AltiGen comm MAXCS 811 MaxOutlook Manual

							MaxOutlook Manual 5
Automatic Upgrade
Each time you start up MaxOutlook, a comparison is made with the version 
of MAX Communication Server ACM that is running on the server. If updates 
were made on the server, and your version of MaxOutlook is out-of-date, 
you are prompted for upgrade permission. If you automatically upgrade, the 
MaxOutlook startup is terminated and a software upgrade session is started. 
Restart MaxOutlook to run the newer version.
Note:For remote MaxOutlook users outside the firewall, TCP port 10050 
is required to be open to allow automatic upgrade. Automatic 
upgrade over the Internet requires the sending of 15 MB files over 
the WAN, which may take some time, to perform the automatic 
update.
Downgrade Procedure
1. Go to Control Panel > Add/Remove Programs and remove 
MaxOutlook 8.0 and ALL OTHER 8.0 client applications (including 
MaxCommunicator, MaxSupervisor, MaxAgent, AltiConsole and CDR 
Search).
2. Reboot your system.
3. Install the earlier MaxOutlook software, as appropriate. 
						

							6MaxOutlook Manual 
						

							MaxOutlook Manual 7
CHAPTER 3
Getting Started
To begin, start Microsoft Outlook.
If you are connecting to the Internet through a modem connection, before 
you log in, establish a session connection from your PC to your local Internet 
service provider. If you’re using a low-speed connection, the login may take 
some time, since a large amount of data is transferred to your desktop.
The MaxOutlook login screen appears.
Logging In
1. If this is your first login to this MAX Communication Server ACM 
system, enter the system server’s IP address or the name of the system 
server you will be using. To obtain the server name or IP address, ask 
your system administrator.
 
(Subsequently, when you log in, you’ll see the IP address in the Server 
Name field. You may use the drop-down list to select a different server, 
if more than one server is available.)
2. Enter your Extension number and Password assigned to your phone. 
(You can also log in as a workgroup or a huntgroup.) 
						

							8MaxOutlook ManualIf you want to store your login password and have it entered 
automatically the next time you log in to MaxOutlook, check the Always 
save password check box. 
Note:Up to eight unsuccessful login attempts are allowed, after which 
login will be disabled for from 1 to 24 hours (depending on the 
duration set by your system administrator).
3. If your extension is an IP extension and you will be using a headset, 
check the Enable IPTalk softphone option. (An AltiGen IPTalk license 
must be assigned to your extension.)
(Even if you do not have an IP phone, as long as your extension is set 
up as an IP extension by your system administrator, you can check the 
Enable IPTalk softphone check box.)
See “Logging In Remotely” on page 8 for more information on using IP 
extensions remotely.
4. If you will be using MaxCall and a MaxCall license is assigned to your 
extension, check Enable MaxCall. (MaxCall is described in “Using 
MaxCall” on page 65.)
5. Click Sign In or press the Enter key. To back out of signing in, click 
Cancel or press the Esc key.
Logging In Remotely
You can use MaxOutlook from a remote location if 
•MaxOutlook and Microsoft Outlook are installed on your remote 
computer
•Your extension is configured as an IP or mobile extension by your 
system administrator
•You have an AltiGen-certified IP phone or are using IPTalk
Consult your system administrator or authorized AltiGen dealer for details 
on obtaining this equipment. 
All the call handling functions are the same as when you log in locally, with 
the exception of the ability to configure One Number Access. You can pick 
up voice mail, forward local business office phone calls to another site such 
as a home desktop PC, and even receive phone calls as you would at the 
office. 
						

							MaxOutlook Manual 9 To log in from a remote location,
1. If you connect to the Internet through a modem connection, establish a 
connection to your internet service provider (ISP).
2. Start Microsoft Outlook and, when the MaxOutlook login screen 
appears, log in to MaxOutlook using your Extension a n d  Password a s  
usual.
3. If you will be using a headset plugged into your PC, check the Enable 
IPTalk softphone check box. (An AltiGen IPTalk license must be 
assigned to your extension.)
4. Click OK.
IP Extensions Using IPTalk
An AltiGen-certified USB headset system is recommended for IP extensions 
using IPTalk (your phone system administrator or AltiGen dealer can 
recommend headsets).
Important:You can run only one instance of MaxOutlook with IPTalk per 
system.
To make and receive calls using IPTalk,
1. Connect your headset to your computer. 
2. Use the MaxOutlook dialing and call accepting functions as usual to 
make and receive calls.
When Connection Has Been Lost
When a connection with the phone server is lost, a message asks if you 
want to connect again. Click Yes to restore the connection without having to 
go through the log-in process again.
If your system administrator has enabled the ‘Redirect’ feature for MAXCS, 
when MaxOutlook loses its connection with the main server you will be 
prompted to close and immediately reopen MaxOutlook. When you restart 
Outlook (within roughly 5 minutes of seeing this prompt), you will be 
prompted to either try to reconnect (to the main server) or redirect (to a 
backup server).
If you choose to redirect to a backup server, you will be prompted to switch 
back to the main server later, once your system administrator has brought 
the main server back online. 
						

							10MaxOutlook Manual
Overview of the Main Window
After you log in to MaxOutlook, Microsoft Outlook displays the MaxOutlook 
status bar and call handling toolbar and the Microsoft Outlook folder you 
were last working in. If that was not MaxOutlook, then click the MaxOutlook 
folder to switch to the MaxOutlook screen.
In Outlook 2007 and 2010, the call controls are on the Add-Ins tab. In 
Outlook 2013, they are on the MaxOutlook tab.
MaxOutlook toolbar buttons 
for handling calls
Call information is displayed in this panel
MaxOutlook status barDial field
MaxOutlook folder in 
Microsoft OutlookTabbed pages 
						

							MaxOutlook Manual 11 If you checked Enable IPTalk when you logged in, two more buttons on the 
status bar let you mute the call and control the volume.
Note:In some versions of Outlook, you adjust the volume by clicking the 
arrow and choosing a volume level from 0 (muted) to 100 (loudest).
You can customize the MaxOutlook display: select the toolbar buttons, 
columns, and tabs you need and their order of appearance; and sort 
columns in ascending or descending order. See “Customizing the Display” 
on page 17.
Status Bar
From the status bar you can do the following:
•See the extension you’re logged into.
When a call is ringing your extension, the green ball changes to red 
and the caller’s name (if available) and number appears.
•Change your activity state from the drop-down list. (See “Changing 
Activity Status” on page 15.)
•See the number of unopened voice mails. Click this button to open the 
Voicemail tab.
•Turn Do Not Disturb (DND) on and off. (See “Turning Do Not Disturb On 
and Off” on page 16.)
Mute buttonVolume control 
						

							12MaxOutlook Manual
•If you’re using IPTalk, you can mute the call (using the Mute toggle 
button) and control the volume using the volume control.
•Configure MaxOutlook. (See “Configuring MaxOutlook” on page 47.)
•Open help.
Call Handling Toolbar
MaxOutlook’s call handling toolbar provides:
•A Dial field where you input the number to dial
•Buttons to connect, transfer, send a call to voicemail, conference, hang 
up, send a call to AA (auto attendant), flash, record, redial, hold, 
intercom, and enter an account code
Note:In some versions of Outlook, the call controls are on the Add-Ins 
tab.
You can choose the buttons you want and the order in which you want them. 
See “Customizing the Display” on page 17.
Mute button (toggle)
Volume control
Dial field where you can 
input the number to dialClick the wrench to add or remove 
buttons from the MaxOutlook call 
handling toolbar 
						

							MaxOutlook Manual 13
Call Information Panel 
The call information panel displays several columns of information about 
calls: 
Record — shows when a call is being recorded
State — the state of the currently active call:
•AA — the call is being transferred to an auto attendant
•Busy — callee is busy or not available
•Call Pending — the call is placed into a workgroup queue
•Conference — the call is in conference
•Connect — the call is connected
•Dial Tone — a dial tone is present, and MaxOutlook is ready to dial out
•Error — receipt of an error tone
•Hold — the call is on hold
•Hold Pending — the call is being transferred or conferenced
•Idle — the extension is not in use
•Play VM —  p l a y i n g  v o i c e  m a i l  ( T h e  Duration field displays the duration 
of the voice mail as it plays. The duration display does not reflect fast 
forward or rewind.)
•Record — recording an introductory message
•Ringback — caller sees this state while the callee’s phone is ringing
•Ringing — an outgoing call is ringing another phone or an incoming 
call is ringing your phone
Name — the name of the person on the other end of the call, if available
Number — the phone number at the other end of the call
Group — your workgroup number for this call
DNIS — the DNIS number, if appropriate
Duration — duration of the call
Conference — indicates the conference host
Tabbed Pages
Nine tabbed pages are available on the bottom half of the MaxOutlook 
screen: Directory, Monitor, History, Contacts, Voicemail, Speed Dial, 
Greeting, MeetMe, LinePark. (If you have enabled MaxCall, the MaxCall tab 
is available also. MaxCall requires a license and is discussed in “Using 
MaxCall” on page 65.) 
						

							14MaxOutlook Manual Directory — Lists the extensions of people at the company. Columns 
include: Type (local, remote), Extension, Name, Activity, Department, 
Location.
Monitor — A list of extensions you have chosen to monitor. Columns 
include: State, Extension, Name, Activity, DND/FWD, Caller Name, 
Number, Department, Location, DNIS, and Duration. See “Monitoring the 
Activity of Other Extensions” on page 43.
History — A history of your incoming, outgoing, and missed calls. Columns 
include: Direction (incoming, outgoing, missed), Number, Name, Date/Time, 
Duration, DNIS, Group, and Note. 
Contacts — A list of contacts you have added to your MaxOutlook. 
Columns include: Name, Company, Business Phone, Mobile Phone, Email 
Address, IM Address, Home Phone. You can right-click on a contact to pop 
up the contact’s information in Microsoft Outlook.
Voicemail — A log of unopened and opened voice mails left at your 
extension. Columns include: Type, Number, Caller Name (if available from 
extension information or from an external database), Date/Time, Duration, 
and Note. See “Dealing with Voice Mail” on page 40.
Speed Dial — A list of speed dial numbers entered by the system 
administrator and entered at the extension. Columns include: Type 
(extension speed dial or system speed dial), ID, Name, Number, and Note. 
See “Dialing Speed Dial Numbers” on page 23.
Greeting — From the Greeting tab, you can record and review greetings 
for each Activity state. See “Recording Activity Greetings” on page 15.
MeetMe — From the MeetMe tab, you can schedule and monitor phone 
meetings. See “MeetMe Conference” on page 29.
Line Park — Shows calls parked for line park groups that you are a member 
of. You can pick up a parked call from the LinePark tab. Columns include: 
Park (the Park ID), Extension, Caller Name, Number, DNIS, and Duration.
To park a call in MaxOutlook, click the Flash button on the call control tool 
bar (you must customize your tool bar to display the Flash button), enter 
#41 (system call park) or #31 (personal call park) in the dialer field, then click 
the Connect button on the call control tool bar.