times to close the dialog boxes. The next time you start Outlook, it will open to your IMAP Inbox automatically. Related Topics Additional IMAP Configuration in Microsoft Outlook 2003 Expanding Your Outlook IMAP Account Folders Checking Shared Workspace IMAP Folders for New Mail Automatically Selecting Folders for Offline Use Displaying an Alert When an Message Arrives Saving Sent Messages to Your IMAP Sent Items Folder Saving Message Replies in the Same Folder as the Original Message Additional IMAP Configuration in Microsoft Outlook 2003 Expanding Your Outlook IMAP Account Folders Checking Shared Workspace IMAP Folders for New Mail Automatically Selecting Folders for Offline Use Displaying an Alert When an Message Arrives Saving Sent Messages to Your IMAP Sent Items Folder Saving Message Replies in the Same Folder as the Original Message 246 Business Central 200 User s Guide

253 Expanding Your Outlook IMAP Account Folders Click here for a list of related topics. Additional IMAP Configuration in Microsoft Outlook 2003 Opening Outlook in Your IMAP Inbox Automatically Checking Shared Workspace IMAP Folders for New Mail Automatically Selecting Folders for Offline Use Displaying an Alert When an Message Arrives Saving Sent Messages to Your IMAP Sent Items Folder Saving Message Replies in the Same Folder as the Original Message When Microsoft Outlook starts, any nested folders are collapsed. If you have subscribed to any shared workspace IMAP folders, or if you have created any other nested folders, you have to click the + beside each folder to expand it. If you have a large number of nested folders, expanding them every time you start Outlook can be time-consuming. You can use the key on your keyboard s numeric keypad to quickly expand Outlook folders. To Expand Your Outlook IMAP Account Folders 1 Click on your IMAP account to select it. 2 Press the key on your numeric keypad. (Do not use the on the 8 key.) Your first level folders expand. 3 Press the key again to expand more deeply nested folders (if any). Related Topics Additional IMAP Configuration in Microsoft Outlook 2003 Opening Outlook in Your IMAP Inbox Automatically Checking Shared Workspace IMAP Folders for New Mail Automatically Selecting Folders for Offline Use Displaying an Alert When an Message Arrives Saving Sent Messages to Your IMAP Sent Items Folder Saving Message Replies in the Same Folder as the Original Message Additional IMAP Configuration in Microsoft Outlook 2003 Opening Outlook in Your IMAP Inbox Automatically Checking Shared Workspace IMAP Folders for New Mail Automatically Selecting Folders for Offline Use Displaying an Alert When an Message Arrives Saving Sent Messages to Your IMAP Sent Items Folder Saving Message Replies in the Same Folder as the Original Message Chapter 6: Using with Business Central 247

254 Checking Shared Workspace IMAP Folders for New Mail Automatically Click here for a list of related topics. Additional IMAP Configuration in Microsoft Outlook 2003 Opening Outlook in Your IMAP Inbox Automatically Expanding Your Outlook IMAP Account Folders Selecting Folders for Offline Use Displaying an Alert When an Message Arrives Saving Sent Messages to Your IMAP Sent Items Folder Saving Message Replies in the Same Folder as the Original Message By default, when Microsoft Outlook checks for new mail (Send/Receive), it does not check your subscribed shared workspace IMAP folders for new mail, and you have to click on each IMAP folder to check for new messages in those folders. However, you can change your Outlook settings to check these folders for new automatically. To Check Shared Workspace IMAP Folders for New Mail Automatically 1 In Outlook, select Tools > Options from the menu. 2 On the Mail Setup tab, click the Send/Receive button. 3 Make sure the Include this group in Send/Receive (F9) option is turned on. 4 If you want Outlook to Send/Receive automatically, turn on the Schedule an automatic send/receive every _ minutes option is turned on. Figure 75Send/Receive Groups Dialog Box in Outlook Select the All Accounts group and click the Edit button. 6 Make sure your IMAP account is selected in the list of accounts. If you have only one account, it will be the only one in the list. 7 Make sure the following checkboxes are checked: 248 Business Central 200 User s Guide

255 Include the selected account in this group Send mail items Get folder unread count 8 Check the checkboxes for any folders you want to check for new mail automatically. Generally, you only need to check the Inbox and any shared workspace IMAP folders, but it s okay to check all the folders. Figure 76Send/Receive Settings in Outlook 9 Click OK, Close, and OK to close the dialog boxes and save settings. Related Topics Additional IMAP Configuration in Microsoft Outlook 2003 Opening Outlook in Your IMAP Inbox Automatically Expanding Your Outlook IMAP Account Folders Selecting Folders for Offline Use Displaying an Alert When an Message Arrives Saving Sent Messages to Your IMAP Sent Items Folder Saving Message Replies in the Same Folder as the Original Message Additional IMAP Configuration in Microsoft Outlook 2003 Opening Outlook in Your IMAP Inbox Automatically Expanding Your Outlook IMAP Account Folders Selecting Folders for Offline Use Displaying an Alert When an Message Arrives Saving Sent Messages to Your IMAP Sent Items Folder Saving Message Replies in the Same Folder as the Original Message Chapter 6: Using with Business Central 249

256 Selecting Folders for Offline Use Click here for a list of related topics. Additional IMAP Configuration in Microsoft Outlook 2003 Opening Outlook in Your IMAP Inbox Automatically Expanding Your Outlook IMAP Account Folders Checking Shared Workspace IMAP Folders for New Mail Automatically Displaying an Alert When an Message Arrives Saving Sent Messages to Your IMAP Sent Items Folder Saving Message Replies in the Same Folder as the Original Message With IMAP , although you view your messages on your computer, the messages remain on the server. If your computer s network connection to the server becomes temporarily unavailable, such as when you use a laptop computer away from a network connection, you will be unable to view your messages until your network connection is restored. Therefore, you may want to keep copies of your messages on your computer (offline), so you will have access to them even when you do not have your network connection. You can configure Microsoft Outlook to do that on a per-folder basis. You might select your most important folders for offline use, but leave others to be online only, or you might select all your folders for offline use. It s up to you. To Select Folders for Offline Use 1 In Outlook, select Tools > Options from the menu. 2 On the Mail Setup tab, click the Send/Receive button. 3 Select the All Accounts group and click the Edit button. 4 Make sure your IMAP account is selected in the list of accounts. If you have only one account, it will be the only one in the list. 5 In the Folder Options box, click on a folder name (not the checkbox) you want to select for offline use, and select the Download complete item including attachments option. ATTENTION: When you select a folder for offline use, do not click its checkbox. The checkbox controls whether Outlook automatically checks the folder for new messages. When you select a folder for offline use, select the folder name only, not the checkbox. 6 Repeat the previous step for any other folders you want to select for offline use. 250 Business Central 200 User s Guide

257 Figure 77Send/Receive Settings in Outlook 7 Click OK, Close, and OK to close the dialog boxes and save settings. Related Topics Additional IMAP Configuration in Microsoft Outlook 2003 Opening Outlook in Your IMAP Inbox Automatically Expanding Your Outlook IMAP Account Folders Checking Shared Workspace IMAP Folders for New Mail Automatically Displaying an Alert When an Message Arrives Saving Sent Messages to Your IMAP Sent Items Folder Saving Message Replies in the Same Folder as the Original Message Additional IMAP Configuration in Microsoft Outlook 2003 Opening Outlook in Your IMAP Inbox Automatically Expanding Your Outlook IMAP Account Folders Checking Shared Workspace IMAP Folders for New Mail Automatically Displaying an Alert When an Message Arrives Saving Sent Messages to Your IMAP Sent Items Folder Saving Message Replies in the Same Folder as the Original Message Displaying an Alert When an Message Arrives Click here for a list of related topics. Additional IMAP Configuration in Microsoft Outlook 2003 Opening Outlook in Your IMAP Inbox Automatically Chapter 6: Using with Business Central 251

258 Expanding Your Outlook IMAP Account Folders Checking Shared Workspace IMAP Folders for New Mail Automatically Selecting Folders for Offline Use Saving Sent Messages to Your IMAP Sent Items Folder Saving Message Replies in the Same Folder as the Original Message In Microsoft Outlook, the new mail alert settings in the Advanced Options dialog box do not work with IMAP accounts. If you want to display an alert in the bottom-right corner of your screen when new arrives, you must set up a rule in Outlook. To Display an Alert When an Message Arrives 1 In Outlook, select Tools > Rules and Alerts from the menu. 2 Click the New Rule button. The Rules Wizard opens. 3 Select the Start from a blank rule option, select Check messages when they arrive, and then click Next. Figure 78Outlook 2003 Rules Wizard 4 On the second screen, do not make any changes, and click Next. Outlook warns you that the rule will be applied to all messages you send. 5 Click Yes. 6 Scroll down and select the display a Desktop Alert option, and then click Next. 7 On the next screen, do not make any changes, and click Next. 8 Specify a name for this rule, and click Finish. 9 Click OK to close the Rules Wizard. Related Topics 252 Business Central 200 User s Guide

259 Additional IMAP Configuration in Microsoft Outlook 2003 Opening Outlook in Your IMAP Inbox Automatically Expanding Your Outlook IMAP Account Folders Checking Shared Workspace IMAP Folders for New Mail Automatically Selecting Folders for Offline Use Saving Sent Messages to Your IMAP Sent Items Folder Saving Message Replies in the Same Folder as the Original Message Additional IMAP Configuration in Microsoft Outlook 2003 Opening Outlook in Your IMAP Inbox Automatically Expanding Your Outlook IMAP Account Folders Checking Shared Workspace IMAP Folders for New Mail Automatically Selecting Folders for Offline Use Saving Sent Messages to Your IMAP Sent Items Folder Saving Message Replies in the Same Folder as the Original Message Saving Sent Messages to Your IMAP Sent Items Folder Click here for a list of related topics. Additional IMAP Configuration in Microsoft Outlook 2003 Opening Outlook in Your IMAP Inbox Automatically Expanding Your Outlook IMAP Account Folders Checking Shared Workspace IMAP Folders for New Mail Automatically Selecting Folders for Offline Use Displaying an Alert When an Message Arrives Saving Message Replies in the Same Folder as the Original Message By default, Microsoft Outlook saves any messages you send to the Sent Items folder in your Personal Folders, but your Personal Folders are not stored on the server, so they will not be backed up. It is better to save the messages you send in the Sent Items folder in your IMAP account, but moving each message from one Sent Items folder to the other every time is time-consuming. You can create a rule for Outlook to save any messages you send to the Sent Items folder in your IMAP account instead. Note: To be able to see the Sent folder for your IMAP account, you must subscribe to it, the same way you subscribed to any shared workspace IMAP folders (Tools > IMAP Folders). To Save Sent Messages in Your IMAP Account 1 In Outlook, select Tools > Rules and Alerts from the menu. 2 Click the New Rule button. The Rules Wizard opens. Chapter 6: Using with Business Central 253

260 3 Select the Start from a blank rule option, select Check messages after sending, and then click Next. Figure 79Outlook 2003 Rules Wizard 4 On the second screen, do not make any changes, and click Next. Outlook warns you that the rule will be applied to all messages you send. 5 Click Yes. 6 Select the move a copy to the specified folder option, and then click the word specified, which is underlined because it is a link. Figure 80Outlook 2003 Rules Wizard 7 Select the Sent folder in your IMAP account (not your Personal Folders), and click OK. 8 Click Next twice. 9 Specify a name for this rule, and click Finish. 254 Business Central 200 User s Guide

261 10 Click OK to close the Rules Wizard. Related Topics Additional IMAP Configuration in Microsoft Outlook 2003 Opening Outlook in Your IMAP Inbox Automatically Expanding Your Outlook IMAP Account Folders Checking Shared Workspace IMAP Folders for New Mail Automatically Selecting Folders for Offline Use Displaying an Alert When an Message Arrives Saving Message Replies in the Same Folder as the Original Message Additional IMAP Configuration in Microsoft Outlook 2003 Opening Outlook in Your IMAP Inbox Automatically Expanding Your Outlook IMAP Account Folders Checking Shared Workspace IMAP Folders for New Mail Automatically Selecting Folders for Offline Use Displaying an Alert When an Message Arrives Saving Message Replies in the Same Folder as the Original Message Chapter 6: Using with Business Central 255

262 Saving Message Replies in the Same Folder as the Original Message Click here for a list of related topics. Additional IMAP Configuration in Microsoft Outlook 2003 Opening Outlook in Your IMAP Inbox Automatically Expanding Your Outlook IMAP Account Folders Checking Shared Workspace IMAP Folders for New Mail Automatically Selecting Folders for Offline Use Displaying an Alert When an Message Arrives Saving Sent Messages to Your IMAP Sent Items Folder Microsoft Outlook can save your replies to the same folder as the message to which you replied. It is a good idea to turn on this setting. Then, your replies to shared workspace messages will also appear in the shared workspace, so all members of the shared workspace will be able to read your replies. To Save Message Replies in the Same Folder as the Original Message 1 In Outlook, select Tools > Options from the menu. 2 Click the Options button. 3 Click the Advanced Options button. 4 Turn on the In folders other than the Inbox, save replies with original message option. Figure 81Advanced Options in Outlook Click OK three times to close the dialog boxes. Related Topics 256 Business Central 200 User s Guide

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