Xact Hosted PBX User manual

Hosted PBX
End User Guide
Version 7.2 | Issue 1 | 29 Nov 2010
XACT COMMUNICATIONS | 560 e. 3RD STREET, SUITE 202 | LEXINGTON, KY 40508 | 888.747.9228

Notices
Copyright © 2010 Xact Communications. All rights reserved.
This document contains Xact Confidential Information and is provided to the recipient under
the terms of the Non-Disclosure Agreement currently in force.
This guide may contain some features that were not set up for your phone system. Please
contact your administrator if you have any questions about features not available.
Xact Communications reserves the right to, without notice, modify or revise all or part of this
document and/or change product features or specifications and shall not be responsible for any
loss, cost, or damage, including consequential damage, caused by reliance on these materials.
Xact and the Xact logo are trademarks of Xact Communications. Other brands and products
referenced herein are the trademarks or registered trademarks of their respective holders.
Xact Communications
560 E. 3rd Street, Suite 202
Lexington, KY 40508
http://www.esco-tech.net

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Table of contents
Notices 4
Table of contents ii
1Introduction v
2Making Calls vi
2.1 Internally vi
2.2 Externally vi
2.3 Emergency Calls vi
2.4 Speaker Phone vi
2.5 Ending Calls vi
3Answering Calls vii
3.1 Using the Handset vii
3.2 Using the Speaker vii
4Call Forwarding viii
4.1 Introductionviii
4.2 Immediate, Busy and No Answer Call Forwarding using the Handset viii
4.2.1 Enabling viii
4.2.2 Disabling viii
4.2.3 Access Codes viii
4.3 Selective Call Forwarding using the Handsetix
4.4 Remote Access to Call Forwarding ix
5Advanced Call Handling x
5.1 Putting a call on hold x
5.2 Call Waiting x
5.3 Transferring a call x
5.4 Three Way Conferencing x
5.5 Parking a call xi
5.6 Retrieving a parked call xi
5.7 Do Not Disturb xi
6Voicemail xii
6.1 Accessing Voicemail xii
6.2 Using the Voicemail system xii
7Conferencing xiii
7.1 Moderator Instructions xiii
7.2 Participant Instructions xiii
7.3 Moderator Commands xiv
7.4 Moderator Web Access xiv
8Other Phone Features xv
8.1 Speed Dialsxv
8.2 Monitoring Other Lines xv
8.3 Paging xv
8.4 Account Codes xvi
8.5 Headset xvi

9Introducing CommPortal xvii
9.1 Accessing xvii
9.2 Logging In xvii
9.3 Using CommPortal xviii
9.4 Getting Help xix
9.5 Refreshing a Page xx
9.6 Logging Out xx
10 CommPortal Dashboard xxi
10.1 Messages xxi
10.2 Missed Calls xxi
10.2.1 Call Back xxii
10.3 Contacts xxii
10.3.1 Calling a Contact xxiii
10.4 Settings xxiv
11 Messages & Calls xxv
11.1 Messages xxv
11.1.1 Listen To a Message xxvi
11.1.2 Deleting a Message xxvii
11.1.3 Marking a Message as Heard xxvii
11.1.4 Marking a Message as New xxviii
11.1.5 Call Back xxix
11.1.6 Add Caller to Contactsxxix
11.2 Faxes xxix
11.3 Missed xxix
11.3.1 Add Caller to Contactsxxx
11.4 Dialed xxxi
11.4.1 Add Dialed Number to Contacts xxxi
11.5 Received xxxi
11.5.1 Add Number to Contacts xxxii
12 Contacts xxxiii
12.1 Contact List xxxiii
12.1.1 Searching xxxiv
12.1.2 Add a New Contact xxxiv
12.1.3 Editing a Contact xxxvi
12.1.4 Deleting a Contact xxxvii
12.1.5 Calling a Contact xxxvii
12.1.6 Groups xxxvii
12.2 Speed Dials xxxix
12.2.1 Adding a Speed Dial xl
12.2.2 Deleting a Speed Dial xli
12.3 Extensionsxli
12.4 Short Codes xliii
13 Call Manager xliv
13.1 Summary xlv
13.2 Follow Mexlv
14 Incoming Call Manager (ICM) xlviii
14.1 Summary xlviii

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14.2 Rules Based Routing xlviii
14.3 Schedule Based Routing liii
14.4 Special Days (Holidays) liv
15 Reminders lv
15.1 Adding Reminderslv
15.2 Deleting Reminders lvi
16 Groups lviii
16.1 Multi Line Hunt Groups lviii
16.1.1 Viewing Multi Line Hunt Groups lviii
16.1.2 Using Multi Line Hunt Groupslix
16.2 Call Pickup Groups lx
16.2.1 Viewing Call Pickup Groups lx
16.2.2 Using Call Pickup lx
16.3 Multiple Appearance Directory Numbers lxi
17 Settings lxii
17.1 Security lxii
17.1.1 Changing Your CommPortal Password lxii
17.1.2 Unblocking Remote Access to Call Forwardinglxiii
17.1.3 Changing your PINs lxiii
17.1.4 Unblocking Account Codes lxiv
17.2 Account Codes lxiv
17.2.1 Account Code Optionslxiv
17.2.2 Business Account Codes lxv
17.2.3 Personal Account Codes lxvi
17.3 Blocking lxvii
17.4 Preferences lxviii
17.4.1 Forwarding Preferences lxix
17.4.2 Line Information lxix
17.4.3 Voicemail Preferences lxx
17.4.4 Click To Dial lxx
17.4.5 Caller ID Preferences lxxi
17.5 Messaginglxxi
17.5.1 Settings lxxii
17.5.2 Mailbox lxxiii
17.5.3 MWI Notification lxxvi
17.5.4 Email Notification lxxvii
17.6 Phones lxxviii
17.7 Toolbar lxxviii
18 Click To Dial lxxx
18.1 Calling from your Regular Phone lxxx
18.2 Calling from Another Number lxxxi
19 Configuring Your Phone’s Keys lxxxiii
19.1 Using the Phone Configurator’s Graphical View lxxxiii
19.1.1 Pages of Keys lxxxvi
19.2 Table View lxxxvii
20 Access Codes lxxxviii

1Introduction
Welcome to your new phone!
This document describes the features of your phone, including the web management tool, CommPortal.
If after referring to this Guide you’re still having problems with your phone system then please contact your
administrator.
This guide will help you get up and running with your new phone as soon as possible. It tells you how to use
your phone and the more commonly used features.
This guide may contain some features that were not set up for your phone system. If you have any problems
or need a more detailed description of the operation of your phone then please contact your administrator.

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2Making Calls
2.1 Internally
To call another person in your business lift the handset and dial the other person’s extension. This is typically
a 3, 4 or 5 digit number, and may begin with #.
NOTE: Depending on your phone type and configuration the call may not complete automatically once you
have finished dialing and you may need to hit the Dial key (Aastra phones) once you have dialed the number.
2.2 Externally
To call a number outside of your business lift the handset and dial the phone number. Depending on your
phone system you may need to dial a code at the beginning of the phone number to indicate you are making
an external call.
NOTE: Depending on your phone type and configuration the call may not complete automatically once you
have finished dialing and you may need to hit the Dial key (Aastra phones) once you have dialed the number.
2.3 Emergency Calls
In an emergency lift the handset and dial 911. If you need to dial a code when calling an external number you
will also need to dial that code before calling 911.
NOTE: Depending on your phone type and configuration the call may not complete automatically once you
have finished dialing and you may need to hit the Dial key (Aastra phones) once you have dialed the
number.
2.4 Speaker Phone
To make a call using your speaker phone, either press the Speaker key or leave the handset on-hook and dial
the number of the person you want to call, followed by the Dial key (Aastra phones).
2.5 Ending Calls
To end a call replace the handset, or press the Drop or Goodbye key (Aastra phones).