WINDSTREAM OfficeSuite UC 5300 Series User manual

1 OFFICESUITE UC®—ADMINISTRATOR USER GUIDE
USER GUIDE
OceSuite UC®
Administrator User Guide

2 OFFICESUITE UC®—ADMINISTRATOR USER GUIDE
Table of Contents
3OceSuite UC Administrator User Guide
4
OceSuite UC Mitel Phones—Installing Your Phone Without
Power Over Ethernet -or- Installing Your Phone With Power
Over Ethernet
6Polycom Phones—Installing Your Phone Without Power Over
Ethernet -or- Installing Your Phone With Power Over Ethernet
7Using the System from the WE Connect Portal
8Administering the System
21 Using the System
30 Powerful Phones and Accessories
33 Streamline and Improve Tasks with These
Powerful Integrations
34 Geing Help
36 Troubleshooting Your System
38 Safety and Regulation Information
39 Copyright, Safety Notices

3 OFFICESUITE UC®—ADMINISTRATOR USER GUIDE
Contact support
888.623.8647
WCI.O[email protected]
communities.windstreamenterprise.com/ocesuite-uc
OceSuite UC
Administrator User Guide
Puing all your OceSuite UC features to use
to be more ecient.

4 OFFICESUITE UC®—ADMINISTRATOR USER GUIDE
Installing Your
Phone Without Power
Over Ethernet – or –
1A: Connect Your Phone to the Local Area Network
Connect one of the provided Ethernet cables into your existing local area network (LAN)
and into the LAN port on the power adapter. Next, connect another Ethernet cable into
the phone port on your power adapter and into the LAN port on the back of your
OceSuite UC phone.
Proceed to STEP 2.
Installing Your
Phone With Power Over
Ethernet
1B: Connect Your Phone to the Local Area Network
If your network is Power over Ethernet enabled, you do not need the power adapter and
should simply connect an Ethernet cable into your existing local area network and into
the LAN port on the back of your OceSuite UC phone.
2: Connect Your Phone Handset
Connect your phone handset into the port next to the handset icon on the back of your
OceSuite UC phone. You may also connect a headset into the port next to the headset
icon on the back of your OceSuite UC phone.
3: Connect Your PC to Your Phone (Optional)
OceSuite UC can utilize an integrated Ethernet switch that allows you to connect to
your computer without requiring an Ethernet Port.
To do this, connect one of the provided Ethernet cables to your computer and into the
PC port on the back of your OceSuite UC phone.
OceSuite UC Mitel Phones

5 OFFICESUITE UC®—ADMINISTRATOR USER GUIDE
5300 Series–Ethernet Ports
PC Port
LAN Port
Phone Port
Headset Port
Ethernet cable Ethernet cable
Power Over
Ethernet
Handset Headset
(Optional)
3 1A 2 2
Power Adapter
Power Wall LAN
Computer
(Optional)
1B
OR
Geing Started
Programmable Keys
Up to 72 programmable
keys, a maximum of 12
programmable keys per
page.
Sokeys
Five state-sensitive
sokeys.
Goodbye
Ends active calls and
used for exiting menus.
Redial
Displays Call History
with a list of outgoing
calls.
Hold
Places an active call on
hold or resumes a call
from hold.
Mute
Mutes/unmutes all
outgoing audio from
headset, handset or
speaker.
Contacts
Displays a list of your
contacts.
Navigation/Select
Multi-directional navigation keys are used to navigate
through the phone menu. Press the center buon to
select menu options and perform various actions.
On the Home screen, the le and right navigation
keys can be used to access the additional pages of
programmable keys.
Speaker/Headset
Toggles the phone’s audio between speaker and
headset. If you are using a DHSG/EHS headset, ensure
that the headset jack adapter is removed from the
headset port. See the Mitel MiVoice 6930 IP Phone
Installation Guide for more details.
Warning! The headset port is for headset use only.
Plugging any other devices into this port may cause
damage to the phone and will void your warranty.
Call History
Displays a list of missed,
outgoing and received
calls.
Voicemail
Provides access to your
voicemail service.
Seings
Provides services and
options that allow you
to customize your
phone.
Volume
Adjusts the volume for
the ringer, handset,
speaker and headset.

6 OFFICESUITE UC®—ADMINISTRATOR USER GUIDE
Installing Your
Phone Without Power
Over Ethernet – or –
1A: Connect Power to Your Phone
If your network is not Power over Ethernet enabled, use the optional power adapter.
Connect it to the 48V power port on the back of the phone and plug the other end in to
a 120V AC outlet.
Proceed to STEP 1B.
Installing Your
Phone With Power Over
Ethernet
1B: Connect Your Phone to the Local Area Network
If your network is Power over Ethernet enabled, you do not need the power adapter and
should simply connect an Ethernet cable into your existing local area network and into
the LAN port on the back of your OceSuite UC phone.
2: Connect Your Phone Handset
Connect your phone handset into the port next to the handset icon on the back of your
OceSuite UC phone. You may also connect a headset into the port next to the headset
icon on the back of your OceSuite UC phone.
3: Connect Your PC to Your Phone (Optional)
OceSuite UC can utilize an integrated Ethernet switch that allows you to connect to
your computer without requiring an Ethernet Port.
To do this, connect one of the provided Ethernet cables to your computer and into the
PC port on the back of your OceSuite UC phone.
Handset
Headset
48v
Power Input
LAN PC
1A 1B2 23
Polycom Phones

7 OFFICESUITE UC®—ADMINISTRATOR USER GUIDE
Using the System from the WE Connect Portal
The WE Connect Portal is a revolutionary customer portal that enables you to manage all the preferences and features of your
OceSuite UC system, including: fax, OceSuite HD Meeting and your toll-free service. You will be set up by our team as a WE
Connect user for the customer portal, as well as enabled with an extension for phone system access.
Once established, you will receive a welcome email instructing you to activate your account and set your password and profile.
Once logged in, you are presented with the WE Connect Dashboard from which you manage the entire system and all of your
services. Across the top of the Dashboard is a series of tabs with dierent functions and in the center of the Dashboard are widgets
from which you can make changes to the system and services. Each widget has a video icon and information icon describing its
function to help illustrate how to use the widget.
WE Connect App
Take WE Connect with you wherever you
go. Search for “Windstream Enterprise
Connect” and download the WE Connect
app to your mobile device.

8 OFFICESUITE UC®—ADMINISTRATOR USER GUIDE
As the Administrator, you have the ability to manage and access all aspects of your
OceSuite UC system. This section covers the functions and features you have the
ability to manage and control for your company, from anywhere .
Seing Up How Calls Come Into Your Business
All incoming phone calls are sent to a specific phone number in the system. Calls can be
sent to individual phones, to an auto aendant, or to a call group. The first step is to
make sure that your phones and phone numbers are set up the way you wish. To set up
or change the incoming call routing for any phone number, click the Configure buon
on the Incoming Call Routing widget. On the le, you will see a list of all the phone
numbers on your system. To add or update the call routing, simply click on the Edit
buon, to the right of the phone number listed. Next, assign that phone number a
name, like main phone number or sales department and select the appropriate business
hours profile. These profiles can be set or updated in the Business Hours widget (See
pg.10 for Business Hours). Now, simply move through the page to determine where
you’d like the calls to go when that particular phone number is called throughout the day.
You can have dierent call routes for when you are open for business, closed for the day
or during lunch breaks or other special hours.
* Emergency override allows you to re-route your calls to a pre-determined business location, for example:
mobile phones, other branch locations or a designated emergency override number to ensure that you do not
experience any down time in the event of an emergency like a flood, storm or fire. Please make sure to
complete the Emergency Override Routing for each phone number listed. Doing so will give you the ability to
reroute calls with the single click of a buon when it maers most.
Administering the System

9 OFFICESUITE UC®—ADMINISTRATOR USER GUIDE
Your Phone Numbers
In order to move a phone number over to OceSuite, from your prior carrier, click
Transfer Existing Number, at the top of Incoming Call Routing screen. The process
of moving phone numbers from your previous telecommunication provider to us is
called porting and can take up to two weeks to complete. You can add additional phone
numbers on this page by clicking on Get New Number.
Seing Up Users in the Portal
Dashboard profiles allow you as an admin to set up what employees see and have access
to on their own Dashboards. There are two standard profiles that come with your
OceSuite UC account, a Global Administrator profile and a Standard User profile. You
also have the ability to customize your own user profiles as well, as you may have users
who you want to have access to certain seings and permissions based o of their role
and level of authority. To create new user profiles, log in as the Global Admin, go to the
User Manager menu. and click Create New User Profile. Here, you can name the
profile, for example, customer service or sales and then select the widget options that
you would like them to have access to, be sure to click Save. Only the items selected will
appear on their own Dashboard. Aer creating the new profile, you can assign it to select
users via the drop-down list next to the user’s name.

10 OFFICESUITE UC®—ADMINISTRATOR USER GUIDE
Reseing Extension Pins and Portal Passwords
To reset a PIN or Password, simply click on the picture icon in the top right of your
dashboard and select the My Profile option. Here you can reset your portal password
and phone pin.
Adding a New User
To get started, you first need to create a new user through the WE Connect Portal.
To do this, log in as the Global Admin, go to the User Manager menu. Then, click on
Invite User and enter their information.
Creating a New Extension
Once you have created a new user for the WE Connect Portal, you will then need to
create a new extension. To do so, go to the Extension Manager section, which is
located in the OceSuite pop-out, on the le hand side of the screen. Once located in
Extension Manager, click Create. Enter the new employee’s information and assign
them to the appropriate extension and phone number from the drop-down menu and
click Create Extension.

11 OFFICESUITE UC®—ADMINISTRATOR USER GUIDE
Creating New Calling Permission Profiles
You can create custom calling permission profiles for your team, just click on the
OceSuite pop-out tab, which is located to the le of the screen and choose Call
Permission Profiles. Here you can select the types of calls you would like this employee
or group to be able to make. To add them into this profile, click on the employees name
below. Once complete, be sure to click Save.
Seing Call Permissions for Multiple Users
To easily set permissions for more than one of your users at one time, go to the Extension
Manager section, located in the OceSuite pop-out tab, on the le side of the screen.
Here a list of all of your users will appear. In the upper right hand corner of Extension
Manager, you will see an option for Extended View. When you’re looking at the
Extended View, you will see Call Permissions. Click on the field and a drop-down of
options will appear. Select the permission seing you’d like for each user, then click Save.

12 OFFICESUITE UC®—ADMINISTRATOR USER GUIDE
Creating Groups of Extensions or Call Groups
Seing up a Call Group is easy with WE Connect. Simply click the Manage buon on the
Call Groups widget. Next, from the Add drop-down menu, select the type of call group
you would like to create.
OceSuite UC allows you to create several dierent types of Call Groups:
Broadcast groups – Calls are routed to all members of this group simultaneously; all
phones can ring or only those that are not in use.
Call Pickup groups – Calls to any member of the group can be picked up by any other
member of the group.
Hunt groups – Calls to a linear hunt group are routed to each group member in turn,
and always start with the first member listed; calls to a circular hunt group are routed in
the same way, but the starting member role rotates among members.
Monitor groups – Members (secondary) can monitor the status of the phone and
answer calls of another member (primary).
Rollover groups – A call rings the phones of a rollover group one at a time until the call
is answered or sent to call coverage.
Enter a name for the group and choose an extension from the drop-down. Complete any
other selections like Call Behavior in the general information seings to define how you
would like calls routed. Finally, add members to the group by clicking on their name,
which adds them into the selected column. Then, scroll down and choose how you
would like to forward calls that are unanswered by this group. Unanswered group calls
can continue to ring or be sent to a voicemail box, to an auto aendant, another
employee, or to any other phone number, anywhere. When you complete the details,
click Save.
*Remember to update your company incoming call routing or employee call forwarding selections to take
advantage of the new Call Group.

13 OFFICESUITE UC®—ADMINISTRATOR USER GUIDE
Creating Page Groups
Page Groups allows the creation of groups of users for paging purposes. This will allow you to page a specific group of coworkers who
are at the same location.
First, you need to define the membership of the group via Call Groups located in the OceSuite pop-out tab, on the le side of the
screen. Choose Add Page Group from the Add drop-down list. Type in a name for the page group and choose an extension. Next,
choose member’s name from the available box you wish to add to the page group. This will move the member’s name to the selected
box. Then, click Save. Once defined, you can instruct your users to program a Page Group Key on his or her phone to page only
members of this group. To do this, have them click on Configure in the My Phones widget. Then, select any key labeled Unassigned
and use the Feature drop-down menu to select Page. In the Details section, they will use the drop-down menu to select the Page
Group that you created for them and they will label it accordingly.
Making Changes to Seings for Multiple Users
The WE Connect Portal allows you to make changes like call permissions, outgoing caller ID, and enabling features like call twinning
and more, for multiple users at one time. To quickly change the seings on more than one extension, go to Extension Manager
located in the OceSuite pop-out, on the le side of the screen. Once in Extension Manager, choose Extended View, in the top
right. From here, the seings can be changed instantly for an the appropriate employees. You can even add additional extensions. Also,
you can edit the names assigned to extensions by selecting the First or Last Name of your coworker.
Assigning Extensions to Users
OceSuite UC is so flexible that any extension can be assigned to any users. To assign or change phones and extensions, go to the WE
Connect Portal, click on the OceSuite pop-out tab, on the le side of the screen. From there, choose Extension Manager. Here,
you will see a list of each of the extensions on your system. You can customize the options for your employees, for example, their call
permissions, music on hold, twinning and more.

14 OFFICESUITE UC®—ADMINISTRATOR USER GUIDE
Managing Your Cordless Phones
If you’ve purchased cordless handsets or cordless desk phones, you can easily manage them right through the Cordless Phones
Widget. Here you will see a dropdown with your business location(s), if you have more than one location, select the location that you
would like to view from the menu drop-down and click on Change Configuration. You can then assign or change phones by entering
each handset IPEI and choosing from the dropdown, which extension is being assigned to that device.
Seing Up Your Business Hours for Your Locations
The OceSuite UC system lets you pre-set your business hours so you can send callers to dierent extensions, groups, or auto
aendants during open, closed, lunch and special times. This is very useful for departments that work varied hours like sales, customer
service, and warehouses as opposed to corporate employees who work traditional business hours.
Click on the OceSuite pop-out then Business Hours. Click Add Business Hours Profile to get started. Give the new profile a name
then define your business hours. Select which days and hours are operating hours, open for business, as well as any predefined lunch
or special hours of operation. Special hours can be used for anything you would like. If this is your main location or the standard hours
for most locations, check the Default Business Hours box. To associate incoming phone numbers or locations to this new profile,
simply click and choose any available phone numbers or locations to be added into the profile. Be sure to click Save when complete.
Your changes will take eect immediately.

15 OFFICESUITE UC®—ADMINISTRATOR USER GUIDE
Managing Your Caller ID
The number displayed to the parties you call can be set up from the My Outgoing
Caller ID widget. Select the extension from the drop-down list and then select the
Outgoing Caller ID you would like to use from the drop-down list. The Caller ID can be
any phone number on your system. This is particularly helpful when you would like to
present one number from all phones.
Placing Anonymous Calls
To place anonymous outbound calls, locate the My Outgoing Caller ID widget on the
WE Connect Dashboard, then select Private from the Outgoing Caller ID drop-down
list for each extension you would like to designate as anonymous. All calls made from
that extension will not send a calling number to other parties.
Creating an Auto Aendant to Answer Calls
An auto aendant can answer calls coming into any of your phone numbers, including
your toll-free numbers. Many organizations use auto aendants to automate call routing,
presenting options such as: Press 1 for Sales, Press 2 for Service, Press 3 to hear a
company directory by last name and Press 4 to repeat this menu. Each prompt can be
assigned to an extension, call group, or another auto aendant.
Click the Configure buon on the Auto Aendants widget to begin. Then, click Add
Auto Aendant, select an extension and click Add.
A Default Auto Aendant at the new extension is then created in your list of auto
aendants. Click Edit and rename it and then complete each of the tabs to define the
menu keys and record your greeting.

16 OFFICESUITE UC®—ADMINISTRATOR USER GUIDE
Recording Your Auto Aendant Greeting
To manage and record your Auto Aendants, click on the Configure buon on the Auto Aendants widget. Then, click Edit or the
arrow to the le of the aendant you wish to modify and click on the Set Receptionist Greeting tab. There, you will see the options
to create your greetings. With OceSuite UC, there are three ways you can record your auto aendant greeting.
1. You can record your own greeting for the auto aendant by uploading a .wav or .mp3 file. To record a .wav file on most Windows
PCs that have a microphone, open the Sound Recorder Program and click Start Recording. For Apple Macintosh, you can use
Audacity or a similar program that can record .wav and .mp3 files. Both the Apple and Google app stores also have several apps
that can record .wav or .mp3 files. Record and send yourself an email with the file, then save the file to your desktop. If you
already have a professional recorded audio file, you can simply upload it. To upload any file, select the Upload Audio File (.wav
or mp3) option. Click Choose a file, then select your file and press Open. Once the file is uploaded, press Save.
2. To record your greeting right through your phone, just select the Call Me to Record Audio option and find your extension in the
drop-down menu and click on Call, your phone will start ringing. You will then be prompted to speak the greeting right into your
phone.
3. You can even use the OceSuite UC Text-To-Speech option to automatically record your greeting. Type your script in the
Message Box (it may be helpful to spell words phonetically to ensure they are pronounced accurately) then click Save. Aer the
recording is complete, an option will be presented so you can listen to your recording. If you are satisfied, click the Save buon. If
you want to change the recording, modify your wrien text in the Message Box and repeat the steps above.
Once a new auto aendant has been created, you will configure each key (Press 1, Press 2, Press 3) with a result and if needed, an
extension where calls will be sent. For example, callers that press 1 or 2 will be directed to user extensions, those who press 3 will go to
the Last Name Directory and 4 will repeat the options.
Click the Save buon when you are satisfied with the menu setup. The next step is to record what the callers hear when calling the
auto aendant.
Phone Key Profiles
Phone Key Profiles allow you to assign pre-determined speed dials to a group of users’ phones. This is helpful for groups of
employees who frequently call the same phone numbers.
To do this, click on Configure on the Phone Key Profiles widget and click the Phone Key Profile name you want to assign users to or
modify the name if necessary. Then, click the memory key you want to edit, label it accordingly and then click Save.

17 OFFICESUITE UC®—ADMINISTRATOR USER GUIDE
Viewing Your Active Licenses and Services
At anytime, you can view all of the active licenses for your company by clicking on
Manage from the Voice Licenses widget on the Dashboard. Here, you can view how
many you have of each feature, manage them and buy more at anytime.
Routing Calls in an Emergency
When a disaster strikes you need to move quickly. To re-route all of your calls during an
emergency like a snow storm, power outage or connectivity loss, simply click the
Configure buon on the Incoming Call Routing widget. Now press the Enable All
Overrides buon. This will send incoming calls to the Override number previously set
up. The best practice is to make the Override numbers extensions in another branch or
location, or employees cell phones. Even if calls can’t connect to the individual extension
in an emergency, know that calls will still be answered by voicemail or be forwarded to
other phones if the user programmed their call coverage to those destinations.

18 OFFICESUITE UC®—ADMINISTRATOR USER GUIDE
Viewing Company Call History
As the administrator, you have the ability to view all the incoming and outgoing calls for
your business as well as your personal call history for up to ninety days. Click on Call
History located in the OceSuite pop-out, on the le side of the screen. Here a
complete list of all the calls made and received, the times, dates and empoyees are
displayed for your reference. You can also export the data list of calls into Excel.
Built-in Business Intelligence through
Call History Reporting
Beyond just viewing the incoming and outgoing calls for your business as a whole,
WE Connect oers built-in business intelligence reporting so you can drill down to a
granular level.
To access this, click on Call History in the OceSuite pop-out tab, located on the le
side of the screen. Here you can select from our built-in reports under the Select Report
drop-down or customize your own. The various filters provided allow you to build reports
based on dates, extensions, departments, call type and more. You can choose to view
the information as a chart or data list and can even export it to excel for future use.
When building a new report that you want to use in the future, be sure to click Save As
and name the report. Once saved, it can then be found in the Select Report drop-down
for future use.

19 OFFICESUITE UC®—ADMINISTRATOR USER GUIDE
Managing Your Online Fax
If you have purchased our OceSuite Fax service, you can manage it through the WE
Connect Portal. On the My Online Fax widget, you will see your inbound fax numbers
and there you are able to select from the drop-down menu which number you would like
to set as your fax number.
Online Fax Licenses
If you’ve purchased OceSuite Fax, you can quickly and easily manage your
faxing licenses.
Click on Manage on the Fax Accounts widget. Here, you will see a list of your active
fax numbers and can make changes to who they are assigned to or purchase
additional fax numbers.
Managing OceSuite HD Meeting
If you have purchased OceSuite HD Meeting®, our video conferencing service, you can
manage your account through the WE Connect Portal. The number of active licenses
your company has purchased is conveniently displayed on the HD Meeting Licenses
widget. To manage your accounts, click on Manage and a list of your active accounts
and which users they are assigned to will be displayed for your reference.
To purchase more HD Meeting accounts or an initial account, click on Buy and enter
your first name, last name and email address and click Submit Order. You will receive an
email with instructions on how to complete the activation process.
For more information on how to get started and how HD Meeting works, click
Downloads to find the HD Meeting soware and Quick Start Guide.

20 OFFICESUITE UC®—ADMINISTRATOR USER GUIDE
Managing Your Toll-free Number and Service
If you have purchased a toll-free number for your business, you can manage it through
the WE Connect Portal. Here you can manage your numbers, repoint numbers and buy
additional toll-free numbers at anytime.
You can change which phone number you’d like to have answer the toll-free calls. This is
referred to as pointing. To do this, click on Repoint on the Toll-Free Service widget and
enter the number you’d like to receive the calls, then press Save.
Reviewing Service Charges and Paying Your Bill
You can quickly and easily review all charges and pay your bill online by clicking on the
Billing widget, or by clicking on the Billing menu on the My Account Dashboard and
selecting View & Pay Bill. Here you can download a copy of your bill, review your
payment history and more.
Order Status
At anytime, you can view the status of your company’s orders in real-time through the
portal. Just click on Orders to view and the status of each of your orders.