Casio 40DHB0002USAR User Manual

IP Office

Phone Manager User Guide

40DHB0002USAR Issue 13a (22nd September 2005)

Table of Contents

Getting Started ........................................................................................................................... 7

Introduction................................................................................................................................................. 7

Phone Manager Feature Comparison ........................................................................................................ 9

Getting Started ......................................................................................................................................... 11

Logging In ............................................................................................................................................ 11

Phone Manager ........................................................................................................................ 13

Main Window ............................................................................................................................................ 13

Call Status............................................................................................................................................ 14

Call History........................................................................................................................................... 15

Call Park Area...................................................................................................................................... 27

Configure Menu ........................................................................................................................................ 28

PBX Configuration Information ............................................................................................................ 29

Configure Directory .............................................................................................................................. 30

Configure_Preferences ........................................................................................................................ 32

Compact Mode ......................................................................................................................................... 40

Date & Time Setting ................................................................................................................................. 42

Clock Type................................................................................................................................................ 43

Instant Messaging .................................................................................................................................... 44

Personal Distribution Lists ........................................................................................................................ 45

Creating a Personal Distribution List.................................................................................................... 46

Adding members from an existing Personal Distribution Lists............................................................. 46

Default Sizing....................................................................................................................................... 46

Profile ....................................................................................................................................................... 47

Functions Menu ........................................................................................................................................ 48

Call....................................................................................................................................................... 50

Call (with Account Code) ..................................................................................................................... 51

Transfer................................................................................................................................................ 52

Account Code ...................................................................................................................................... 53

Absent Status....................................................................................................................................... 53

Call Handling Icons................................................................................................................................... 54

Function Keys........................................................................................................................................... 55

Hands Free Operation .............................................................................................................................. 56

PC Softphone Operation .......................................................................................................................... 56

Agent Mode Operation ............................................................................................................................. 57

IP Office Conferencing Center.................................................................................................................. 58

Help Menu ................................................................................................................................................ 58

Configuration ........................................................................................................................... 59

Configuring your Preferences................................................................................................................... 59

Speed Dials .............................................................................................................................................. 60

External Speed Dials ........................................................................................................................... 60

Changing the External Default Number ............................................................................................... 60

Internal Speed Dials............................................................................................................................. 61

Speed Dial Tooltips.............................................................................................................................. 62

Edit Speed Dial Form........................................................................................................................... 63

Directory Entries ....................................................................................................................................... 64

Create a Directory Entry ...................................................................................................................... 64

Edit a Directory Entry ........................................................................................................................... 64

Delete a Directory Entry....................................................................................................................... 64

Make a Call using a Directory Entry..................................................................................................... 64

Create a Directory Entry from an Existing Call .................................................................................... 65

Create an MS Outlook Contact from an Existing Call .......................................................................... 65

Default Sizing ........................................................................................................................................... 65

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Phone Manager Users Guide

Call Handling ............................................................................................................................ 67

Make a Call............................................................................................................................................... 67

Hands Free .......................................................................................................................................... 67

PIN Restrictions ................................................................................................................................... 68

Receive a Call .......................................................................................................................................... 69

Place Call On Hold ................................................................................................................................... 69

Take a Call Off Hold ................................................................................................................................. 69

End a Call ................................................................................................................................................. 69

Redial a Number....................................................................................................................................... 69

Callback an Unanswered Incoming Call................................................................................................... 69

Tag a Call ................................................................................................................................................. 70

Clear a Call............................................................................................................................................... 70

Transfer a Call .......................................................................................................................................... 70

Blind Transfer a Call ................................................................................................................................. 70

Transfer a Call to Another User's Voicemail............................................................................................. 71

Tag a Transferred Call.............................................................................................................................. 71

Create a Conference Call ......................................................................................................................... 71

Remove a Member from a Conference .................................................................................................... 71

Collect Your New Voicemail Messages.................................................................................................... 72

Reclaim a Call .......................................................................................................................................... 72

Park a Call ................................................................................................................................................ 72

Unpark a Call............................................................................................................................................ 72

Tag a Parked Call..................................................................................................................................... 72

Call Tag Form ...................................................................................................................................... 74

Answer a Call ........................................................................................................................................... 74

Answer a Call Waiting .............................................................................................................................. 74

Set Ringback When Free ......................................................................................................................... 74

Set an Absent Message ........................................................................................................................... 75

Making a Call with an Account Code........................................................................................................ 76

Delete all Calls from the Call History ........................................................................................................ 76

Working with Queues ............................................................................................................................... 76

How To ...................................................................................................................................... 77

Take Your Calls from Another Extension ................................................................................................. 77

Forward Your Calls to Another Location................................................................................................... 78

Set Do Not Disturb (DND) ........................................................................................................................ 79

Set a Do Not Disturb Exception Number .................................................................................................. 79

Transfer Back to Forwarded Extension .................................................................................................... 80

Turn Call Waiting On/Off .......................................................................................................................... 80

Turn Voicemail On/Off .............................................................................................................................. 80

Turn Voicemail Ringback On/Off .............................................................................................................. 80

Turn Off Hook Operation On/Off............................................................................................................... 81

Select the Tabs to Show in Call History ................................................................................................... 81

Create a Speed Dial ................................................................................................................................. 81

Create a Speed Dial Group Member ................................................................................................... 82

Create a Speed Dial from the IP Office Directory ................................................................................83

Create a Instant Message Speed Dial ................................................................................................. 83

Edit a Speed Dial ................................................................................................................................. 84

Delete a Speed Dial ............................................................................................................................. 84

Make a Call Using a Speed Dial............................................................................................................... 85

Create a Speed Dial to a User's Extension .............................................................................................. 85

Create a Speed Dial While Creating a Directory Entry............................................................................. 85

Using Account Codes ............................................................................................................................... 86

To Make a Call Using an Account Code .............................................................................................. 86

To Assign an Account Code to a Call in Progress ............................................................................... 86

Account Code Required....................................................................................................................... 86

Using an Account Code Once a Call is in Progress............................................................................. 86

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Table Of Contents

System Administration............................................................................................................ 87

Hints & Tips for System Administrators .................................................................................................... 87

Glossary.................................................................................................................................... 89

Index.......................................................................................................................................... 93

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Getting Started

Introduction

This guide covers Phone Manager Pro, Phone Manager PC Softphone and Phone Manager Lite applications. Which version you are running is indicated in the title bar of the program. All versions use the same software which runs as Phone Manager Lite unless suitable licenses are entered on the telephone system.

Phone Manager Pro

• Can be used in conjunction with a normal telephone, a caller display telephone or a hands-free

phone, telephone/headset combination or PC based soft IP phone (VoIP extension). Note: Not available in Phone Manager Lite.

• Can be used in conjunction with a conventional telephone to give Caller Display Telephone

facilities.

• Can be used to enable/disable certain extension features without having to remember the

specific Short Codes.

• Provides a display of your current extension feature settings.

• Provides a display of all incoming and outgoing calls to your extension.

• Provides Speed Dials.

• Provides information on the status of the current call.

• Displays the number of messages waiting to be collected from your Voicemail.

• Displays the number of messages waiting to be collected for any Hunt Group of which you are a

member.

• Provides details of calls waiting.

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Phone Manager PC Softphone:

Phone Manager PC Softphone has almost all the same features as Phone Manager Pro. Phone Manager PC Softphone communicates with the IP Office system via the wireless LAN. The conversation takes place via a sound card or USB headset/handset connected to the PC and not via a physical terminal.

Note: Any reference in the manual that indicates a feature is only available for Phone Manager Pro then the feature is also available for Phone Manager PC Softphone. Throughout the manual any reference to Phone Manager Pro includes Phone Manager PC Softphone.

Phone Manager Lite: Phone Manager Lite requires no license key on the PBX to operate. It will allow employees to take control of their phone calls from their PC. To see the features that are available, please refer to the

comparison table

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Getting Started

Phone Manager Feature Comparison

The following table highlights the difference between the three applications. Each of the items are described in detail in the following sections.

Feature Phone

Manager

Lite

Make and receive calls via the application Yes Yes Yes

Configure phone preferences Yes Yes Yes

Configure keyboard shortcuts Yes Yes Yes

Show the CLI (ANI) / Name display Yes Yes Yes

Create Speed dials Yes - 15

max

Create Busy Lamp fields (via speed dial) Yes - 15

max

Create multiple speed dial tabs (to group busy lamp field icons)

View internal users' status e.g. online* Yes Yes Yes

Send Instant Messages (IM) to internal users * Yes Yes Yes

No Yes - 10 tabs

Phone

Manager Pro

Yes -1000

max

Yes -1000

max

max (100

speed dials

per tab)

Phone

Manager PC

Softphone

Yes -1000 max

Yes - 10 tabs

max (100

speed dials per

tab)

View the application in Compact Mode No Yes Yes

Create a local Phone Directory No Yes - 1000

max

View the Call history log for all and missed messages

View a separate incoming/outgoing call log No Yes Yes

Collect new voicemail messages Yes Yes Yes

Have Voicemail box control from the application. (Intuity and IP Office modes)

Create Personal Distribution List (Intuity Mode only)

Assign incoming call scripting No Yes Yes

Show the length of time spent on a call No Yes Yes

Door opening control No Yes Yes

Be able to monitor Queues No Yes Yes

Conference Control Display Yes Yes Yes

Yes Yes Yes

No Yes Yes

Yes- 1000 max

Conferencing Center action buttons Yes Yes Yes

Screen Pop contacts No Yes Yes

Simple Outlook contact record creation No Yes Yes

Agent Mode No Yes Yes

Distinctive Ringing (.WAV file) No Yes Yes

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Advice of charge indication (only supported in Greece and Germany)

Post Connect Dial (sending DTMF whilst connected to another party)

Requires licence key on PBX to operate No Yes Yes

Identify a call by giving it a descriptive tag Yes Yes No

Compact Mode No Yes Yes

Amend the audio codec No No Yes

* These features are only available when Microsoft Live Communications Server (LCS) is also available.

No Yes Yes

Yes Yes Yes

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Getting Started

After Phone Manager is installed the Phone Manager application should start automatically. If the Phone Manager does not automatically start you can navigate to the Phone Manager by navigating from the Start manu.

Start | Programs| IP Office| Phone Manager

Logging In

1. In the Configure menu, select PBX

2. Enter the information into the PBX Configuration Information dialogue box.

• Logging On:

This button is not active if you are using Phone Manager Lite. If you want to logon with a different extension number from that of the physical extension, click on Login>>. Check Login/Logout and select the number of the Base Extension at which you want to log on. When you start Phone Manager, you will be logged on at the Base Extension but with the number associated with your User Name. When you close Phone Manager you will be logged off and the phone will revert to its Base Extension number.

3. Click OK or press Enter.

4. Phone Manager PC Softphone users (VoIP extension users) should also check the Enable VoIP check box by selecting Configure | Preferences | Phone Manager. See Phone Manager

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Phone Manager

Main Window

Phone Manager is divided into the follow areas:

• Call Status.

• Call History.

• Call Handling Icons.

• Call Park Area.

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Call Status

The Call Status pane displays the current state of all active calls, incoming, outgoing, conference and hold.

• Number

Either the incoming telephone number or the telephone number being called will be displayed together with the relevant Call Status Icons If the call was an internal call then just the extension number is displayed.

• From

This column will display the name that has been associated with the Number in the Directory on the main system (please refer to your System Administrator) or your local Directory (Phone Manager Pro only, see Directory Entries

. In the above example the external call CLI is shown.

• To

In this column the name that has been associated with the called number in the Directory on the main system (please refer to your System Administrator) or your local Directory (Phone Manager Pro only, see Directory Entries

• Tag

Text to identify the call can be entered here. See Tag a Call

) will be displayed.

Note: The Call Status display may not always match the display on the handset.

Call Status Icons

The following icons will appear in Call Status to indicate the status of a call to your extension.

• - Your handset is off hook (making a call).

• - This is the call to which you are currently connected.

• - The call is on hold.

• - The number you are trying to ring is engaged.

• - Indicates an incoming call to your extension.

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Phone Manager

Call History Call History

The Call History area of the Phone Manager can show a variety of information. What is displayed in the Phone Manager can be configured through the Configure Preferences

The Call History pane is divided into the following tabs:

• In

Lists all calls received by your extension (Phone Manager Pro only).

• Out

Lists all calls initiated from your extension (Phone Manager Pro only).

• Missed

Lists unanswered calls to your extension.

• All

List of all incoming, outgoing and missed calls.

• Messages

Displays the number of new messages in your Voicemail box and for any Hunt Group for which you receive Voicemail ringback.

• Speed Dials

To store and create speed dial icons.

• Conference

When you set up a conference from your extension this tab displays all members of that conference (not shown in the above example).

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For Phone Manager Pro only, the following tabs will also appear in the Call History pane when their features are activated:

• Status

Appears when a call is in progress or is in Busy Wrap Up/Busy Not available.

• Voicemail

During a call to your Voicemail box, a tab will display all the messages together with buttons that can be used to control the messages.

• Queue

To monitor Hunt Group queues configured in the Queue ID

tab in Configure Preferences.

• Door

To activate a door release configured in the Door Release

• Script

Displays the text configured in the Script File field in a Directory Entry.

• Account Codes

Display icons for making calls with accounts codes or applying an account code to a current call.

tab in Configure Preferences.

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Phone Manager Pro only. The In tab lists all calls received by your extension

This tab will display a maximum of 100 calls. When the maximum capacity is reached the oldest record is deleted when a new record is added.

The following options are then available when you right click on a call:

• Call Number back:

Call the selected number. (If the outbound prefix e.g. 9 is not shown contact your System Administrator.)

• Add to Directory:

Automatically create a Directory Entry from the call information

• Add to Speed Dial:

Automatically create a Speed Dial from the call information.

• Add to Outlook:

Automatically add the call information to the Outlook contacts folder.

• Copy:

Copy the "Number" from the selected call onto the PC's clipboard.

• Delete:

Delete the currently selected call from the call history.

• Clear:

Clear all the call information listed in the current pane.

• Clear All tabs:

Clear all the call information listed in the In, Out, Missed and All panes.

Please also note that the Add to Outlook feature requires Microsoft Outlook to be installed on your PC and the correct configuration of MAPI - please refer to your System Administrator.

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Out

Phone Manager Pro only. The Out tab displays all calls initiated from your extension. This may be a call manually dialed on the handset or dialed via Phone Manager Pro

This tab will display a maximum of 100 calls. When the maximum capacity is reached the oldest record is deleted when a new record is added.

The following options are then available when you right click on a call:

• Call Number back:

Call the selected number. (If the outbound prefix e.g. 9 is not shown contact your System Administrator.)

• Add to Directory:

Automatically create a Directory Entry from the call information

• Add to Speed Dial:

Automatically create a Speed Dial from the call information.

• Add to Outlook:

Automatically add the call information to the Outlook contacts folder.

• Copy:

Copy the "Number" from the selected call onto the PC's clipboard.

• Delete:

Delete the currently selected call from the call history.

• Clear:

Clear all the call information listed in the current pane.

• Clear All tabs:

Clear all the call information listed in the In, Out, Missed and All panes.

Please also note that the Add to Outlook feature requires Microsoft Outlook to be installed on your PC and the correct configuration of MAPI - please refer to your System Administrator.

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Phone Manager

Missed

The Missed tab lists the unanswered incoming calls to your extension.

This tab will display a maximum of 100 calls. When the maximum capacity is reached the oldest record is deleted when a new record is added.

The following options are then available when you right click on a call:

• Call Number back:

Call the selected number. (If the outbound prefix e.g. 9 is not shown contact your System Administrator.)

• Add to Directory:

Automatically create a Directory Entry from the call information

• Add to Speed Dial

Automatically create a Speed Dial from the call information.

• Add to Outlook:

Automatically add the call information to the Outlook contacts folder.

• Copy:

Copy the "Number" from the selected call onto the PC's clipboard.

• Delete:

Delete the currently selected call from the call history.

• Clear:

Clear all the call information listed in the current pane.

• Clear All tabs:

Clear all the call information listed in the In, Out, Missed and All panes.

Please also note that the Add to Outlook feature requires Microsoft Outlook to be installed on your PC and the correct configuration of MAPI - please refer to your System Administrator.

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All

The All tab gives a list of all incoming, outgoing and missed calls at your extension.

This tab will display information on a maximum of 100 calls. When the maximum capacity is reached the oldest record is deleted when a new record is added.

The following options are then available when you right click on a call:

• Call Number back:

Call the selected number. (If the outbound prefix e.g. 9 is not shown contact your System Administrator.)

• Add to Directory:

Automatically create a Directory Entry from the call information

• Add to Speed Dial:

Automatically create a Speed Dial from the call information.

• Add to Outlook:

Automatically add the call information to the Outlook contacts folder.

• Copy:

Copy the "Number" from the selected call onto the PC's clipboard.

• Delete:

Delete the currently selected call from the call history.

• Clear:

Clear all the call information listed in the current pane.

• Clear All tabs:

Clear all the call information listed in the In, Out, Missed and All panes.

Please also note that the Add to Outlook feature requires Microsoft Outlook to be installed on your PC and the correct configuration of MAPI - please refer to your System Administrator.

Messages

The Messages tab indicates the number of new messages in your Voicemail box and for any Hunt Group from which you receive Voicemail ringback.

• To collect your new messages:

Double click the Voicemail box you would like to access or right click the required Voicemail box and select Call Voicemail.

If the phone is On-Hook it will ring once the Voicemail Server has been contacted. Pick up the phone and listen to your messages. If the phone is already in the Off-Hook state you will be connected to the Voicemail server as soon as it is located. The Voicemail

tab will then appear.

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Phone Manager

Speed Dials

The Speed Dials tab allows you to save regularly used internal and external numbers for future use. See

Create a Speed Dial

There are two types of Speed Dials, Internal and External. A maximum of 15 for Phone Manager Lite and 1000 for Phone Manager Pro (You can add a maximum of of 10 speed dial groups with a maximum of 100 speed dials per group).

for details on how to create a Speed dial.

The Speed Dial tab also contains the Phone Dialer. The Phone Dialer allows you to dial from the Phone Manager application. You can turn off the Phone Dialer by right clicking in the Phone Dialer window and selecting Hide Phone Dialer.

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Speed Dial Options

The following options are then available when you right click within the Speed Dial window part of the tab:

• Call:

Select the number from the Speed Dial entry you want to call. You can select from Work Phone, Home Phone, Mobile or Fax.

• Default Number:

Allows you to select the Default Number called when the Speed Dial is initiated. This will also change the icon in the Speed Dial Group window. This option is only active to External speed dials. (If the outbound prefix e.g. 9 is not shown contact your System Administrator.)

• Park For:

The Park For option will only become active when an extension dialed is busy. Once the busy speed dial extension dialed is free a callback is made to the Phone Manager and the call is tagged as (free).

• New:

Create your own Speed Dial. See also Create a Speed Dial

• Add User:

Automatically creates a Speed Dial from a IP Office Directory on your system

• Edit:

Edit an existing Speed Dial.

• Delete:

Deletes a Speed Dial.

• Call:

Call the number configured in the Speed Dial (or double clicking the icon).

• View:

Allows you to change the size of the Speed Dial icons. You can select from Large Icons, Small Icons and Details.

• Show Phone Dialer:

If the Phone Dialer is hidden you can turn on the Phone Dialer by selecting this option. To hide the Phone Dialer Right click in the Phone Dialer part of the tab and select Hide Phone Dialer.

If a User is configured for Instant Messaging the Speed Dial entry will go green. When you right click this Speed Dial the following additional options are available.

• Send as Instant Message: Selecting this option will open an Instant Message window to the

User who's Speed Dial you have right clicked.

• Remove from Buddy List: This will remove the User who's Speed dial you have right clicked

from your Buddy List.

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Phone Manager

External Speed Dials

• There are four types of speed dials, Work Phone, Home Phone, Mobile and Fax. The speed dial

displayed will change based on the default number selected.

• This icon is displayed if the Work Phone is recognized as an external speed dial

and is set as the default number. If the number is recognized as in internal speed dial the internal speed dial icons are displayed. See Create a Speed Dial

• This icon is displayed if the Home Phone is selected as the default number.

• This icon is displayed if the Mobile is selected as the default number.

• This icon is displayed if the Fax is selected as the default number.

for more information.

Conference

After setting up a conference from your phone the Conference tab will appear. This shows all the members of the conference. See also Create a Conference Call

To return this member to the conference, ensure they are selected in the Call Status Conference button.

To remove a member from the conference, right click and select Hang Up.

pane and click the

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Account Codes

Phone Manager Pro only. It allows you to assign system account codes to calls, either when making the call or during existing calls.

Each icon on the tab can store a name, an account code and an optional telephone number. The account codes are selected from those available on the telephone system.

The tab shows two types of icon:

• Account Code Without Number

Double-click to apply the associated account code to an existing call.

• Account Code With Number

Double-click to make a call to the stored number or to apply the associated account code to an existing call.

Right-clicking on this tab or over a particular icon gives access to a number of options:

• Call

Call the icon's stored number.

• Select

Apply the icon's account code to an existing call.

• New

Create a new icon.

• Edit

Edit an existing icon.

• Delete

Delete an existing icon.

• Small

Display the icons in small or large form.

Door

Phone Manager Pro only. The Door tab appears in the Call History pane if the Door Release options in Configure Preferences have been set up.

Click the relevant button to activate the required door.

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Voicemail

Phone Manager Pro only with Voicemail Pro. On accessing your Voicemail box (either via Voicemail Ringback or by dialing *17 or via the Messages new, old and saved messages. You can then use the control buttons (as below) to forward, replay, skip, pause, play, save, delete and play saved messages.

To play a particular message double-click the message.

• - Message Back

• - Skip Back

• - Unpause selected message

• - Skip Forward

• - Message Forward

• - Pause selected message

• - Delete selected message

tab) a Voicemail tab will appear. This will display all

• - Save selected message

• - Play Saved Messages

Queue

Phone Manager Pro only. The Queue tab in Call History allows you to monitor the number of calls being held in a queue for a particular Hunt Group. See Working with Queues

The Hunt Groups you wish to monitor are configured in the Queue ID The Hunt Group must already exist on the System and must have Queuing enabled - please refer to your System Administrator.

The Queue tab will then appear in Call History and can display up to two Queue monitors. These monitors will indicate the number of calls currently queued for that Hunt Group. Each call held in a queue is indicated by a blue box. When the mouse pointer is moved over a Queue monitor the number of calls in the queue is displayed in the Hint Box.

tab under Configure Preferences.

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Script

Phone Manager Pro only. The Script tab will appear when a Directory Entry matching the called number has a Script file configured.

For example, a Receptionist may be answering calls on behalf of more than one company. To ensure the call is answered with the correct company name a text file could be created with the company name and details. Phone Manager Pro can then be configured to display this text file whenever a call is received for that company.

1. Create a Directory Entry for the extension or Hunt Group that will receive the call. Enter the path to the text file in the Script File field.

2. When a call is received on this number the Script tab will appear in the Call History pane and the text file will be displayed.

Note: The Status tab will automatically come to the front 15 seconds after displaying the Script tab. If you want the script to remain in view, uncheck the Show Status option in the Phone Manager settings.

Status

Phone Manager Pro only. The Status tab appears when you are on a call. It contains a call timer. It can also contain call cost information if setup by your System Administrator.

If working in Agent Mode, the Status tab also appears when you go into Busy Wrap Up or Busy Not Available state.

Whether the Status tab comes to the front when active is controlled by the Show Status option in the Phone Manager settings. Note that for incoming calls, if a Script file has been configured, the Script will show for the first 15 seconds after connection.

tab

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Phone Manager

Call Park Area

It is sometimes necessary to temporarily "park" a call to handle some other task (receive a new call) or deal with an interruption. To help you control this scenario efficiently the main system has four parking areas. These are available for use by all Users on the system. The park areas use Park ID 1, 2, 3 and 4.

For example when an incoming caller needs to speak to someone urgently but they cannot be found, the call could be parked in slot "1" and the specific user paged to pickup the call on "1". This user can then pick up the call via Phone Manager Pro or via a short code (for example *38*1#) from any extension.

The Call Park Area gives a Park button for each Park ID so that a call can be easily parked and unparked by clicking on the relevant Park button. This has the added benefit that the original User who handled the call can then see when the call has been picked up as it will disappear from the Park button.

Park a Call To park a call click on the Park button required, click it again to pick up the call. While a call is parked it will display the Tag field or, if not available, will show the source number of the call.

Tag a Parked Call A Tag can be used to identify a parked call with a text description

1. Before parking the call, right click on the Park button required.

2. Enter the description in the Call Tag Form

3. The call will be parked and the description will appear on the Park button.

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Configure Menu Configure Menu

The Configure menu provides access to the following:

• PBX Configuration Information

Select this option to configure Phone Manager Pro to communicate with the PBX.

• Configure Directory

Directory allows you to create and edit a locally stored list of names and numbers that can be used for speed dialing or to identify incoming calls.

• Configure Preferences

Select this option to define your personal setting, eg. Forwarding options etc.

• Language

Select this option to change the language display of the Phone Manager application. The Phone Manager display will automatically be changed to the language selected.

• Default Sizing

This feature will return the Phone Manager Pro window to its default size after resizing.

• Profile

Select this option to Load and Save your Profile.

• Load Skin

Select this option to load customs skins that have been created. Refer to Job Aid 077 Loading and Creating Skins

• Exit

The Exit command closes Phone Manager and saves any configuration details, eg. new Speed Dials.

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Phone Manager

PBX Configuration Information

This dialogue box allows you to configure Phone Manager to communicate with the telephone system. Click OK after entering your details. If incorrect details are entered a warning message is displayed.

• User Name

Enter your extension number (eg. 201) or User Name (eg. JohnS). This will be given to you by your System Administrator. Please note that the User Name is case sensitive.

• Password

Enter your User password. This will be given to you by your System Administrator. Please note that the password is case sensitive.

• PBX Address

Enter the IP Address of the main system, eg. 192.168.42.1. This will be given to you by your System Administrator. Please note that this can not be a broadcast address, eg.

255.255.255.255.

Phone Manager PC Softphone users (VoIP extension users) should also check the Enable VoIP checkbox by selecting Configure | Preferences | Phone Manager. See Phone Manager

If the information entered is incorrect a warning message appears. Choose OK and return to the Configure menu and select PBX. In the PBX Configuration Information dialogue box check:

• Have you entered the correct extension number?

• Have you entered the correct User Name - Have you used the correct case?

• Have you entered the correct password - Have you used the correct case?

• Have you entered the correct IP address?

If the answer is Yes to all of these questions you should contact your System Administrator for further assistance.

• Running more than one Phone Manager using the same extension number (ie. from more than

one PC at a time) will cause unpredictable results.

The Login button is used to show or hide the login options (Phone Manager Pro only). The options are:

• Login/Logout

Check this box if you want to use Phone Manager to login/logoff.

• Base Extension

Enter the extension at which Phone Manager should log you in when started. When logged in, that extension adopts your user name and phone number. You will be logged out from that extension when you exit Phone Manager.

Note: When Login/Logout is selected, the PBX Configuration Information menu appears each time Phone Manager is started. This is in order to confirm the extension at which you are logging in.

Phone Manager User Guide Page 29 IP Office 40DHB0002USAR Issue 13a (22nd September 2005)

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