SmartMail Call Manager - Whidbey Telecom · lect the mes messages a you can reco voicemail sys il...

SmartMail Call ManagerCOMPLETE USER INTERFACE GUIDE

Whidbey Telecom | SmartMail Call Manager User Guide 1

TableofContentsDashboard .............................................................................................................................................................................. 3

Messages ............................................................................................................................................................................. 3

Missed Calls ......................................................................................................................................................................... 3

Contacts .............................................................................................................................................................................. 3

Call Manager Settings ......................................................................................................................................................... 3

Messages & Calls .................................................................................................................................................................... 4

Messages ............................................................................................................................................................................. 4

Play or save a voicemail ...................................................................................................................................................... 4

Manage your voicemails ..................................................................................................................................................... 4

Reply to or forward a voicemail .......................................................................................................................................... 5

Leave someone a voicemail ................................................................................................................................................ 6

View contact details or add new callers to your contact list .............................................................................................. 7

Missed Calls ......................................................................................................................................................................... 7

Dialed Calls .......................................................................................................................................................................... 8

Received Calls ...................................................................................................................................................................... 8

Rejected Calls ...................................................................................................................................................................... 9

Mailbox quota ..................................................................................................................................................................... 9

Export Calls .......................................................................................................................................................................... 9

Voicemail Player ................................................................................................................................................................ 10

Recording a message ........................................................................................................................................................ 11

To record a message you need to carry out the following steps. ..................................................................................... 11

Troubleshooting ................................................................................................................................................................ 12

Contacts ................................................................................................................................................................................ 13

Contact List........................................................................................................................................................................ 13

Finding a contact list entry ................................................................................................................................................ 14

Adding a new contact entry .............................................................................................................................................. 14

Adding a group entry ........................................................................................................................................................ 15

Editing a group entry ......................................................................................................................................................... 15

Deleting a contact list entry .............................................................................................................................................. 15

Contact List Import............................................................................................................................................................ 15

Matching Contacts ............................................................................................................................................................ 16

Contact List Export ............................................................................................................................................................ 17


Exporting in native format ................................................................................................................................................ 17


Call Manager ......................................................................................................................................................................... 18

Rules .................................................................................................................................................................................. 18

Weekly Schedule ............................................................................................................................................................... 19

Special Days ....................................................................................................................................................................... 20

What is Call Manager? ...................................................................................................................................................... 20

How Does Call Manager Work? ........................................................................................................................................ 21

Settings ................................................................................................................................................................................. 22

Security ............................................................................................................................................................................. 22

Preferences ....................................................................................................................................................................... 22

Messaging ......................................................................................................................................................................... 23

Reminders ............................................................................................................................................................................. 29

To schedule a new reminder call ...................................................................................................................................... 29

Recording a message ........................................................................................................................................................ 30


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Adding a group entry

To add a new group to the contact list, click the New Group button below the contact list column. There are entry fields

for the Group Name and a numerical ID you can use to refer to the group over the telephone. You can also select individual contacts and groups to be added as group members by ticking the checkbox along their names in the rightmost column. This column also holds a search box which can be used to quickly locate the names you want if you already have a long contact list.

Once you have finished entering the details for the new group and selecting its members, click the Save button to

submit your changes. If you wish to discard the new group, click Cancel .

Editing a group entry To edit an existing group, first find the group you wish to edit (see above) and select it to make it appear in the details column.

Now click the Edit button below the details column. Make the necessary updates, and then click either the Save or

Cancel buttons to commit or discard your changes.

Deleting a contact list entry To delete an existing contact list entry, find the entry you wish to delete (see above) and select it to make it appear in

the details column, then click the Delete button below the details column.

Contact List Import This feature allows you to import contacts from another application such as Microsoft Outlook or Outlook Express. This provides a very quick way of populating your contact list if you already have contacts defined in another application. If you maintain multiple contact lists then this feature can also be used to periodically update your contact list with the changes you have made to contacts in other applications. To import contacts, you must first generate a CSV file containing them. This file is typically generated by exporting your contacts from another application. For example, the following steps describe how you would export your contacts from Microsoft Outlook. Note: the steps may vary slightly depending upon the version of Outlook you are using.

1. Select File > Import and Export from the main menu

2. Choose "Export to a file" and press the Next button

3. Choose Comma Separated Values (Windows) and press the Next button

4. Select your Contacts folder and press the Next button

5. Choose a location to save the CSV file to and press the Next button. Remember where you have saved the file as you will need this again shortly.

6. Press the Finish button.


Once you have created a CSV file containing your contacts, you can import them by pressing the Import button on the

Contact List tab. This will bring up the Import Contacts overlay.

1. First press the Browse button, and locate the CSV file containing the contacts that you wish to import.

2. Select what you would like to happen if a contact you are importing "matches" a contact already defined in your

contact list. See the section below on Matching Contacts.

3. Press Import to start the import operation. If you are importing a large number of contacts, then this may take

a little while to complete.

4. Once the process has completed, you will be shown counts of the number of new contacts added, existing contacts updated, and, if appropriate, counts of how many existing entries were deleted and how many

imported contacts were ignored (see Matching Contacts below). At this stage you can also press the Details

button to check what updates have been made to your contact list.

5. Having checked the counts and details, if you are happy then press the Confirm button to commit the changes.

If you're not happy, press the Cancel button ‐ the import operation will be abandoned, and no changes will be

made to your contact list.

Matching Contacts Generally, an imported contact is considered to "match" an existing contact if they have the same name. The only exception to this is if you have previously exported your contacts using Native format – see Exporting in native format below.

If there is a match, but the two versions do not contain any conflicting information then the import operation will simply add any additional details from the imported version of the contact to the existing version.

If there is a match, and the two entries conflict with one another, e.g. you have an existing entry for John Smith with his address as "101 Mountview Drive", and you are importing an entry for John Smith which has his address as "17 Pelican St" then what happens depends upon the action you choose in the import contacts overlay.

o Overwrite the contact. The imported version will overwrite the version already in your contact list. You

should select this option if you are confident that the list of contacts you are importing will always contain the most up‐to‐date information.

o Duplicate the contact. The imported version will be added as a new contact list entry, so, in the example

above you will end up with two entries for John Smith. You can then go through and manually choose whether to keep one or both entries once the import process has completed.

o Ignore imported entry. The entry will not be imported, and the version currently in your contact list will

be left unchanged. You should select this option if you are confident that your existing contact list will always contain the most up‐to‐date information.


Contact List Export This feature allows you to export your contacts as a CSV text file. This is useful if you wish to import your contacts into another application such as Microsoft Outlook or Outlook Express.

To export your contacts, press the Export All button on the Contact List tab. This will bring up the "export contacts"

overlay.

1. Select the appropriate "Export mode" from one of the following.

Outlook/Outlook Express compatible. You should select this option if you wish to subsequently import your contacts to Microsoft Outlook, Outlook Express or some other application that supports importing contacts from Outlook or Outlook Express.

Windows Contacts on Vista. You should select this option if you wish to subsequently import your contacts to Windows Contacts on Vista.

Native format. See below

2. Press the Export button.

3. Once the export operation has completed, you will have the opportunity to specify where you wish to save the

exported file to.

Exporting in native format Native format is generally only of use to advanced users. In native format, each exported contact list entry also includes a unique numerical identifier. If a CSV file containing such identifiers is subsequently re‐imported, then contacts in the CSV file are considered to match entries in the contact list if their numerical identifiers match; matching is done on the basis of this identifier in preference to using the contact name. This is valuable if, for example, you wish to export your contacts to a spreadsheet, make a set of changes and then re‐import them ‐ even if you change a contact's name, it will still be correctly correlated with the existing contact list entry.

Troubleshooting

I've added an entry to my contact list, but I cannot find it by name in the contact list column. The contacts column only shows the names for entries that match what you have already typed into the search box ‐ delete a few characters to widen the search again.

I've added someone to my contact list, but when I receive calls from them, I do not see their name in my call history. The number as shown in the call history list does not sufficiently closely match the number configured in your contact list.

A call manager rule is not working. Ensure that all contact phone numbers include the area code.

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How Does Call Manager Work? You can configure Call Manager by defining "Rules", a "Weekly Schedule", and "Special Days". Rules, which are always part of a "Set of Rules", tell Call Manager what to do when it receives a call. Examples of rules are:

"If you receive a call from someone on your contact list, make your phone ring in a distinct manner."

"If you receive a call from a withheld number, send the call straight to your voicemail." To use a call manager rule, the phone numbers of your contact must be full numbers including the area code. You use the Weekly Schedule to divide your normal working week into distinct periods. For example, you could break your normal week into:

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You can then configure Call Manager to apply a different Set of Rules during each of those periods. Applying different Sets of Rules to your Weekly Schedule allows you to treat incoming calls differently depending on your schedule. Specifically this lets you apply different rules to the same callers depending on the time and day they call. For example, when setting up Call Manager to handle calls to your land line, you might want it to forward calls from your family to your mobile phone, but only during your working hours, not during evenings or on the weekend. You can also designate Special Days on which Call Manager will not operate according to your normal Weekly Schedule. For example, you can add Public Holidays, vacations, or business trips and so on. Call Manager will then ignore your Weekly Schedule and you can select a different Set of Rules to apply on that day.

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Caller ID Preferences Your caller ID is normally presented when you make a call ‐ select the checkbox to withhold your caller ID when you make a call. You can override the default caller ID presentation setting on a per call basis by dialing the appropriate access code. You can select whether you get to see caller ID numbers on your phone for incoming calls.

Messaging The Messaging Settings tab allows you to configure various aspects of your messaging service. These settings are split across a number of different sub‐tabs. General Settings Auto‐Forwarding You can select to forward all your received voicemails to the email accounts you enter. This should be a semi‐colon separated list of up to 3 addresses. When doing this forwarding, you have the choice of leaving the messages so you can still access them here, or of deleting them. Subscriber name This is the name that is associated with your Messaging account. It is used in the From address when you forward a message as an email. Mailbox Mailbox Settings These settings allow you to customize your experience when accessing your mailbox via the telephone.

Fast Login. Generally when you dial into your mailbox you are asked to enter both your phone number and PIN. However, if Fast Login is enabled, then when accessing your mailbox from your own telephone, your phone number is recognized automatically and you only need to enter your PIN.

Skip PIN. If Skip PIN is enabled, then when accessing your mailbox from your own telephone you are not required to enter your PIN. This saves you time, but reduces security as anybody with access to your telephone can then access your mailbox.

Auto‐Play Voicemail/Fax. If autoplay is enabled, then when you log into your mailbox, instead of hearing the main menu your messages will start playing immediately.

Voicemail Playback. When your messages are played to you, you can choose whether you wish to hear the message details (who the message is from and when it was left), the message itself, or both.

After making any changes to your mailbox settings, press Save Settings to apply them.

Live Message Screening

You can enable or disable live message screening using the checkbox, then pressing Save Settings .

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This page is split into two sections. The "Configure Greeting" panel allows you to specify which greeting(s) you wish to use, and the "Record Greeting" panel allows you to record personal greetings.

After making any changes in the "Configure Greeting" panel you must press Save Settings to apply them.

Use a standard system greeting If you don't wish to record your own greeting, then in the configure greeting panel select one of the following as your default greeting.

System ‐ this plays the normal system greeting, with no identifying information.

System with Number ‐ this plays the normal system greeting, including your phone number.

System with Name ‐ this plays the normal system greeting, but includes your recorded name. This option will only appear if you have recorded your "spoken name" (see below).

Record and use a personal message of your choice If you wish to play callers a personal message then you must first record it. Messages can be recorded either by dialing into your mailbox from your handset, or using the "Record Greeting" panel on this page. Once you have recorded a message, you can then configure it as your default greeting in the "Configure Greeting" panel (with the exception of some "special" greetings ‐ see below). The dropdown in the "Record Greeting" panel shows you a list of the messages that you can record. Messages that have already been recorded are shown with an * beside them in the list. To record a new message, or overwrite an existing one, select the message in the dropdown and press the Edit Message press to the button to bring up the greeting recorder control. A number of the recordable greetings have special meanings.

Spoken name. When recording this message, you should just record your name, and no other message. This name will be used if you select the System with Name greeting ‐‐ see above.

Forward all calls. This message (if recorded) will be played if you have configured your phone to forward all of your calls directly to voicemail. In this scenario, the forward all calls greeting is played automatically ‐ you do not need to configure it as your default greeting.

Group. Calls received on a line associated with this primary group mailbox, will first hear this group greeting, and then the default personal greeting. The group greeting is played automatically ‐ you do not need to configure it as your default greeting.

Extended absence.

Personal busy Play an alternative greeting when your line is busy If you wish to play a different message when your line is busy, then you need to first record the special "Personal busy" greeting. Once you have done this a new checkbox will appear in the "Configure Greeting" panel allowing you to "Use different greeting when the line is busy". If you select this option then when a caller is put through to voicemail because your line is busy, they will be played your "Personal busy" greeting instead of your default greeting. Configure an extended absence greeting

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SmartMail Call Manager - Whidbey Telecom · lect the mes messages a you can reco voicemail sys il...

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Transcript of SmartMail Call Manager - Whidbey Telecom · lect the mes messages a you can reco voicemail sys il...