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Personal Call ManagerStep-by-Step Guide

Document and Software CopyrightsCopyright 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 bereproduced or transmitted in any form or by any means, electronic or mechanical, for anypurpose, without prior written authorization of ShoreTel, Inc. ShoreTel, Inc. reserves the right to makechanges without notice to the specifications and materials contained herein and shall not be responsiblefor any damage (including consequential) caused by reliance on the materials presented, including, butnot limited to typographical, arithmetic or listing errors.TrademarksShoreCare, ShoreTel, Shoreline, ShoreWare, ShoreGear, and AnyPhone are registeredtrademarks of ShoreTel, Inc. in the United States and/or other countries. Shoreline4 is a trademark ofShoreTel in the United States and/or other countries. Microsoft, Windows, Windows NT, and ActiveX areeither registered trademarks or trademarks of Microsoft Corporation in the United States and/or othercountries. VxWorks is a trademark of Wind River Systems. All other copyrights and trademarks herein arethe property of their respective owners.Version InformationUsing the ShoreTel Personal Call ManagerApril, 2005Company InformationShoreTel, Inc.960 Stewart DriveSunnyvale, California 94085(408) 331-3300(408) 331-3333 faxwww.shoretel.com

Table of ContentsPersonal Call Manager. ITo start your Call Manager from the Start menu:. 3To auto-start Call Manager at log in: . 3To quit Call Manager:. 31.Right-click the Call Manager icon in the Windows status area. A shortcut menu appears. 32.Click Exit. The Call Manager application quits. 3Find Me Call Handling: . 17ShoreTel Personal Call Manager, Step-by-Step GuideI

1ShoreWare Personal Call Manager OverviewThe ShoreWare Personal Call Manager software allows users to manage everyaspect of their business voice communications with customized call handling featuresthat eliminate time-consuming tasks and maximize productivity.This simple, easy-to-use application provides call control integrated with calendars anddirect visual access to both voice and e-mail messages from a familiar MicrosoftOutlook desktop interface.Key Features Visual Voice Messaging Personalized Call Handling Instant name lookup from system directory and Outlook contactsThis document is used to introduce you to some of the most frequently used productivityfeatures within the Personal Call Manager, including point-and-click call management,voice mail integration with Microsoft Outlook, and a broad range of call handlingcapabilities.For more detailed information, use the ShoreWare Personal Call Manager HelpSystem to access documentation and online help.ShoreWare Personal Call Manager OverviewPersonal Call Manager, Step-by-Step Guide1

2Basic Call HandlingTaskLaunching Call ManagerStep-by-Step InstructionsThere are two ways to start CallManager: from the Windows Start menuor by setting Call Manager to auto-starteach time you log in to your computer. .To start your Call Manager from theStart menu:1. Click Start, select Programs,select ShoreTelCommunications, and clickShoreTel Call Manager. CallManager opens.To auto-start Call Manager at log in:1. Right-click the ShoreTel icon, ashortcut menu will appear. ClickConfigure ShoreTel System.The ShoreTel System dialogbox appears.2. Click the Settings tab. SelectStart Call Managerautomatically when I log intoWindows. Click OK.Quitting Call ManagerTo quit Call Manager:1. Right-click the Call Managericon in the Windows statusarea. A shortcut menu appears.2. Click Exit. The Call Managerapplication quits.Basic Call HandlingPersonal Call Manager, Step-by-Step Guide3

TaskCall Manager ViewsStep-by-Step InstructionsCompact View:This view appears when you firstopen the Call Managerapplication. This view providesaccess to most functions of thetoolbar. Additional features areavailable if you right-click theShoreTel icon.Detailed View:This view provides theQuickDialer, the Active Call listand the Call Details area at thesame time. In this view, themenus provide access to allfeatures.Docked View:This view is like a toolbar thatcan be docked for quick accessat the bottom or top of theWindows desktop.The Collapse/Expand buttons can beused to switch between views.Using the Help SystemIn the Compact view:Right-click on the ShoreTel icon.1. Choose Help Contents andIndex from the shortcut menu.In the Detailed view:1. Choose Contents and Indexfrom the drop down menu.In the Docked view:1. Right-click on the ShoreTel icon.2. Choose Help Contents andIndex from the shortcut menu,or3. From the Help Menu, chooseContents and Index.Basic Call HandlingPersonal Call Manager, Step-by-Step Guide4

TaskMaking a CallQuickDialer TipsStep-by-Step Instructions1. In the Personal Call ManagerQuick Dialer, select the textEnter a name or number.2. Type the name or number of theperson you want to call.3. Press the Enter key to dial thenumber. The Active Call Listdisplays the status of the call(Outgoing call).The fastest way of using theQuickDialer is to start typing the nameor number of the person you wish tocall.The QuickDialer looks up contacts bypartial names, whole first or last names,initials or by company name.You can use the QuickDialer to redialrecently called numbers.1. Click the QuickDialer dropdown list arrow.2. Select the person’s name fromthe list.You can drag a phone number from adocument or a Web site and drop it inthe QuickDialer. If you drag by usingthe left mouse button, the number ispasted into the QuickDialer. Whenusing the right mouse button to drag thenumber, you can dial the numberautomatically or paste it into theQuickDialer.If you have 50 or less entries in yourredial list, use the down arrow key toselect the person you want to call andthe press the Enter key.Basic Call HandlingPersonal Call Manager, Step-by-Step Guide5

TaskStep-by-Step InstructionsWhat is a Call Stack?The call stack size is the maximum number ofincoming and outgoing calls that you can handlewith Personal Call Manager. The call stack sizedetermines the number of calls you can receivebefore the next call is treated as busy.Even when your call stack is full, Personal CallManager allows you to place one more outgoingcall for performing consultative conferences andtransfers.Your call stack size cannot exceed the numberconfigured by your system administrator.Configuring the Call Stack SizeFrom the Personal Call Manager Compact view:1. Right-click the ShoreTel icon.2. Click Configure ShoreTel System fromthe shortcut menu. The ShoreTel Systemdialog box appears.3. Click the Telephony tab. The ShoreTelSystem Telephony dialog box appears.4. In the Telephone section, enter the stacksize in the Select your Call Stack Sizebox.5. Click OK to close the dialog box.What is Handsfree Mode?Use the Handsfree mode when you want to freeyour hands up by using a headset orspeakerphone.When the Handsfree Mode is activated, ShoreTelsuppresses dial tone to the telephone. .Basic Call HandlingPersonal Call Manager, Step-by-Step Guide6

TaskStep-by-Step InstructionsActivating Handsfree ModeFrom the Personal Call ManagerCompact view:1. Right-click the Not inTheHandsfree icon.Handsfree Mode shortcut menuappears.2. Click the Handsfree Modemenu option to display thecheck mark.3. Personal Call Manager switchesto the handsfree mode the iconon the toolbar changes to theHandsfree icon.Turning Handsfree Mode offFrom the Personal Call ManagerCompact view:1. Right-click the Handsfree ModeThe Handsfree Modeicon.shortcut menu appears.2. Click the checkmark in theHandsfree Mode menu. ThePersonal Call Manager turns offthe Handsfree Mode and theicon in the tool bar changes toNot in Handsfree Mode.Basic Call HandlingPersonal Call Manager, Step-by-Step Guide7

TaskAnswering a CallStep-by-Step InstructionsTo answer an incoming call whennot in Handsfree Mode:1. Pickup the telephonereceiver when it rings andbegin to talk.2. The call status in theActive Call List displays(Connected) and theConnected icon appears.To answer an incoming call inHandsfree Mode:1. Click the Answer buttonon the toolbar.Sending a Call to Voice MailPlacing the Active Call on Hold2. The call status in theActive Call List displays(Connected) and theConnected icon appears.3. Begin talking.From the Personal Call ManagerCompact view:1. Highlight the incoming call.2. Click the To VM button.Answer your incoming call:1. The call appears in theActive Call List. The callstatus displays(Connected) and theConnected icon appears.2. Double-click the call in theActive Call List to beplaced on hold.3. The Call Status displays(On Hold).4. Double-click the call onhold to take the call offhold.Basic Call HandlingPersonal Call Manager, Step-by-Step Guide8

TaskStep-by-Step InstructionsTransferring a CallFrom the Personal Call ManagerCompact view:1. Click the Transfer button.The Transfer dialog boxappears.2. In the Dial box, enter the nameor number where you want totransfer the call.3. Select the desired name ornumber.4. Click the Transfer button totransfer the callConsultative TransferFrom the Personal Call ManagerCompact view:1. Click the Transfer button.The Transfer dialogbox appears.2. In the Dial box, enter the nameor number where you want totransfer the call.3. Select the desired name ornumber.4. Click the Consult button.The phone youare transferring to rings and the“Complete Transfer” messageappears on your screen.5. When the party answers, youcan confer with them beforetransferring the caller.6. Click Yes to transfer the call.The caller is then transferred.7. Click No to cancel the transfer.The caller remains on your line.Basic Call HandlingPersonal Call Manager, Step-by-Step Guide9

TaskTransferring a Call to Another Person’s VoiceMailStep-by-Step InstructionsFrom the Personal Call ManagerCompact view:1. Click the Transfer button.The Transfer dialogbox appears.2. In the Dial box, enter the nameor number of where you want totransfer the call.3. Select the desired name ornumber.4. Click the To Mailbox button.The call is transferred to theselected number’s voicemailbox.Making a Conference CallTo add a third party to an active callfrom the Personal Call ManagerCompact view:1. Click the Conference button.The Conferencedialog box appears.2. In the Dial box, enter the nameor number of the third party youwant to add.3. Select the desired name ornumber.4. Click the Conference button.The new caller isnow on the line and the activecall lists displays (Conferenced)beside each caller on theconference.Basic Call HandlingPersonal Call Manager, Step-by-Step Guide10

TaskMaking a Consultative Conference CallStep-by-Step InstructionsTo add a third party to an active callfrom the Personal Call ManagerCompact view:1. Click the Conference button.The Conferencedialog box appears.2. In the Dial box, enter the nameor number of the third party youwant to add.3. Click the Consult button.The “CompleteConference” message appears.Phone of the person beingconferenced in rings. Whenthey answer, you have a chanceto talk to them.4. Click Yes to connect the newparty to the conference. TheActive Call List displays thestatus of the callers.5. Click No to cancel adding theperson to the conference call.The original caller(s) remain onthe line.Dropping a Party from the Conference CallBasic Call HandlingPersonal Call Manager, Step-by-Step GuideYou can drop a single party from theconference call in Personal CallManager Compact view:1. Right-click on the party you wantto drop. A pop-up menuappears.2. Click Drop Party.3. The party is dropped from theconference call.11