bt cloud voice toolbar. administrator guide. · 3. download and installation instructions 5 3.1...

BT CLOUD VOICE TOOLBAR.ADMINISTRATOR GUIDE.

A guide to setting up and making the most of the BT Cloud Voice Toolbar.

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NEED HELP?If you have any problems setting up or using your BT Cloud Voice service, contact the Helpline on 0800 389 0537 or email [email protected]

1. Introduction 3

2. Hardware and Software Requirements 4

2.1 Operating System 4

2.2 Hardware Requirements 4

2.3 Software Requirements 4

3. Download and Installation Instructions 5

3.1 Welcome Email 5

3.2 Business Assistant Optional Add-On 6

3.3 Downloading the Application 7

3.4 Installing the Application 8

3.5 Configuring the Toolbar Settings 12

4. Business Assistant Enterprise User Guide 14

5. Example Welcome Email 15

6. Username and Password Management 16

WHAT’S IN THIS GUIDE.

999 or 112 emergency calls.

Your BT Cloud Voice phone number is registered to a specific address, so when you make a 999 or 112 call from your phone number, that’s the address the emergency services will see. If you use your BT Cloud Voice service at a different address, the registered address does not automatically change. So if your work location changes let your BT Cloud Voice service administrator know as they might also need to change your registered address.

You might not be able to make 999 or 112 calls when there’s a power or network failure or if using the service through an app on a mobile device.

EMERGENCY CALLS.

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1. INTRODUCTION.

Welcome to the Toolbar – a quick and easy way to control the various elements of the BT Cloud Voice Service from a PC. It will let you set up or disable features such as click-to-dial, and allows you to manage your calls to suit your changing needs, all directly from your computer screen.

This guide is an easy-to-follow, step-by-step guide to downloading, installing and configuring the Toolbar for yourself and your employees.

Please note that the Toolbar is only suitable for Windows PCs with Internet Explorer 7 (or later) or Firefox Version 3, 10 or 11. It also works alongside Microsoft Outlook if that is installed.

Passwords are used for the configuration; please follow standards for Password Protection Policies to make sure it’s as safe as possible.

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2. HARDWARE AND SOFTWARE REQUIREMENTS.

The following are the minimum requirements that you need for the Toolbar to work properly. It is strongly recommended that your computer should have capabilities greater than these, if at all possible.

You need Microsoft Windows to run the Toolbar.

The hardware requirements include:

• 1.2 GHz or higher Pentium 3 or compatible CPU

• 128 megabytes (MB) of RAM recommended minimum; more memory generally improves performance

• 60 MB available hard disk space

• Video graphics card with 8 MB of RAM (minimum)

• Super VGA monitor (15 inches or larger)

• 800 x 600 screen resolution minimum, 1024 x768 is recommended

The software requirements include:

• Windows XP, Windows Vista, Windows 7

• Windows Installer 2.0

• Internet Explorer 7.0 or later 32bit version only (required for IE Editions)

• Mozillia Firefox 3 10 or 11 (required for Firefox Editions)

• 2003, 2007, 2010 (required for Outlook Editions)

• Microsoft Active Directory has been tested for LDAP integration

2.1 Operating System.

2.2 Hardware Requirements.

2.3 Software Requirements.

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3. DOWNLOAD AND INSTALLATION INSTRUCTIONS.

When you set someone up with the toolbar, the first thing to do is to check that they have a valid, current email address. You’ll need to include this in their Employee Profile (see below), so that their automatic welcome email will reach them. This contains everything that they need to start up the toolbar, including their login information, so it’s very important that they receive it.

To Create a new Employee, go to Company >> Dashboard >> Add Employee

3.1 Welcome Email.

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Once you’ve filled in the email address, you’ll need to activate the Toolbar from the Optional Add-On Feature Packages, as shown below.

1. Go to the Employees tab, choose your employee, then click on Service Settings from the left hand menu.

2. Scroll down to “Optional Add-On Feature Packages” and use the slider button to switch on the Toolbar.

3. Scroll down again, and Click Save at the bottom of the page.

4. Continue and complete the rest of the set-up process as normal – just follow the prompts.

5. Once this part of the set-up is complete, your employee will get the welcome email as mentioned above. They will need Local Administrator Rights to continue with the process and install the software on their machine.

6. If this email does not appear, check the junk folders and spam filters and so on. If you still can’t find it, consider altering or temporarily disabling any Anti-Virus program or similar software before you try and download the Toolbar, as some computers can see the Toolbar as a threat. Don’t forget to turn it back on again as soon as the installation has finished.

3.2 Toolbar Optional Add-On.

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To get started with the latest version of the Toolbar, click on this link:

http://downloads.yourservices.co.uk/bae

You will see the following prompt:

Enter downloads in the ‘User name’ field.

Enter myapps as the password.

Once you’ve entered the log-in details, you will see a Web Deployment Wizard similar to the one below. Follow the on-screen instructions to continue.

3.3 Downloading the Application.

NOTE: If you have a customised, branded Toolbar then the modified link and log in details will be sent to you in your welcome email.

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When you’ve been through those instructions, download the file – a security warning like the one below will appear – save it to your desktop (or wherever you want the Toolbar).

After double-clicking the icon, the following warning might appear. Just click Run to carry on with the installation.

Once it has been saved, close all existing programs including Internet Explorer and Microsoft Outlook. Now go to where you saved it (i.e. the desktop) and double-click the file to begin installation.

3.3 Downloading the Application.

3.4 Installing the Application.

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There is likely to be a short delay while the installation gets started, so please be patient and don’t do anything else until you see this screen below. Click on Next to continue.

Click Next again when you see the screen below:

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Choose ‘Complete’ on the following screen, then click Next:

Then click Next on this screen to confirm that you are ready to install:

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You might be prompted to close Outlook or Internet Explorer; do this first, then the application will be installed.

Once everything is ready, you will see this window – click Finish.

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Now you’re ready to open Internet Explorer. You’ll be asked to enter the Username and Password from your welcome email that was mentioned earlier. Take care when you’re typing, as both the Username and Password are case sensitive.

If you need to view your Username and Password in the future, just click on the

‘Options’ button on the toolbar then click on ‘Accounts’.

Once the details are entered, the Toolbar buttons will all appear in colour, as follows:

3.5 Configuring the Toolbar Settings.

NOTE: If there is a local Firewall on your machine, you may receive a warning. Click on Always Grant Access for Toolbar to make sure you’re able to set it up and use it.

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The next step is to update your settings so your toolbar works for you:

This button (on the left of the screen) is used to login and logout of the toolbar.

To access the main features of the toolbar, click on the Services button and you’ll see the Window below:

Just select a feature from the menu down the left hand side, then set it up as you want it using the options you’ll see on the right-hand side of the window.

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4. BUSINESS ASSISTANT ENTERPRISE USER GUIDE.

If you have any queries while you’re using the Toolbar, an online User Guide is available from:

http://downloads.yourservices.co.uk/baeguide

The username is downloads.

The password is myapps.

Details on changing the features of the Toolbar can be found in each relevant section in the ‘User Features Reseller Guide’.

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5. EXAMPLE WELCOME EMAIL

The following is an extract from a typical welcome email, with instructions for obtaining the toolbar and the login information that is needed:

Call Control Application

Your package includes a call control application, which can be downloaded from the following location: http://downloads.yourservices.co.uk/bae.exe

Username: downloads

Password: myapps

Follow the installation prompts -- when prompted enter the following username: [email protected] and password: 097798.

Toolbar Usernames and Passwords

The usernames and passwords are included in the welcome emails as above. The username for Toolbar always takes the format: <username>@<domain>

For example, [email protected]

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6. USERNAME AND PASSWORD MANAGEMENT.

Your employees will need to log in to the Toolbar with their HIPCOM Application Username and Password. This should be included in their Welcome Email.

The Username always takes the format: <username>@<domain>

For example, [email protected]

The Application Password can be set and changed via the Business Portal. Go to the Services in the Business Portal, then click on Employees >> Service Settings >> Service Passwords.

1. Check that the “Password to Change” is set to Application.

2. Enter and confirm the new password, then click “Change Password”.

Offices Worldwide

The services described in this publication are subject to availability and may be modified from time to time. Services and equipment are provided subject to British Telecommunications plc’s respective standard conditions of contract. Nothing in this publication forms any part of any contract. © British Telecommunications plc 2014. Registered office: 81 Newgate Street, London EC1A 7AJ. Registered in England No. 1800000.

PHME 72070

bt cloud voice toolbar. administrator guide. · 3. download and installation instructions 5 3.1...

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