ShoreTel Call Manager User Guide

Personal Call Manager
Step-by-Step Guide
Document and Software Copyrights
Copyright © 1998-2005 by ShoreTel Inc., Sunnyvale, California, U.S.A. All rights reserved. Printed in the United States of America. Contents of this publication may not be reproduced or transmitted in any form or by any means, electronic or mechanical, for any purpose, without prior written authorization of ShoreTel, Inc. ShoreTel, Inc. reserves the right to make changes without notice to the specifications and materials contained herein and shall not be responsible for any damage (including consequential) caused by reliance on the materials presented, including, but not limited to typographical, arithmetic or listing errors.
Trademarks
ShoreCare, ShoreTel, Shoreline, ShoreWare, ShoreGear, and AnyPhone are registered trademarks of ShoreTel, Inc. in the United States and/or other countries. Shoreline4 is a trademark of ShoreTel in the United States and/or other countries. Microsoft, Windows, Windows NT, and ActiveX are either registered trademarks or trademarks of Microsoft Corporation in the United States and/or other countries. VxWorks is a trademark of Wind River Systems. All other copyrights and trademarks herein are the property of their respective owners.
Version Information
Using the ShoreTel Personal Call Manager April, 2005
Company Information
ShoreTel, Inc. 960 Stewart Drive Sunnyvale, California 94085 (408) 331-3300 (408) 331-3333 fax
www.shoretel.com
Table of Contents
Personal Call Manager............................................................................................................................................................I
To start your Call Manager from the Start menu:................................................................................................................. 3
To auto-start Call Manager at log in:........................................................................................................................................3
To quit Call Manager:.................................................................................................................................................................3
1. Right-click the Call Manager icon in the Windows status area. A shortcut menu appears....................................3
2. Click Exit. The Call Manager application quits............................................................................................................3
Find Me Call Handling:.................................................................................................................................................................17
ShoreTel Personal Call Manager, Step-by-Step Guide I
1
ShoreWare Personal Call Manager Overview
The ShoreWare™ Personal Call Manager software allows users to manage every aspect of their business voice communications with customized call handling features that eliminate time-consuming tasks and maximize productivity.
This simple, easy-to-use application provides call control integrated with calendars and direct visual access to both voice and e-mail messages from a familiar Microsoft Outlook desktop interface.
Key Features
Visual Voice Messaging
Personalized Call Handling
Instant name lookup from system directory and Outlook contacts
This document is used to introduce you to some of the most frequently used productivity features within the Personal Call Manager, including point-and-click call management, voice mail integration with Microsoft Outlook, and a broad range of call handling capabilities.
For more detailed information, use the ShoreWare™ Personal Call Manager Help System to access documentation and online help.
ShoreWare Personal Call Manager Overview 1 Personal Call Manager, Step-by-Step Guide
2
Basic Call Handling
Task Step-by-Step Instructions
Launching Call Manager
There are two ways to start Call Manager: from the Windows Start menu or by setting Call Manager to auto-start each time you log in to your computer. .
To start your Call Manager from the Start menu:
Quitting Call Manager
1. Click Start, select Programs, select ShoreTel
Communications, and click ShoreTel Call Manager. Call
Manager opens.
To auto-start Call Manager at log in:
1. Right-click the ShoreTel icon, a shortcut menu will appear. Click Configure ShoreTel System. The ShoreTel System dialog box appears.
2. Click the Settings tab. Select
Start Call Manager automatically when I log into
Windows
To quit Call Manager:
1. Right-click the Call Manager icon in the Windows status area. A shortcut menu appears.
2. Click Exit. The Call Manager application quits.
. Click OK.
Basic Call Handling 3 Personal Call Manager, Step-by-Step Guide
Task Step-by-Step Instructions
Call Manager Views
Compact View:
This view appears when you first
open the Call Manager application. This view provides access to most functions of the toolbar. Additional features are available ShoreTel icon.
if you right-click the
Using the Help System
Detailed View:
This view provides the
QuickDialer, the Active Call list and the Call Details area at the same time. In this view, the menus provide access to all features.
Docked View:
The Collapse/Expand buttons can be used to switch between views.
In the Compact view: Right-click on the ShoreTel icon.
1. Choose Help > Contents and
This view is like a toolbar that can be docked for quick access at the bottom or top of the Windows desktop.
Index from the shortcut menu.
In the Detailed view:
1. Choose Contents and Index from the drop down menu.
In the Docked view:
1. Right-click on the ShoreTel icon.
2. Choose Help > Contents and Index from the shortcut menu, or
3. From the Help Menu, choose Contents and Index.
Basic Call Handling 4 Personal Call Manager, Step-by-Step Guide
Task Step-by-Step Instructions
Making a Call
QuickDialer Tips
1. In the Personal Call Manager Quick Dialer, select the text Enter a name or number.
2. Type the name or number of the person you want to call.
3. Press the Enter key to dial the number. The Active Call List displays the status of the call (Outgoing call).
The fastest way of using the QuickDialer is to start typing the name or number of the person you wish to call.
The QuickDialer looks up contacts by partial names, whole first or last names, initials or by company name..
You can use the QuickDialer to redial recently called numbers.
1. Click the QuickDialer drop down list arrow.
2. Select the person’s name from the list.
You can drag a phone number from a document or a Web site and drop it in the QuickDialer. If you drag by using the left mouse button, the number is pasted into the QuickDialer. When using the right mouse button to drag the number, you can dial the number automatically or paste it into the QuickDialer.
If you have 50 or less entries in your redial list, use the down arrow key to select the person you want to call and the press the Enter key.
Basic Call Handling 5 Personal Call Manager, Step-by-Step Guide
Task Step-by-Step Instructions
What is a Call Stack?
Configuring the Call Stack Size
What is Handsfree Mode?
The call stack size is the maximum number of incoming and outgoing calls that you can handle with Personal Call Manager. The call stack size determines the number of calls you can receive before the next call is treated as busy.
Even when your call stack is full, Personal Call Manager allows you to place one more outgoing call for performing consultative conferences and transfers.
Your call stack size cannot exceed the number configured by your system administrator.
From the Personal Call Manager Compact view:
1. Right-click the ShoreTel icon.
2. Click Configure ShoreTel System from the shortcut menu. The ShoreTel System dialog box appears.
3. Click the Telephony tab. The ShoreTel System Telephony dialog box appears.
4. In the Telephone section, enter the stack size in the Select your Call Stack Size box.
5. Click OK to close the dialog box.
Use the Handsfree mode when you want to free your hands up by using a headset or speakerphone.
When the Handsfree Mode is activated, ShoreTel suppresses dial tone to the telephone. .
Basic Call Handling 6 Personal Call Manager, Step-by-Step Guide
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