Sphericall user manual
Contents
1. Select Configure Forwarding The Forwarding and Coverage window appears Select the name and extension for whom you are configuring forwarding conditions from the drop down list box In the Forwarding group box Select the Enable Forwarding check box to enable forwarding Click Add The New Forwarding Number window appears Sphericall Desktop User Manual SPHERICALL DESKTOP OPTIONS Forwarding And Coverage Figure 3 8 New Forwarding Number window gt Number OK Extension ancel e 271 Shawn Fradin Help C Outside number Service Bary Outside Line gt 5 Select the extension or outside number to which you wish to forward calls from the drop down list box f your phone is set to forward to an outside number it will not ring at your desk phone and the outside number It will only ring at the number where you have forwarded the call Once you have enabled either forwarding or coverage to an outside number the call will not follow any other forwarding or coverage conditions 6 Click OK COVERAGE Coverage has the added capability of cascading call coverage to several different destinations prior to going to your voice mail Set your coverage for all the options you need Voice mail Coverage group of any kind depending on your role job or duties Cellular phone if necessary Other individuals within your department Sphericall Desktop User Man2. 5 phericall Desktop User Manual 5 phericall Desktop User Manual HTTP WWW SPHERECOM COM PART NUMBER 610 320R2 VERSION 3 1 Notices NOTICES Sphericall Sphericall Manager Sphericall Softswitch Sphericall Desktop PhoneHub PhonePort PhoneNic COHub BranchHub VIM ATM Direct and the Sphere logo are trademarks of Sphere Communications Inc Windows Windows 95 Windows 98 Windows NT Windows 2000 and Outlook Exchange are trademarks or registered trademarks of Microsoft Corporation Other products mentioned in this document are also subject to copyright trademark and intellectual property protection as applicable by law Written permission is required prior to reproduction of any of the work covered here by copyright Sphere Communications Inc is continually upgrading and developing the products described in this publication The information contained herein is specifically designed for Sphericall v3 0 releases The information in this document is subject to change without notice For warranty information see the License Agreement on the Sphericall Softswitch software CD ROM 2001 Sphere Communications Inc All Rights Reserved Printed in USA P N 610 320r2 Sphericall Desktop User Manual Sphericall Desktop User Manual Contact Sphere Communications CONTACT SPHERE COMMUNICATIONS MAILING ADDRESS Sphere Communications Inc Two Energy Drive Lake Bluff IL 60044 USA 1 847 247 8200 Phone 1 847 247 8290
3. Search Welcome to Sphericall EID Welcome to Sphericall Welcome to Sphericall Sphericall ems is the industry s first network based software phone system providing E Administrator sophisticated telephony services to the desktop in addition to supporting current network E Getting Started With Spherical protocols This gives you the user unprecedented control of the telephone system and eng Sane penc state of the art connectivity Drop Down Menus H Features Sphericall ems has been designed as a Microsoft Windows integrated office component with standard features including Online Handbook This will be your front line assistance in working with the Sphericall Desktop application and all of its features Sphericall shares a look and feel with other Microsoft Windows products so you can work in one product and become familiar with the tools which are automatically used in other applications Go straight to Getting Started With Sphericall The Help files allow you to answer your own questions on using Sphericall Desktop Refer to the Sphericall Desktop Phone Keypad Tips card for further instructions on phone set commands Refer to your voice mail vendor reference guide for voice mail instructions Sphericall Desktop User Manual A 1 A 2 Sphericall Desktop User Manual Add an Image 36 Add Coverage Settings 30 Answering Calls 13 Authorization PINs 8 C Call Origin 33 Call Waiting 2 Caller ID 1 Calls
4. Set up Recent Calls tab options Configure Options Recent LJ Calls Tab Select the appropriate options Sphericall Desktop User Manual 4 39 4 40 a Set up Extensions tab options Configure Options Extensions Tab Set up preferences for Sorting Display Mouse Action Set up Outlook tab options Configure Options Outlook Tab Set up preferences for Incoming Calls Outgoing Calls Journal Contact Groups Set up Forwarding Configure Forwarding Forwarding Temporary Forwarding Coverage For your work group Fallback Coverage After X number of rings Enable to go to Voice Mail set number of rings Click Help to print the Help information from this window if neces sary D Practice Minimizing Closing and Exiting the Sphericall Desktop D Review Sphericall Desktop sections e Calls and the Call icon Hold Help Phonebook Extensions Drag and Drop Transfer or Double click Transfer e Pickup Folders e Recent Callers Do Not Disturb Conference Sphericall Desktop User Manual HELP AND ONLINE HANDBOOK ONLINE HELP Think of your Help files for the Sphericall Desktop as the online handbook Help is always available from the Help menu or from Help buttons located on some of the command windows Figure A 1 Help menu amp Sphericall Online Handbook c x File Edit Bookmark Options Help VL Contents a Index d
5. Your phone is set by default to blind transfer You can change this setting with your Sphericall Desktop To complete a call an attended transfer 1 Press FLASH LINK on the telephone 2 Dial the extension 3 Announce the call 4 Hang up the handset to complete the transfer CONFERENCING CALLS USING THE TELEPHONE Now that I am talking to someone how do I conference another person into our call 1 4 Sphericall Desktop User Manual USING THE TELEPHONE T Sphericall PhoneSet Star Code Commands To place a conference call With one call already connected Press FLASH LINK on the telephone to place the current call on hold Dial the extension number or an outside number outside service plus the desired number Press FLASH LINK to place the new call on hold Dial 95 The conference call is now in progress You may conference yourself plus five other callers in a conference call depending on available resources SPHERICALL PHONESET STAR CODE COMMANDS The Sphericall Desktop is enabled with several star code commands that you can use directly from the phoneset Use the following star code commands to set features and perform functions from any telephone Table 1 1 Star Codes Code Action Explanation Authorization PIN 99 PIN number Allows you to apply permissions from your user profile to to be dialed another line and make calls from a phone Blind Transfer FLASH LINK 96 Complete a blind transfer to another
6. Calls pane PARK ZONES The Sphericall system has a number of park zones to aid in placing calls on hold and retrieving them from another phone Instead of placing a call on hold you can click Park This allows you to summon another person to unpark the call by using the Sphericall Desktop or the Star Code 91 plus the park zone number To place calls into a park zone 1 2 Figure 3 14 To retrieve calls from A O N Right click the call in progress Select Park or Click Park Zone Park Zones progress image O ppalmer 223 i Parked at Park Zori the Park Zone Select the call on Park identified by Park icon Highlight a call in a park zone Right click the call Click Unpark or Click Park Calls are unparked by first call in first call out The person holding the longest in the park zone will be the first caller unparked from a single zone Sphericall Desktop User Manual 3 37 SPHERICALL DESKTOP OPTIONS E PICKUP The Pickup feature of Sphericall Desktop allows you to answer a ringing phone at someone else s desk If you hear a ringing phone follow this procedure To pickup a call using the Sphericall Desktop Figure 3 15 Pickup icon 1 Click Pickup to open the Pickup a ringing call window 2 Click Pickup immediately or Switch to another Pickup Group area by clicking the arrow next to the list box 3 Select the ringing extension from the drop down list box Note You m
7. Minimize button Click to reduce the Sphericall Desktop image size AR button Click to restore the Sphericall Desktop to fullimage Ea Exit button Click to exit the Sphericall Desktop The title bar buttons are located at the upper right of the Sphericall Desktop TASKBAR STATUS AREA ICONS Status Area Shoricut Opens the Sphericall Desktop window Status Area Call Indicator Indicates call s received Do Not Disturb Silences phone Eg Message Waiting Indicates that a message has been left on your third party voice mailbox where available Forwarding Indicates that forwarding is enabled Sphericall Desktop User Manual 2 17 2 18 SPHERICALL DESKTOP SOFTWARE Using the Sphericall Desktop Taskbar status area icons are located in the lower right of the Sphericall Desktop Sphericall Desktop User Manual SPHERICALL DESKTOP OPTIONS One of the first things you will need to do with the Sphericall Desktop is to set the Configuration Options THE OPTIONS WINDOW GENERAL TAB To set general options From the Sphericall Desktop window 1 Click Configure Options The Options window appears Sphericall Desktop User Manual 3 19 3 20 Figure 3 1 2 3 SPHERICALL DESKTOP OPTIONS The Options Window Options window General tab Options Set your own options for the following Toolbar Style Select Small Large or Show text under button Default Type of Transfer Select Attended
8. OPTIONS Phonebook Entries and Folders Figure 3 12 Sphericall Desktop window Phonebook tab 5 Sphericall name 482 No active call l Phonebook H E Personal Default Zone 7 Individuals Outlook Contacts B in STU CJ Sphere Communications EL Exchange Phonebook H E Global Address List H Outlook Address Book w Sphere Communications Inc 3 Right click the Personal folder 4 Select New Entry The Phonebook Entry window displays Sphericall Desktop User Manual 3 35 Figure 3 13 5 6 3 36 SPHERICALL DESKTOP OPTIONS Phonebook Entries and Folders Phonebook Entry window Phonebook Entry Business Business2 Home Home2 Enter the following options First Name Type the first name Last Name Type the last name If only using one word type the word here i e Home Company Optional field Image Optional field If you have a bitmap image of someone select that check box then browse to find the image This image appears in the Active Call pane Number Type the number You do not need to add the service number i e 9 for outside service You will need to enter the full area code if this is a long distance number Click OK Sphericall Desktop User Manual SPHERICALL DESKTOP OPTIONS Park Zones You will now see this new entry in the folder you have created Whenever you call or receive a call from this number you will see this image in the Active
9. and coverage options 2 Set the forwarding and coverage options for that extension 3 Click OK to return to the main Sphericall Desktop window Note Forwarding is a temporary setting whereas coverage is permanent DO NOT DISTURB The Do Not Disturb button on the toolbar of the Sphericall Desktop window allows you to silence your phone the phone will not ring at your desk All calls go directly to your forwarding and coverage options CAUTION ITIS EASY TO FORGET THAT YOU HAVE DO NOT DISTURB ACTIVATED REMEMBER TO DEACTIVATE IT TO RESUME NORMAL CALL ACTIVITY Sphericall Desktop User Manual 3 33 SPHERICALL DESKTOP OPTIONS Phonebook Entries and Folders PHONEBOOK ENTRIES AND FOLDERS THE PHONEBOOK PANE The Phonebook pane on the Sphericall Desktop window is used for your personal extensions By default extensions on your organization s Sphericall system will be listed in a tree format If you expand the tree you will see all of the users on your system divided by groups This allows you to set up your personal folders on your Sphericall Desktop All you need to do to place a call is double click in the Folders pane The information in Phonebook folders is stored on your local PC If you want to transfer those numbers to a new PC you must contact your Sphericall system administrator To add a personal folder Click the Phonebook tab Highlight the Phonebook directory Sphericall Desktop User Manual SPHERICALL DESKTOP
10. Fax P N 610 320r2 v uos Contact Sphere Communications vi P N 610 320r2 Sphericall Desktop User Manual USING THE TELEPHONE We welcome you as a new user of the Sphericall Desktop As a Sphericall Desktop phone user you must learn a few basics to get started with the Sphericall Desktop This manual is designed with you in mind If you follow each of the steps you can answer transfer place receive or conference calls with the Sphericall Desktop Refer to your voice mail vendor s user manual for any questions regarding voice mail system functionality Note Some of the Sphericall Desktop features are dependent upon what your system administrator has enabled for your particular phone Please ask your system administrator for details about your organization s Sphericall system SPHERICALL DESKTOP PHONE FEATURES Distinctive Ringing If a call comes to your phone from within your organization s Sphericall System you will hear two short rings If a call comes to your phone from outside your organization s Sphericall system you will hear one long ring Caller ID If your Sphericall system has Caller ID enabled the caller s information will appear on your display phone If the caller does not have Caller ID no information will be displayed If your Sphericall system has not been enabled for external Caller ID you will only receive Caller ID information on internal calls Sphericall Desktop User Manual 1 1 USING THE TELE
11. Options 21 Cascading Coverage 31 Complete Transfer button 14 Conferencing Calls with the Sphericall Screen Pop 15 Coverage Setup 29 Coverage to Outside Phone Numbers 31 D Default Tree Entries 22 Default Type of Transfer 20 Dialing permissions 8 Distinctive Ringing 1 Do Not Disturb 33 E Extensions 12 Extensions List on the Screen Pop 12 F Flash Codes 7 FLASH LINK key 7 Sphericall Desktop User Manual Forwarding amp Coverage 27 Forwarding Setup 27 G General Options 19 H Help A 1 K Keypad Layout 20 L Load Conference 15 Make An External Call 2 Make An Internal Call 2 Making Calls 13 Message Waiting 2 Multiple Extensions with Forwarding amp Coverage 33 N Number Entries 22 O online A 1 Operators 14 Options 19 Outlook Dialer 25 Outlook Options 25 Index P Park Zones 37 Personal Details 20 Phone set star codes 5 Phonebook Entries amp Folders 34 Phonebook Options 22 Pickup 38 PINs 8 dialing permissions 8 PIN code Sequence 8 place an external call 2 Placing Calls from the Phoneset 2 Programmable Phones 2 S Save Conference 15 Show splash screen when starting 20 speed transfe 14 Sphericall Desktop configuring for Outlook integration 25 integration with Outlook 25 Star Code Commands 5 T Telephone set star codes 5 Toolbar Style 20 Transferring Calls 14 V Voice Mail Settings Setup 30 INDEX l 2 Index Sphericall Desktop User Manual Sphere Co
12. PHONE Placing Calls from the Telephone Call Waiting If your phoneset has been enabled for call waiting a tone sounds in your handset when another call is coming in while you are on the current call Press the FLASH LINK key on your telephone to access the second call Message Waiting If your telephone is equipped with a message waiting light and the administrator has enabled this feature the light flashes when a message is waiting in your voice mailbox A stutter dial tone may also sound to indicate you have a message when you pick up the handset PLACING CALLS FROM THE TELEPHONE How do I place a normal call To place an external call 1 2 3 Pick up the handset Dial the outside service number typically 9 Outside service your Sphericall system uses Dial the number you wish to call To place an internal call 1 2 Pick up the handset Dial the extension PROGRAMMABLE PHONES Programmable phones can be used in your Sphericall system Program each number by first inputting the outside service then the desired number for example 97777777 Sphericall Desktop User Manual To answer a call USING THE TELEPHONE Answering Calls from the Telephone ANSWERING CALLS FROM THE TELEPHONE The phone associated with the Sphericall Desktop operates just like any other phone if it rings you answer it The phone rings Pick up the handset The Sphericall Desktop supports distinctive ringing Caller ID and c
13. PIN OVERVIEW Authorization PINs allow you to apply permissions from your assigned user profile to initiate calls from a restricted phone To use your dialing permissions from a restricted phone dial 99 PIN the key The dialing privileges that correspond to your PIN your user profile will apply to the current call After the call is complete the phoneset permissions return to their normal privileges associated with the line If you are dialing out from the Sphericall Desktop on your computer you will already have permission to make calls As long as you are logged into your computer and the Sphericall Desktop is open you will have your dialing permissions PIN Code Sequence Dial 99 Begins dialing permissions PIN the key Enters your security access Number Dials a phone number local or long distance Sphericall Desktop User Manual USING THE TELEPHONE Authorization PINs and the Phoneset Note Your system administrator will supply you with your Authorization PIN if this feature is active on your system If you lose your PIN your administrator must assign you a new PIN Sphericall Desktop User Manual 1 9 USING THE TELEPHONE NW une Authorization PINs and the Phoneset 1 10 Sphericall Desktop User Manual SPHERICALL DESKTOP SOFTWARE How do I use my telephone in conjunction with the Sphericall Desktop Use this chapter if your Sphericall system administrato
14. Transfer allows you to announce transferred calls or Blind Transfer immediate transfer Keypad Layout Select Standard or Numeric for the dial pad layout Personal Details Type your name in the Name field Show splash screen When the Sphericall Desktop starts you can enable or when starting disable the Sphericall logo splash Click the Calls tab Sphericall Desktop User Manual SPHERICALL DESKTOP OPTIONS The Options Window Figure 3 2 Options window Calls tab 4 Set your own options for the following Incoming Calls Configure Popup and sound options Outgoing Calls Configure Popup options for outbound calls General Close window and monitor options 5 Click the Phonebook tab Sphericall Desktop User Manual 3 21 SPHERICALL DESKTOP OPTIONS E ooo Figure 3 3 Options window Phonebook tab Options 6 Set your own options for the following Default Tree Entries Select how you wish to view calls in the Phonebook Number Entries Select how you wish to sort the calls by first or last name 7 Click the Recent Calls tab 3 22 Sphericall Desktop User Manual Figure 3 4 Options window Recent Calls tab SPHERICALL DESKTOP OPTIONS The Options Window Extensions Outlook sample Tet 7m Sample Tet 7m Sampe Tet E Sampe Text 7m 8 Set your own options for the following Unanswered incoming calls Answered incoming calls Unanswered outgoing calls Answered ou
15. all waiting PLACING A CALL ON HOLD If your telephone has no HOLD button use the following procedure To place a call on hold using FLASH LINK 1 2 Press FLASH LINK on the telephone to place the call on hold Press FLASH LINK on the telephone again to retrieve the call from hold The only way a caller hears music on hold if your organization incorporates music on hold into its Sphericall system is if you press the FLASH LINK button on the telephone If you place the caller on hold using the HOLD button the caller will not hear music on hold TRANSFERRING CALLS FROM THE TELEPHONE Once I have answered a call how do I transfer it to another extension Sphericall Desktop User Manual 1 3 USING THE TELEPHONE FP oo Conferencing Calls Using the Telephone Blind Transfer Immediate transfer to other extension Attended Transfer Allows you to announce the call prior to the transfer When using attended transfer the caller being transferred does not hear you announce the call If your system has music on hold the caller hears music during the transfer Note A blind transfer can be completed by using star codes This option may be preferred when used with a programmable phone Refer to the Star Code table for further information To complete a call a blind transfer 1 Press FLASH LINK on the telephone You will hear dial tone 2 Dial the extension The transfer is complete when you hear dial tone 3 Hang up the handset
16. ay also choose an extension to pick up by clicking Extensions You should now be connected to the person dialing the other person s desk or 4 Right click the extension that you wish to pick up 5 Select Pickup You should now be connected to the person dialing the other person s desk To pickup a call using the phone set 1 Dial 92 from your telephone keypad This retrieves a call that is ringing within your geographical Group Pickup area To pickup a call ringing at a particular extension 1 Dial 93 then the extension 3 38 Sphericall Desktop User Manual FIRST DAY SETUP CHECKLIST Use the following checklist to review and set up your Sphericall Desktop options Open Sphericall Desktop on the computer LJ Start Programs Sphericall Desktop Define your personal details Configure Options General LJ Tab Details This should be done immediately Type your name Set up General tab options Configure Options General Tab Tool Bar Style Default Type of Transfer Review Attended Transfer Blind Trans fer Keyboard Layout Personal Details Show splash screen when opening Sphericall Desktop if desired D Set up Calls tab options Configure Options Calls Tab LJ Set your preferences for Incoming Calls Outgoing Calls General Options Set up Phonebook tab options LJ Configure Options Phonebook Tab Set your preferences for Default Tree Entries Number Entries
17. calls one for local calls etc be sure to select the appropriate outside service Example Figure 3 10 Outside number option Hep Qutside number Typically Service Bary Outside Line Name Home Number 5888059 Outside numb Service Name Cell Phone Numbers entered here can be entered as local i or long distance Number 71 3 588 8059 g No outside line access number needed CASCADING COVERAGE Cascading your coverage to different destinations prior to the call s going to your voice mail assists you in managing your calls Sphericall Desktop User Manual 3 31 Figure 3 11 3 32 SPHERICALL DESKTOP OPTIONS Forwarding And Coverage Forwarding and Coverage window Forwarding and Coverage 21 x i Shawn Fradin 271 r Forwarding IV Enable forwarding RINGS Add e First at your desk 3 rings To Ext 297 1 more rings r Coverage To Ext 284 2 more rings IV Enable coverage To voice mail at 6 total 500 Voice Mail 284 Andrew Smit 297 Kelly Collins Anywhere Anywhere Anywhere After 6 rings After 4 tings After 3 tings ADD DESTINATIONS TO YOUR COVERAGE Once all destinations are added set the rings for each destination so that each destination has a unique number of rings Example Calls ring first to your phone 3 rings Then to any other covered number s 1 mor
18. ct a previously saved conference call This will load the phone numbers Or 3 Double click the number to call the party and initiate the conference call Sphericall Desktop User Manual 2 15 SPHERICALL DESKTOP SOFTWARE Using the Sphericall Desktop To transfer a call to a user s voice mailbox Answer a call Right click the extension for the intended transfer Click Transfer to this user s Voice Mailbox The call you transferred will proceed to the voice mailbox Note You must have a third party voice mail system installed on your Sphericall system in order to use this function To transfer a call to your own voice mailbox 2 16 1 2 3 Answer a call Right click your own extension in the Extensions tab Click Transfer to this user s Voice Mailbox The call you transferred will go to your voice mailbox Note You must have a third party voice mail system installed on your Sphericall system in order to use this function A NOTE ON OPERATORS Operators have the ability to monitor more than their own line Using the Sphericall Desktop an operator can place the mouse pointer over extensions and view user call information This information includes the caller s name if the call is inbound or outbound Caller ID if available and call length Sphericall Desktop User Manual SPHERICALL DESKTOP SOFTWARE Using the Sphericall Desktop TITLE BAR BUTTONS x Hide button Click to hide the Sphericall Desktop EI
19. e ring for ext 297 2 more rings for ext 284 The call moves to voice mail after the total number of rings listed in voice mail 6 total rings If you do not have voice mail coverage set a call ringing your phone will continue to ring or the phone will ring the designated number of rings then ring to any coverage numbers listed The call will ring the final coverage number highest number of rings until it is answered Sphericall Desktop User Manual SPHERICALL DESKTOP OPTIONS Forwarding And Coverage CALL ORIGIN Calls can also be sorted for coverage based on the origin of the call If a direct call to your phone set has an EXTERNAL origin and you prefer that those calls get covered differently from INTERNAL calls set up your coverage to account for internal or external origin calls To set coverage for origin calls 1 Select the appropriate origin from the Call Origin drop down list box MULTIPLE EXTENSIONS WITH FORWARDING AND COVERAGE At the top of the Forwarding and Coverage window is a drop down list box with your name in the user field To set multiple extensions If you have been given ownership of more than one extension or group extension 1 Click the drop down list box with your name in the user field to view each of the lines of which you have ownership For example it is common for one user in a Sales or Support group to have ownership of the Sales or Support number this person can set its forwarding
20. extension Extension Sphericall Desktop User Manual 1 5 Code Call Forwarding Setup USING THE TELEPHONE Sphericall PhoneSet Star Code Commands Action 72 number optional Explanation Activates the station number to which all your calls will be forwarded The number can be an extension or outside service local telephone number example 9 4 555 1234 If the number is not already on the forwarded list it will be added and enabled Only a single handset entered forwarding number is entered at a time though calls may be forwarded to mul tiple numbers example 72 extension hangup Then 72 another extension Call Forwarding Deactivation 73 Clears the phone s pre existing call forwarding setup Conferencing With a call connected Press FLASH LINK Dial extension or number Press FLASH LINK Dial 95 FLASH LINK and star code allows user to conference parties Do Not Disturb 78 Activates Do Not Disturb for all calls bound for this phone Activation extension When Do Not Disturb is activated the station is not alerted to any calls Forwarding and or Coverage behaves as usual Do Not Disturb 79 Deactivates Do Not Disturb for all calls bound for this Deactivation phone line Pickup 93 Extension Retrieves a ringing call or an on hold call at the entered extension Group Pickup 92 Retrieves a ringing call from anywhere withi
21. hange Server If your system is integrated with Microsoft Outlook you can click the Outlook tab on the Sphericall Desktop to select and set your preferences for importing Outlook Contacts Journaling etc INTEGRATION WITH OUTLOOK DIALER In order to fully integrate with Microsoft Outlook s dialer you must perform the following configurations To configure a PC for Sphericall and Microsoft Outlook integration On a Microsoft Windows 9x or NT Workstation Step Action 1 Open Control Panel Telephony Telephony Drivers 2 Select Sphericall Service Provider 3 Click Configure 4 Click OK to confirm that TAPI service provider has been configured 5 Under the My Locations tab type the outside service i e 9 8 etc required to place calls to the PSTN 6 Close the Control Panel window On a Microsoft Windows 2000 Professional workstation Step Action 1 Open Control Panel Phone Modem Options VAdvanced 2 Select Sphericall Service Provider Sphericall Desktop User Manual 3 25 SPHERICALL DESKTOP OPTIONS Step Action 3 Click Configure 4 Click OK to confirm that TAPI service provider has been configured 5 Under Dialing Rule click edit 6 Type the outside service i e 9 8 etc required to place calls to the 7 Close the Control Panel window Then on any Microsoft Windows 9x NT or 2000 Professional workstation 1 Open the Microsoft Outlook client 2 C
22. ing tone will be generated Press FLASH LINK Placing a call on Hold to make a second third fourth etc call The maximum number of calls allowed is determined by your system administrator Press FLASH LINK wait for dial tone dial another number Retrieving a second third fourth etc call on Hold Press FLASH LINK until the desired party is connected Continue to press FLASH LINK to cycle through the calls as they were presented to you Pressing FLASH LINK will provide dial tone to allow you to manage the last connected party i e for trans fer conference call parking etc If upon call waiting you will press flash and receive a call immediately with out the dial tone Transferring the connected party Attended Transfer Press FLASH LINK dial the extension announce the call hang up A hold reminder a very brief ring will notify you if you have left another call on hold Pick up the phone to con nect to the next person on hold Sphericall Desktop User Manual 1 7 USING THE TELEPHONE Authorization PINs and the Phoneset Action Flash Explanation Transferring the connected party Blind Transfer Press FLASH LINK dial the extension hang up A hold reminder a very brief ring will notify you if you have left another call on hold Pick up the phone to con nect to the next person on hold 1 8 Table 1 3 AUTHORIZATION PINS AND THE PHONESET AUTHORIZATION
23. lick Contacts From the Toolbar 3 Click Dialer Figure 3 6 Outlook Dialer Button Xv ES SS Sorind tig Organize A Redial gt Speed Dial E New Call Ctrl Shift D 4 Select New Call Click Dialing Options o Under Connect using line Scroll down to select the appropriate name from the drop down list box Click Dialing Properties Verify that the outside service line is set for local and long distance calls Click OK 10 Click OK 11 Click Close This desktop is now ready to integrate Sphericall and Microsoft Outlook dialing To test select a contact and click Dial in Microsoft Outlook This action invokes the Sphericall Desktop and initiates a call O o NOg 3 26 Sphericall Desktop User Manual SPHERICALL DESKTOP OPTIONS Forwarding And Coverage There is additional information on Microsoft Outlook in the Online Handbook FORWARDING AND COVERAGE Forwarding and coverage options must be set for each user If you have the Sphericall Desktop you can establish the settings for forwarding and coverage yourself FORWARDING Forwarding or the temporary follow me feature of the Sphericall Desktop rings both your extension and the other internal extension where the call is forwarded Sphericall Desktop User Manual 3 27 SPHERICALL DESKTOP OPTIONS Forwarding And Coverage To set forwarding conditions Figure 3 7 Forwarding and Coverage window Forwarding and Coverage
24. mmunications Inc Two Energy Drive Lake Bluff IL 60044 2000 Sphere Communications Inc All rights reserved Printed in the USA
25. n 284 Smith An 265 Durk Randell 138 New Extension 268 Smith Da 234 Ferro Greg 167 New Extension 288 Smith Eliz 243 Finlayson Andy 140 New Extension 278 Teague 271 Fradin Shawn 165 New Extension 400 Tech Su am mee mt na am scr ra 1 am ar s BM To place a call using the Sphericall Desktop window From Phonebook or Extensions tab Double click any name or number USING THE SPHERICALL DESKTOP ANSWERING CALLS In the Calls window new calls will appear when the telephone rings Sphericall Desktop User Manual New calls have a yellow bell ringing 2 13 SPHERICALL DESKTOP SOFTWARE Figure 2 3 Ringing Bell image Asmith 284 Ringing Connected calls have a red handset indicating a call is active Figure 2 4 Call Connected image TRANSFERRING CALLS To transfer calls using the Sphericall Desktop 1 Place the call on hold by clicking the hand icon on the Sphericall Desktop 2 Double click the number in the Extensions tab or Drag and drop an active call to a number in the Extensions tab Users who transfer calls frequently can also click once in the Extensions tab then type the first letter of the person s last name to whom they wish to transfer the call This will automatically jump the Extensions list to that alphabetical section Double clicking the appropriate name will complete the transfer Note If you have attended transfer set in Configure Options yo
26. n the predefined Group Pickup area Park FLASH LINK 8 the Places a call into the virtual park zone a hold parking number of park zone as lot where calls can be retrieved from any phone on the announced by operator system Unpark 91 park zone as Retrieves a call from the park zone extension entered If announced by operator there is more than one call in the zone it will take the oldest call in the zone Paging Number determined by Contact your administrator for the extension of your your Sphericall system system s paging access administrator 1 6 Sphericall Desktop User Manual USING THE TELEPHONE Flash Codes For Telephone Functionality FLASH CODES FOR TELEPHONE FUNCTIONALITY The Sphericall system uses the FLASH LINK function on the telephone set to enable a single line phone to function as a multi line phone Pressing the FLASH LINK key on the phone set allows you to toggle or cycle between calls to transfer or make consultative calls Table 1 2 Flash Link function table Action Flash Explanation Making a call Pick up your phone receiver Dial the number you wish to call N A Placing a call on off Hold Press Hold on the phoneset no music on hold or Press FLASH LINK music on hold if available Dialing an Outside Number outside service provided by administrator Answering an incoming call while the phone is already off hook A call wait
27. phericall Desktop window allows you to view all the extensions listed for your organization 2 12 Sphericall Desktop User Manual SPHERICALL DESKTOP SOFTWARE Using the Sphericall Desktop Figure 2 2 Sphericall window E Sphericall 271 lo File Cal Configure View Outlook Phonebook Help analra Ge ima No active call For Help press F1 Phonebook Recent Calls Extensions 230 Bathje Mark 270 Leiu David 238 Beckmann Andr 311 Leopold Joe 285 Beeson Scott 235 LuKai 245 Bitner Sean 254 Magnell Greg 282 Blasko John 5 249 Mann Morgan 286 Boberski Steve 233 McCabe Phil 267 Brletich Frank 258 McCartney Andre 212 Brooks Byron 226 McCrorie Bill 274 Budach Cary 232 Moore Steve 355 Phone L a 216 Pierson 237 RadleJo 294 RaoBha 219 Rapanar 241 Ratajczyl 277 Roberts 222 Robinsor 300 Sales 227 Bums Dan 293 Moreno Ivaan 210 Sales DIL 297 Collins Kelly 169 New Extension 244 Sauers K 350 Conf Room T abt 180 New Extension 228 Sauter Sl 224 Costello Tim 188 New Extension 257 Schabac 5 291 Creech Tracy 168 New Extension 247 Schlicket 283 Danna Rob 118 New Extension 221 Schnitke 5 229 Dewerth Scot 118 New Extension 272 Semersk 248 Doombos Daryl 137 New Extension 287 Shimkus 262 Drauch David 139 New Extensio
28. r has integrated your telephone with the Sphericall Desktop The following is an overview of the features you have access to on your computer Note Even if your computer is not turned on you have access to the telephone and can receive and place calls from your phoneset To start the Sphericall Desktop application From the Start menu 1 Click Start Programs Sphericall Desktop The Sphericall Desktop opens and integrates with your phoneset Figure 2 1 Sphericall Desktop window amp Sphericall Palmer Phyllis 223 File Cal Configure View Outlook Phonebook Help g es amp ool tttemm o No active call Menu gt Toolbar Active Call Pane Phonebook Phonebook Recent Calls Exten E zal Recent Calls Calls gt i Phonebook Extensions Personal i Default Zone Folders Status For Help press F1 EISE Gs oaeean 7 Sphericall Desktop User Manual 2 11 SPHERICALL DESKTOP SOFTWARE 2 Review the following major areas of the window Menus Drop down menus contain commands and tasks Toolbar Button commands and tasks Folders Stored number information Active Call pane Live information as calls are in process Phonebook Recent Phonebooks and organization number directories Calls Extensions pane Calls The active call icon which can be dragged to transfer right clicked for more tasks and options etc EXTENSIONS LIST Clicking the Extensions tab of the S
29. tgoing calls Recent calls list Number of entries in list 9 Click the Extensions tab Sphericall Desktop User Manual Choose which calls appear in Recent Calls list and the list display color Choose which calls appear in Recent Calls list and the list display color Choose which calls appear in Recent Calls list and the list display color Choose which calls appear in Recent Calls list and the list display color Select to bring recent calls list to front when a call is missed Pd the number of entries for the Recent Calls ist 3 23 Figure 3 5 10 3 24 SPHERICALL DESKTOP OPTIONS The Options Window Options window Extensions tab Set your own options for the following Sorting Set your sorting option by selecting one of the following Phone Number Last Name First Name Display Set your Display option by selecting one of the following Display last name first Show the entry s number Show an icon next to the entry When an entry in the Extensions list is double clicked how Mouse Action do you want the Sphericall Desktop to respond Always dial the entry e Transfer to this entry if a transfer is possible otherwise dial the entry preferred method for operator functionality Sphericall Desktop User Manual SPHERICALL DESKTOP OPTIONS Integration with Outlook Dialer A NOTE ON THE OUTLOOK TAB Microsoft Outlook is only used with systems which are integrated with Microsoft Exc
30. u must click Complete Transfer to complete the transfer of a call made from the Sphericall Desktop This is not necessary for blind transfers 3 Hang up the handset or Click the number in the Extensions tab 4 Press Enter 5 Hang up the handset The call will be transferred To speed transfer calls for Operators 2 14 Users who transfer calls frequently will find it helpful to jump to the alphabetical letter of the person to whom they wish to transfer calls Sphericall Desktop User Manual SPHERICALL DESKTOP SOFTWARE Using the Sphericall Desktop 1 Click once in the white space of the Extensions tab On the keyboard 2 Type the first letter of the last name of the person to whom you are transferring a call This will automatically jump the extensions list to that alphabetical section 3 Double click the appropriate name to complete the transfer CONFERENCING CALLS Conferencing calls with the Sphericall Desktop is very easy to do To place a conference call 1 Answer or initiate a call 2 Place the call on hold 3 Ring the new extension 4 Drag either call onto the other call in the Calls pane The conference call will be connected Figure 2 5 Conference Call image Conference Call Connected 34 sec t cwagner 264 rsemersky 272 To save a conference call Once you have a conference call active 1 Click File Save Conference To load a conference call 1 Click File Load Conference 2 Sele
31. ual 3 29 SPHERICALL DESKTOP OPTIONS VOICE MAIL SETTINGS Verify that your coverage settings are set to send your calls to voice mail if you do not answer your phone Your Sphericall system administrator will inform you of your system s voice mail extension number To add voice mail settings From the Rings drop down list box 1 Setthe number of rings that the phone will ring prior to the call being covered to voice mail ADD COVERAGE SETTINGS To add coverage settings 1 Click Add to add another coverage setting The New Coverage Number window displays Figure 3 9 New Coverage window New Coverage Number x Number Extension E 222 Name sli C Outside number Service Bary Outside Line Name Number 2 Select the extension from the drop down list box 3 Click OK to return to the Forwarding and Coverage window Note Your Sphericall system Administrator must give you permission to forward to an outside number 3 30 Sphericall Desktop User Manual SPHERICALL DESKTOP OPTIONS Forwarding And Coverage COVERAGE TO OUTSIDE PHONE NUMBERS When selecting coverage to an outside phone number observe the following Type any logical name that makes sense in the Name field Type the number without the outside service use the default outside service as listed in the Service field above in the Number field If your Sphericall system has more than one outside service i e one for long distance
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