Transcript Slide 1

Training for
Installation & Setup/User Guide
MS Outlook™ SoftPhone & Operator
SoftBX
Copyright © Blue-Wireless Pty Ltd 2005
Outlook screen – SoftPhone installed
SoftPhone appears as a new
folder in the Outlook Folder List &
as a new toolbar menu
SoftBX
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Outlook SoftPhone – logging onto the SoftBX server or creating a new
profile
Click ‘SoftPhone’ on the toolbar,
click ‘Log onto SoftBX server
Screen will be blank until logon is
successful
SoftBX
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logon to existing profile
Click the drop down menu then
select the server profile from the
list then click ‘Log On’
SoftBX
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create a new logon profile
Click the arrow button to extend
the logon box, click the ‘Profiles’
button to open the ‘Define new
profile’ window
This information must be available from the
Administrator prior to creating a new logon profile:
Enter the Profile name, e.g. Sydney HQ, User Name,
Password and the server address. If required, click
the Compression box.
Click the ‘Add’ button to add the profile to the list of
servers this client can log onto.
Click ‘Close’ to save.
SoftBX
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Users can add profiles via the toolbar menu
at any time after logon (assuming they have
that privilege set by the Administrator)
Outlook SoftPhone screen once logged on
Instant Message ‘LED’
will flash if a message
has been received. The
counter will indicate the
number of waiting
messages
If a Phonebook has been
previously imported then it will
appear immediately – if not then
this screen will be blank – white
Phone Book and Status Display
tabs are now available
SoftBX
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toolbar menu – extension info panel
Click ‘SoftPhone’, then
‘Extension Info’ – the information
panel shows the current
connected status and basic
settings
SoftBX
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toolbar menu – telephony settings
Click ‘SoftPhone’, ‘Options‘
select ‘Telephony Settings’
Select to ‘pop’ a Contact Entry box
from Outlook Contacts during a new
call
Click to have the ring indicator via
the PC sound card speakers
Click to have Outlook SoftPhone log
off if your PC goes into standby or
you ‘lock’ your PC
SoftBX
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Select to open the Automatic Redial
box if you terminate an unanswered
call or if it is busy. Set the time you
want to redial the call
toolbar menu – Outlook Settings
Click ‘SoftPhone’, ‘Options‘
select ‘Outlook Settings’
Select this option to create a journal
record for each call made or
received, and for uncompleted or
failed calls.
Tick the ‘interactive’ box to give the
user the option to save or reject a
journal entry
Select to have information loaded
from Outlook Contacts for each call
(if available)
Click to have Outlook or SoftPhone
(whichever view was last selected)
‘popup’ if it has been minimised or
‘sent to back’.
Only English is available in this version
SoftBX
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toolbar menu – Log On Options
Click ‘SoftPhone’, ‘Options‘
select ‘Log On Options’
This information must be available from the
Administrator prior to creating a new logon profile:
Enter the Profile name, e.g. Sydney HQ, User Name,
Password and the server address. If required, click
the Compression box.
Click the ‘Add’ button to add the profile to the list of
servers this client can log onto.
Click ‘Close’ to save.
SoftBX
Copyright © Blue-Wireless Pty Ltd 2005
toolbar menu – TAPI Settings
Click ‘SoftPhone’, ‘Options‘
select ‘Log On Options’
This information is
entered automatically
when the user profile is
setup and should not be
edited here under normal
conditions
Set to hear a ‘beep’ when a second call is waiting
Set to enable the microphone to adjust itself
according to the volume level of the user’s voice
Use when the PC sound card may be used for other
purposes or the SoftPhone hand/headset is
unplugged
SoftBX
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Leave ticked for echo suppression on Internet calls
toolbar menu – TAPI Settings continued…
Click folder button to open file list of wave files
for ‘hold’ music message
Click folder button to open file list for Ring
indicator wave files
Select the audio device for
recording/microphone input: the
selected device will be the telephone
microphone.
Select the audio device for playback:
the selected device will be the
telephone speaker.
Select the audio device for
mixing: the selected device
provides level/volume
adjustments.
Select the audio device for ring
indication: incoming calls will ring
via the the selected device
SoftBX
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toolbar menu – importing Outlook Contacts
Click ‘SoftPhone’, ‘Options‘
select ‘Phonebooks’
Click ‘Adding On’ to open the Outlook file tree.
Select the Contacts – import commences
immediately. Or click ‘New’ to add another Contacts
list
Click OK to save. SoftPhone may
need to be ‘refreshed’ by clicking the
Inbox and then ‘SoftPhone’ once
more. The Contacts then appear in
the Phone Book.
SoftBX
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Select an active Phone Book &
Click ‘Update’ from time to time
if the Contacts become unsynchronised
Status Display
Extension number of this
SoftPhone can be found
in the toolbar SoftPhone
menu
Double click extension to call
or enter extension or external
number in the phone number
field using PC keyboard or
the dialpad then click orange
‘hello!’ button to call.
icons indicate user is:
Orange = logged on
Orange arrow = forwarded
Blue = in a call
Silver = logged off
Orange with blue dot = released in
group (user can double-click on the
released extension to ‘pick up’ the
call)
Dialled or received number
appears in first caller
position. Next caller will
appear in second caller box
SoftBX
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Status Display – 2 calls in progress & handling the calls
First or second call can
be ‘drag and dropped’
onto another extension
using the mouse (‘blind
transfer’)
First call answered with click
on ‘hello!’ button. Click ‘hold’
button to place call on hold –
caller will hear ‘please hold’
message. Click ‘unhold’ to
return to the call or ‘bye-bye’
to release to another
extension.
Second call answered.
Conference together
with own client or select
another extension and
click transfer to release
the call and return to
first caller
A new number will enable the
Contacts button. Click to store a
new Contact.
SoftBX
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making calls – last dialed calls list
Click the drop down menu to
access the last dialed calls list.
Date, time & number are displayed.
Click to place the number in the
dialing box.
Click ‘hello’ button to call the
number
SoftBX
Copyright © Blue-Wireless Pty Ltd 2005
making calls – missed calls list
Click the drop down menu to
access the missed calls list.
Blue ‘LED’ will flash if a call
has been missed
Date, time & number are
displayed. Click to place the
number in the dialing box.
Click ‘hello’ button to call the
number
SoftBX
Copyright © Blue-Wireless Pty Ltd 2005
making calls – calls taken list
Click the drop down menu to
access the calls taken list.
Date, time & number are
displayed. Click to place the
number in the dialing box.
Click ‘hello’ button to call the
number
SoftBX
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SoftPhone Operator
‘exchange’ is logged on
New ‘Queued Calls List’
orange arrow button appears
Incoming calls ‘pop’ this menu. Calls can then be ‘click &
dragged’ to an extension in the Status Display for ‘blind
transfer’ or to a caller box for the Operator to handle.
At any time click orange arrow button and ‘Queued Calls
List’ appears displaying time of arrival and CLID.
SoftBX
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Instant Messaging
Click ‘Show message’ to display the last
message
Click ‘Show list’ to see all messages
Right click Instant Message
‘LED’ if it is flashing and the
menu will appear.
Click ‘message to sender’ to return a
message to the most recent sender
Click ‘call sender’ to place the callers
number in the dialing box then click ‘hello!’
to make the call
If a message is a ‘ticker’ (high priority) click
to stop
Last message
SoftBX
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Message list
Send Instant Message box
Send instant message
Using the arrow buttons select one or
more user entries to receive message
– enter subject, then type a message
Click Urgent or normal to set priority.
Urgent will send the message as a
‘ticker’ scrolling across the screen of
the receiving party
Click send
SoftBX
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Message as a ‘ticker’
scrolling across the screen of
the receiving party
Send instant message – from the status display
Right click the extension, click ‘send
message’ to pop the ‘Send instant
message’ box.
Click ‘request return call’ to send
Instant Message: ‘please call me
back’
Click Establish Call to call the
extension (same as double click)
SoftBX
Copyright © Blue-Wireless Pty Ltd 2005
Forwarding
Click the ‘Call Forward’ button
Then enter the number and click ‘OK’
Once forwarded the arrow will change to
orange and the ‘Call Forward’ button will
appear in the ‘pressed on’ state
SoftBX
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Voice Mail
Click the Voice Mail button to record an
announcement. Click ‘Test’ to listen to the
recording. Record again if necessary. Click
OK to send the announcement message to
the server
To enable Voice Mail the client must log off.
When logged on next, the orange cassette
icon is marked next to the users extension
in the Status Display for others to see – the
orange cassette icon is also enabled next to
the ‘pressed state’ Voice Mail button
Orange play button to
play messages in order
of arrival. Call back
button will dial the stored
caller’s number
A stored Voice Mail is indicated by a
flashing orange ‘LED’ and a counter. The
date, time and extension number are also
recorded.
Arrow buttons skip to the next message and
to the last message.
SoftBX
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Direct Dial Buttons
Click the orange arrow button next to the
Direct Dial Button.
Enter the name and phone number and
click OK to save
Click Direct Dial Button to call a number instantly
SoftBX
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