NEC Desktop Suite User Guide Table of Contents
Contents
1. Destination Click the To button and select your recipients from the list of Select your Message from the users logged in Note You can dropdown For example lt Someone gt send quick messages to more is on the phone The cursor will go to than one user at a time the lt Someone gt placeholder and allow you to enter a name Message lt Someone gt is on the phone Responses Do Not Display Response Select what Responses you would Display Response like the user to be able to choose Send to me VoiceMail Take Msg Park from Some of these will be auto populated or you can enter your own 3 Hit the Send button to send your message 4 The quick message appears under your Active Call window If you send the message to multiple users a Quick Message Bubble will appear for each extension Active Call Each Quick Message Bubble indicates the extension the message is for The Response field will populate when the user selects one of the response options you provided Display Message The Display Message option allows you to program a preset greeting to appear on the screen of your phone when you re away from your desk giving details to anyone looking for you at your desk 1 Press the Display Msg button on the toolbar ke Use the dropdown to select the Message you would like to display 3 The Display Message window opens2. C EMPIRE COMMUNICATIONS UNIVERGE SV8100 Desktop Suite NEC Desktop Suite User Guide Table of Contents Desktop Screen Overview ssessssessssesessecesseossseossseoesssossssossseosessossssoesssossssossssoeossosossosossoessssesessesseses 3 Presence States and BLF Colour Descriptions s ssessssesessesessesesseoessecesssoesssoesssoesssoeossoesssoeosssesessesseses 3 Managing Calls using Desktop Suite ccscecsecscscecsccscsccccccscsceccccecscsccececscsceccecscscescececscecesecscesescecs 4 MET C E E E E E T E E 4 Pora Calon AGIO oe E E E sees scenes psnaenm entoosee nee 4 TT E A E E E E E EE EE 5 COPIE ee E E E E E E EE E 6 COENS CAMO srecni E E 6 DIRECTOR Cal PCkUD suonasse T daduensieeansanecoceecus 7 ESSE NUDO REO orere a N E E R E E E E E E E E 7 Presence Call Forwarding and DND essssesessesessesesseosssesesssossosossseoesssoesssossssoesssoesssoeossoesssoeosssessssesseses 8 Ba E E N EAT E N A E A A ee ee E ee 8 DOU CoP Fes ll Ce reei EE N 8 SU EOP VS aaa sists eects E E T eeeeatesncseana apes acess caceseseteooeseeee sees 9 DD B eee errr ae ae en ee ee ee a ee ee ee eee 9 Chat and Messaging FUNCTIONS sacccasscvesccansancctsvawescancestenaeswssegenanestecassameseeus nenesaveaecausnsaceseoeseresusenesesays 10 SUA IVICSSACING narigi a E sarees ota reasoners ee 10 UT CK DVS SS ac tag eee tess essence eaten ere ene asec eames erste E 11 Bile Ei MOSSA E keane ene eee EE E ee ee ee eee 12 Outlook
3. Saving Profiles Before you begin changing settings save a base profile you can revert to in case of trouble 1 Select Tools from the Toolbar 2 Select Profiles Window Links Heli Preferences Volume Control Configuration Wizard 3 The Profiles window opens REvans 4 Click the Save button and name your profile Note All users can see these profiles so use something unique to you to name your profile 5 To apply the profile in the future simply select it from the list and click the Apply button 16 Accessing the Preferences Menu The Preference menu is where all your customization options reside in the Desktop suite All following customization options require you to first access this menu 1 Click the Tools button 2 Select Preference Window Links Help ee Preferences Use the Tabs to locate Volume Control the features you would Configuration Wizard Profiles like to customize 4 The Preferences window opens e T eman Active Call Lis L gt Application Priority Pop Up on incoming calls E Make top application on incoming calls E Mail Integration Enable E Mail Integration Audio E Enable ringing through PC Speakers Confirm Exit Show contin dialog on exit Quick Message Enable Quick Message Client Enable Notification Tone Make sure to hit OK to save your changes 17 Customizing the BLF Presence Buttons You can customize details on your B
4. IMEC CPALION cicessxcccewseracdcevsvoneseeensstanesveseswuesnstan ee vacenscananasveaedusneovesievsewavayeunvanaresuberedseauessenrevis 13 Dialing from Outlook and Transferring to Outlook CONTACTS cceccceessececeeseeeceeseceeeeeeceeseeeeees 13 Creating Speed Dials from Outlook Contacts cee ceeeccceeecceecseeeececeuecseeneeeeenseseueceeeueceneeeeeeusess 14 FS MIEN A aa E E ease oseneaseenats 15 Desktop CUSTOMIZATION cresien a teweeeeasaasasontewennesesuouns EA En 16 Savine ProfleS Re ee ee E A AEN 16 ACCESSING the Preferences IV CMU sersa E E N 17 Customizing the BLF Presence Buttons sssssssssssssrssesssssrerrreesssrsrtrrsesssssttrreesssrsetrreeessseeeereeessst 18 CUSTOMIZING the TOODI seriste e E A 19 HieNiept Dial Hotkey SEtUD rresia A eesskseeeeis 20 Histan Messaging SEINES erenn nuana Aaa a ROT EAR EN 21 CUSTOMIZING Quick Messages isre auaumueegatuadacasiyaceeealvebeiautoasenaawacneteucenewses 22 TOSSING Between VieWSosire i in a EA A E A noiats 23 Desktop Screen Overview Personal Presence y Nicola Parkinson Out of the Office File View Tools Window Links Help MH JVX ASE VOTA ALL ERVES ecord Park Unperk DirPickup Redial Ring Voic 2 Redirect Forward Voice Mal DND Drectory 100 Reception Softp_ pees savva Presence Button Active Call Window Toolbar a o i a oo NEC Presence States and BLF Colour Descriptions Busy L
5. Use the Date Time and Number fields to fill in any blanks in your chosen message Press the Set button to complete or if you already have a Display Message set up press Clear to clear it Your Display Message displays on the phone until you CAP100 t CAP101 ICMKEY 115 x VMSRC ACDWR ACDLOG ACDOFS ACOSTA ONO CFALL HOST 12 Outlook Integration Dialing from Outlook and Transferring to Outlook Contacts There are 3 ways to dial from outlook Methods 1 and 2 also work for transferring calls to contacts if you have already connected to a call Method 1 Right Click 1 From the Contacts page in outlook Right Click on the contact you would like to dial 2 From the dropdown select NEC UC Desktop then NEC Call and chose the number you would like to dial a Copy Gh Quick Print Eh Forward Contact Create amp Call Categorize gt Y Follow Up H P Move gt N OneNote x Delete NEC Add to Speed Dial Method 2 Outlook Toolbar 1 From the Contacts page in outlook select the contact you would like to dial with a single Left Click 2 From the Toolbar use the Dial dropdown and select the number you would like to dial 13 Method 3 Highlight To Dial 1 Double click on the Contact in Outlook to open it 2 Highlight the phone number you would like to dial Phone UW ES a
6. Forward type and Use the Subject Subject Location and Presence State Location fields to let your colleagues destination or turn on DND mode Presence State know where Phone Settings Do Not Forward z you are Expected Retum Wednesday October 30 2013 E 01 00 PM Expected Return The Remarks field lets date time so you leave specific notes everyone knows or call handling when you re back instructions for your team Call Forwarding There may be times you wish to set up a Call Forward without changing your Presence Status 1 Press the Forward button the toolbar p a Forward 2 Select Set Call Forward Use the Forward On dropdown to Entera extension all Forward select when you would like your aurnberorthe gt Set Call Forward Cancel Call Forward Call Forward to be active outside number Forward On Busy or Not Answered i Destination i i you would like to tne These options include Immediate orwardtointhe call forwarding and Both Ring as Destination field well as others 3 Complete the remaining fields as noted above then click Start Note To cancel your Call Forward simply press the Forward button on the toolbar and select Cancel Call Forward DND Do Not Disturb takes your calls and points them directly to voicemail without ringing your phone 1 Press the DND button on the toolbar 2 Select Set Do Not Disturb and usi
7. LF Presence buttons by accessing the Preference Menu and selecting the BLF DSS tab 5 Peterenes Gener Use the Label Format Key Mapping and Name Display for BLF Directory fields to personalize how you l Update the active BLF list by retrieving the line key settinc synchronize from the phone system Bif aroups Visible Tabs gt Move Up All J view contact names on your BLF Presence E Trunks a ane Delete Properties buttons Label Format O Extension only O Name only Edension and name Name Display tor BLF Directory Display name from phone system Display full name as First Name Last Name Mary Smith Use the BLF Appearance field to change the size of your Last Name First Name Smith Mary BLF Presence Last Name First Name Smith Mary buttons BLF Indicator Treatment Enable Calling Line ID CLID display on mouse hover Make sure to hit the OK button to save 18 Customizing the Toolbar The Tool Button tab in the Preferences menu allows you to add and remove buttons from your toolbar re order them and select icon size Preferences Available Tool Buttons Description The Available Tool Buttons menu To change the hotkey allows you to select function for a button Use the Move Up Simply click the toolbuttan and deselect which in the fist cick the or Move Down options you would accelerator box and then button
8. amp Field Colour Descriptions P Grey Idle Presence States b inthe Office f Out of the Office A 130 Green On the phone Ina Mectina BOTA Sit oie Business Travel gt SS OuttoLunch Sick Leave 10g Blue Call forward 7A ieee i 30 Red Do not disturb Unavailable Managing Calls Using Desktop Suite Make a Call You can make a phone call right from the Desktop Suite using the Dial button on the main tool bar 1 Press the Dial button on the tool bar Dial 2 Enter the number you would like to dial in the Destination Field Dial Number Eag T T Destination 3 Press the Start button to initiate the call Put a Call on Hold Once you have a call in your Active Call Window you can use the Hold button on the main toolbar to place your caller on hold 1 Ensure you have a live call in your Active Call Window as seen below Active calls have a Green border Active Call Line 130 Active 100 Reception 2 Press the Hold button on the tool bar 9 3 The call will drop below the Active Call Window and have a Yellow border This indicates the caller is on Hold 4 Toretrieve the held call simply Double Click on it Call Transfer Initiate transfers in the desktop suite using the Transfer button the tool bar 1 While on an active call press the Transfer button on the toolbar 2 e4 Transfer Enter the extension or phone number you would like to transfer in the Destina
9. as a aoe a ee a ore esses Business T 416 674 2789 3 Press your Highlight Dial Shortcut default is CTRL F1 Note You can update your Highlight Dial Shortcut in Desktop see section Desktop Customization for more details Creating Speed Dials from Outlook Contacts You can add Speed Dials to your UC Desktop window using your outlook contacts These speed dials appear on a Speed Dial tab located next to your BLF Tab 1 From the Contacts page in Outlook Right Click on the contact you would like to add to Speed Dial B c Richard Evans aa Copy Empire Commun amp ui or Sales and Marke Quick Print 115 Work aly Forward Contact 519 624 9134 h revani iS ecitech Create amp Call Za 7 Categorize Kelly Alex mE 22eg Alex Kelly Follow Up Empire Commun Marketing Supp Lea Move b 181 Work 519 789 5631 h N OneNote akelhp ecitech c Delete NEC Call 14 2 Select NEC UC Desktop from the drop down 3 Click NEC Add to Speed Dial 4 The contact is now added to your speed dial tab Highlight Dial Highlight Dial works with many types of documents such as web pages spreadsheets and CRM applications 1 Highlight the number you would like to dial 2 Press your Highlight Dial Shortcut default is CTRL F1 Note You can update your Highlight Dial Shortcut in Desktop see section Desktop Customization for more details 15 Desktop Customization
10. ce Call Destination 4 Your first caller will be put on hold while you speak with the second caller Press Complete to join the 2 calls together or press Disconnect if the second person declines the conference wy Directed Call Pickup Use the Desktop Suite to answer another phone in the office that is ringing without leaving your desk 1 From the Toolbar press the Dir Pickup button Zs Pickup Type Directed Call Pickup r Extension 100 3 Press Start Last Number Redial Dialing the last number you dialed is easy using the toolbar 1 Press the Redial button on the toolbar Pe Redial 2 You will be connected to your previously dialed number Presence Call Forwarding and DND Presence Your Presence Status appears to all other users with the Desktop Suite on your Presence Button This allows your colleagues to see where you are when you re due back and notes on how to reach you of necessary Setting Your Presence While you re setting up your Presence Status the desktop suite allows you to update your Call Forwarding or DND Status as well saving you a step 1 Click the Presence Dropdown at the top of the desktop screen Y In the Office 2 Select your desired Presence Status Some examples are In a Meeting On Vacation or Out of the Office Phone Settings allows 3 Complete the Set Presence window you to choose your Call Feet Presence for Nicola Parana
11. ens 3 Enter your Message and press the OK button 4 Onthe right of the screen check off the corresponding Responses or add a New Response using the below steps Setting up new Responses 1 Press the New button below the Responses section Responses 22 2 The Create a New Response window opens 3 Enter your Response and press the OK button Toggling Between Views From the main toolbar you can select different modes to view the Desktop suite 1 Press the View button on the toolbar 2 Select the mode you would like to activate Mode descriptions are listed below View Too bat n sh kaii St the main Desktop Stal 1d l d Vi Ea gt andard Window a lew Toolb s thed fault Compact Phone Sort Speed Dial By Toolbar across the top of your computer screen view It is the only view that shows the sort BLF By BLF Presence buttons Compact Phone resembles a mobile flip phone for easy dialing 23
12. ng the dropdown what types of calls you would like the DND to apply to internal external all etc E Set Do Not Disturb Applies to All Calls Cancel Do Not Disturb 3 Press Start Note To cancel DND press the DND button on the toolbar and select Cancel Do Not Disturb Chat and Messaging Functions Instant Messaging The Instant Message feature of the desktop suite allows you to have an ongoing text based conversation with another user logged into Desktop A user s name will be highlighted in Yellow on their Presence Button when they are logged in and available to IM 1 Press the IM button the toolbar 2 Select the user you would like to IM from the Participant window Note Only users logged in to Desktop will appear on this list Q mep Participant 3 Press the Start button to begin the Instant Message 4 The instant Message Window opens Reception Softphone File Your messages will appear here Enter your message here and hit the Enter key or Send button to send it The Status Bar indicates if the user has accepted your IM request 10 Quick Message The Quick Message feature allows you to send a logged in user a quick predetermined message with built in response options for common place items such as their meeting arriving or a call waiting 1 Click the Quick Msg button on the toolbar S QuickMsg 2 The Quick Message window opens Quick Message
13. s to reorder like to appear on the toolbar the toolbar buttons from left to right E Barge In F Directed Call Pickup Group Call Pickup F Last Number Redial Use the Image Size Make sure you press the OK button to save menu to customize the size of your toolbar buttons 19 Highlight Dial Hotkey Setup From the Shortcuts menu you can BLF DSS TS EL Shortcuts to BLF Directory One touch transter will initiate Supervised Transfer Immediate Blind Transfer da Use the Highlighted Dial Shortcut section to enable or disable the Highlighted Dial feature as well as select the Hotkey lick on a busy extension with an active call will Send active call to voicemail Place call on hold and initiate voice over Camp call on busy phone Note Hotkeys for this feature can shortcuts in Chat Session be Ctrl F1 through Ctrl F12 Pressing the lt Enter gt key will send the chat message Highlighted Dial Shortcut Enable Highlighted Dial Feature Automatically initiate dialing Highlighted Dial can be initiated using the following hotkey CHU F1 To change the hotkey selection click inside the Hotkey field and then press the desired hotkey combination Valid hotkey range is Ctl F1 through Ctl F 12 Make sure you OK press the OK button to save 20 Instant Messaging Settings Access the Instant Messaging tab to make change to your IM preferences The General sec
14. tion Field Destination NI Next you have 2 options Press Start to begin a Supervised Transfer this allows you to talk to the person you are transferring too prior to putting the call through Alternately press Blind to complete a Blind Transfer this is where the call is taken directly from you and rings to the person you are transferring too If you select Blind your transfer is complete and you do not need step 4 Once you have the person you are transferring to on the line press the Complete button to complete your transfer If the person does not pick up you have the option to press Voicemail to put the caller directly into their voicemail instead Transfer Call Destination Voice Mail Call Park There are 2 ways to Park an active call using the Desktop Suite 1 With an active call press the Park button on the toolbar and enter a Park Location Fark OR 2 Press the Valet button at the bottom of the desktop window and the Race Car Icon will move to the Park Location for you Valet ih 2 gal 3 2 gt 6 f a 9 10 Conference Calling Using the Conf button on the toolbar you can achieve three way calls 1 First you need to connect with the first caller Dial their number or nress their Presence Button to get them on the _ elect Pickup Type 2 Next press the Con Pickup Type el Directed Call Pickup Conf Extension 100 3 Inthe Destination ould like to join the conference then prj Conferen
15. tion allows you to change basic settings such as Font General Display invitation fom when receiving IM request Pressing the lt Enter gt key will send the message Font Size B E Instant Message Use the Auto Save section to enable or disable the Auto Save feature and Auto Save Prompt to save IM session on exit Automatically save all IM sessions The History section chose your Save facation allows you to set the number of sessions to TER keep in History as well as other options History E Display most recent IM session in History area Save IM sessions to display in History area Notifications allows you to choose Alarm Number of sessions to save and Screen Pop Notifications Alam on Invitation Start of new IM session options for your IM s E Alam when new IM message received Pop IM window to top when new message is received Make sure you press the OK button to save 21 Customizing Quick Messages In the Quick Message tab you can set up new Quick Messages as well as new Responses Setting up new Quick Messages 1 Press the New button below the Defined Messages section ACD Age Defined Messages Messages Someone is on the phone You are late for a meeting lt Someone gt called lt Someone gt called Please call back You have a call parked at lt Someone gt is here to see you lt Someone gt is looking for you 2 The Create a New Message window op
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