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WEBPORTALPERSONALDIRECTORY
TUTORIALFOUR
ThepurposeofthismoduleistofamiliarizeyouwithnavigatingthePersonalDirectory,usingthefunctioniconsandaddingpersonalcontacts.
WEBPORTALDIRECTORY<Click>onthePersonalSubTaboftheDirectoryTab
Figure1PersonalDirectoryTabAddingFavoritesThereareavarietyofwaystoaddcontactstoyourPersonalDirectory.AddindividualentriesImportaCSVfileAddfromtheCallLogAddfromCallScreening
FromthePersonalDirectoryTab<Click>ontheADDbutton
Figure2AddinginformationtoyourPersonalDirectory<Enter>theinformationontherighthandside.Youcancompleteasmuchinformationasyouneedhereforyourpersonalcontacts.<Click>onSAVEAftersavingtheinformationyouwillautomaticallygobacktothePersonalDirectorywindowandwillseethecontactinformationyoujustentered.Asystemmessagewilldisplayintheupperleftcornerofthewindow.
Figure3IconsinyourpersonaldirectoryCellNumberisrepresentedbythe(cellphoneicon)FaxNumberisrepresentedwitha(faxmachineIcon)HomeNumberisrepresentedbythe(houseicon)OfficeNumberisrepresentedbythe (briefcaseicon)PagerNumberisrepresentedbythe (pagericon)
IMPORTINGAFILEINTOTHEDIRECTORYBeforeyoucanimportafileintoyourpersonaldirectory,youmustexportafile.Forexample,youwouldfirstexportafilefromOutlook,thenimportintothedirectory.IMPORTINGDIRECTORYENTRIESFROMACSVFILE
YoucanimportanexistingcontactlistthatyouexportedfromOutlookorExcelasacommaseparatedvalue(CSV)file.
CREATINGACSVFILE
Outlookhasan"ImportandExport"featureundertheFilemenuthatallowsyoutoexporttheContactslist.ACSVfilethathasbeenexportedbyOutlookcanbeopenedandeditedinExcel.Also,afilecanbecreatedinExcelandthenexported.
NOTE: IfyourCSVfilewascreatedinExcelandcontainsalonginternationalnumberstartingwithazero,thedefaultcellsizeinExcelwilldisplaythisnumberinexponentialformat.WhenthisinformationisexportedfromExcelintoaCSVfile,theleadingzeroisnolongeronthenumber.WhenthedataisimportedintoWebPortal,thenumberwillnotbecorrectbecausetheleadingzerowasnotinthefilethatwasimported.
For example: phonenumber0118458822999,whenenteredinExcelwiththestandardcellwidth,willbedisplayedas1.18459E+11.Therefore,11845911willbethenumberthatgetsexportedtoaCSVfilebyExcel.
Tocorrectthisproblem,besuretowidenthecolumnsinExcelsothatthenumberisdisplayedcorrectlybeforeyouexportittoaCSVfile.ThisproblemdoesnotoccurwhenexportingdatafromOutlook.
CHECKINGTHEFILEFORMATColumntitlesareimportantintheCSVfilethatisbeingimported.Thecolumnsmustbelabeledaslistedbelowincludingcase.Failingtocapitalizealabelasshownwillcausetheimporttofail.Orderofthefieldsisnotimportantandmissingoradditionalfieldsaresimplyignored.WebPortalwillusetheinformationfromcolumnswithmatchinglabelstocreatethePersonalDirectory.FirstNameLastNameCompanyBusinessFaxBusinessPhoneHomePhoneMobilePhonePagerEmailAddress
IMPORTINGTHEFILEToimportaCSVfileintoWebPortal,dothefollowing:OntheDirectorytab,selectthePersonaltab.ClicktheImportbuttonatthebottomofthescreen.OntheImportpage,select:Appendifyouwanttoimportallnewdirectoryentries(noneofthecontactsintheCSVfilealreadyexistinyourPersonalDirectory)OverwriteIfyouwanttoupdateyourexistingPersonalDirectoryentrieswithanychangesandifyouaddednewcontactstotheCSVfile.NOTE:IfyouhavecontactsintheCSVfilethathavealreadybeenimportedtothedirectory,andAppendisselected,theimportfunctionwillfailduetoduplicateentries.Typeintheentirepathnameofthefileyouwishtoimport.Ifyoudonotknowthepathname,clickBrowsetosearchforthefile.ClickUploadFiletoimportthefile.Awindowwillbedisplayedlistingthecontentsofthefile.ClicktheImportbuttontoimportthefile.Ifyoudonotwanttoimportthefileshownoryouwishtoselectadifferentfile,clickthebrowser'sBackbutton.". IfyouclickedImport,youshouldgetamessagesaying"Directorysuccessfullyimported
NAVIGATINGUSINGTHEFOURFUNCTIONICONS
Figure4FunctionIconsfromtheDirectoryWindowEditUsingtheFunctionIconsfromtheDirectoryWindowtherearefouricons,Edit,Email,OptionsandConferenceIn.<Click>ontheEDITiconandmakeanynecessarychangesoraddnewinformationforyourcontactyouwillseethesystemmessageappearintheupperleftcornerofthewindowlettingyouknowthatyousuccessfullymodifiedthecontactinformation.(SeeFigure4above)<Click>ontheEmailiconandyouremailprogramwillopenwiththeTO:populatedwiththeuseremailthatyouselected..
<Click>onthe
Optionsicon
Figure6FunctionIconsfromtheDirectoryWindowOptionsCallScreeningScreeningCallsfromthePersonalDirectoryYoucansetupCallScreeningactions(suchassendtovoicemailorforwardtoanothernumber)forthecallerslistedinyourdirectory.1.Findthecalleryouwanttosetupacallscreenactionfor.2.ClicktheOptionsbuttonnexttothedirectoryentrythatyouwanttoscreen.3.Clickthephonenumberfortheentrythatyouwishtoscreen(ifthereismorethanonenumber).4.ClickAddtoCallScreeningtoaddacallscreenaction,orCanceltoexitbacktothepreviousscreen.FormoreinformationaboutCallScreeningusetheCallManagementModule.
<Click>ontheConferenceIniconConferenceInTheConferenceIniconwillallowyoutoConferenceInuptothe5callersbydefaultandiscalledAdhocconferencing.Ifmoreadhocusersarerequired,pleasecontactyourPlanetOneNetworkSupportat614.602.4222
Figure7FunctionIconsfromtheDirectoryWindowConferenceInWhileonanactivecallusingtheVoiceAssistant:
Figure8Answer&ControltheCall<Click>AnswerandControltheCall
Figure9VoiceAssistantWindow
Note:youcanusethefunctioniconhereforStartaConferenceIFyouknowthephonenumberorextensionofpartyorpartiesyouaregoingtoconferencein.Otherwiseyoucan:BringupyourPersonalDirectoryandfindthefirstpartythatneedstobeconnected.<Select>theparty<Click>ConferenceInClickonthephonenumberofthepartyyouwanttoconferencein.
Figure10ConferenceInWindow
Un pour Un
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