What will I learn today?

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2 What will I learn today? Quick Review Voice Mail Conference calls External extension Assignment What to do when visiting another office Whisper Page How to record a Call Calendar Integration Having an IM Conversation How to Share your screen

3 Shoretel Review Creating your Contact Groups What are My Windows Call Details Contacts History Voic Directory Speed Dial Conference Web Portal What are my view options? Docked Floating Miniature

4 Want to check your voic ? Access from YOUR phone Press Voic Enter your password & press the # key You will be prompted with the number of new messages & then hear prompts for the Main Menu Access from ANOTHER phone Press ## Enter your password & press the # key You will be prompted with the number of new messages & then hear prompts for the main menu.

5 Want to check your voic ? Access from OUTSIDE the Office Call your back line number Providence Newport Waltham At the prompt, press the * key, enter your extension number, enter your password & Press the 3 key. You will be prompted with the number of new messages & then hear prompts for the main menu.

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7 Call Park Do you want to be able to take a call in privacy? To Unpark: To Park: Press Park, either on your communicator or phone. Enter the Extension Number to park the call on. Press Park again. Press the UNPARK softkey (Only on the phone) Enter the Extension Number to Park the call is held on. Press Unpark again to complete.

8 Conference Calls ShoreTel Communicator supports conference calls with a maximum of three participants. Conference participants may be ShoreWare users or external parties. The lines directly below the Conference Call indicator and status list the participants of the conference call.

9 How to make a conference call. 3 people max (yourself and 2 others) Make or receive your first call & press HOLD Make or receive your second call Press the JOIN softkey to complete the conference.

10 When you are waiting for that call but have to head out the door for a meeting Let s use your External Extension Assignment. 1. Pull down your first Tab, may say Primary phone, Assigned if you are in another location or soft phone, depending on your set up. And Select Configure Extension Assignment. (See Red Arrow)

11 2. This window will pop up for you, Here you will input your cell phone number. It should be in the following format 8 +1 (000) Accept Call by pressing 1 this option will have an operator let you know what number the call is coming from. But it also makes the phone ring longer for the caller as they have to wait for you to accept by pressing 1 Accept call by answering This option will not let you know who is calling but will get the call to you faster. Once you have set this up you can click the Enable Extension Assignment (see the purple Arrow) This is what turns it on. Press Apply and select the option below that says Additional Phones. (see Pink arrow and circle)

12 3. The final step is to adjust the number of rings. This should not be higher than 2 rings. These are the amount of rings the caller will hear before it even transfers to your cell phone. (see the Green Arrow) Hit Apply, and you will be able to answer any of your office calls on the road.

13 Once this is set up your computer will remember the settings and it is as easy as selecting Extension Assigned to (See Orange Arrow and circle) FAQ: The Caller does NOT know the call is being transferred to your cell phone. They only hear as if they were calling your desk directly.

14 When you visit another office what would make this easier? How about being able to answer your phone from anywhere? You can take over any phone in any office.. Press # # on the phone and Dial Enter your extension Enter your password and press # Press 7 Press 3 Press 1 (to assign) or 2 (to remove the assignment) This will assign your extension to the phone you are at. To remove the assignment follow the same steps only you will press 2 instead of 1 for the last step Note: the extension you take over will still work properly, the callers will just go to voice mail.

15 Whisper Page Whisper Page allows a user to interrupt a user s call and talk with that user without being heard by the other calling party. The right to initiate a Whisper Page is set by the system administrator. The system administrator also designates users whose calls can be interrupted with a Whisper Page. To perform a Whisper Page: Step 1 Perform one of the following Click the Application Button, then select Dial -> Whisper Page. Select Dial -> Whisper Page from the main menu. Right click the ShoreTel icon in the System Tray and select Dial -> Whisper Page. Right click the call cell and select Dial -> Whisper Page. Step 2 Enter an extension or select from the drop-down list. Step 3 Click the Whisper button.

16 Recording your calls You can record conversations through ShoreTel Communicator if authorized by the system administrator. Call recording is performed on a call by call basis and must be initiated for each call that you want to record. A tone that informs external callers that there call is being recorded is a system option that is configured by the system administrator. ShoreWare places the recording file in your voice mail box when you end the recording or terminate the call.

17 To initiate a Call Recording of an active call, perform one of the following: Right click the call cell and select Record Select Call -> Record from the main menu. Click the Application Button and select Call -> Record. Press Ctrl+E. Calls recorded by pressing the Record Call button are placed in the voice mail box To terminate a Call Recording from ShoreTel Communicator, perform one of the following: Right click the call cell and select Stop Recording Select Call -> Stop Recording from the main menu. Click the Application Button and select Call -> Stop Recording. Press Ctrl+E

18 How to Integrate Your Outlook Calendar What Does that Mean??? This will link your Outlook Calendar with your Shoretel. Allowing for you to set up a meeting and set your call handling mode at that time. When your meeting begins Shoretel will automatically change your phone status for the time the meeting is scheduled. This will set all meetings in your current calendar to In a Meeting and appear as busy on Shoretel.

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21 The IM window contains the following components: Address Bar: displays the party with whom you are conversing. Function Bar: displays icons for initiating a voice call or for saving the current conversation. Text Panel: displays previously exchanged messages. Each message is immediately preceded by a header that lists the party that sent the message. The header may also list the time when the message was sent or received. Separator: divides the text panel and the input panel. You can move the separator bar up or down to adjust the size of the panels. Input Panel: displays text that you are preparing for the other participant. Add Participant Field: users are added to the visible chat session by entering their name, number, or address in this field.

22 The IM window contains the following components: Chat Tab (visible session): this tab denotes the chat session displayed in the text panel. The visible session is denoted by yellow background. Session Participants: this field lists the participants of the chat session displayed in the text field. Chat Tab (dormant session): this field references a chat session that is not displayed in the text panel and is denoted by the blue background. To activate a dormant chat session, press the chat tab. Send button: transmits Input panel contents to the other participant. When you press the Send button, input panel contents are moved to the Text panel. Status bar: provides IM status messages, such as notification that the other participant is typing a message.

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24 Receiving the First IM of a Conversation When you receive the initial message of an IM conversation, ShoreTel Communicator displays an Alert on the bottom right corner of the monitor. The Alert displays the text of the initial message. Clicking anywhere in the Alert opens an IM window. Instant Messaging alerts are configured on the Options and Preferences: Instant Messages panel. You enable the display of alerts and specify the period that alerts appear on your monitor from this panel. To dismiss the Alert without responding to the inbound IM, click the X symbol in the upper right corner of the Call Alert. The IM indicator in the taskbar continues flashing until you display the IM window.

25 How to share a screen through Shoretel.. The screen you will share will be the ONE screen set as your MAIN Display. You will be able to drag things in and out of the Window.

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27 Check your Pop Up Bar

28 Red Line around your screen means the other participants can see your screen

29 Questions???