AltiGen comm MAXCS 89 MaxCommunicator Manual
Have a look at the manual AltiGen comm MAXCS 89 MaxCommunicator Manual online for free. It’s possible to download the document as PDF or print. UserManuals.tech offer 29 AltiGen comm manuals and user’s guides for free. Share the user manual or guide on Facebook, Twitter or Google+.
MaxCommunicator™ Manual MAX Communication Server Release 8.0 September 2015
WARNING! Toll fraud is committed when individuals unlawfully gain access to customer telecommunication systems. This is a criminal offense. Currently, we do not know of any telecommunications system that is immune to this type of criminal activity. AltiGen Communications, Inc., will not accept liability for any damages, including long distance charges, which result from unauthorized and/or unlawful use. Although AltiGen Communications, Inc., has designed security features into its products, it is your sole responsibility to use the security features and to establish security practices within your company, including training, security awareness, and call auditing. NOTICE While every effort has been made to ensure accuracy, AltiGen Communications, Inc., will not be liable for technical or editorial errors or omissions contained within the documentation. The information contained in this documentation is subject to change without notice. This documentation may be used only in accordance with the terms of the AltiGen Communications, Inc., License Agreement. AltiGen Communications, Inc. 679 River Oaks Parkway San Jose, CA 95134 Telephone: 888-AltiGen (258-4436) Fax: 408-597-9020 E-mail: [email protected] Web site: www.altigen.com TRADEMARKS MAX Communication Server, MaxAdministrator, MaxCommunicator, MaxAgent, MaxSupervisor, MaxInSight, MaxOutlook, MaxCall, Enterprise Manager, AltiServ, AltiLink, AltiConsole, VRPlayer, Zoomerang, IPTalk, Alti-Mobile Extension, InTouch Dialer, AltiReport, and SuperQ are trademarks or registered trademarks of AltiGen Communications, Inc. All other brand names mentioned are trademarks or registered trademarks of their respective manufacturers. Copyright © AltiGen Communications, Inc. 2015. All rights reserved.
MaxCommunicator Manual iii Contents CHAPTER 1 About MaxCommunicator . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1 Microsoft Outlook and Outlook Express Support . . . . . . . . . . . . . . 1 Licensing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 CHAPTER 2 Installation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3 Pre-Installation Checklist . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3 Installing MaxCommunicator on a Client System . . . . . . . . . . . . . . 4 Uninstalling MaxCommunicator . . . . . . . . . . . . . . . . . . . . . . . . . . . 4 Automatic Upgrade . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4 Downgrade Procedure . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5 CHAPTER 3 Getting Started . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7 Logging In . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7 Version Mismatch Dialog Box . . . . . . . . . . . . . . . . . . . . . . . . . . . 8 Logging In Remotely . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8 IP Extensions Using IPTalk . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9 When Connection Is Broken . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9 Overview of the Main Window . . . . . . . . . . . . . . . . . . . . . . . . . . . 10 Click a Number to Make a Call . . . . . . . . . . . . . . . . . . . . . . . . . 11 Status Bar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11 Toolbar Buttons . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11 Call Information Panel . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12 Tabbed Pages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13 Changing Activity Status and Recording Activity Greetings . . . . 15 Turning Do Not Disturb On and Off . . . . . . . . . . . . . . . . . . . . . . . 16 Minimizing and Exiting MaxCommunicator . . . . . . . . . . . . . . . . . 16 Shrinking MaxCommunicator . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
ivMaxCommunicator Manual Using the Windows Tray Phone Icon . . . . . . . . . . . . . . . . . . . . . . 17 Searching in the Tabbed Windows . . . . . . . . . . . . . . . . . . . . . . . . 17 Customizing the Display . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18 CHAPTER 4 Handling Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23 Answering Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23 Dialing Out . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24 Shortcut-Key Dialing and Smart Tag Dialing . . . . . . . . . . . . . . 25 Dialing Speed Dial Numbers . . . . . . . . . . . . . . . . . . . . . . . . . . . 25 Redialing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27 Placing Calls on Hold . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27 Using Call Waiting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27 Transferring Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28 Transferring to Voice Mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29 Transferring to Auto Attendant . . . . . . . . . . . . . . . . . . . . . . . . . 29 Forwarding Calls Using Do Not Disturb . . . . . . . . . . . . . . . . . . 30 Conference Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30 Station Conferencing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30 MeetMe Conference . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32 Working in the MeetMe Conference Window . . . . . . . . . . . . . . 33 Creating a Meeting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34 E-mailing a Meeting Invitation . . . . . . . . . . . . . . . . . . . . . . . . . 39 Starting and Stopping a Meeting . . . . . . . . . . . . . . . . . . . . . . . . 40 What the MeetMe Conference Host Can Do . . . . . . . . . . . . . . . 40 Continuing a Meeting Beyond Its Duration Time . . . . . . . . . . . 41 Joining a MeetMe Conference . . . . . . . . . . . . . . . . . . . . . . . . . . 41 Recording Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41 Recording on Demand . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41 Using Account Codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42 Using Voice Mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43 Dealing with Voice Mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44 Save at Remote Server or Export Locally . . . . . . . . . . . . . . . . . 45 Deleting Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45 Returning a Call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45 Attaching a Note. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45
MaxCommunicator Manual v Forwarding Voice Mail. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45 Monitoring the Activity of Other Extensions . . . . . . . . . . . . . . . . 46 Choosing Extensions to Monitor . . . . . . . . . . . . . . . . . . . . . . . . 47 Reading the Monitor List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47 Calling or Picking Up Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48 Viewing the Call History . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48 Using the Contacts Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49 CHAPTER 5 Configuring MaxCommunicator . . . . . . . . . . . . . . . . . . . . . 51 General Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51 Configuring Microsoft Office Programs to Display Max Smart Tags . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53 Enabling / Disabling the Max Smart Tag in Internet Explorer. . 53 Call Handling . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55 One Number Access (ONA) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58 Before You Set Up ONA . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58 Setting Up One Number Access . . . . . . . . . . . . . . . . . . . . . . . . . 58 Message Notification . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61 Working with Voice Mail Groups (Distribution Lists) . . . . . . . 62 Working on Voice Mail Group Lists . . . . . . . . . . . . . . . . . . . . . 62 Call Alert Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64 Voice Mail Play Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65 CRM Integration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66 Tab Layout . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67 Theme Selection . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 68 IPTalk . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 69 Log . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 71 CHAPTER 6 Using MaxCall . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73 Logging in to MaxCall . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73 The MaxCall Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 74 Using a Phrase . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 74
viMaxCommunicator Manual Recording a Phrase . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 75 Reviewing a Phrase . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 75 Appendix A . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 77 Errors and Troubleshooting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 77 Troubleshooting IP Connectivity from a Remote Location . . . . 78 Index . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 79
MaxCommunicator Manual 1 CHAPTER 1 About MaxCommunicator MaxCommunicator is call management software for the general desktop PC user. It runs with the MAX Communication Server ACM system. MaxCommunicator users can access, configure, and perform several of the system’s PBX functions directly from the desktop, including call handling, call forwarding, voice messaging, extension monitoring, conferencing, and One Number Access. Microsoft Outlook and Outlook Express Support MaxCommunicator supports Microsoft Outlook 2007, 2010, and 2013, allowing you to obtain phone numbers to dial from a Microsoft Contact list. MaxCommunicator also lets you see the incoming calls that have a matching record in the Contact list. You must set up the Outlook Contacts list prior to using this feature. Licensing The following AltiGen licenses are required: •MaxCommunicator requires a MaxCommunicator seat license for each user, or a MaxCommunicator session license. •The IPTalk feature requires an IPTalk license for each user, or an IPTalk session license. •MaxCall requires a MaxCall seat license for each user or a MaxCall session license. •An optional Polycom Advanced Features license is available for using special features of various Polycom phones with MaxCommunicator. A system administrator can assign and verify seat licenses in MaxAdministrator by selecting License > Client SEAT License Management from the main menu.
MaxCommunicator Manual 3 CHAPTER 2 Installation The client system must meet the following minimum requirements. Operating systems supported: •Windows 10 •Windows 8.1 (64-bit) •Windows 7 (32-bit or 64-bit) System requirements: •IBM/PC AT compatible system •Microsoft .NET 2.0 or higher •2GHz CPU or faster •1GB available hard drive disk space •1GB RAM •SVGA monitor (1024 x 768) with 256 color display or better •Keyboard and mouse •A sound card in the computer, if using IPTalk •MAXCS 8.0 must be running on a server accessible to this client Pre-Installation Checklist Before installing MaxCommunicator, make sure the following is done: •MAXCS 8.0 has been installed on the system server. •TCP/IP is enabled on both machines. •The client is able to connect to the server on the network. •The person installing MaxCommunicator has local administrator rights on the client computer.
4MaxCommunicator Manual •The extension affiliated with the client computer has a MaxCommunicator Seat License assigned to it, or there is a MaxCommunicator Session License installed in the MAXCS system. Installing MaxCommunicator on a Client System When the above items are done, follow these steps on the client machine: 1. Close all Windows applications. 2. From the MAX Communication Server 8.0 installation media, open the MaxCommunicator folder and run the Setup program in that folder. Follow the step-by-step installation instructions as they appear on the screen. Alternatively, if your system administrator has loaded MaxCommunicator on a shared network server, you can copy the files in the MaxCommunicator folder to your desktop computer, and run the MaxCommunicator Setup program. Uninstalling MaxCommunicator 1. From the Windows Start menu, select Control Panel > Add/ Remove Programs > MaxCommunicator 8.0 to uninstall MaxCommunicator. 2. Click Remove, and respond to any additional prompts. Automatic Upgrade Each time you start up MaxCommunicator, 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 MaxCommunicator is out-of-date, you are prompted for upgrade permission. If you automatically upgrade, the MaxCommunicator startup is terminated and a software upgrade session is started. Restart MaxCommunicator to run the newer version. Note:For remote MaxCommunicator 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.