TDS managedip Hosted Unified Communication (UC) User Guide

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1 Installation and Setup To Install the Application: The application is available for both PC and MAC. To download, visit the TDS Support Site at: To log into the Application: Launch the TDS managedip UC Application Enter your Web Portal Username and password Select whether if you would like Application to: o Remember your password Sign in automatically on subsequent launches Click Sign In. The E911 Disclosure pop-up will appear. Click OK to acknowledge you understand the warning. Please note: Functionality will vary based on the feature package you are subscribed. Presence and Contacts To Add a Photo to Your Avatar: Right click on the avatar Select Change Profile Photo To Manually Change Your Presence Status: Presence is created automatically for contacts based on current activity. Click the presence dropdown and make your selection from: o Available o Away o Busy o Offline Once you manually change your presence, it will remain as selected until you change it back to Available.

2 Outlook Integration TDS managedip Hosted If you have outlook integration activated. The Application reads your accepted and scheduled appointments to automatically change your presence status to Busy In Meeting Busy. Please Note: Outlook integration (search and calendar integration) on Windows requires one of the following versions installed on the desktop: Outlook ( ) Location: Your location is automatically determined by your public IP address; however, you can manually set the text to appear for your location and time zone using the location dialog box. To manually change your location: Click on location Select Use Manual Location Click Publish Location To Add Contacts from the Telephony Directory: Enter a name in the Search and Dial box When the name you are looking for appears under the Telephony Directory section Right click on the contact and select Add Contact. Do this for all of the contacts you wish to monitor. When you add a contact from within your company, the contact is sent a buddy request where they can either accept or reject the request. Until your request is accepted, you will see a grey flag with a question mark behind their name and you will be unable to establish the presence relationship successfully. To cancel adding a contact, click the X button. Please Note: Group and Personal Directory contacts will be shown under the Telephony Directory results; Outlook contacts will be shown under the Outlook results. It is important to add the contact from the Telephony Directory results if instant messaging (chat) and presence for this contact are desired. To Add External Contacts: Click the Add button in the right corner of the Search and Dial box Select Add Contact, Add Contact Dialog Box appears. Enter the contact s information Click the Add to Contact List button to save the contact. o To cancel adding a contact, click the X button. Please Note: Instant messaging (chat) and presence information are not available for external contacts.

3 To Manage Contacts: Click the Contacts icon A list of your entered/added contacts names, photos, and their status will appear The below table represents the various states contacts could display. Please Note: Contacts must upload a photo for it to be displayed to others. To Filter Contacts: Right Click on the Contacts icon Determine whether or not you want to show: o Offline Contacts o Profile Photos o Status Determine if you want to sort by First or Last Name. To Access the Contacts Menu: In addition, there are a number of things that can be done from within a specific contact. To access the menu: Right click on the contact You have many collaboration options. The list to the right shows the full menu options To Set Favorites: After a while your contact list may begin to grow so it may be important to find your favorites easily. To do this: Right click on a contact Click Set as Favorite o When you make a contact a favorite, the Favorites group shows on top of the All Contacts list.

4 To Arrange Contacts in a Group: Click the button in the upper-right corner of the Search and Dial box Select Add Group Enter a group name: (e.g. Sales, Marketing) Then click OK. To Add a Contact to the Group: Right click on a contact Click Add to Group Select the group from the list To Remove a Contact from the Group: From the contact list, right click on a contact Click Remove from Group Select the group from the list you wish to remove the contact from Contact Options: View Profile You can view a contacts profile: Right click on the contact and select View Profile Edit Profile To edit information about your contact: Right click on the contact Select Edit Profile Unsubscribe If you Unsubscribe from a contact, the presence relationship between you and that contact is removed. This means you do not see the contact s presence information and your contact does not see yours. Delete Contact To remove a contact: Right click on a contact Click Delete Contact Instant Message (Chat) Chatting with a contact is possible only when you are both online. If your contact initiates a chat, a pop-up notification will appear in the bottom right-hand corner of the screen. If you close the Communications window and open it again, sent chat messages are shown in the window as Chat History.

5 To Start an Instant Messaging (chat) Conversation: Double-click a contact from the Contacts list The Communications window opens Type in the lower box and then press Enter on the keyboard Additional contacts can be added by clicking and dragging contacts from the Contacts list into the dialog box. To Initiate a Group Chat: Multi-select contacts from the Contacts list by holding down the Ctrl key and clicking on the contacts you desire Click Chat to start your Group Chat conversation. Use the buttons in the lower part of the Communications window to call and/or share your desktop To Start an Ad-Hoc My Room Conference: My Room is your own private virtual meeting room. To start a meeting: Click on the My Room icon To place a call into the My Room conference, click the Call (soft phone only) or Call from Phone button. TDS managedip UC will automatically dial the conference bridge number and ID. There will be a short pause before you are placed into the conference. Please Note: TDS managedip UC will auto-populate the Dial-In Number, Conference ID and Moderator PIN if you re assigned as a Host to a TDS Meet-Me Conferencing Bridge. If you do not see the conference information populated in the Dial-in Info section, your System Administrator has not assigned you as a Conference Host. Add more participants by dragging and dropping them into the Communications window or the Conference menu, or they can join your room by right-clicking your name from their Contacts list and choosing the Join Room menu option. Once people have joined the chat room, they can click on the Call button to join the conference. To Schedule a My Room Event: Automatically Generated Invite Right click on the My Room icon Select My Room Invitation An will open, with the subject line of TDS managedip UC: Join My Room. The contains: o An invitation to join the My Room Event and o Conference bridge Information

6 Manually Generated Link to Event TDS managedip Hosted Right click on the My Room icon Select Copy My Room Invitation Open an or meeting invite Paste this link, to allow participants to join the My Room Event and Conference bridge. Please Note: Some applications may not recognize the TDS managedip UC My Room Invitation link that is copied. If the link does not add you to the conference, right click the contact who sent you the invite and click Join Room. To View Communications History: Click the Communications History icon Your history view is divided into three areas: o Calls chats and Voice Mail The red circle with a number inside indicates you have missed communications. The number denotes how many communications were missed. To Clear the Missed Communications Indicator: Right click on the Communications History icon Select Mark as Viewed. To Respond Quickly to Missed Communications: Phone Call Click the icon Click on the phone history button Double click the contact to automatically generate a phone call Chat Conversation Click the icon Click on the chat history button Double Click a Chat History conversation Type a response to the missed conversation

7 To Access Voice Mail Click the Voice Mail section Follow the Voice Mail prompts to retrieve messages Desktop Sharing To Use Desktop Sharing: To share your primary monitor during a chat session TDS managedip Hosted Click the Show Share Panel button in the Communications window The Share button Is visible by default in My Room Click the Start (play) button o You can pause or stop sharing at any time. In personal and group chats either party can share their desktop. In My Room, only the My Room owner is allowed to share their desktop. To Use File Share: In a one-to-one chat, transfer files back and forth with the click of a button. Click the Send File button in the lower corner of the Communications window or drag and drop the file into the dialog box. o While the file is sending, you will see in your chat window o The person you sent the file to sees. If they press Accept, a window opens prompting them to save the file. o Once the file has been saved, you will see in your history and they will see in their Communications window. Call Control To Control Incoming calls: (soft phone and video users only) Answer Click the button in the incoming call notification pop-up, or: Select Answer in the Active Communications window. Decline Click the button, or: The Decline button in the Active Communications window.

8 To Place a Call: When establishing a call you can choose several ways to dial. Using the Seach and Dial Field Enter the number in box Click Enter on your keyboard Using the Dial Pad Dial the number using the Dial Pad o Press Enter on the keyboard to place the call, or: o Click the Call from Phone button. From the Contact Record Select the contact you wish to call and press the Call from Phone button or: Right click the contact and select the number you wish to dial from the Call from Phone options. Using the Soft Phone Select the contact you wish to call Press the Call button or: Right click the contact and select the number you wish to dial from the Call options. To Manage an Active Call: Once a call is active it is visible under Active communications. Here additional call control options are available, including: Hang Up, Mute Microphone, Hold, Click to Transfer Call, Add People, Click to Park Call

9 During an active call the Communications window will open, to access additional call control options Click the Options menu Place a call on hold In the Active communications area, click Hold for an active call. Resume a call on hold In the Active communications area, click Unhold for a held call. End an Active Call In the Active communications area, click Hang Up to end an active call. Starting a New Video Call (soft phone and video users only) Select the contact you wish to call Click the Video Call button on the main window. Starting a Video Call during an Active Call Click the Video Call button in the Communications window To End a Video Call Click the Remove Video button. To Complete a Blind Transfer: During an active call, click Transfer in the Active communications area The Transfer Call window will open Enter the transfer to number or contact name in the Search and Dial box Click the number or contact to confirm, Click to complete the transfer. o To cancel the transfer, click. Contacts containing more than one number will populate additional numbers in the Available Numbers dropdown.

10 To Complete a Transfer Call with Consultation: Place the first call on hold, click Hold, Dial the number or contact to transfer the call to When the call is answered, speak to the party first. Click Transfer in the Active communications area for the held or active call The Transfer Call window opens. Select the Transfer to number from the Options menu To Conduct a Conference Call: During an active call, click Add People The Add people to communications window opens. Enter the conference to number or contact name in the Search and Dial box Click the number or contact name to confirm Click to dial the conference to party When the call is answered the conference will begin. o To Cancel, click o To end the conference, click Hang Up To Park a Call: During an active call, select Click to Park Call in the Active communications area Click to Park the call against your extension, or Enter a different extension using the radio button and extension field. o To Cancel, click. To Retrieve a Parked Call: Parked against your extension Click the Options menu Select Retrieve Parked Call With Phone. Please Note: retrieving calls With Phone is limited to calls parked against your extension. If the call is parked to another extension and the desktop phone is preferred, retrieve the call using the soft keys on the desktop phone. Parked against your extension using the soft phone Click the Options menu Select Retrieve Parked Call With TDS UC

11 Using the dial pad or keyboard, enter the extension to where the call was parked Then press # To Pull a Call from One Device to Another: Pull Call to Your Mobile Device Navigate to the Dial Pad on the mobile application Select Call Pull from the call control menu You can then pull the call using VoIP or Call Through (recommended). Pull Call to Your Desk Phone From your desk phone, dial *11 using the desk phone dial pad The call will automatically active on your desk phone Pull Call to Your Soft Phone (soft phone and video users only) Click the Options menu on the desktop application Select Call Pull. The call will automatically be active on your soft phone Call Settings To Configure Your Call Settings: Click the Call Settings icon Select Call Settings Select the calling feature or service you would like to configure from the Call Settings menu. To Configure Preferences: To customize Language, Login, Video and Outlook Integration preferences: Click the Options menu Select Preferences

12 Key Board Shortcuts TDS managedip Hosted

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