AltiGen comm MAXCS 811 MaxOutlook Manual

							MaxOutlook Manual 35 1. In the Every field, specify how often this meeting is to occur: every 
month, every other month, every three months, and so on. 
2. In the Duration field, specify the duration of the meeting, using the Up/
Down arrows.
3. In the Start field, specify the start of the meeting by clicking the Down 
arrow and using the slide bar.
4. Select either On Date to specify a day of the month by number (for 
example, the 10th day of the month) or select On to specify a day of the 
month by name (for example, the first Monday of the month). 
5. If you use On Date, the specified date (for example, the 10th day of the 
month) may sometimes fall on a weekend day. Check the box Hold 
during weekend, if the meeting will be held even on a weekend day.
6. In the Range of Recurrence panel, use the Calendar button to select a 
date for the first meeting.
7. Select End after x occurrences and choose the number of times the 
meeting is to occur or select End by and click the Calendar button to 
specify a date by which the meetings will cease.
E-mailing a Meeting Invitation
In the MeetMe Conference window, click the Email button to see an 
automatically generated meeting invitation. It will look something like this: 
						

							36MaxOutlook Manual In the Invitation window, you can then click the Send by Outlook button. 
The meeting invitation is pasted into a new message in Microsoft Outlook, 
and the Microsoft Outlook Subject field is filled in with “Conference Call 
Invitation”. Choose the people to whom you want to send the invitation, 
make any edits you may want to make, and click Send. 
Starting and Stopping a Meeting
The meeting host and the MaxAdministrator (“admin”) can start and stop a 
meeting.
To start a meeting if you are the host, select the meeting in the MeetMe 
Conference window and choose Start. Once the meeting is “started,” the 
host can log into it (see “Joining a MeetMe Conference” on page 37).
To stop a meeting before its scheduled duration is over, select the meeting 
and choose Stop. Manually stopping a meeting frees up resources. 
Otherwise, the resources will not be freed until the scheduled meeting 
duration is over. 
What the MeetMe Conference Host Can Do
If you are the host of a MeetMe conference, in addition to starting and 
stopping a meeting, you can:
•Mute/unmute other participants
Note:If the conference has more than 30 members, by default all the 
members are muted. The conference host can un-mute up to 30 
members concurrently.
•Drop participants from the conference
•Make someone else the host 
						

							MaxOutlook Manual 37 To do any of these, either right-click the person’s name in the MeetMe 
window and choose a command from the context menu, or use the buttons 
at the bottom of the MeetMe tab:
Note:Changing the host does not affect the Mute setting for the original 
host or the new host. If the new host was muted before the transfer 
of hosting duties, that host will have to UnMute himself in order to 
be heard. Similarly, the original host will still be unmuted if he was 
unmuted before transferring hosting duties.
Continuing a Meeting Beyond Its Duration Time
When the scheduled meeting time is up, the meeting may continue if no 
other scheduled meeting needs the resources. If another meeting is 
scheduled and the resources are needed for that meeting, the current 
meeting is terminated.
Joining a MeetMe Conference
Users calling from an extension can join a meeting by dialing the MeetMe 
Conference extension number. Users calling through a trunk must first dial 
the company number, then the MeetMe extension number.
Users are prompted to dial the meeting ID number. If the meeting has not 
yet been started, the user hears an appropriate message and can try again 
later.
If a passcode is required, the user is prompted to enter the passcode.
Recording Calls
The voice recording feature in MaxOutlook allows a user to record 
conversations. Recorded conversations can then be played back through 
voice mail or accessed at a centralized location.
Note:The voice recording feature is only available to Triton Analog 
extensions and IP extensions.
Mute UnMute
Drop from 
ConferenceChange Host 
						

							38MaxOutlook Manual
WARNING:Listening in to or recording a conversation without the 
consent of one or both parties may be a violation of 
local, state and federal privacy laws. It is the 
responsibility of the users of this feature to assure they 
are in compliance with all applicable laws.
Recording on Demand
When the system administrator has set your extension to record on demand 
(either to a central location or to your voice mail), you can use MaxOutlook 
to initiate the recording.
To record a call — While connected to a call, click the Record button or 
right-click the call and select Start Recording from the context menu. While 
a call is being recorded, a round red icon appears in the call’s Record 
column. If your system administrator has set the Insert Recording Tone 
option for your extension, both parties will hear a tone when the recording 
begins and every 15 seconds thereafter.
To pause recording — Right-click the call and select Pause Recording.
To end recording — Right-click the call and select Stop Recording. 
To listen to the recording — If the system is set to save the recording as 
your voice mail, you can hear the recording through the AltiGen Voice Mail 
System. If the recording is being saved to a centralized location, contact the 
system administrator for the location. 
Note:Do not enter an account code while recording, because doing so 
will disconnect the call.
Using Account Codes
If your system is set up to use account codes, you can associate calls with 
specific codes for billing or tracking purposes.
Required account codes — If your extension has been configured to 
require account codes for all outbound calls, the Account Code dialog box 
pops up prompting you to enter an account code for each outbound call. The 
dialog box may or may not contain a list of account codes, depending on 
how the administrator has configured your extension. After entering the 
code, click OK.
If your extension configuration allows you to override the account code 
requirement, you can either enter an account code in the field at the bottom 
of the dialog box or click OK to bypass the account code altogether.
Optional account codes — You may enter an account code without being 
prompted. 
						

							MaxOutlook Manual 39 To associate a call in progress with an account code — Click the 
Account Code button in the MaxOutlook toolbar, or right-click the number, 
and choose Account Code from the menu.
In the Account Code dialog box, select an account code if a list is displayed, 
and click OK. If a list is not displayed, enter an account code in the Enter 
Account Code field and click OK.
Note:Do not enter an account code while recording; doing so will 
disconnect the call.
To change the account code for a call in progress, repeat the steps above, 
entering the new account code to assign the call to.
Using Voice Mail
Click the Voicemail tab in the MaxOutlook window to see a list of your voice 
mail messages. Clicking the Voicemail button in the MaxOutlook status bar 
also displays the Voicemail tab. 
						

							40MaxOutlook Manual
•New voice mail messages are indicated by a white, closed envelope 
and bold type.
•Heard voice mail messages are indicated by a green, open envelope.
•Messages marked urgent are indicated by a red, closed envelope. 
When you have a message marked urgent, the MaxOutlook icon in the 
Windows tray bears a red envelope.
•A paperclip symbol on the envelope indicates an attachment — a voice 
mail message forwarded from another extension.
Dealing with Voice Mail 
Select the message and use the voice mail command buttons at the bottom 
of the Voicemail tab, as shown in the figure below. You can also access 
these commands by right-clicking a voice mail and selecting a command 
from the context menu.
Listening options are configurable, as described in “General Information” on 
page 47. You can listen using the sound card on your PC or your phone. If 
you’re not using IPTalk, you can play voice mail to a sound card while your 
phone is in the connect state. (You cannot do this if you’re using IPTalk.)
When you listen to a new message, the envelope icon changes from closed 
to open, indicating that the message has been heard, and the type font 
changes from bold to regular. Also, when you play a voicemail, MaxOutlook 
shows Play in the Call Control panel, and shows the play duration . (The 
duration does not reflect fast forwarding or rewinding.)
Use the voice mail command buttons to perform the following functions: 
						

							MaxOutlook Manual 41
Save at Remote Server or Export Locally
You can save a message as a .wav file that you can play back later. To do 
so, select the message and click either the Save button or the Export button 
(or right-click the message and choose Save or Export).
•Save saves the message automatically on a remote server in a location 
designated by the system administrator. No file saving dialog box 
opens.
•Export opens a file saving dialog box that lets you name the .wav file 
and choose a directory in which to store it. You can then play the .wav 
file on a media player. 
Deleting Messages
To delete a selected message, click the Delete button, or right-click a 
message and select Delete from the context menu.
Returning a Call
To return the call, select the voice mail and click the Return Call button or 
click the number in the Number field.
Attaching a Note
To add a note to accompany a voice mail, double-click in the Note field and 
type your note. Or right-click a voice mail entry and choose Note from the 
pop-up menu. Type your note and click OK.
Return Call
Forward
Rewind
Stop
Play
Fast Forward
Save
DeleteExport 
						

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Forwarding Voice Mail
To forward a voice mail to an extension or a VM Group
1. Select the voice mail and click the Forward button, or right-click the 
voice mail and select Forward.
2. Check the check box next to the extension to which you want to forward 
the message. 
If you need to search for a person by extension or name, type the first 
letters of the number/name into the Search by Number or Name box. 
The matching extensions or names display in the list as you type. 
Notes:
Click the column headings to sort the data.
If the extension name is configured for an extension, it is used to 
match the search string. If the extension name is not configured, 
then the extension number is used to match the search string for this 
extension.
3. Click OK to complete the forwarding.
Typing “h” to 
begin the 
search for 
“High One” 
narrows the 
list to only 
names that 
have an “h” 
						

							MaxOutlook Manual 43
Monitoring the Activity of Other Extensions
If your system administrator has configured your extension for monitoring 
specific other extensions, you can monitor the activity on those other 
extensions or view call history.
If you’re a manager, for example, you might monitor to determine whether 
you need more resources in a busy environment. Or you might use 
monitoring capability to cover calls for a co-worker, since you can click the 
ringing phone icon in the monitor list and take the co-worker’s call.
Choosing Extensions to Monitor
To choose extensions to monitor:
1. Click the Monitor tab, and click the Select Extensions button at the 
bottom of the Monitor page. Extensions to which your administrator has 
given you monitoring rights are listed here.
2. Select the check boxes next to the extensions you want to monitor, and 
click OK. If the list is long and you want to search, type a number or 
name in the appropriate search box. 
The extensions you select will be listed on the Monitor tab.
Reading the Monitor List
The monitor tab includes these fields: State, Extension, Name, Activity, 
DND/FWD, Caller Name, Number, Department, Location, DNIS, and 
Duration.
The state can be one of the following:
•Idle — the extension is not in use
•Connected — the extension is in use
•Ringing — the phone on the extension is ringing; you can click the 
State field to pick up the call at your own extension
•Conferencing — the extension is on a conference call
•Voicemail — the extension is in voice mail 
						

							44MaxOutlook Manual
•Auto Attendant — the extension is connected to an auto attendant
•Holding — the extension is on hold
•Hold Pending — the extension is on hold, and an action is pending
•Virtual Extension
Calling a Monitored Extension
If a monitored extension is Idle (green dot) you can click its Extension field 
to ring the extension.
Viewing the Call History
Click the History tab to view data about handled calls.
Note:Click on the column headings to sort the data.
The History tab displays the following fields:
•Direction — indicates if the call is incoming or outgoing, or was a 
missed call. Left-pointing green arrow indicates outgoing call; right-
pointing red arrow indicates incoming call. Right-pointing arrow with 
exclamation point indicates a missed call.
•Number — the extension or phone number on the other end of the call. 
Click a number in the Number column to dial that number.
•Name — Caller ID information, if available.
•Date/Time — the date and time of the call.
When you sort on Date/Time, the calls are sorted by last disconnected 
and not in the order the call was received. It is therefore possible to 
have a record with an earlier timestamp followed by a record with a later 
timestamp.