Altigen MAXCS 7.0 Update 1 MaxOutlook Manual do Utilizador

MaxOutlook™ManualMAX Communication ServerRelease 7.0 Update 1April 3, 2014

4 MaxOutlook Manual• The extension affiliated with the client PC has a MaxCommunicator Seat License assigned to it, or there is a MaxCommunicator Sess

MaxOutlook Manual 5InstallationAutomatic UpgradeEach time you start up MaxOutlook, a comparison is made with the version of MAX Communication Server

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MaxOutlook Manual 7Getting StartedCHAPTER 3Getting StartedStart Microsoft Outlook.If you are connecting to the Internet through a modem connection, b

8 MaxOutlook Manual2. Enter your Extension number and Password assigned to your phone. (You can also log in as a workgroup or a huntgroup.)If you want

MaxOutlook Manual 9Getting StartedTo log in from a remote location,1. If you connect to the Internet through a modem connection, establish a connecti

10 MaxOutlook ManualOverview of the Main WindowAfter you log in to MaxOutlook, Microsoft Outlook displays the MaxOutlook status bar and call handling

MaxOutlook Manual 11Getting StartedIf you checked Enable IPTalk when you logged in, two more buttons on the status bar let you mute the call and cont

12 MaxOutlook Manual• If you’re using IPTalk, you can mute the call (using the Mute toggle button) and control the volume using the volume control.• C

MaxOutlook Manual 13Getting StartedCall Information Panel The call information panel displays several columns of information about calls: Record — sh

WARNING!Toll fraud is committed when individuals unlawfully gain access to customer telecommunication systems. This is a criminal offense. Currently

14 MaxOutlook ManualDirectory — Lists the extensions of people at the company. Columns include: Type (local, remote), Extension, Name, Activity, Depar

MaxOutlook Manual 15Getting StartedChanging Activity StatusYou can specify your whereabouts, so that others are informed. Click the Down arrow on the

16 MaxOutlook ManualTo hear the greeting played back, click the Review button. Change your greeting whenever you want to.Turning Do Not Disturb On and

MaxOutlook Manual 17Getting StartedCustomizing the DisplayYou can customize the MaxOutlook display to meet your needs in the following ways:• Specify

18 MaxOutlook ManualThe buttons displayed in MaxOutlook are in the right-hand list. To remove a toolbar button, select it and click Remove. To add a t

MaxOutlook Manual 19Getting StartedThey are all checked, by default. Uncheck the tabs you don’t want to display. You can’t change the order of the ta

20 MaxOutlook ManualExiting and Restarting MaxOutlookTo close MaxOutlook, exit Microsoft Outlook. Important: Programs take time to exit completely. Be

MaxOutlook Manual 21Call HandlingCHAPTER 4Handling Calls with MaxOutlookThis section shows how to manage your calls, voicemail messages, and contacts

22 MaxOutlook ManualDialing OutTo dial a number, click in the dialing field, enter a number or name, press the Enter key, and then click the Connect b

MaxOutlook Manual 23Call HandlingDialing Speed Dial NumbersTo dial speed dial numbers, click the Speed Dial tab:This tab lists speed dial numbers tha

MaxOutlook Manual iiiContentsCHAPTER 1About MaxOutlook . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1Licensing . . . . . . .

24 MaxOutlook ManualRedialingTo redial the last number called, click the Redial button on the MaxOutlook toolbar. If the Redial button is not on your

MaxOutlook Manual 25Call HandlingTransferring CallsMaxOutlook allows for both supervised transfer (in which you confirm the transfer with the target)

26 MaxOutlook Manual Note: You can also forward a call to voice mail without answering it by clicking the button while the call is ringing. Transferri

MaxOutlook Manual 27Call HandlingConference CallsThere are two types of conference calls in MaxOutlook: • Station conferencing. In this type of confe

28 MaxOutlook Manual• Selecting from Menu — When a call is on hold, you can add it to the conference by right-clicking the call and selecting Join to

MaxOutlook Manual 29Call HandlingWhen Conference Participants Are Reduced to TwoThe station conference bridge is released when the number of conferen

30 MaxOutlook ManualWorking in the MeetMe Conference Window• Click a button to perform a function (for example, create a meeting). The buttons at the

MaxOutlook Manual 31Call HandlingThe following parameters apply to all meetings:Parameter DescriptionID The conference ID is created by the system.Sc

32 MaxOutlook ManualFill in the fields of the Create Meeting dialog box, and click OK. See the following sections for directions on filling in the fie

MaxOutlook Manual 33Call HandlingOne Time Only MeetingIf you select One Time Only from the Frequency drop-down list, these are your options in the mi

iv MaxOutlook ManualDialing Out . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22Shortcut-Key Dialing and Smar

34 MaxOutlook Manual1. In the Duration field, specify the duration of the meeting, using the Up/Down arrows.2. In the Start field, specify the start o

MaxOutlook Manual 35Call Handling5. If you use On Date, the specified date (for example, the 10th day of the month) may sometimes fall on a weekend d

36 MaxOutlook ManualTo stop a meeting before its scheduled duration is over, select the meeting and choose Stop. Manually stopping a meeting frees up

MaxOutlook Manual 37Call HandlingJoining a MeetMe ConferenceUsers calling from an extension can join a meeting by dialing the MeetMe Conference exten

38 MaxOutlook ManualUsing Account CodesIf your system is set up to use account codes, you can associate calls with specific codes for billing or track

MaxOutlook Manual 39Call HandlingTo change the account code for a call in progress, repeat the steps above, entering the new account code to assign t

40 MaxOutlook ManualListening options are configurable, as described in “General Information” on page 47. You can listen using the sound card on your

MaxOutlook Manual 41Call HandlingAttaching a NoteTo add a note to accompany a voice mail, double-click in the Note field and type your note. Or right

42 MaxOutlook Manual If the extension name is configured for an extension, it is used to match the search string. If the extension name is not config

MaxOutlook Manual 43Call Handling• Connected — the extension is in use• Ringing — the phone on the extension is ringing; you can click the State fiel

MaxOutlook Manual vCall Handling . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51One Number Access (ONA) . . .

44 MaxOutlook Manual• Name — Caller ID information, if available.• Date/Time — the date and time of the call.When you sort on Date/Time, the calls are

MaxOutlook Manual 45Call HandlingE-mail a contact — Click a contact’s e-mail address to send an e-mail to the contact.View the contact’s information

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MaxOutlook Manual 47ConfigurationCHAPTER 5Configuring MaxOutlookUsing the MaxOutlook Configuration window, you can configure the following behaviors

48 MaxOutlook ManualYou can configure these general settings:• Default Trunk Access — The trunk access codes are defined by the system administrator.

MaxOutlook Manual 49ConfigurationConfiguring Microsoft Office programs to show Max Smart Tag1. In each Microsoft Office program in which you want to

50 MaxOutlook ManualTo enable or disable the MaxIESmartTag, select it and click the Enable or Disable button at the bottom of this dialog box (not sho

MaxOutlook Manual 51Configuration• Release Link Tie (IP Trunk) — When checked, clicking the Transfer button will automatically send “FLASH *” to rele

52 MaxOutlook ManualForwarding All CallsTo forward all calls, check Enable Forward to and choose a forwarding destination. If you want to forward call

MaxOutlook Manual 53ConfigurationCall Waiting OptionsCall waiting options are available only if the Enable Busy Call Handling check box has been chec

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54 MaxOutlook ManualSetting Up One Number AccessTo set up one number access,1. Click Extension > One Number Access in the Configuration window.2. S

MaxOutlook Manual 55Configurationfinds one of these numbers on an incoming call, it will forward the call to you.You can enter up to 10 phone numbers

56 MaxOutlook ManualYou can set these notification options:• The types of messages about which you want to be alerted: none, urgent voice messages onl

MaxOutlook Manual 57Configuration• Personal groups can be set up and modified in MaxOutlook or in your AltiGen Voice Mail System.Working on Voice Mai

58 MaxOutlook ManualCreating a personal voice mail group1. Click the New button in the VM Group Edit dialog box. The Create Group dialog box opens.2.

MaxOutlook Manual 59ConfigurationCall Alert OptionsIf you want MaxOutlook to inform you when you have a call, specify your desired method(s) in the C

60 MaxOutlook ManualYou can choose to play your messages on your phone set, or play them on your sound card and speakers. If you choose to play them o

MaxOutlook Manual 61ConfigurationUse Database Selector — Check this check box to allow integration of your company’s Microsoft Outlook CRM database w

62 MaxOutlook ManualTab LayoutYou can choose which tabs you want to display in MaxOutlook by right-clicking in the space to the right of the tabs in t

MaxOutlook Manual 63Configuration• Echo Suppression — Check this check box if you are experiencing echo.• ToS(Hex) — The ToS byte indicates the type

MaxOutlook Manual 1OverviewCHAPTER 1About MaxOutlookMaxOutlook is a version of AltiGen’s MaxCommunicator call management software. MaxOutlook is inte

64 MaxOutlook ManualLogIf you want the system to keep error logs for troubleshooting, check the appropriate box in the Log screen in the Configuration

MaxAgent Manual 65Using MaxCallCHAPTER 6Using MaxCallMaxCall is intended for agents involved in marketing campaigns and other campaigns where the sam

66 MaxAgent ManualThe MaxCall tab has four columns:• Phrase — List of phrases, or scripts, that you have recorded. These are stored on the MAXCS serve

MaxAgent Manual 67Using MaxCall1. Click the Add/Review Phrase button. The Add/Remove Phrase dialog box appears. 2. Select the Record button.3. Enter

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MaxOutlook Manual 69 TroubleshootingAPPENDIX AErrors and TroubleshootingThe following errors may be displayed as login or connectivity errors. Error

70 MaxOutlook ManualTroubleshooting IP Connectivity from a Remote LocationIf problems occur connecting to your company’s MAX Communication Server from

MaxOutlook Manual 73IndexNumerics802.1 63AAA call state 13account codes, using 38activity greetings, recording 15activity status, changing 14, 15aut

74 MaxOutlook Manual Greeting tab 14HHistory tab 14hold button 24hold call state 13hold pending call state 13, 43Iidle call state 13installation requi

MaxOutlook Manual 75ring through list 63ringback call state 13ringing call state 13Ssearching 16Select-n-Dial feature, configuring 50session licensing

2 MaxOutlook Manual• If you also use MaxCommunicator and/or MaxAgent, and Outlook integration is enabled in those programs (in their Configuration >

MaxOutlook Manual 3InstallationCHAPTER 2InstallationThe client system must meet the following minimum requirements.Operating systems supported:• Wind