Siemens HiPath OpenOffice ME - Manuals

Introduction A31003-P1000-U102-7-7619, 02/2009 8 OpenScape Office, myPortal, User Guide Display Conventions Related Topics • Introduction • Display Conventions 1.3 Display Conventions This documentation uses a variety of methods to present different types of information. Related Topics • Introductio...

A31003-P1000-U102-7-7619, 02/2009OpenScape Office, myPortal, User Guide 9 Introduction User Interface Elements 1.4 User Interface Elements The user interface of myPortal consists of the main window and various screen pops, depending on the situation. The Main Window consists of the following element...

Introduction A31003-P1000-U102-7-7619, 02/2009 10 OpenScape Office, myPortal, User Guide User Interface Elements • Workspace (4): The information and actions available in the workspace depend on the selected tab. • Status bar (5) with: – Status of myPortal, e.g., Connected – Date and Time – Version ...

A31003-P1000-U102-7-7619, 02/2009OpenScape Office, myPortal, User Guide 11 Installing and Starting myPortal Prerequisites for myPortal 2 Installing and Starting myPortal The installation of myPortal is subject to specific hardware and software requirements. myPortal myPortal supports operation with ...

Installing and Starting myPortal A31003-P1000-U102-7-7619, 02/2009 12 OpenScape Office, myPortal, User Guide How to Install myPortal Conferencing is only available with HiPath OpenOffice ME and only with the Comfort Plus User license. The Fax functionality (incoming and outgoing) is likewise only av...

A31003-P1000-U102-7-7619, 02/2009OpenScape Office, myPortal, User Guide 13 Installing and Starting myPortal How to Uninstall myPortal 4. If you want to use myPortal with an automatic logon in the future, enable the check box Save Password . The Login window will then no longer be displayed. You can ...

First Steps A31003-P1000-U102-7-7619, 02/2009 14 OpenScape Office, myPortal, User Guide 3 First Steps The First Steps describes the recommended actions to be taken right at the beginning. Change the password NOTICE: For security reasons, you should change your password after logging in for the first...

A31003-P1000-U102-7-7619, 02/2009OpenScape Office, myPortal, User Guide 15 First Steps How to Change your Password Create your Favorites list Your Favorites list will provide you with a constant view of your most important contacts and enable you to call them with one click. Importing Outlook Contac...

First Steps A31003-P1000-U102-7-7619, 02/2009 16 OpenScape Office, myPortal, User Guide How to Select the Language of the User Interface 5. Enter your new password in the New and Confirm fields. The password must not consist of only digits. INFO: The password applies to myPortal, myPortal for Outloo...

A31003-P1000-U102-7-7619, 02/2009OpenScape Office, myPortal, User Guide 17 First Steps How to Record your Personal Greeting Step by Step: 1. Click Setup . 2. Click on the Profiles tab. 3. Click Record . 4. Click on My VoiceMail Name in the list of announcements. 5. Click Record . The voicemail box w...

First Steps A31003-P1000-U102-7-7619, 02/2009 18 OpenScape Office, myPortal, User Guide How to Specify an E-Mail Address 9. If you want to listen to the announcement on the phone, click on Play . To exit the playback loop, click on Stop . 10. If you want to record the announcement again, click on Re...

A31003-P1000-U102-7-7619, 02/2009OpenScape Office, myPortal, User Guide 19 First Steps How to Enable the Import of Outlook Contacts at Startup 3.8 How to Enable the Import of Outlook Contacts at Startup Step by Step: 1. Click Setup . 2. Click on the Program Settings tab. 3. Enable the Import Outlook...

Making Calls A31003-P1000-U102-7-7619, 02/2009 20 OpenScape Office, myPortal, User Guide Call Number Formats 4 Making Calls You can use myPortal for simple call functions as well as all the convenient functions offered via the directories, the Favorites list and the Journal. Related Topics • Call Nu...

A31003-P1000-U102-7-7619, 02/2009OpenScape Office, myPortal, User Guide 21 Making Calls Call Functions 4.2 Call Functions You can control call functions with myPortal, e.g., answer calls or pick up calls for another subscriber. You can also dial phone numbers directly from the Journal, the Favorites...

Making Calls A31003-P1000-U102-7-7619, 02/2009 22 OpenScape Office, myPortal, User Guide Call Functions 4.2.3 How to Dial a Number Step by Step: 1. Select one of the following options: • Enter the phone number in dialable format or in canonical format in the drop-down list for phone numbers in the m...

A31003-P1000-U102-7-7619, 02/2009OpenScape Office, myPortal, User Guide 23 Making Calls Directories • Click in the context menu of the relevant subscriber on the desired station number. Related Topics • Call Functions • Favorites List • How to Specify a Default Number for a Favorite 4.2.6 How to Mak...

A31003-P1000-U102-7-7619, 02/2009OpenScape Office, myPortal, User Guide 29 Making Calls Favorites List When an internal subscriber is absent, you can determine the scheduled time of his or her return by positioning the mouse pointer over the entry for that subscriber, provided the subscriber has all...

Making Calls A31003-P1000-U102-7-7619, 02/2009 30 OpenScape Office, myPortal, User Guide Favorites List 4.4.2 How to Rename a Group in the Favorites List Step by Step: 1. Click on Rename Group in the context menu for the relevant group name in the Favorites list. 2. Enter a Group Name . 3. Click OK ...

A31003-P1000-U102-7-7619, 02/2009OpenScape Office, myPortal, User Guide 31 Making Calls Favorites List 3. Drag the desired contact to the group name in the Favorites list. Related Topics • Favorites List • Directories • How to Search in Directories • How to Specify a Default Number for a Favorite • ...

A31003-P1000-U102-7-7619, 02/2009OpenScape Office, myPortal, User Guide 35 Screen Pops 5 Screen Pops Screen Pops (also called pop-up windows) offer you convenient ways to respond to incoming calls or new voicemails with a single click, for example. A screen pop appears in the lower right corner of t...

Screen Pops A31003-P1000-U102-7-7619, 02/2009 36 OpenScape Office, myPortal, User Guide How to Enable or Disable Screen Pops on Inbound Calls Screen Pops for New Fax Messages Screen pops show the caller's phone number and name (if the name details are available in a directory) as well as the date an...

A31003-P1000-U102-7-7619, 02/2009OpenScape Office, myPortal, User Guide 37 Screen Pops How to Enable or Disable the Opening of Personal Contacts on Inbound Calls 5.2 How to Enable or Disable the Opening of Personal Contacts on Inbound Calls Step by Step: 1. Click Setup . 2. Click on the Program Sett...

Screen Pops A31003-P1000-U102-7-7619, 02/2009 38 OpenScape Office, myPortal, User Guide How to Enable Screen Pops for New Voicemails and Fax Messages • If you want to enable screen pops for new voicemails and Fax messages, select the check box Display tray pop on new voice mail . • If you want to di...

A31003-P1000-U102-7-7619, 02/2009OpenScape Office, myPortal, User Guide 39 Functions During a Call How to Configure the Transfer Method 6 Functions During a Call Many control functions are available from the Desktop during a call. For example, you can record a call, place a call on hold and then res...

Functions During a Call A31003-P1000-U102-7-7619, 02/2009 40 OpenScape Office, myPortal, User Guide How to Transfer a Call • If you want to use a blind (i.e., unscreened) transfer, select Blind Transfer . • If you want to use a consultation (i.e., screened) transfer, select Consultation Transfer . 4...

A31003-P1000-U102-7-7619, 02/2009OpenScape Office, myPortal, User Guide 41 Functions During a Call How to End a Call Step by Step: 1. Click on Record in the Inbound Call and Outbound Call to … screen pops. 2. If you want to stop the recording before the call ends, click on Stop Rec. . Related Topics...

Controlling Availability A31003-P1000-U102-7-7619, 02/2009 42 OpenScape Office, myPortal, User Guide How to Forward a Call to your Voicemail Box 7 Controlling Availability You can control your availability by using a number of powerful functions of the communication system. Forwarding a Call to the ...

A31003-P1000-U102-7-7619, 02/2009OpenScape Office, myPortal, User Guide 43 Controlling Availability Presence status 7.2 Presence status The Presence status indicates the availability of internal subscribers in the Favorites list, the internal directory, the virtual conference room and via voicemail ...

Controlling Availability A31003-P1000-U102-7-7619, 02/2009 46 OpenScape Office, myPortal, User Guide Presence status Screen Pops on Changing the Presence Status You can have changes to your Presence status indicated by a screen pop. You can set this separately for the Office status. Related Topics •...

A31003-P1000-U102-7-7619, 02/2009OpenScape Office, myPortal, User Guide 47 Controlling Availability Presence status 3. Click OK . Related Topics • Presence status • How to Change the Presence Status to Office • How to Enable or Disable Automatic Resetting of the Presence Status • How to Enable the C...

Controlling Availability A31003-P1000-U102-7-7619, 02/2009 54 OpenScape Office, myPortal, User Guide Rule-Based Call Forwarding • If you do not want the rule to take effect yet, clear the check box This rule is active . 6. Click Destination . 7. Enter the phone number in dialable format or in canoni...

Controlling Availability A31003-P1000-U102-7-7619, 02/2009 56 OpenScape Office, myPortal, User Guide Rule-Based Call Forwarding 7.5.3 How to Copy a Call Forwarding Rule Step by Step: 1. Click Setup . 2. Click on the Forwarding Destinations tab. 3. Click on the relevant rule in the Rules Engine area ...

A31003-P1000-U102-7-7619, 02/2009OpenScape Office, myPortal, User Guide 57 Controlling Availability Personal AutoAttendant 4. Click on Yes , followed by Save . Related Topics • Rule-Based Call Forwarding • How to Add a Call Forwarding Rule • How to Edit a Call Forwarding Rule • How to Copy a Call Fo...

Controlling Availability A31003-P1000-U102-7-7619, 02/2009 60 OpenScape Office, myPortal, User Guide Personal AutoAttendant 7.6.1 How to Edit a Profile for the AutoAttendant Prerequisites: • You have recorded an announcement for the relevant status. Step by Step: 1. Click Setup . 2. Click on the Pro...

A31003-P1000-U102-7-7619, 02/2009OpenScape Office, myPortal, User Guide 61 Conferencing (only HiPath OpenOffice ME) 8 Conferencing (only HiPath OpenOffice ME) In a conference, multiple participants can communicate with one another at the same time. The Conference Management function of myPortal enab...

A31003-P1000-U102-7-7619, 02/2009OpenScape Office, myPortal, User Guide 65 Conferencing (only HiPath OpenOffice ME) Ad-hoc conference 4. Click in the AdHoc Conference window on Conference Room > Start . The communication system now calls you and the conference participants. 5. If you want to repe...

Conferencing (only HiPath OpenOffice ME) A31003-P1000-U102-7-7619, 02/2009 66 OpenScape Office, myPortal, User Guide Ad-hoc conference • From a directory: Using the mouse, drag one of the participants from the Directories into the AdHoc Conference window. Select a station number from the Number To C...

A31003-P1000-U102-7-7619, 02/2009OpenScape Office, myPortal, User Guide 67 Conferencing (only HiPath OpenOffice ME) Ad-hoc conference 8.1.5 How to Reconnect Conference Participants Prerequisites: • An active conference with you as the conference controller has been started in the virtual conference ...

A31003-P1000-U102-7-7619, 02/2009OpenScape Office, myPortal, User Guide 69 Conferencing (only HiPath OpenOffice ME) Scheduled Conference 8.2 Scheduled Conference A scheduled conference (Meet-Me conference) occurs at some point in the future with a defined duration and may be set up to recur repeated...

Conferencing (only HiPath OpenOffice ME) A31003-P1000-U102-7-7619, 02/2009 70 OpenScape Office, myPortal, User Guide Scheduled Conference system announces every participant who joins the conference by name, as in: ".... has joined the conference" , provided the initiator has recorded his or ...

A31003-P1000-U102-7-7619, 02/2009OpenScape Office, myPortal, User Guide 71 Conferencing (only HiPath OpenOffice ME) Scheduled Conference Ending the Conference The conference ends at the time scheduled for the end of the conference or if the conference controller terminates the conference in the virt...

A31003-P1000-U102-7-7619, 02/2009OpenScape Office, myPortal, User Guide 75 Conferencing (only HiPath OpenOffice ME) Permanent Conference 4. Click on a conference under Conference Name and then on View . Related Topics • Scheduled Conference • How to Display a Scheduled Conference as the Conference C...

Conferencing (only HiPath OpenOffice ME) A31003-P1000-U102-7-7619, 02/2009 76 OpenScape Office, myPortal, User Guide Permanent Conference The conference controller saves a scheduled conference under a specified name. The conference is retained until it is explicitly deleted. Options for Configuring ...

A31003-P1000-U102-7-7619, 02/2009OpenScape Office, myPortal, User Guide 77 Conferencing (only HiPath OpenOffice ME) Permanent Conference 8.3.1 How to Configure a Permanent Conference Prerequisites: • Your administrator has configured a dial-in number for conferences. Step by Step: 1. Click Conferenc...

Conferencing (only HiPath OpenOffice ME) A31003-P1000-U102-7-7619, 02/2009 78 OpenScape Office, myPortal, User Guide Permanent Conference 6. If you want to display the general settings of the conference, click on Edit and then on the General Settings tab. Related Topics • Permanent Conference • How ...

A31003-P1000-U102-7-7619, 02/2009OpenScape Office, myPortal, User Guide 79 Instant Messaging How to Send an Instant Message 9 Instant Messaging Instant Messaging enables you to exchange instant messages (i.e., to chat) with other internal subscribers. Sent and received instant messages appear on you...

Voice Messages and Fax A31003-P1000-U102-7-7619, 02/2009 80 OpenScape Office, myPortal, User Guide Voicemail 10 Voice Messages and Fax The unified messaging services Voicemail and Fax offer you convenient user interfaces for receiving and managing messages. The Fax service is only available if your ...

Voice Messages and Fax A31003-P1000-U102-7-7619, 02/2009 82 OpenScape Office, myPortal, User Guide Voicemail Example: Announcement of your Presence status is enabled for the caller Example: Announcement of your Presence status is disabled for the caller Central AutoAttendant The central AutoAttendan...

A31003-P1000-U102-7-7619, 02/2009OpenScape Office, myPortal, User Guide 83 Voice Messages and Fax Voicemail Bypassing the Password Prompt If you call the voicemail box from one of your additional phone numbers, you can bypass the password prompt. This setting also applies to the phone notification s...

Voice Messages and Fax A31003-P1000-U102-7-7619, 02/2009 84 OpenScape Office, myPortal, User Guide Voicemail 4. Click on Close , followed by OK . Related Topics • Voicemail 10.1.2 How to Select Recording or Announcement Mode Step by Step: 1. Click Setup . 2. Click on the Forwarding Destinations tab....

Voice Messages and Fax A31003-P1000-U102-7-7619, 02/2009 88 OpenScape Office, myPortal, User Guide Managing Voicemail 10.1.9 How to Select the Language of the Voicemail Box Step by Step: 1. Click Setup . 2. Click on the Program Settings tab. 3. Choose the language from the VoiceMail Language drop-do...

Voice Messages and Fax A31003-P1000-U102-7-7619, 02/2009 90 OpenScape Office, myPortal, User Guide Managing Voicemail You can save a voice messages as a WAV file in the file system of your PC to archive it permanently or send it to any recipient by e-mail. Related Topics • Voice Messages and Fax • H...

A31003-P1000-U102-7-7619, 02/2009OpenScape Office, myPortal, User Guide 91 Voice Messages and Fax Managing Voicemail 5. Click on the Play button in the screen pop. Related Topics • Managing Voicemail • How to Listen to a Voice Message on the Phone 10.2.3 How to Call the Sender of a Voice Message Ste...

Voice Messages and Fax A31003-P1000-U102-7-7619, 02/2009 92 OpenScape Office, myPortal, User Guide Managing Voicemail 10.2.6 How to Save a Voice Message as a WAV File Step by Step: 1. Click on the VoiceMail tab. 2. Click on the desired folder, e.g., Played . 3. Click on the desired voicemail. 4. Cli...

A31003-P1000-U102-7-7619, 02/2009OpenScape Office, myPortal, User Guide 93 Voice Messages and Fax Fax Box a) Click on the Deleted folder. b) Select the desired voice message(s). c) Select Move Message to > Permanently Delete Message in the context menu. Related Topics • Managing Voicemail 10.3 Fa...

Voice Messages and Fax A31003-P1000-U102-7-7619, 02/2009 94 OpenScape Office, myPortal, User Guide Managing Fax Messages 4. Click on Close , followed by OK . Related Topics • Fax Box 10.4 Managing Fax Messages You can display or forward Fax messages, for example, or move them to another folder, save...

A31003-P1000-U102-7-7619, 02/2009OpenScape Office, myPortal, User Guide 95 Voice Messages and Fax Managing Fax Messages Saving a Fax Message as a File You can save a Fax message as a TIFF file in the file system of your PC to archive it permanently or send it by e-mail to any recipient. Displaying F...

Voice Messages and Fax A31003-P1000-U102-7-7619, 02/2009 96 OpenScape Office, myPortal, User Guide Managing Fax Messages 4. Click in the context menu on the item Dial ... with the appropriate phone number. Related Topics • Managing Fax Messages 10.4.3 How to Forward a Fax Message Step by Step: 1. Cl...

A31003-P1000-U102-7-7619, 02/2009OpenScape Office, myPortal, User Guide 97 Voice Messages and Fax Managing Fax Messages 5. Select a folder in the Save window, enter a file name of your choice in the input field, and click Save . Related Topics • Managing Fax Messages 10.4.6 How to Sort Fax Messages ...

Voice Messages and Fax A31003-P1000-U102-7-7619, 02/2009 98 OpenScape Office, myPortal, User Guide Sending Fax Messages 4. If you want to reverse the sort order, click again on column header. Related Topics • Managing Fax Messages • How to Display Fax Messages in the Send Queue 10.4.9 How to Delete ...

A31003-P1000-U102-7-7619, 02/2009OpenScape Office, myPortal, User Guide 99 Voice Messages and Fax Notification Service for Messages 10.6 Notification Service for Messages The communication system can optionally notify you about a new message by e-mail, by phone or with an SMS. The Notification Servi...

Voice Messages and Fax A31003-P1000-U102-7-7619, 02/2009 100 OpenScape Office, myPortal, User Guide Notification Service for Messages • If you want to activate the notification for a Presence status, enable the corresponding check box. • If you want to deactivate the notification for a Presence stat...

A31003-P1000-U102-7-7619, 02/2009OpenScape Office, myPortal, User Guide 101 Voice Messages and Fax Phone Menu of the Voicemail Box 10.6.3 How to Enable or Disable SMS Notification Prerequisites: • Your administrator of the communication system has defined an appropriate SMS template for you. Step by...

Voice Messages and Fax A31003-P1000-U102-7-7619, 02/2009 102 OpenScape Office, myPortal, User Guide Phone Menu of the Voicemail Box Related Topics • Voice Messages and Fax • Presence status • How to Record your Name Announcement • How to Record your Personal Greeting • How to Enable or Disable the N...

A31003-P1000-U102-7-7619, 02/2009OpenScape Office, myPortal, User Guide 103 Configuration 11 Configuration You can configure myPortal to suit your requirements by editing your personal data or the program settings, for example. INFO: When you make multiple changes under Setup on different tabs, it i...

Configuration A31003-P1000-U102-7-7619, 02/2009 104 OpenScape Office, myPortal, User Guide How to Edit your own Name 11.1 How to Edit your own Name Step by Step: 1. Click Setup . 2. Click on the Personal Details tab. 3. Enter your name in the My Personal Details area in the First Name and Last Name ...

A31003-P1000-U102-7-7619, 02/2009OpenScape Office, myPortal, User Guide 105 Configuration How to Provide your own Picture 4. Click Save . Related Topics • Configuration • Call Number Formats • How to Enable the CallMe Service • Status-based Call Forwarding • How to Configure Status-based Call Forwar...

Configuration A31003-P1000-U102-7-7619, 02/2009 106 OpenScape Office, myPortal, User Guide Programming the Function Keys of the Telephone This applies to both the predefined function keys and the other function keys, but not the local application keys ( Local App. ). INFO: In the case of phones with...

A31003-P1000-U102-7-7619, 02/2009OpenScape Office, myPortal, User Guide 107 Configuration How to Change the Password 9. If you have programmed a function key as the Shift Key , select the check box 2. Level . Enter the external phone numbers as described under steps 6 to 8 . 10. If you want to progr...

Configuration A31003-P1000-U102-7-7619, 02/2009 108 OpenScape Office, myPortal, User Guide How to Enable or Disable an Automatic Logon 11.8 How to Enable or Disable an Automatic Logon NOTICE: Use the automatic login only if you are sure that no one else has access to your Windows user account. Other...

A31003-P1000-U102-7-7619, 02/2009OpenScape Office, myPortal, User Guide 109 Configuration How to Change the Server Address 4. Click Save . Next steps: Close myPortal and restart the application. Related Topics • Configuration • User Interface Elements 11.11 How to Change the Server Address INFO: Do ...

Configuration A31003-P1000-U102-7-7619, 02/2009 110 OpenScape Office, myPortal, User Guide Troubleshooting 11.12.1 How to Perform Automatic Updates Prerequisites: • You have received a message such as: A new version of myPortal is available and will be downloaded shortly. myPortal will be automatica...

A31003-P1000-U102-7-7619, 02/2009OpenScape Office, myPortal, User Guide 111 Configuration Troubleshooting 11.13.2 Problem Resolution: The Nokia Application Suite Starts Instead of myPortal If the Nokia Application Suite is installed on your PC, Java applications with the .jar extension such as myPor...

A31003-P1000-U102-7-7619, 02/2009OpenScape Office, myPortal, User Guide 112 A Absence 43 automatic creation of Outlook appointments 43 Ad-hoc Conference 61Ad-hoc conference 64alternative workplace 50announcement 80announcement mode 80authentication conference participant 61 AutoAttendant central 80p...