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P1N - Web Portal Tutorial 4 - Personal Directoryx

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      WEB PORTAL PERSONAL DIRECTORY TUTORIAL FOUR            The purpose of this module is to familiarize you with navigating the Personal Directory, using the function icons and adding personal contacts.    WEB PORTAL DIRECTORY   on the Personal Sub Tab of the Directory Tab Figure 1 – Personal Directory Tab – Adding Favorites  There are a variety of ways to add contacts to your Personal Directory. • Add individual entries • Import a CSV file • Add from the Call Log • Add from Call Screening                   From the Personal Directory Tab  on the ADD button  Figure 2 – Adding information to your Personal Directory   the information on the right hand side. You can complete as much information as you need here for your personal contacts.   on SAVE  After saving the information you will automatically go back to the Personal Directory window and will see the contact information you just entered. A system message will display in the upper left corner of the window. Figure 3 – Icons in your personal directory  Cell Number is represented by the   (cell phone icon) Fax Number is d with a  (fax machine Icon) Home Number is represented by the  (house icon) Office Number is  by the  (briefcase icon) Pager Number is represented by the  (pager icon)                IMPORTING A FILE INTO THE DIRECTORY Before you can import a file into your personal directory ...
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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
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