Alcatel-Lucent Rainbow Office User manual

Rainbow Office –User Guide
The Alcatel-Lucent name and logo are trademarks of Nokia used under license by ALE.
User Guide
Edition 05 –April 2022 –22.1

Rainbow Office - User Guide
The Alcatel-Lucent name and logo are trademarks of Nokia used under license by ALE. 2
CONTENT
1. WELCOME TO RAINBOW OFFICE ............................................................. 4
1.1. Activate your account.............................................................................. 4
1.2. Your account security.............................................................................. 5
1.3. Overview page ...................................................................................... 6
1.4. Knowledge base articles ........................................................................... 7
2. HOW TO ACCESS YOUR ACCOUNT........................................................... 8
2.1. Unified Login ........................................................................................ 8
2.2. Google as user ID ................................................................................... 8
2.3. Single sign-on ....................................................................................... 8
2.4. Account validation ................................................................................. 8
2.5. Logging in ............................................................................................ 9
2.5.1. Using your phone number to log in.......................................................................9
2.5.2. Using your email address to log in .......................................................................9
2.5.3. Using a Google account to log in ....................................................................... 10
2.6. Rainbow Office for Google Chrome extension ................................................. 13
2.6.1. Requirements ............................................................................................. 13
2.6.2. Installing the Rainbow Office for Google Chrome Extension ....................................... 13
3. USING YOUR ACCOUNT ......................................................................14
3.1. Overview page ..................................................................................... 15
3.2. Messages ............................................................................................ 16
3.3. Call Log ............................................................................................. 17
3.4. Contacts ............................................................................................ 18
3.5. User Settings ....................................................................................... 18
3.6. More ................................................................................................. 19
3.7. Service Console .................................................................................... 19
3.7.1. Authorised Apps........................................................................................... 19
3.7.2. Accessing the Authorised Apps manager .............................................................. 20
3.7.3. Service Status ............................................................................................. 21
3.7.4. My Recordings ............................................................................................. 22
3.8. Apps and Resources ............................................................................... 23
3.8.1. Desktop Apps .............................................................................................. 23
3.8.2. Mobile Apps................................................................................................ 24
3.9. Archiver ............................................................................................. 25
3.9.1. Configuring Rainbow Office Archiver .................................................................. 25
3.10. App Gallery ......................................................................................... 27
3.11. Developer Portal................................................................................... 27
3.12. RingMe .............................................................................................. 28
3.13. Presence ............................................................................................ 30
3.14. Audio Conference.................................................................................. 31
3.14.1. Launch the Conference application ............................................................... 31
3.14.2. Conference Commands ............................................................................. 33
3.15. RingOut ............................................................................................. 34
3.16. FaxOut .............................................................................................. 35
4. MY EXTENSION SETTINGS....................................................................36
4.1. Setting user details................................................................................ 36
4.1.1. Using text-to-speech name.............................................................................. 39
4.1.2. Setting a custom name recording ...................................................................... 40
5. PHONES AND NUMBERS ......................................................................41
5.1. Setting phone details ............................................................................. 41

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5.2. Setting your presence............................................................................. 43
5.3. Enabling intercom ................................................................................. 45
5.3.1. Enabling intercom calls .................................................................................. 45
6. SETTING SCREENING, GREETING AND HOLD MUSIC......................................48
6.1. Setting a user greeting............................................................................ 48
6.2. Setting up call screening ......................................................................... 50
6.3. Setting connecting message...................................................................... 51
6.4. Setting audio while connecting .................................................................. 53
6.5. Setting hold music ................................................................................. 55
6.6. Blocked Calls ....................................................................................... 57
6.6.1. Blocking calls.............................................................................................. 57
7. SETTING CALL FORWARDING & VOICEMAIL ...............................................59
7.1. Call forwarding .................................................................................... 59
7.1.1. Setting call forwarding for user hours ................................................................. 59
7.1.2. Setting call forwarding for after hours ................................................................ 60
7.2. Setting up incoming call handling ............................................................... 62
7.3. Call flip ............................................................................................. 66
7.3.1. Managing your call flip numbers ........................................................................ 66
7.3.2. Using call flip.............................................................................................. 67
7.3.3. Creating custom rules.................................................................................... 67
8. SETTING NOTIFICATIONS ....................................................................70
8.1. Setting up notifications ........................................................................... 70
9. SETTING AN OUTBOUND CALLER ID........................................................72
10. SETTING OUTBOUND FAX SETTINGS .......................................................74
10.1. Changing the fax cover sheet .................................................................... 74
10.2. Adding emails that can send faxes .............................................................. 74
10.3. Faxing via email ................................................................................... 75

Rainbow Office - User Guide
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1. WELCOME TO RAINBOW OFFICE
Welcome to the Rainbow Office business phone system! If this is your first time logging in, you'll
need to activate your Rainbow Office account.
It will take about 15 minutes to set up your account. You will be asked to verify your extension
details, set your password, select a security question and answer, set or import your voicemail
greeting, and confirm your emergency location.
You can learn more about user features through Knowledge Base articles.
1.1. Activate your account
You will see this Welcome email after your administrator has enabled your account for setup.
In this email, you will receive your company phone number and extension (if applicable). The
email also indicates whether your account is enabled for login using your Google credentials (if
any).
To start your setup, follow these steps:
1. Open the email message. The Welcome message appears.
2. To begin your set up, do one of the following:
●Click Set Up Account
●Or copy the link into your browser

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1.2. Your account security
After clicking Activate Account, a window opens for you to enter three account security
settings:
●Your password
●Your Pin
●Your Security Question and Answer
Passwords and security questions on your online account maintain your account's confidentiality
and privacy. The Pin is used to verify your identity when checking voicemail or is requested by
the automated attendant when contacting Customer Care.
Follow the on-screen prompts. For each security setting, certain requirements must be met.
For your convenience, these requirements are listed next to the setting as you enter the
information.
Note: If your extension is configured as a Google tagged account by your administrator, your
Express Setup will have different setup options.
1. Create your password
Follow the criteria listed beneath the Password and Reenter New Password fields.
A green check mark indicates when you have met a requirement.
2. Create your Pin. Follow the criteria listed beneath the Pin field. A green check mark
indicates when you have met a requirement. Enter the Pin again on the Reenter New
Pin field. You’ll need your Pin when contacting Customer Care or when checking
voicemail
3. The last step in Your Account Security is to select a Security Question and Answer.
Note: You will be asked for your Security Question and Answer each time you contact Rainbow
Office Support. Keep a record of the question and answer for future reference.
4. Select one of the questions listed in the Security Question and Answer menu
5. Enter your answer to the security Question in the Answer field.
Note: Your answer must be at least 5-character long.
6. Click on Continue to download the Rainbow Office desktop application or to start
using Rainbow Office in your web browser.

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1.3. Overview page
Your Rainbow Office Overview page opens. Take a short tour of your Overview page:
•Overview page is your dashboard to the Rainbow Office system
•Shortcuts are menus to frequently accessed settings
•Recents and Recent Calls lists your recent incoming and outgoing messages and calls
•App launcher and user icon
•Support directs you to the Rainbow Office support site
•Resources section provides quick access to Open a Web Case and to check the
Service Status.

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To find information about your User Details, click the Settings tab
1.4. Knowledge base articles
For further instructions on these subjects, please see the following articles:
●Log in to your Rainbow Office account
●Changing your password
●Call Handling
●Voicemail Greeting

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2. HOW TO ACCESS YOUR ACCOUNT
Log in to your online account by going to the Rainbow Office Web service. The default method
of account access is by your Rainbow Office email or your phone number.
2.1. Unified Login
If you have both Rainbow Office and Rainbow Office app credentials which use the same
email address, you will use Rainbow Office credentials for logging in to all endpoints.
2.2. Google as user ID
If configured by the admin for your account, users can log in with their Google (Gmail or G
Suite) account.
2.3. Single sign-on
If Single sign-on is set up for your account, click Single sign-on at the sign in page and enter
your email address on the following screen, then log in with your corporate credentials.
2.4. Account validation
Account Validation is a two-step account verification feature that requires a user to enter a
security code when logging in to their Rainbow Office account for the first time on a new
computer or a new browser. The security code is sent to the User's mobile phone via SMS or to
their email address, depending on the information stored in the User's account. This feature
improves the security of your Rainbow Office account and reduces the risk of fraudulent
activity.

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2.5. Logging in
You can log in to your Rainbow Office account by using your Rainbow Office phone number, a
unique email address, or by using a Google account.
2.5.1. Using your phone number to log in
To log in using your phone number:
1. Enter your Rainbow Office phone number
2. Click Next
3. Select your country from the dropdown menu
4. Enter your extension number (optional) and password
5. Click Sign In
2.5.2. Using your email address to log in
In addition to your phone number, you can also log in using a unique email address. To proceed,
the Use email to log in feature must be enabled on your account. If you are unable to login to
your Rainbow Office account using your email, contact your account Administrator.
Existing Users with a unique email address can immediately log in with their email credentials
after the update.

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Existing Users who log in with their phone numbers will be notified with a pop-up message
about the feature and will be given the ability to set their email addresses as unique.
This feature applies to accessing your Rainbow Office online account, Rainbow Office app,
Rainbow Office Phone, and integration applications.
To log in using your email:
1. Enter your email address
2. Click Next
3. Enter your password
4. Click Sign in
2.5.3. Using a Google account to log in
The Google login feature allows users native support for logging in using a Google email address
and password. This feature requires a unique Google email address (Gmail or G Suite email).
The admin configures a Google email address when assigning an extension and verifies the
uniqueness of the email address. By default, users can log in with their Google email address
or other Rainbow Office credentials.
Before proceeding with the steps below, make sure first that you enable Use email to log in
feature to log in to your Rainbow Office online account with Google.
If not already configured, admins can set a Google email address. To do this, follow these steps:
1. Log in using your Rainbow Office credentials
2. Select Users
3. Select a user

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4. Click User Details
5. In the Email field, specify a unique email address
6. Click Verify email uniqueness. Resolve duplicates
7. Click Save

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For users to log in using Google, follow these steps:
1. In the login screen, click Google
2. If you have logged in before using your Google credentials, select your Google
account from the login page to log in automatically
OR
If this is your first time logging in, click Use another account on the Sign in with
Google modal window
3. Enter your Google email address or phone number
4. Click Next
5. Enter your password
6. Click Next to navigate to a page requesting access to your Google account
7. Click Allow to finish logging in to your online account

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2.6. Rainbow Office for Google Chrome extension
Increase your productivity by handling everything without leaving Google. With Rainbow Office
for Google, you can make Rainbow Office calls directly from your Chrome browser softphone,
and schedule and join Rainbow Office Video meetings with your Google Calendar. Rainbow
Office for Google is available to all Rainbow Office customers.
2.6.1. Requirements
•Windows® 7 (or later) or Mac OS X® 10.8 Mountain Lion (or later) operating systems
are required
•Google Chrome™ 69 (or later) is required
•To utilize Google Login, your Google email must be associated with your Rainbow
Office account
2.6.2. Installing the Rainbow Office for Google Chrome Extension
1. Connect to the Rainbow Office App Gallery
2. Click Rainbow Office for Google
3. Click Get it now
4. Click Add to Chrome

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3. USING YOUR ACCOUNT
Rainbow Office is an award-winning cloud communications system that delivers high-quality,
online meetings, unified voice, fax, text, and audio conferencing for businesses of all sizes.
This guide will help users set up and access the following Rainbow Office features:
●Overview page
●Messages
●Call Log
●Contacts
●User Settings
●More
-Service Console
->Authorised apps
->Service Status
-Meetings
->My recording
●Apps and Resources
-Desktop apps
-Mobile apps
-Archiver
-App gallery
-Developer portal
-RingMe
●Rainbow Office Web app
●Audio Conference
●RingOut
●FaxOut
●Presence

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3.1. Overview page
The overview page is your account homepage. It shows your recent voicemail, faxes, and
inbound and outbound calls.
Let's look at the navigation bar across the top of this page and see how to use it. Some features
are described in more detail later in this document.
Note: The pages discussed in this section of the guide can be found under My Extension. Admin
users will see a dropdown menu at the top right for Admin Portal, My Extension. Users will only
see the My Extension page and will not have the option to switch to Admin Portal.

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3.2. Messages
Your voicemail and fax messages are stored here. Under Messages, you can:
●Listen to voicemail
●View faxes
●Save voicemail and received faxes to your computer
●Forward messages and faxes by email
●Click on a caller's number or extension number to call them back
●Delete and undelete items
●Block caller
Under the Message column, you will see symbols for the following types of messages:
●Voicemail: Hover over the play symbol to hear the message
●Fax: Hover over the fax symbol to view a preview of the fax cover page

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3.3. Call Log
The Call Log provides customized reports on inbound and outbound calls and faxes for the
company number and specified extensions. Select the period, type of call (inbound or
outbound), blocked calls, or recorded calls.
Save reports for analysis, or you can have the call log delivered to an email address daily,
weekly, or monthly on specified days.
In the Type column, you will see icons for these types of calls:
●Inbound Call
●Outbound Call
●Missed Call

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3.4. Contacts
The Contacts tab includes your Company and Personal contacts. Company contacts are all the
users in your Rainbow Office system. You can add Personal contacts manually or import from a
comma-separated variable (CSV) text data file or from Microsoft Outlook®.
3.5. User Settings
Click the Settings tab at the top of the homepage to access your Settings page. On the Settings
page, you will see the following options for your user extension: User Details; Phones &
Numbers; Screening; Greeting & Hold Music; Call Forwarding and Voicemail; and Messages. You
will also see the settings for Outbound Calls/Faxes, Meetings, and Notifications.

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3.6. More
This section allows you to obtain the latest tools to enhance your productivity and customise
your service to suit the way you work.
3.7. Service Console
3.7.1. Authorised Apps
The Authorised Apps Manager allows you to track which Rainbow Office apps are connected to
your account. You can easily manage a wide range of app authorizations, which includes
Rainbow Office for desktop, mobile apps, Rainbow Office Meetings, Integration apps (Office
365, Google, Salesforce), and apps from the Rainbow Office App Gallery. It provides better
security management to reset authorization, if necessary.

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3.7.2. Accessing the Authorised Apps manager
1. Select the More tab
2. Under Service Console on the left side, select Authorised Apps. You will see a
list and description of your available apps
3. On the right of each authorized app, you will see a kebab icon that you can
click to view the actions available:
●View Permissions: View the permissions granted to the app. Click on the
iicon for a brief description of the permission
●Delete: Delete the authorized app. On the Remove app confirmation
window, click Remove to proceed deleting the app