Virtual Office Outlook Integration User Guide

Transcription

1 Virtual Office User Guide Version 1.2, September 2011

2 Table of Contents 8x8 Virtual Office...3 System Requirements...3 Uninstalling Software...3 Installation...4 Step by Step Installation...4 Configuring Outlook for Virtual Office...5 Using Outlook to Make and Receive Calls...8 Next steps...8 Making Calls...9 Receiving Calls

3 8x8 Virtual Office Virtual Office allows you to place and receive calls using your Microsoft Outlook client. Just click your mouse to place calls right from your Outlook contacts list. And when you receive calls, a pop up appears on your monitor with information about your caller. There are two ways to place a call with just a click of your mouse. Right click on a contact from your Outlook contacts list, and select 8x8 Call from the drop down menu. Open a contact from your contacts list and select 8x8 Call option from the top. When you place a call through your Microsoft Outlook client, your phone or softphone rings first. When you answer the phone, it automatically rings the person you are calling. When you receive a call, enables you to see who is calling by displaying a screen pop containing that caller s contact information. If the contact is not found in your Outlook contacts list, a screen pop showing the phone number of the person calling is displayed. Note: does not monitor the status of the call once it is placed, and does not provide call handling or call management. System Requirements Virtual Office requires: Microsoft Windows XP SP2 or higher, Microsoft Windows Vista or Microsoft Windows 7 Microsoft Outlook 2003, Microsoft Outlook 2007, Microsoft Outlook 2010 Microsoft.NET Framework 2.0 Uninstalling Software If you have an outdated version of the 8x8 software on your computer, please uninstall it before installing the latest version. To uninstall software, follow these steps: 1. Launch the Windows Control Panel. 2. Select Add or Remove Programs. 3. Select the appropriate version of 8x8 Virtual Office Outlook software and click Change/Remove. 3

4 Installation 1. Close all software applications on your PC. 2. Run the setup executable file. 3. The installation wizard will walk you through a simple installation process. Step by Step Installation If you do not have Microsoft.NET Framework 2.0 installed, you will see the following dialog box. Click Install. Next you will see the welcome screen for the Virtual Office Outlook Plugin. Click Next to begin. 4

5 Select or confirm the Installation Folder for the software and click Next to install it. Configuring Outlook for Virtual Office Now that you have installed the 8x8 Virtual Office Outlook plugin, you need to configure it. 1. Start your Outlook client. For Outlook 2003 and 2007, from the Tools Menu, select 8x8 Configuration Figure 1: Outlook 2003 and

6 For Outlook 2010, first, click on Contacts, then click on 8x8 Call and Configuration as shown below. 2. You will see the following dialog box. Figure 2: Outlook

7 3. Please enter your Virtual Office Online username and password. If you don t have a Virtual Office Online username and password, please contact your Phone System Administrator. If your Virtual Office Online profile is associated with multiple extensions, you will see the following screen: 4. Select the extension that you wish to associate to make and receive calls. 7

8 Using Outlook to Make and Receive Calls Next steps By this time, you have installed and configured your Virtual Office Outlook software. When you configured the software, you associated your extension number with Outlook. Now the software can use this extension to make calls. It also listens for calls coming to this extension. The application allows you to dial your Outlook contacts just by clicking on your 8x8 Call button whether you have their numbers listed as extension number, domestic phone numbers, or international numbers. The example below shows an Outlook contact with an extension number listed as the business phone number and the home number listed as a 10-digit number. Both of these formats can be dialed using. Figure 3: Extension and 10-digit number example 8

9 The example below shows a contact with an international number. This can also be dialed using. Figure 4: International number example Making Calls There are two ways to make outgoing calls using Outlook: 1. From your list of contacts, right click on a contact and select the 8x8 Call option from the drop down menu. 9

10 2. Or open a contact and select 8x8 Call from the top. Once you ve selected 8x8 Call, you will see the Virtual Office Dialer. Select any of the numbers you have listed for your contact from the drop down menu. Click Start Call. Your phone or softphone rings first. When you answer the phone, it automatically rings the person you are calling. 10

11 Receiving Calls When your extension receives a call, a pop up window will appear on your computer screen. If the caller is in your Outlook Contacts, you will see their contact information. If the caller is not in your Outlook contacts, you will see this dialog box: NASDAQ: EGHT The 8x8, Inc. logo is a registered trademark of 8x8, Inc. 8x8, Inc. is a publicly traded company. PM384/311