ShoreTel ShoreWare, User Manual

Page 1: ...Personal Call Manager Step by Step Guide ...

Page 2: ...t not limited to typographical arithmetic or listing errors Trademarks ShoreCare ShoreTel Shoreline ShoreWare ShoreGear and AnyPhone are registered trademarks of ShoreTel Inc in the United States and or other countries Shoreline4 is a trademark of ShoreTel in the United States and or other countries Microsoft Windows Windows NT and ActiveX are either registered trademarks or trademarks of Microsof...

Page 3: ... Manager I To start your Call Manager from the Start menu 3 To auto start Call Manager at log in 3 To quit Call Manager 3 1 Right click the Call Manager icon in the Windows status area A shortcut menu appears 3 2 Click Exit The Call Manager application quits 3 Find Me Call Handling 17 ...

Page 4: ...rs and direct visual access to both voice and e mail messages from a familiar Microsoft Outlook desktop interface Key Features Visual Voice Messaging Personalized Call Handling Instant name lookup from system directory and Outlook contacts This document is used to introduce you to some of the most frequently used productivity features within the Personal Call Manager including point and click call...

Page 5: ...t select Programs select ShoreTel Communications and click ShoreTel Call Manager Call Manager opens To auto start Call Manager at log in 1 Right click the ShoreTel icon a shortcut menu will appear Click Configure ShoreTel System The ShoreTel System dialog box appears 2 Click the Settings tab Select Start Call Manager automatically when I log into Windows Click OK Quitting Call Manager To quit Call...

Page 6: ... at the same time In this view the menus provide access to all features Docked View This view is like a toolbar that can be docked for quick access at the bottom or top of the Windows desktop The Collapse Expand buttons can be used to switch between views Using the Help System In the Compact view Right click on the ShoreTel icon 1 Choose Help Contents and Index from the shortcut menu In the Detail...

Page 7: ... QuickDialer looks up contacts by partial names whole first or last names initials or by company name You can use the QuickDialer to redial recently called numbers 1 Click the QuickDialer drop down list arrow 2 Select the person s name from the list You can drag a phone number from a document or a Web site and drop it in the QuickDialer If you drag by using the left mouse button the number is past...

Page 8: ...fers Your call stack size cannot exceed the number configured by your system administrator Configuring the Call Stack Size From the Personal Call Manager Compact view 1 Right click the ShoreTel icon 2 Click Configure ShoreTel System from the shortcut menu The ShoreTel System dialog box appears 3 Click the Telephony tab The ShoreTel System Telephony dialog box appears 4 In the Telephone section ent...

Page 9: ... Mode menu option to display the check mark 3 Personal Call Manager switches to the handsfree mode the icon on the toolbar changes to the Handsfree icon Turning Handsfree Mode off From the Personal Call Manager Compact view 1 Right click the Handsfree Mode icon The Handsfree Mode shortcut menu appears 2 Click the checkmark in the Handsfree Mode menu The Personal Call Manager turns off the Handsfre...

Page 10: ...button on the toolbar 2 The call status in the Active Call List displays Connected and the Connected icon appears 3 Begin talking Sending a Call to Voice Mail From the Personal Call Manager Compact view 1 Highlight the incoming call 2 Click the To VM button Placing the Active Call on Hold Answer your incoming call 1 The call appears in the Active Call List The call status displays Connected and th...

Page 11: ...all Consultative Transfer From the Personal Call Manager Compact view 1 Click the Transfer button The Transfer dialog box appears 2 In the Dial box enter the name or number where you want to transfer the call 3 Select the desired name or number 4 Click the Consult button The phone you are transferring to rings and the Complete Transfer message appears on your screen 5 When the party answers you ca...

Page 12: ...esired name or number 4 Click the To Mailbox button The call is transferred to the selected number s voice mailbox Making a Conference Call To add a third party to an active call from the Personal Call Manager Compact view 1 Click the Conference button The Conference dialog box appears 2 In the Dial box enter the name or number of the third party you want to add 3 Select the desired name or number...

Page 13: ...nference message appears Phone of the person being conferenced in rings When they answer you have a chance to talk to them 4 Click Yes to connect the new party to the conference The Active Call List displays the status of the callers 5 Click No to cancel adding the person to the conference call The original caller s remain on the line Dropping a Party from the Conference Call You can drop a single...

Page 14: ...ck from the Active Call List 4 Click the Conference button The two calls are joined together creating a conference call Note You cannot have both calls on hold to activate the conference call Hanging Up from a Call To hang up an active call when not in Handsfree mode 1 Put the receiver on hook Your active call is disconnected To hang up an active call in Handsfree mode 1 From the Compact view clic...

Page 15: ...rs 3 Click the Voice Mail button 4 The Outlook Messages screen appears 5 Double click the message you want to listen to From the ShoreTel icon 1 Right click the ShoreTel icon A shortcut menu appears 2 Click the Voice Mail option The Outlook Messages screen appears 3 Double click the message you want to listen to Note Depending on your configuration in the ShoreTel System Voice Mail settings ShoreT...

Page 16: ...Basic Call Handling 14 Personal Call Manager Step by Step Guide ...

Page 17: ...ng calls when you are in a meeting working from home or out of town Each mode also allows for a different voice mail greeting Selecting a Call Handling Mode Available Call Handling Modes are Standard In a Meeting Out of the Office Extended Absence Custom From the Personal Call Manger Compact view 1 Click the current Call Handling Mode icon in the Status Bar A shortcut menu appears with a list of t...

Page 18: ...lect the desired options for the mode you are configuring Call Forwarding Condition Always Your calls are forwarded to the selected Call Handling Mode destination even if you are available When No Answer or Busy Never Your calls will never be forwarded to another Call Handling Mode Call Forwarding Destination Box Displays your current call forwarding destinations and routing schemes Edit Destinati...

Page 19: ...and where you are notified of new messages Find Me Call Handling You can use Find Me call handling to allow callers who reach your voice mailbox to try and find you at alternate numbers by pressing 1 during your outgoing greeting Note There is no prompt instructing the caller on this option You must inform callers of this option in advance or in your recorded greeting When the callers press 1 they...

Page 20: ...ail When you answer the call you hear a prompt announcing who the call is for and the original caller ID You are prompted with the following options Press 1 to accept the call Press 2 to send the call back to the original voice mail box Press 3 to repeat the name and caller ID Call Handling Note This is the place to enter special instructions for your personal assistant when responding to incoming...

Page 21: ...d greeting for that mode From the Personal Call Manager Compact view 1 Right click the ShoreTel icon A shortcut menu appears 2 Click the Configure ShoreTel System option The ShoreTel System dialog box appears 3 Click the Edit Call Handling Modes button The Configure Call Handling Modes dialog box appears 4 Click the tab of the Call Handling Mode you want to configure 5 Click the Review Record Gree...

Page 22: ...of messages you want to be notified about Phone number where you want to be called How many times and how often voice mail should try to notify you of new messages 6 Click OK to save settings Note Your next voice mail or e mail message will respond to your new settings Integrating Outlook with Personal Call Manager If you choose to integrate MS Outlook with Personal Call Manager all your voice mai...

Page 23: ...g on your configuration in the ShoreTel System Voice Mail settings the ShoreTel system will either ring your telephone or play your voice mail messages through your PC speakers Including Outlook Contacts in Your Calling Directory You can configure Personal Call Manager to include Outlook contacts when you make calls conference calls or transfer calls Note Once configured Personal Call Manager disp...

Page 24: ...or make calls Contact Information from Outlook will be displayed if the caller is in your Outlook contact list From the Personal Call Manager Compact view 1 Right click the ShoreTel icon A shortcut menu appears 2 Click the Configure ShoreTel System option The ShoreTel System dialog box appears 3 Click the Outlook tab 4 In the Memorize Phone Number Management section click Pop Outlook contacts on i...

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