openscape v1.0 user guide

7/23/2019 OpenScape V1.0 User Guide

http://slidepdf.com/reader/full/openscape-v10-user-guide 1/43

User Guide for OpenScape(preliminary version, Oct. 1)



Table Of ContentsWelcome to OpenScape.................................................................................................................. 1

OpenScape, a new way to work.................................................................................................. 1

Key Features of OpenScape....................................................................................................... 1

FAQs (Frequently Asked Questions about OpenScape) ............................................................ 2

Get started....................................................................................................................................... 5Getting Started ............................................................................................................................ 5

Configure OpenScape as trusted site ......................................................................................... 5

Learn about the Personal Portal ................................................................................................. 5

Set your status ............................................................................................................................ 8

Set up your OpenScape contacts ............................................................................................... 9

Communicate with others .............................................................................................................. 11 About communication devices .................................................................................................. 11

Select your preferred devices and configure preferences ........................................................ 12

Communicating with your contacts ........................................................................................... 12

Voice.............................................................................................................................................. 15Making calls............................................................................................................................... 15

Making Conference Calls .......................................................................................................... 16

When others call you................................................................................................................. 16 Manage your phone greetings....................................................................................................... 19

The Interaction Center folders in Outlook ................................................................................. 19

Customize the wav file that your callers hear ........................................................................... 19

WebGreeting.htm...................................................................................................................... 20

Customize your default web greeting........................................................................................ 20

Modify links in your web greeting.............................................................................................. 21

You use the Voice Portal ............................................................................................................... 23 About the Voice Portal .............................................................................................................. 23

Listen to voice and email messages ......................................................................................... 23

Manage calendar appointments by phone................................................................................ 23

Retrieve Outlook contact information by phone ........................................................................ 24

Phone Favorites -- shortcuts for Voice Portal tasks .................................................................. 24

Your callers use the Self-Service Portal ........................................................................................ 25 About the Self-Service Portal.................................................................................................... 25

GuestContent.htm..................................................................................................................... 25

Setting up access to the Self-Service Portal for an Outlook Contact........................................ 26

Customize greeting for contact guests...................................................................................... 26

Your contacts can use Self-Service Portal to make appointments with you............................. 26

Make documents available to all callers.................................................................................... 27

Make documents available to Outlook contacts........................................................................ 27

Email and instant messages.......................................................................................................... 29Outlook with OpenScape .......................................................................................................... 29

Windows Messenger with OpenScape ..................................................................................... 29

Specify how others can communicate with you............................................................................. 31 About Rules............................................................................................................................... 31

Rules Wizard............................................................................................................................. 32

Work in collaboration with others................................................................................................... 35 About Workgroups and the Workgroup Portal .......................................................................... 35

Managing your workgroups....................................................................................................... 35

Starting a WebEx Meeting ........................................................................................................ 36

Index .............................................................................................................................................. 37

i



Welcome to OpenScape

OpenScape, a new way to work

OpenScape makes it easier for you—regardless of whether you are in the office, at home, or on

the road—to access the people and the information you need. Your status -- the basis for optimized communications

OpenScape uses your status to determine how to route communicationsto you. Your co-workers can see whether you are in the office, in ameeting, working remotely, etc. (Of course you can always choose toblock individuals from seeing your status.) Remember to set your statusand keep it current! There is no correlation between your OpenScapestatus and your Windows Messenger status.

which phone, email addr

Portals -- access to the powerful features of OpenScape

ess to your contacts and

p Portal makes it easy for you to work in collaboration with

Key Features of OpenScape

OpenScape simplifies yo by unifying access and control

rvice - allows you to give out one phone number for people to reach you.

nage voice, fax and email

nction with Windows Messenger to provide

Your contacts -- a circle that can include co-workers, customers, family, and friends

Set up your OpenScape contacts (other OpenScape users) so that you

can see at a glance what their status is and determine the best way toreach them. You may have other non-OpenScape users as WindowsMessenger contacts, and you will definitely want to configure somepeople with whom you communicate regularly as Outlook contacts sothat they can take advantage of your Self-Service Portal.

Your devices -- you define them, OpenScape tracks them

You define the devices for voice, email, and instant messaging on whichyou want to be reached. OpenScape keeps track of all devicesconfigured for a particular media type, determines the overall availabilityof those devices and then routes calls, emails, or instant messagesappropriately. There is no direct link between your status and the overallavailability of your devices. Remember to set your device preferences --ess, and instant messaging device you want to be reached on!

The Personal Portal is your desktop application.The Voice Portal provides phone access.The Self-Service Portal provides phone accother callers.The Workgrouothers.

ur business communications environment

elements into a single application.OpenScape provides:

One Number SeYou control where to route those calls through OpenScape.Unified Messaging Service - You can store, access and mamessages in your Microsoft Outlook Inbox.Instant Messaging Service - Works in conjusecure and auditable instant messaging service.

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User Guide for OpenScape (preliminary version, Oct. 1)

Audio Conferencing Service - Supports your needs for scheduled and ad hocconferencing without requiring special call-in and logon procedures.Multimedia Collaboration Services - Supports live, interactive document reviews amongmembers of geographically dispersed workgroups and collaborative teams.

Priority Contact Handling - Enables users to offer specialized priority routing and self-service options for priority contacts.

Presence-based Contact Management - Enables users to see and share real-timepresence and availability information with the colleagues.

Multimodal Communications - Allows seamless transition of communications activity

ion - Converts text messages to speech, which can then be read

Voice Commands - Recognizes voice commands through Automatic Speech Recognition

FAQs

Q: I've ?

e-versa. You should use OpenScape as the primary way to

Q: If Istill be

ppropriately. But if you

rrent status that way.

A: Learn more about modifying your greetings by clicking here.Q: Howme?

fine rules that specify who can contact you, by which

Q: How ice devices to my Preferred Phone selection menu?

s a contact, they should be able to tell by the voice icon next tomy na evoice

across a variety of devices and media.

Text-to-speech conversout over a voice device.

technology.

(Frequently Asked Questions about OpenScape)

changed my status in Windows Messenger but it hasn't changed in OpenScape. Why

A: Changing your status in Windows Messenger does NOT automatically update yourOpenScape status, or vicconvey your personal status. Set your status in Windows Messenger only to indicate itsavailability as a device. shut down the PC where OpenScape is running, will other users who have me as a contactable to see my status?A: Yes! That is why you should keep your status current at all times. If you are leaving theoffice and shutting down your PC, remember to set your status aforget, you can always call the Personal Portal and change your cu

Q: How do I set up my personal greeting that answers my voice calls?

does OpenScape help me prioritize how and when specific people can get in contact with

A: OpenScape allows each user to demedia and under what conditions.

Q: How do I add people to my contacts list?A: Click here to learn how to set up your OpenScape contacts.

do I add voA: Click here to learn how to create additional voice devices that OpenScape willrecognize.

Q: If other people have me listed ame whether I am available to be reached by a voice call. But when I'm on the phone, thicon doesn't change. Why? A: The phone icon shows the combined availability of all of the voice devices that aredefined for you. That includes your Windows Messenger voice client, and any additionalvoice devices you may have defined, such as your office phone, mobile phone, homephone, etc. When you change the presence status on your Windows Messenger client,

OpenScape knows this and updates the presence status of that device for voice and IM.However, unless your company has an arrangement with your mobile carrier and/or thepublic network carrier that provides phone service to your home, OpenScape has noof knowing the availability of those devices. Your office PBX phone may have mlines, in which case being busy on one line does not necessarily mean the d

wayultiple

evice is

Q: When I join a multimedia workgroup session late, or I've initially joined by voice only and now Iwant to see the current document under review, how can I get to the document?

unavailable. If your office phone is a SIP phone managed by OpenScape, thenOpenScape will be able to provide presence status updates to that device.

2



Welcome to OpenScape

A: Find the current workgroup in your My WorkGroups. Click the name of the group, which willlaunch your Workgroup Portal. Select the document from the list of documents on yourWorkgroup Portal. Q: How do I delete a workgroup I no longer need?

A: Note that only the owner (person who initially set it up) can delete a workgroup. If you are the

owner, you can select the workgroup in My Workgroups and click .

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Get started

Getting Started

Here are some essential steps to get you started with OpenScape:

• Configure OpenScape as a trusted internet site in your Internet Explorer browser.• Take a tour of the Personal Portal

• OpenScape is presence-aware, so be sure to set your status and change it whenneeded.

• Indicate your preferred phone and other communication devices.

• Add your contacts to take advantage of OpenScape's multi-resource communicationsfeature.

Once you are familiar with the basic features of the Personal Portal, learn more about thefollowing:

• The Voice Portal allows you to access the features of OpenScape from the phone.

• Use the Rules Wizard to set up how, where, and when you can be reached.

• Increase the productivity of the group of people you work with by setting up your team asa Workgroup.

• If your company subscribes to the WebEx service, configure your WebEx password.

1. Click Options. The Preferences page opens.2. In the WebEx password field, enter a new password and confirm that password.3. Click Apply changes.

Configure OpenScape as trusted site

Your system administrator will provide the URL for you to access OpenScape.OpenScape uses your Windows authentication credentials, which means that you do not need aseparate user ID and password to log on to OpenScape.

You do, however, need to add the OpenScape web site to your Internet Explorer (IE) list oftrus sted ites:

1. From the IE Tools menu, select Internet Options.2. On the Security tab, click the Trusted Sites icon.

4. Web site text box, enter the OpenScape site provided by your systemor.

5. Click OK.

nding on where you launchOpenSc l can appear:

• In an Internet Explorer page

3. Click the Sites... button.In the Add thisadministrat

Learn about the Personal Portal

The Personal Portal is the main workspace for OpenScape. Depeape from, your Personal Porta

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• For Windows XP users, as a tab in Windows Messenger

• As a page in an Outlook folder

6



Get started

Regardless of where the Personal Portal appears, it has the following components:My status: Set your status here so that OpenScape can use your presence information todetermine the best means to route communications to you.

My preferred phone: Specify on which of your voice devices (desk phone, cell phone, WindowsMessenger, home phone, etc.) OpenScape should route voice communications directed to you.

My Calls: Make calls, start a conference call, and track the current status of your devices.

7




My Contacts: Manage your contacts and check whether a contact is available by voice, email, orinstant messaging.

My Workgroups: Manage your workgroups and check their status (such as whether a meeting is inprogress).

Set your status

Your status is the primary variable that OpenScape checks to determine how to routecommunications. It provides a basis for the rules that give you control over how yourcommunications work.

• Click My Status and select a status from the drop-down list.

8



Get started

You can select from one of the following predefined statuses:

• Working Remotely

• In the Office

• Be Right Back

• In Meeting

• No Interruptions

• Out of Office

• On Business Trip

• On VacationThe status that you set can also be seen by other OpenScape users who have you in their MyContacts list. However, you can block other contacts from seeing your status by using theWindows Messenger Block List. (Consult the Windows Messenger Help for information on thisfeature.)

There is no correlation between status in OpenScape and status in Windows Messenger. Youmust set your OpenScape status from the drop-down list provided by My Status or from theVoice Portal (by phone). There is no option to change status automatically.

You should set your status in OpenScape to indicate your own personal status and control whichOpenScape rules are in effect. You should set the status in Windows Messenger only to indicatethe availability of your Windows Messenger device.

Set up your OpenScape contacts

OpenScape makes it easy to communicate with people you have configured as contacts. Addyour contacts as follows:

1. From My Contacts, click .2. The Windows Messenger Add a Contact Wizard steps you through the process.

The contacts you added appear in your My Contacts list, where you can easily determine theirstatus.OpenScape contacts are separate and distinct from Outlook contacts and from WindowsMessenger contacts. The people in your My Contacts list are other OpenScape users. Youcannot import contacts from Outlook to OpenScape or vice-versa.

To delete a contact, use Windows Messenger.

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Communicate with others

About communication devices

In OpenScape, communication devices include phones, instant messaging, and email. There are

two categories of devices:Registered devices are automatically configured for you. SIP phones (such as theoptiPoint 400 V.3) and Windows Messenger are registered devices that are automaticallyrecognized by the system.Associated devices are devices such as your cell phone or your email address that youmust configure in order for OpenScape to recognize them.

To view and manage your devices, click Options and then Devices.

Registered devices

For a registered device, you can:

• Change the name of the device.

To c nha ge the name:1. Click Options, then Devices, then Registered Devices.2. Select the device whose na3. Click the Edit (pencil) icon.

me you want to change.

4. In the Name bo5. Click Update.

x, enter a new name for the device.

1. Click Options, then Devices, then Registered Devices.

2. Click the (Edit) icon next to the device whose namox, enter a new name for the device.

e you want to change.3. In the Name b4. Click Update.

• Change the media that the device is enabled for.

1. Click Options, then Devices, then Registered Devices.

2. Click the Click the (Edit) icon next to the device you wish to change.3. Check or clear 4. Click Update.

the box for voice, instant message, or email.

Associated devices

For an associated device, you can:

• Create a new associated device

1. Click Options, then Devices, then Create Associated Device2.

. Enter the Name and Contact information. In the Contact field:

To configure a phone, enter the phone number, using the same numbers that youwould dial from your desk phone (e.g. 25818 or 914151234567)T )o configure an email address, enter the address (e.g. [email protected]

email).3. Select one or more modes for the device (voice, instant message,

rent presence of the device (offline, online, or busy).4. Select the cur 5. Click Create.

To subsequently change the presence information, you must edit the associated device.

• Modify or delete an associated device.

1. Click Options, then Devices, then Associated Devices.

2. Click the (Edit) or (Delete) icon for the device that you want to modify ordelete.

Edit: Enter the new information and click (Update).

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Delete: a message asks if you want to delete the device. Click OK.

• Set the presence for an associated device

1. Click Options, then Devices, then Associated Devices.

2. Click the (Edit) icon for the device whose presence you wan to change.3. Select the presence (Online, Offline, Busy) that you want to apply to the selected

device.4. Click (Update).

Select your preferred devices and configure preferences

Your preferred phone (also called "voice device") is the one that OpenScape uses when yourrules call for routing to your preferred phone. Your preferred phone is also the one that is usedwhen you make a call from My Calls.

• On the Home page, click My preferred phone and select one from the devices that areshown. The list contains all phones that are currently configured for you in OpenScape.

If you have a SIP phone such as a Siemens optiPoint 400 V.3 phone, it is automaticallyconfigured.You can add other phones, such as your cell phone, your home phone, etc.

• Click Options to set your preferences:o Select your preferred devices for voice (same as My preferred phone on home

page) Email, and instant messages.o Enter your OpenScape password for the Voice Portal. (This is the numeric

password you enter when you access OpenScape by phone.)o

o Enter the number of seconds for ring-no-answer timeout. This is the time intervalthat OpenScape will continue to ring the voice device before the caller is routedeither to voice mail (for devices that have voice mail) or (for devices without voicemail) move to the next step in the call process.

Enter your preferred language.

Note that you can set this value to 0, but this will cause the phone to ringindefinitely.

Communicating with your contacts

When you want to get in touch with an OpenScape contact, the My Contacts list makes it easy todetermine the best way to reach that person.The icon to the left of the contact's name shows the person's current status:

In Office or Working Remotely

Be Right Back or In Meeting

On Business Trip or Out of Office

On Vacation

No Interruptions

Unknown

You can alsoth

determine the status of a contact by holding the cursor over the icon to the left ofe name:

12



Communicate with others

Use the icon to the right of the name to determine whether that person is reachable by voice call,instant messaging, or email:

• When the voice icon is grayed out, the contact's preferred phone is not available. (Theicon is always there because voice mail is always available.)

• When the IM icon is missing, the contact is not available for instant messaging.

• Email is always available.

The icon displays the overall availability for each media type (voice, email, instant message) that

is supported by any of the devices owned by a user. It takes into account the state (busy, online,offline, or unknown) of each device that supports that media type. Then those states arecombined to determine overall availability.

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Voice

Making calls

When you make a call, OpenScape first calls YOUR preferred voice device before trying toreach the called party.

Whether you make a call from My Contacts, My Calls, or My Work Groups, the status of yourcall is displayed in the lower pane of My Calls.

Calling an OpenScape contact

To call an OpenScape contact, simply click next to the person's name.The call is routed over your preferred voice device to the preferred voice device of the contactyou are calling.

Calling a non-contact

To call someone who is not an OpenScape contact:1. From My Calls, enter the information in the Number field.

2. Click . (Enter the phone number exactly as you would dial it from your desk phone,

e.g., 914155551212.)You can use the Disconnect, Hold / Unhold, and Transfer icons to manage the call while you areconnected:

Disconnecting a call

Click .

Putting a call on hold

Click to put the call on hold. Click the same icon when you are ready to take the call off hold.

Transferring a call

1. Click .2. On the Select Participants page, select the party you want to transfer the call to from

:one of the followingYour list of contactsThe Global Address Book

By entering contact information

3. Click Add to move the name to the List of Selected Parties4. Click Transfer .

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Making Conference Calls

The following options are available:

• Add additional parties to an existing call:

1. From My Calls, click the Start Conference icon.2. Select one or more participants for the conference from your OpenScape

contacts, the Global Address Book, or by typing in the contact information (name,phone number, and email address).3. Click the corresponding Add link so that the party or parties is moved to the

Selected Parties list.4. Click either Start WebEx meeting now or Start Conference now to conference

the selected parties.

• Set up a conference with two or more of your OpenScape contacts:1. From My Contacts, click the box next to the contact to select that person for the

conference.2. Click the voice conference icon

or (if your company subscribes to the WebEx service) the WebEx conference

icon

to start the conference.

• Start a voice conference or a WebEx meeting with a work group by clicking theappropriate icon in My Work Groups.

When you are communicating with only one person, you can simply click on the icon representingthe voice, IM, or email next to that person's name in My Contacts. If you are placing a multi-partycall, then you need to select the check boxes next to each party you would like on the call, then

click or .

When others call you

The rules that you set up using the Rules Wizard determine what happens when others call you.Based on your status, you can have callers directed to another device, transferred to anothernumber or a different person, or routed to your personal web site, where they hear your greeting.When callers are routed to your personal web site, they interact with the following greetings,which are stored in Outlook folders:

Your wav file greeting

When callers are routed to your greeting, the first thing they hear is a recorded voice that says"Hello". Like the other greetings described below, this greeting is stored in an Outlook folder. Therecorded voice is a wav (audio) file called PhoneGreeting, located in yourPersonalizedGreetings/ Greeting to Use folder.

Immediately following that, callers hear your web greeting.

Your web greeting

With OpenScape, the greeting that your callers hear is actually a web page -- an HTML file that isstored in a predefined Outlook folder. The text-to-speech feature of OpenScape turns your webpage into the spoken words that your callers hear.When you first launch OpenScape you have two default web greetings already set up:

16



Voice

• WebGreeting -- this is a general greeting that is played to all your callers. It is located inthe ForwardAccess folder, either in the en-US folder (for English-language speakers) orde-DE folder (for German-language speakers). More information on your web greeting.

• GuestContent-- this is a greeting tailored for a caller who is an Outlook Contact. It islocated in the GuestContent folder, either in the en-US folder (for English-languagespeakers) or de-DE folder (for German-language speakers). More information on the

greeting for your contact guests.

Do not delete these files or your callers will not hear any greeting. Consult your systemadministrator before changing the names of these files.

Callers can leave voice messages

Your callers can leave voice messages for you. There are two message delivery options: normal(which is the default) and urgent. The maximum recording length is five minutes.Once the caller has finished recording the message, contact guests who are logged on can useother guest features of the system like transferring to another extension.

Your callers can also access the features of the Self-Service Portal.

17



Manage your phone greetings

The Interaction Center folders in Outlook

The greetings for your callers and the documents to be provided to your callers are stored in

Outlook folders (the Interaction Center folder and subfolders). These folders and the defaultgreetings are set up for you automatically.Click an area on the image below for an explanation of what that folder is used for:

Language-specific subfolders (en-US for English and de-DE for German) are included. In twocases, (SelfService and GuestContent), they are there as an aid if you handle calls from bothEnglish-speaking and German-speaking callers. In the case of the ForwardAccess folder, theydetermine which language greeting gets played to your callers.

Consult your system administrator for assistance in setting up alternate language greetings.

hat you can customize with your own words and

The gen folder) says Hello. You cancustomize it in one of two ways.

To pers our own words:

ting.

box.

Save the file as PhoneGreeting.wav .

rently stored in the PersonalizedGreetings folder and drag & drop the

e file in the folder and it must have the name PhoneGreeting.

Customize the wav file that your callers hear

OpenScape provides a default generic greeting tyour own voice.

eric wav file greeting (stored in the PersonalizedGreetings

onalize the greeting in y

• Use the microphone on your PC to record a new greeOR

•

Call the Voice Portal and leave a message for yourself. That message will appear as awav file in your InThe recording must be a wav file in 8kHz 16-bit PCM.

Delete the file that is cur new file into that folder.

There should be only on

19




We

bGreeting.htm

This is the greeting that is played for all your callers. To be active, this file must be placed in aspecific Outlook folder:

• (for English-language users) InteractionCenter/ForwardAccess/en-US/ForwardAccessToUse

enter/ForwardAccess/de-• (for German-language users) InteractionC

DE/ForwardAccessToUse

andThe con bGreeting.htm is:

We m onal web site.

ssage

he HTML document into the greeting that your callers hear. OpenScapek. So with the default greeting,

your callers hear:

P P Pre 4

You n

lder:

•

Ope tm file located in that folder. Since it is a web page (HTML file), the filew o2.3.

type whatever you want your callers to hear. For example: ve reached my OpenScape web-based greeting. I am

on va away, Mr. Schmidt will handle my calls. Please selectfrom

4. ections for your callers: Leave message,is formatted as a bullet list. Each selection is

ld your cursor over each link and see the target that iscurre

The default web greeting provides links to allow your callers to leave you a message, retrievedocuments from a folder you specify, or log in as a contact guest. The documents available toyou al ents you place in the InteractionCenter/SelfService/en-US folderr c lers are any docum

its subfolders.tent of the default We

lco e to my pers

You may leave me a voice message or retrieve documents. If you have an ID you may also logon to make an appointment with me. Please make your selection from the following choices:

• Leave me

• Retrieve documents

• Login

• DisconnectOpenScape transforms tautomatically inserts "Press <digit number> to..." before each lin

"Press 1 to leave message.ress 2 to retrieve documents.ress 3 to log in.

ss to disconnect."

ca create your own web greeting and replace the default.

Customize your default web greeting

1. In your Outlook Personal Folders, locate the appropriate fo

English-language users: InteractionCenter/ForwardAccess/en-US/ForwardAccessToUsefolder.

• German-language users: InteractionCenter/ForwardAccess/de-DE/ForwardAccessToUse folder.

n the WebGreeting.hill pen in a browser window.

From the IE File menu, select Edit with Microsoft Word. The greeting contains text that will be rendered into speech for your callers, so when you editthe document in Word, you canHi this is Anna at Siemens and you ha

cation until June 15. While I am the following.

As you can see in the document, the menu of selRetrieve documents, Login, Disconnect hyperlinked to the target. (You can ho

ntly defined for the link.)

20



Manage your phone greetings

You can modify the links if desired.When you have modified the web greeting, sav6. e the document as a Web Page with thename WebGreeting in a convenient folder or on the Desktop.

r where you saved the modified WebGreeting file, drag and drop the file intothe appropriate ForwardAccessToUse folder.

7. Delete the default WebGreeting file that is currently in the appropriateForwardAccessToUse folder.

8. From the folde

There should be only one file in the ForwardAccessToUse folder and it must be calledWebGreeting.htm

Modify links in your web greeting

You can modify the links that appear as items in the bulleted list in WebGreeting.htm.

Use caution when modifying the links or your caller will get dropped from the call.

The o message,Ret e

Modif

Add a1. ect Edit Hyperlink.2.

signated by &FN=) designates the root folder where the systemr.

The default is anything under e/en-US or de-DE.

aller could retrieve.

Y ct who must log in to

Modif

d select .

The parameter message allows the caller to leave a message for you, but the caller isasked to address the message and can add multiple destinations.

Do not change the links for Login or Disconnect .By modifying the links in your greeting, you could offer your callers the opportunity to transfer toanother extension. You could allow your callers to listen to the contents of any web site (forexample a site with updated information about your product or even your own web log).

Refer to the Word Web Guide with additional information about using this OpenScape feature.

foll wing are some examples and guidelines for changing the links (Leaveriev documents, etc.) in your web greeting:

y the Retrieve document link

folder with documents for callers to retrieve:Right-click on the Retrieve documents link and selIn the Edit Hyperlink dialog, the Address box shows the existing link.

The parameter AN=SelfService allows the caller to access documents in your InteractionCenter folder.

A second parameter (destarts looking for documents to offer the calle

InteractionCenter/SelfServic

You could create a folder called "Anyone" with documents that any c

ou could also create a folder specifically for an Outlook contaretrieve the document.

y the Leave message link

multiple parties: Allow your callers to leave the same message for 1. Right-click on the Leave message link an Edit Hyperlink2. In the Edit Hyperlink dialog, the Address box shows the existing link. There are two

parameters that affect the way callers can leave messages:The parameter contmsg (the default) allows the caller to leave a message for you. Thecaller does not have to address the message.

21



You use the Voice Portal

About the Voice Portal

The Voice Portal provides phone access to OpenScape so you can set your status, initiate

conferences, and access your voice and email messages, Outlook contacts, and calendar.Check with your system administrator for the phone number for the Voice Portal.

Callers, both your Outlook contacts as well as others who are not known to OpenScape, accessfeatures by phone through the Self-Service Portal.

Click hereersion)

for a document that shows the Voice Portal menu tree. (Not available until final

tem advises you if there is an attachment with the email, but

cy,all messages in the order received.

Onc o

o the Deleted Items folder in Outlook if you need to retrieve it, but itwhen your Deleted Items folder is emptied.)

• Reply to it (via email)You can also create a new voice message, which is sent as soon as you complete the message.(It is

v

Listen to voice and email messages

You can call the Voice Portal number to listen to voice or email messages in your Inbox. Emailmessages are read to you. The systhe attachment is not read to you.

When you listen to your messages, you can filter them by type (voice or email), by urgennewness (i.e. unread messages), or simply listen to

e y u have listened to the message you can:

• Delete it. (It is moved tis permanently deleted

• Mark it as unread

• Forward it (via email)

not held until the end of the session).

You can set up shortcuts to any of the Voice Portal tasks that you perform frequently.

Ma

You can

ppointment)

han”.)

•

•

and you can accept or rejecteach one. When a meeting is rejected, the busy status is changed from tentative to freed

nage calendar appointments by phone

call the Voice Portal number to access your Calendar for the following tasks:

• Accept or decline an appointment (and delete a declined a

• Listen to your next appointment if it was set up through the Self-Service center. (Forexample: “Your next appointment is at 10 a.m. October 16 with Victor C

• Play all appointments for a specific date and time range.

Block out a specific date and time range in the calendar. (Note that the appointment willbe blocked even if there is already an appointment in that time range.)

Review upcoming appointments. You hear all appointments with a tentative meeting

status within the specified time frame, one after the other,

and you can still see the meeting in your calendar. You can then delete the rejecteappointment and it is moved to the Deleted Items folder.

You can set up shortcuts to any of the Voice Portal tasks that you perform frequently.

23




Retrieve Outlook contact information by phone

If you need to obtain a phone number or email address for an Outlook contact, you can call theVoice Portal number (provided by your System Administrator) and retrieve that information byphone.You dial the name of the contact and hear all the matches for that name. Once you select acontact you hear his or her first name, last name, phone number, and other information that has

been configured for that contact.

Phone Favorites -- shortcuts for Voice Portal tasks

When you call the Voice Portal (with the number provided by your system administrator), you canpress *9 at any time to hear a list of shortcuts, called Phone Favorites. You can select one of theshortcuts at any time by pressing the corresponding key or (if your system has automatic speechrecognition) speaking the phrase, such as "messages".The Phone Favorites are a quick and easy way to jump to your most frequently-used tasks.Phone Favorites are provided as a web greeting (HTML page) and stored in yourInteractionCenter/PhoneFavorites/en-US folder by the same name.

Default Phone Favorites

The content of the default PhoneFaake a selection.

vorites.html isPhone favorites! M

Leave messageNext appointment

Messages

Conference

More

More options:

Today’s appointments

entsTomorrow’s appointm

essagesUrgent m

Retrieve documents

Home

Just as you can customize your HTML-based greetings, you can customize the PhoneFavoritesHTML page by reordering or deleting the shortcuts. You can also substitute new phrases, forexample, "Get docs" instead of "Retrieve new documents".

24



Your callers use the Self-Service Portal

About the Self-Service Portal

Your callers use your Self-Service Portal to communicate with you, retrieve documents that you

have made available, or make appointments with you. A caller's access depends on whether the caller is:

• A Contact configured in Outlook (also referred to as a "contact guest") -- This person cancall and log in to the Self-Service Portal to make an appointment with you or retrievedocuments from a private folder.

Note that this feature works for your Outlook contacts. Your OpenScape contacts (otherOpenScape users) have access to their own Voice Portals.

• Someone who is not configured as a Contact in Outlook -- This person can retrievedocuments from your Self-Service Portal but cannot log in and make an appointment.

GuestContent.htm

This is the web greeting tailored for a caller configured as a Contact in Outlook. To be active, thisfile must be placed in a specific Outlook folder:

• (For English-language users) InteractionCenter/en_US/GuestContent

• (For German-language users) InteractionCenter/de-DE/GuestContentTo access this greeting, your guest must call you and log in by dialing his or her name andentering the password that you assigned.The default greeting provides links that allow your guest to leave you a message, retrievedocuments from a folder you specify, or make an appointment with you.The content of the default GuestContent.htm is:

Hello! You may schedule an appointment with me, access documents, or leave me amessage.Please make your selection from the following choices:

Make appointment

Retrieve documents

geLeave messa

Disconnect

OpenScape transforms the HTML document into the greeting that your caller hears. OpenScapeautomatically inserts

"Press <digit number> to..." before each link. So with the default greeting,

your c

ge.

aller hears:Press 1 to make appointment.Press 2 to retrieve documents.Press 3 to leave messaPress 4 to disconnect.

The Retrieve documents link points toward documents in the appropriate (English or German)

InteractionCenter/SelfService/folder and its subfolders.

You can create your own HTML file and replace the default.In the same way you are able to modify your web greeting, you can customize the guest greeting,for example, by modifying the text to address the caller by name or modifying the link to point to aprivate folder where documents are stored.

25




Setting up access to the Self-Service Portal for an Outlook Contact

s to the Self-Service Portal must be conThe person to whom you want to give full accesan O

figured aslds in the Outlook Contact

info address for the contact. Ifyou n ber should be configured as well.Con

Name, siemens.ic.password

utlook Contact. OpenScape uses the business phone and email fiet number and an emailrma ion, so be sure to enter a business phone

e contact, a fax numwa t to fax documents to thfigure a password for the Outlook Contact:

1. On the All Fields tab of the contact's address card, click New. 2. For enter3. For Type, select Text.

le, 1234.4. Click OK. The new field Siemens.ic.password is now available on the list of All Fields.5. Select the password field and enter a value for the password, for examp

You configure the Siemens.ic.password field only once. From then on, it is available whenyou select User-defined fields in folder from the Select from: drop-down list.

Communicate the password to the person who will be using the Self-Service Portal.appointment with you, the caller will

be asked to enter last name, first name until recognized. The system confirms that it recognizesflict on the name, the caller is asked to enter

eting.

When contact calls you and logs in with the password youprovidIn theFor ex t the caller by name.

For the Make appointment hyperlink, the parameter Appointment allows the caller tomake an appointment with you.

put private documents for the guest.

When that person calls in to retrieve a document or set up an

the caller by asking for a password. If there is a con

their business phone number.

The caller is then routed to your GuestContent.htm gre

Customize greeting for contact guests

a caller configured as an Outlooked, the caller hears the GuestContent.htm file.same way you are able to modify your web greeting, you can customize the guest greeting.ample, you can modify the text to gree

For the Retrieve Documents hyperlink, the parameter SelfService allows the caller toaccess documents in your Interaction Center folder. You should create a folder where you

Your contacts can use Self-Service Portal to make appointments with you

The Self-Service Portal is available only for the people that you have configured as OutlookContacts.

An Outlis routed wsthe calleThe follo

• system prompts the availability, the contact has the option to accept

articular day. The caller enters the month

s the option to accept the appointment, request the next available appointment,

• the system responds with the availability.When an Outlook Contact accepts an appointment:

ook Contact who calls you and logs in to OpenScape with the password that you provideto your GuestContent.htm greeting. The Make appointment link in that greeting allo

r to schedule an appointment with you.wing options are available:

Tell me the next available appointment today (one hour slot only, appointment starting onthe hour). Once thethe appointment or request the next available appointment or exit the system.

• Tell me the first available appointment on a pand date on the phone keypad. The system prompts the user for availability and thecaller haor exit the system.

The caller can enter a date and time and

26



Your callers use the Self-Service Portal

1. The caller cannot modify the appointment but can delete it and start the request proceagain.

ss

tive

tment, the Outlook Contact is sent anemail confirmation.

day (of one hour duration) per user buttes

ents available to all callers

You ncallers. the option to retrieve documents. Callers who select this

documents.To s t

ffolder.)

Cal

•

• ct if the email address is

ument can be faxed to an Outlook contact. The fax server must be accessible(configured in the Media Server). The contact must have a fax number listed as a Contact

eypad.

Make documents available to Outlook contacts

You want him tobe able to access this confidential document at his convenience. You also want to prepare a

as.

2. An email notification is sent to you and the calendar appointment appears as a tentaappointment on your Outlook calendar.

3. When you accept or reject the calendar appoin

An Outlook Contact can make one appointment percannot make recurring appointments. The person can also record a message up to three minuin length and attach this message to the appointment.

Make docum

ca store documents of any kind in predefined Outlook folders to make them available toYour web greeting offers callers

option simply follow the prompts to retrieveet his up:

• Drag & drop the document into the Outlook folder called SelfService. (It is a sub-folder othe Interaction Center

lers retrieve the documents as follows:

A text document or wav file can be read to any caller.

A document can be emailed as attachment to an Outlook contaconfigured in Outlook.

• A doc

Property in Outlook or must enter one via the phone kYou can also make documents available to be faxed to other callers but the guest must enter thefax number.

Assume that you have prepared a price quote for a special customer, Thomas.

special greeting tailored specifically for Thom

Note that you must set up a password for Thomas and communicate it to him.

Therel

nt in this folder:

EG

Ste :folder.

• r Thomas.

• cuments link to point to the Self-Service folder where

•

ting in the GuestContent folder and save the modified

teractionCenter/GuestContent/de-

Step 3 rmation, point to the special greeting for him:

• In the Web page address field of his Outlook Contact information, add the link:English-language users: http://InteractionCenter/GuestContent/en-US/Thomas/GuestContent.htm.

are three main steps in this process:Step 1: Add a subfolder for Thomas' document to the SelfService folder and put the confidentiadocume

nglish-language users: http://InteractionCenter/SelfService/en-US/Thomaserman-language users: http://InteractionCenter/SelfService/de-DE/Thomas

p 2 Modify the GuestContent.htm greeting for Thomas and place that greeting in a special

You can modify the text if you wish to personalize your greeting fo

You must modify the Retrieve doyou have stored the confidential document.

Create a subfolder for that greegreeting in that folder:English-language users: http://InteractionCenter/GuestContent/en-US/Thomas/GuestContent.htm.German-language users: http://InDE/Thomas/GuestContent.htm.: In Thomas' Outlook Contact info

27




German-language users: http://InteractionCenter/GuestContent/de-DE/Thomas/GuestContent.htm.

When Thomas calls and hears your WebGreeting.htm greeting, he selects Log in. After enteringhis name and the password you provided, he hears your GuestContent.htm greeting. He selectsRetrieve documents and is able to retrieve the confidential document.

28



Email and instant messages

Outlook with OpenScape

Outlook and OpenScape are closely integrated, providing the following features:

• From My Contacts, send an email to a contact by clicking next to that person's name.• Set up rules for how you want to route your incoming emails.

• Use the Voice Portal to call OpenScape and have your emails read to you.

• Manage your calendar and retrieve information about your Outlook contacts by phone.

• Use the Outlook Journal to keep a log of certain OpenScape activities. Depending onhow you set up your rules, OpenScape logs information about the following activitieswhen “log in journal” is specified:

o Incoming or outgoing voice callso Incoming or outgoing instant messageso Incoming emails

Journal entries created by OpenScape can be viewed only in Outlook. The entry in the Journalappears as a push-pinned yellow post-it icon that contains the information described above. Referto Outlook Help for more information about using the Journal.

Your Outlook Contacts are separate and distinct from your OpenScape contacts. You canconfigure only other OpenScape users as your OpenScape contacts. You can configure anyoneas an Outlook contact and give them special access to the OpenScape Self-Service Portal.

Windows Messenger with OpenScape

You can launch the OpenScape Personal Portal from a Windows Messenger tab.You can also use Windows Messenger:

• As one of your registered devices. You can configure Windows Messenger to be enabledor disabled from specific communications modes such as voice, email, and instantmessaging.

• You add and delete your OpenScape contacts from Windows Messenger and managethe allow / block list. (Refer to Windows Messenger Help for information on blockingsomeone from seeing you and contacting you.)

• You can take advantage of the Windows Messenger capabilities such as applicationsharing, file transfer, and point-to-point video when cameras are installed.

Because Windows Messenger availability is taken into account by OpenScape when itconsiders to which device a particular voice call, email, or instant message should be delivered, itis recommended that you set your Windows Messenger status to Online when you want yourWindows Messenger to be included and mark it Away when you do not want it included.

29



Specify how others can communicate with you

About Rules

Each rule is associated with a status (Working Remotely, In Office, etc.).

When you set your status, only those rules that are assigned to this status are carried out when acondition is triggered. If no condition or exception has been defined and the rule contains onlyactions, then the rule is always in force for a particular status.

Each rule consists of conditions, actions, and exceptions.

Conditions

A primary condition is one of the following: an incoming or outgoing call, incoming or outgoinginstant message, or an incoming email.You can make the rule more explicit by adding parameters to the condition, such as on specificdates or from specific people.

For example: You set your status to Working Remotely. Condition: For incoming calls. Parameter:date between noon and 5:00 p.m.

e calls to be handled for the status and conditions you havespecified. Actio

• inations (such as a contact or an email address) with a specific

rnal

• rite a text string to your Outlook Journal

tion

.

at status and condition states "do not log to journal"), then only the actionhe higher priority rule set is executed. Priority is determined by placement in the ruleopmost rule set having highest priority. (The rules can be reordered to reflect the

ons. The exceptions are identical to

OR to my assistant except if after 19:00 and before 08:00 . If a call from BillGates arrived at 7:30 p.m., the call would not be redirected.

ction that takes precedence, the default rules are used. The final default rule is

mail.

on today's

Actions

Actions are the way you want thns can include:

• Direct to a list that can include devices and a person

Notify destmessage

• Log or don't log the call to your Outlook Jou

W

Actions also include "redirect" provisions for how the call should be handled if the original acfails.For a given status (for example, "on vacation") and a given primary condition (for example,

"incoming calls"), you may have several rules in effect. When OpenScape processes your rulesand finds more than one action, it processes the actions cumulatively if no actions are conflicting

However, if actions are conflicting (for example, one rule states "log to journal" and another rulealso in effect for thbelonging to tset, with the tdesired priority.)

Exceptions

After you select actions, you can include one or more exceptithe conditions, with “except if” or “except” added at the beginning.For example: Assume that the rule states, For an incoming call from Bill Gates, redirect to my

preferred device

When there is no a“route to voice mail” so if no other condition or exception applied, the call would be directed toyour voice

31




Rules Wizard

The lRules Wizard hed

ps you to set up rules to determine how, when, and where you can bereaTo

1.

The Rul all the default rules. You can select each rule to read a description.To cre

1.2. a to enter a name

that helps you remember the purpose of the rule, such as "On vacation incoming emails

ch as from specific people or received

che .access the Rules Wizard:

Click Options.2. Click Rules.

es Wizard displayste a new rule:a

Click New... Enter a name for the new rule and a primary condition. It's a good ide

from Jo go to my hotmail account."3. Optional: define parameters for the conditions, su

on specific dates.

You can have a rule with a primary condition and no parameters. For example, whentatus = no interruptions, direct all incoming calls to mys web greeting.

4. en the conditions are met.5. Optional: Define exceptions for the rule.

more statuses.

ons on the right (Conditions, Actions, Exceptions) or click an

8. Finish. The rule is added at the top of the list of rules. You can reorder the list using the

Set

To makcommoClic o

About r

• s but only one person. This is because

ape user) or the call is beyond the control of the rules (if

• istered device, the

e,

• rty’s rules.

• If your call i directed or redirected to a device with voice mail, the rule stops processingand the caller has the choice of leaving a message on that device.

• The default timeout for ring-no-answer is 16 seconds. This means that if the call isdirected to two devices in sequence that both ring for more than 16 seconds withoutbeing answered, the rules do not continue down the list. Instead, the caller is routed toyour OpenScape web greeting. You can change the timeout for ring-no-answer on thePreferences page.

Define the actions to be taken wh

6. Apply the rule to one or7. Review the rule description to make sure that it is exactly what you intend. If you have

any changes, use the buttunderlined term to modify the information for the rule.

up and down arrows to the right.

up user lists or date lists

e it easier to create new rules, you can set up lists of users and lists of dates that arenly included in your rules.

k T User List or To Date List to open the Wizards that help you set up these lists.

ules that route to "my device or person list":

My device or person list can include several deviceonce the call has been routed to a person, that person's rules take over processing thecall (if the person is an OpenScthe person is not an OpenScape user).

Once the call is directed to anything other than an associated or regcall exits the control of the rules. So for example if you want to direct an incoming call toanother user address that you have set up but not configured as an associated devicthat should be the last redirect target configured.

When your rules direct a call to another OpenScape user, the call is put in the control ofthe forwarded-to pa

s

32



Specify how others can communicate with you

33



Work in collaboration with others

out Workgroups and the Workgroup P tal

to set u

Ab or

OpenScape workgroups make it easy for you p voice conferences and WebEx meetings

with your team members.

WebEx meetings are available only if your company subscribes to the WebEx service.

When you set up a workgroup, you are the owdelete it. You have the option to configure a ba

ner -- tck-uppe use

llabor ce, wment

erenceduratio a parti workg

s of w

availa

M

he only one who can modify the group orowner, who will take over ownership only in

the event that you are deleted as a OpenScan r.

Viewing Conference Information

In the Workgroup Portal, all participants in a co ation session, whether a voice conference ora WebEx meeting, have a view of the conferen

e Document Viewer—shows the active docuhich includes:

Th● Conference Tools—shows the time the conf

nference. This display remain active for thestarted and the number of callers in the

co n of the media conference and is updated inant drops out.real time with any changes, for example when

of cip

● People in Conference—shows the namesconference or WebEx meeting

roup members who are in the voice

● People not in Conference—shows the name orkgroup members who are not in the voiceconference or WebEx meeting● Documents—shows the documents that are ble for this workgroup session

anaging your workgroups

Set up a new workgroup

1. From My Workgroups, click

2. Fill in the Workgroup Details:Name Up to 54 characters

Description Up to 54 characters

llaboration Type Whether the work grouCo p is se p for one conference only or will existt uon an ongoing basis.

Answer Option Whether the party ischance to accept or re

d

added t ject th

o the conference automatically or gets theconference.e

Custom EmailMessage Option

Parties who are addeemail message. You c

to thean incle emai

work group are notified by a genericude a custom message by selecting this

option and entering th l text.

3. Click the Select Parties tab.4. Select parties for the work group from your O

ation

at the

wner for the group (a person who will manage theape us

ow the details of the work group you have set

of the work group. From this tab, you can launch amedi

penScape contacts, the Global AddressBook, or by typing in the contact inform (name, phone number, and email address).

5. Click the corresponding Add l ink so th party or parties is moved to the SelectedParties list.

6. If you wish, you can select a backup ogroup if you are no longer an OpenSc er) by clicking the icon to the right of thecontact's name. The Profile Settings shup.

7. Click Finalize It to complete the setupvoice conference or WebEx meeting im ately or go on to create a new work group.

35




When a conference call is set up through the Personal Portal, a temporary workgroup isautomatically added to the My WorkGroups web box. At the end of the call you can choose tokeep that workgroup, if there is a need for future calls with that group, or delete it.

Set up a new work group by copying from an exis

n exis

ting work group

You can set up a new work group by copying a ting one:

1. From My Workgroups, click .2. Select the source workgroup that you will co rom by clicking it.

p and nge any of the details as described in

add mof the

py f 3. Click Copy From.4. Provide a new name for the work grou cha

step 2, above.5. Click the Select Parties tab. You can ore parties or remove selected parties.6. Click Finalize It to complete the copy work group.

Delete a workgroup

Only the owner of a work group can delete it.

1. From My Work Groups, click .2. Select the work groups you want to delete and click Delete.

Starting a WebEx Meeting

WebEx meetings are available only if your company subscribes to the WebEx service.

Before starting or joining a WebEx meeting, you mus

opens new p

voice c

t configure your WebEx password.

1. Click Options. The Preferences page .2. In the WebEx password field, enter a assword and confirm that password.3. Click Apply changes.

The following options are available:

all or not): click (Start Conference),• From My Calls (whether you are in aselect the parties for the conference, then cli

• From My Contacts, select the parties that yo

ck the WebEx button.

u want in the WebEx meeting, and click

( Start WebEx meeting).

• From My WorkGroups, click next to theEx onli

appropriate workgroup.Once you are in the meeting, refer to the Web ne Help for information on how to use theWebEx features.

36



Index

A

access to Self-Service Portal.....................25

.....35apppointments, managing by phone ...........23ssociated devices, about .........................11

associated devices, creating .....................11audio conferencing ......................................2availability of media type ...........................13B

backup owner for workgroup .....................35

C

calendar access for Outlook Contacts.......27calendar appointments, managing by phone

...............................................................23call status, viewing.....................................15call, making................................................15calling contacts ..........................................15change your prefered phone from the Voice

Portal .....................................................23changing links in your web greeting ..........21collaboration groups ..................................35communicating with contacts.....................13communication devices, description..........11

conditions for rules ..............................31, 32conference call, making .............................16conference call, turning into WebEx meeting

...............................................................36configuring WebEx password ......................5contact guest (Outlook contact) .................25contact guests accessing private documents

...............................................................28contact in Outlook, use of Self-Service portal

...............................................................25contact status, determining........................13Contacts (Outlook) using Self-Service Portal

to set up appointments..........................27contacts in OpenScape ...............................1contacts in OpenScape, setting up..............9contacts using Self-Service Portal to set up

appointments.........................................27contacts, communicating with....................13creating rules .............................................32custom email option for workgroups..........35customizing Phone Favorites ....................24customizing your wav file greeting.............19

20de

documents for contact guests, makingavailable ............................................... 28

documents, accessing from Self-ServicePortal .................................................... 27

E

editing an associated device..................... 11email messages, listening to..................... 23email, preferred......................................... 12

exceptions to rules.................................... 31F

FAQs........................................................... 2features of OpenScape............................... 2folders for Interaction Center .................... 19format for recorded greeting ..................... 19ForwardAccesstoUse folder...................... 20frequently-asked questions......................... 2G

getting started ............................................. 5greeting for all your callers........................ 20greeting for contact guest, changing......... 26greeting for your contact guest ................. 25

greetings for your callers, overview .......... 16guest greeting, overview........................... 16GuestContent.htm file ......................... 25, 26H

hanging up a call ....................................... 15Hello greeting for your callers................... 16hold / unhold feature ................................. 15I icons for availability................................... 13icons representing contact status ............. 13IM, preferred ............................................. 12Inbox, listening to emails .......................... 29instant messaging service .......................... 2instant messaging, preferred .................... 12integration of Outlook and OpenScape .... 29Interaction Center folders in Outlook ........ 19J

Journal, logging entries in......................... 29K

key features ................................................ 2L

language-specific folders .......................... 19

access to Self-Service Portal, setting up...26accessing calendar by phone ....................23actions for rules ...................................31, 32adding OpenScape contacts .......................9adding parties to a conference ..................16answer option for workgroups ..............

pointments made by Outlook Contacts .27aa

D

default greeting for Outlook contact.......... 25default web greeting .................................

fault web greeting, customizing ............ 20deleting an associated device................... 11devices in OpenScape................................ 1devices, registered and associated .......... 11disconnecting a call................................... 15

37




38

leave message link in your web greeting,modifying...............................................21

links in your web greeting, modifying ........21listening to appointments by phone...........23M

making calls...............................................15making documents available to callers......27media type, overall availability...................13meeting, WebEx ........................................36members of workgroup, selecting..............35Messenger, using with OpenScape...........29modifying links in your web greeting .........21multimedia collaboration..............................2multimodal communications ........................2My Contacts in OpenScape.........................5My preferred phone in OpenScape .............5My status .....................................................8My status in OpenScape .............................5My Workgroups in OpenScape....................5O

offline presence for associated device ......11one-number service.....................................2OpenScape contacts, adding ......................9OpenScape integration with Outlook.........29OpenScape, important concepts about .......1OpenScape, work space .............................5Outlook contact information, retrieving by

phone ....................................................24Outlook contact, greeting tailored for ........25Outlook Contacts using Self-Service Portal

to set up appointments..........................27Outlook contacts, about...............................9Outlook contacts, access to Self-Service

Portal .....................................................26Outlook folders for documents...................27Outlook folders for Interaction Center .......19Outlook integration with OpenScape.........29Outlook Journal, logging entries in ............29P

parties for workgroup, selecting.................35password for contact guest to access Self-

Service portal, setting up.......................26password for Voice Portal..........................12password for WebEx, configuring................5personal greetings, stored in folders .........19Personal Portal, description.........................5

Personalized Greeting, changing ..............19phone access to calendar..........................23phone access to OpenScape ....................23phone access to your emails .....................29Phone Favorites web page........................24Phone Greeting wav file ............................16phone, preferred ........................................12phone, retrieving information about Outlook

contact...................................................24portals in OpenScape..................................1

predefined statuses .................................... 8preferences for OpenScape...................... 12preferred devices ...................................... 12preferred phone ........................................ 12presence of associated device, changing. 11presence-based contact managment ......... 2priority contact handling.............................. 2private documents, making available to

contact guests ...................................... 28putting a call on hold................................. 15Q

questions about OpenScape ...................... 2R

reaching a contact..................................... 13recording a new greeting for callers.......... 19registered devices, about.......................... 11registered devices, editing ........................ 11retrieve documents link in your web

greeting, modifying ............................... 21retrieving contact information by phone.... 24

reviewing appointments by phone ............ 23reviewing upcoming appointments ........... 23ring-no-answer timeout ............................. 12rule actions................................................ 32rule conditions........................................... 32rules for routing communications.............. 31Rules Wizard, using.................................. 32S

Self-Service Portal, about ......................... 25Self-Service Portal, access for Outlook

contacts ................................................ 26Self-Service portal, accessing documents

from....................................................... 27

Self-Service Portal, making appointments 27set your status by phone........................... 23setting up OpenScape contacts.................. 9shortcuts for Voice Portal tasks................ 24starting a conference ................................ 16starting a WebEx meeting......................... 36status in OpenScape .................................. 1status in OpenScape compared to status in

Windows Messenger .............................. 2status in Windows Messenger .................... 8status, setting from Personal Portal............ 8storing documents in Outlook folders ....... 27T

tab on Windows Messenger ..................... 29tasks for getting started .............................. 5timeout for ring-no-answer........................ 12transferring a call ...................................... 15trusted site, adding OpenScape ................. 5U

unified messaging....................................... 2V

voice call, making...................................... 15voice conference, starting......................... 16



Index

voice message, creating............................23voice messages left by callers...................16Voice Portal ...............................................23Voice Portal, listening to messages...........23Voice Portal, password ..............................12W

wav file greeting for your callers................16wav greeting, customizing .........................19web greeting, customizing .........................20web greeting, modifying links ....................21web greeting, overview..............................16WebEx conference, initiating from My

Contacts ................................................16

WebEx meeting, starting........................... 36WebEx password, configuring .................... 5WebGreeting HTML file ............................ 20when others call you................................. 16Windows Messenger ................................ 29Windows Messenger contacts, about......... 9Windows Messenger status compared to

OpenScape status.................................. 2wizard for creating rules............................ 32workgroup portal, described ..................... 35workgroups, about .................................... 35workgroups, managing ............................. 35