BT Quantum Unified Communicator Client Outlook Upgrade User Guide

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1 BT Quantum Unified Communicator Client Outlook Upgrade User Guide BT Quantum Unified Communicator Outlook Upgrade Integration User Guide V1.2 1

2 Amendments Change Author Date Section 2 BT Quantum Unified Communicator Outlook Upgrade Integration User Guide V1.2

3 1. What features are offered when integrating with Microsoft Outlook? Integrating the BT Quantum Unified Communicator Client with Microsoft Outlook allows you to more efficiently and effectively interact with the data contained within it. The BT Quantum Unified Communicator Microsoft Outlook upgrade offers three core features as a result of the integration Click to Dial: Click phone numbers from within Microsoft Outlook and dial them without having to touch your physical phone. Inbound Screen Pop: When you receive a call from a number which is saved within the Microsoft Outlook contact list, you will receive a screen pop / preview window with the contact / callers details. Address Book Syncronisation: Your Microsoft Outlook contact information will be syncronised to appear in the Address Book of the BT Quantum Unified Communicator. Calendar Syncronisation: The BT Quantum Unified Communicator can also display your Outlook Calendar Tasks and any upcoming Appointments on the main page. BT Quantum Unified Communicator Outlook Upgrade Integration User Guide V1.2 3

4 2. What features does integration with Microsoft Outlook provide? 2.1 Click to Dial: In order to speed up the process of dialling a contact from Microsoft Outlook, BT Quantum Unified Communicator allows you to click a phone number from within the application directly and begin dialling it immediately, with no interaction between you and the phone to initiate the call. BT Quantum Unified Communicator supports 2 methods of dialling via integration with Microsoft Outlook. They are Clipboard dialling and Applications dialling. Clipboard Dialling allows users to highlight a contact telephone number using the PC mouse and when copied to the Clipboard, the BT Quantum Unified Communicator will allow users to dial the number directly. Application Dialling allows users to Map the BT Quantum Unified Communicator to dedicated fields within Outlook where contact telephone number details have been entered. Once Mapped a phone icon will appear adjacent to the telephone number field, and on clicking the icon, the telephone number will be dialled. Screenshot of the Phone icon next to a Microsoft Outlook contact telephone number. 4 BT Quantum Unified Communicator Outlook Upgrade Integration User Guide V1.2

5 2.2 Inbound screen pop: When an integration to Microsoft Outlook is performed, the BT Quantum Unified Communicator connects to the users contact list and uses this information to provide a preview of the incoming caller s details. When an incoming call is detected, the BT Quantum Unified Communicator will query the Microsoft Outlook contact directory to check if the phone number of the individual calling exists. In the event that a match is found, the caller s details will be displayed to the receiver via a discreet pop up or Toast window. This will allow users to preview who is calling them and allow them to decide if they do, or do not, wish to answer the call. Screenshot of the BT Quantum Unified Communicator Toast window, In addition to the Toast window, if the user has the main BT Quantum Unified Communicator window open on their PC desktop, the callers details will also be replicated in the main window. Both the Preview or Main windows will display the Outlook icon, and on clicking this the BTUC will Pop the Outlook contact page therefore allowing users to view the contacts details and answer queries or gain access to further contact records in a quick and easy manner. Screenshot of the main BT Quantum Unified Communicator window upon receipt of an incoming call. Note the Microsoft Outlook icon used to Pop the contact page BT Quantum Unified Communicator Outlook Upgrade Integration User Guide V1.2 5

6 2.3 Address book syncronisation: As with 3.2 above, when an integration to Microsoft Outlook is performed, the BT Quantum Unified Communicator connects to the users contact directory and replicates this information in the BT Quantum Unified Communicator Address Book. This provides the ability for the user to search for contacts when not using Microsoft Outlook directly and allows them to Dial the contact by clicking the telephone number in the search results or Pop the Outlook contact details from within the BT Quantum Unified Communicator by clicking on the Contact Name. Screenshot of the Address Book contact search results 2.4 Calendar Syncronisation: In order to display the Microsoft Outlook Calendar on your BT Quantum Unified Communicator home page, the user needs to first make a few adjustments to their settings. Please see below instructions on how to display your Outlook Tasks and Appointments. 1. Once on the setting page, click the blue arrow in the upper most right of the screen to move onto page 2. Screenshot of the main Settings page 6 BT Quantum Unified Communicator Outlook Upgrade Integration User Guide V1.2

7 2. Click the Home page button, as highlighted below. Screenshot of the Home page button highlighted 3. Click the Style drop-down menu and seclect My photos, as highlighted below. 4. This view will alter the front screen of the BTQ UC window to create space to display both Appointments and Tasks from within Outlook. In doing so, it also allows users to personalize their main UC window as the BTQUC will also display images stored in the users My Pictures section of their PC. This allows images of family, friends etc to be displayed in the background. If more than one photo is held within your My Pictures section, UC will cycle through all of the pictures and refresh the UC front page periodically. Screenshot of the My photos option being selected. BT Quantum Unified Communicator Outlook Upgrade Integration User Guide V1.2 7

8 5. Finish by selecting the Show appointments and / or Show tasks radio button. Please Note, Show faxes and Show voice messages do not apply to the BTQ version at present. Screenshot of Show tasks selected 6. Once configured, press the Save button on the top r/h side and the new, revised, Home page with custom photo s (if applicable) will be displayed. The user s Outlook Calender Appointments and Tasks will now appear on the BT Quantum Unified Communicator home page as highlighted below. Screenshot of the Outlook Calendar Appointments displayed on the BT Quantum Unified Communicator Home page. 8 BT Quantum Unified Communicator Outlook Upgrade Integration User Guide V1.2