OCS Enterprise Voice Starshot Users Guide Starshot

OCS Enterprise Voice Starshot Users

Guide
Contents
Before You Begin.........................................................................................................................................3
OCS Enterprise Voice...................................................................................................................................4
What you need to get started.................................................................................................................4
Adjust phone and video.......................................................................................................................4
Where to find more information.........................................................................................................4
Make Phone Calls....................................................................................................................................4
Make a one-click phone call................................................................................................................4
Call an alternate phone number..........................................................................................................5
Enter a phone number to call..............................................................................................................5
Invite an additional participant to a call..............................................................................................5
Receive Phone Calls.................................................................................................................................5
Answer a phone call............................................................................................................................5
Redirect a call......................................................................................................................................5
Call Controls............................................................................................................................................5
Call Forwarding........................................................................................................................................6
Forward calls to Voice Mail, another phone, or a contact...................................................................6
Ring another number at the same time your number rings................................................................6
Redirect unanswered calls to Voice Mail, another number, or a contact............................................6
Set up a Team Call...............................................................................................................................7
Call Voice Mail.....................................................................................................................................7
Change Your Voice Mail Greeting........................................................................................................7
Access to Voice Mail....................................................................................................................................7
Access the VM from the Outlook client...................................................................................................8
Access the VM from the Communicator..................................................................................................8
Access the VM from a Regular Phone Line..............................................................................................8
Resetting the VM PIN...........................................................................................................................9

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Setting up a Live Meeting or a Conference Call.........................................................................................11

Using Computer Audio..........................................................................................................................11
Using the Dial-in Conference Number...................................................................................................11
Dial-in PIN..............................................................................................................................................12
Joining a Conference Call from a Regular Phone as a Leader................................................................13
FAQ............................................................................................................................................................14
Other Resources for OCS...........................................................................................................................16

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Before You Begin

1) Please identify your OCS phone number and Starshot OCS conference number. See FAQ

section for more detail.

2) Check your work/mobile/home phone numbers in OCS. See FAQ section for more detail.

3) Change your signature in Outlook to apply above phone number changes.

4) Configure your audio/video devices in your computer.

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OCS Enterprise Voice

Once you are enabled for Enterprise Voice in the Office Communications Server you will be able to
receive and make calls from the Communicator client. If you see the headset in the upper right corner in
the Communicator you are enabled for Enterprise voice.

What you need to get started

For audio (phone) conferencing, you need a headset, or speaker and microphone, or USB audio device,
or Microsoft Communicator 2007 R2 Phone Edition desk phone connected to your computer. For
audio/video conferencing, you need a webcam connected to your computer.

Adjust phone and video

Office Communicator 2007 R2 automatically detects and selects the preferred phone and video devices
for you. However, before you start placing and receiving calls, you may want to adjust your phone and
video devices. Click the Menu button in the Office Communicator title bar, click Tools, and then click Set
Up Audio and Video.

Where to find more information

For more information, visit the Office Communicator online Help. (Click the Menu button, click Help, and
then click Microsoft Office Communicator Help.)

Make Phone Calls

You can use Office Communicator to make one-click phone calls to contacts in your Contact List. You can
also call optional numbers by clicking the options
arrow to the right of the Call button.

Make a one-click phone call

In the Contact List, click the contact’s Call button.

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Call an alternate phone number

In the Contact List, click the arrow to the right of the Call button, and then click the number that you
want to call.

Enter a phone number to call

Type the number in the Search box, and then click the Call button next to the number as it appears in
the Search Results box. You can enter an internal phone extension, an external number, an
alphanumeric number such as 425-555-TAXI, or a contact’s name.

Invite an additional participant to a call

In the Conversation window, click the Invite button, and then select a contact, enter a name, or enter a
number to call.

Receive Phone Calls

Answer a phone call
In the phone call invitation alert, click the left pane. The
alert appears in the lower right of your computer screen. If
you have a Communicator Phone Edition desk phone or
USB audio device attached, lift the handset or press
Answer.

Redirect a call
Click the Redirect button, and then select an option from the menu. If you choose to redirect a call to an
instant message, a call rejection message is sent to the caller and the Conversation window opens so
that you can send the caller an instant message.

Call Controls
Call Controls enable you to easily manage your phone calls. For example, you can put a call on hold,
transfer a call to another user or phone, or mute a speaker or microphone.

End a call

In the Conversation window, click the End Call button.

Put a call on hold

In the Conversation window, click the Hold button.

Transfer an incoming call to another person

Click the call alert invitation to accept the call. In the

Conversation window, click the Transfer button, click
Another Person, and then select the contact to whom you want to transfer the call.

Transfer an incoming call to phone

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Click the call alert invitation to accept the call. In the Conversation window, click the Transfer button,
click One of My Devices, and then select the phone to which you want to transfer the call.

Display Dial pad

Click the Dialpad button. This control is often used when prompted for voice mail PIN or Access Codes.

Mute speaker or adjust speaker volume

In the Conversation window, click the Mute speaker button to turn off the speaker on your
USB phone device. Click the down arrow and use the slider to adjust the speaker volume.

Mute microphone

In the Conversation window, click the Mute microphone button to mute the microphone.

Call Forwarding
Forward calls to Voice Mail, another phone, or a
contact
Click the Call Forwarding button, point to Forward
Calls To, and then select a phone number, Voice
Mail, New Number, or Contact. When calls are
forwarded, your phone does not ring. Instead, calls
are automatically forwarded to the specified
destination.

When specifying phone numbers, enter the country code, an area code, and the local number, using
only the digits 0123456789. Do not use alphanumeric numbers. Therefore, a Canada number might look
like: 14163334444.

Ring another number at the same time your number rings

Click the Call Forwarding button, point to Simultaneously Ring, and then select a number, or click New
Number and enter a number. The numbers available on the Simultaneously Ring menu are based on
the numbers that you published on the Phone Options tab. Any new number that you enter overwrites
an existing number on the Simultaneously Ring menu.

Redirect unanswered calls to Voice Mail, another number, or a contact

Click the Call Forwarding button, and then click
Call-Forwarding Settings. In the Send unanswered
calls to the following list, click a number, or click
Voice Mail, New Number, or Contact, and then enter the number or select a contact. To specify the
time period before redirecting the call, in the Ring for this many seconds before redirecting box, use the
up or down arrow to increase or reduce the time interval.

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Set up a Team Call

You can set up the Team Call feature so that
incoming calls will ring you and the contacts
that you specify. You can set a delay so that
incoming calls will ring you first, and then ring
your contacts after a number of seconds.

Click the Call Forwarding button, and then

click Call-Forwarding Settings. Under Do the
following when I get calls, select Ring me and
my team-call group. Click the Add button, and
then click Contact. Select the contact, and
then click OK. Use the Add button to add more
contacts to your call group. To set a delay
before the contacts are rung, click the Ring
Delay button, select the Turn on ring delay
check box, and then type the number of
seconds.

Call Voice Mail

Your voice mail messages appear in your Microsoft Office Outlook Inbox. To call your voice mail number
to check messages, click the Call Forwarding button and then click Call Voice Mail. Instructions for
accessing your voice mail, see the section below.

Change Your Voice Mail Greeting

If you want to change your voice mail greeting, click the Call Forwarding button, and then click Change
Greetings.

Access to Voice Mail

If you are enabled for enterprise voice you have also been enabled for Exchange Unified Massaging. This
means that if somebody calls you, and you don’t pick up the call in the Communicator or you redirect it
to VM it will go to Exchange Unified Messaging server and from there to your Outlook Inbox. There are
three ways to access your VM.

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Access the VM from the Outlook client

The Voice mail looks like a regular e-mail message; only the icon is different. You can play the message
from the preview pane. Please note that with Exchange 2010 you can also see the Voice Mail Preview –
Exchange will translate the speech to text and give you a preview.

Access the VM from the Communicator

You will also see in the Communicator an indication that you have a voice mail or a missed conversation.
By clicking on it you can access it directly from the Notification itself. You can also dial the Voice Mail
straight from the Communicator as shown in the second screenshot. No authentication will be required
since you already have been authenticated by the Communiator.

You can access it from there as well

Access the VM from a Regular Phone Line

In addition to the VM access through Outlook and Communicator you can use a regular phone line to
listen to your voice mail and e-mail. Once your account has been enabled for Unified Messaging you will
receive a Welcome Message from Microsoft Outlook containing the access number you can use to
access your VM and e-mail from any phone. Please note that that your extension is the last four digits
from your telephone number. You need a PIN to access your VM, since this is how you will be
authenticated if you are dialing in. Listen to the automated prompts and follow the instructions.

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Resetting the VM PIN

If you have forgotten your PIN you can reset it through both clients – Outlook and Outlook Web Access.

To do so in OWA go to the Options located at the right upper corner:

Select Phone from the Menu, and scroll until you see Reset my voice mail PIN.

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To reset the PIN from Outlook go to Tools -> Options, and then select the Voice Mail tab.

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Setting up a Live Meeting or a Conference Call

You can schedule a Live Meeting or a Conference Call by clicking on the respective Add-in in your
Outlook Client. You may be asked to verify the connection before proceeding.

Once you are in the invite you can select whether you want to use the computer audio, or the assigned
dial-in conference number in OCS, or a third-party (non-OCS) conferencing provider, in our case the
Avaya conference bridge.

Using Computer Audio

If you have selected the Computer Audio (the default option) the invite will not have an Audio section
and the participants can use their computer audio once in the meeting.

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Using the Dial-in Conference Number

If you have selected the second option, the participants can either use their computer audio, or the
assigned dial-in conference number to hear the audio. They will have to enter the Conference ID and the
Entry code if they are using a regular phone, in order for them to connect to the audio bridge. Please
note that they will not hear anything until the Leader signs-in.

If you are a leader for a Conference call and you want to use your regular or cell phone (non-OCS phone)
rather than the computer you will need a PIN to authenticate to the system. This applies mainly to the
conference calls since if you are having a Live Meeting you can always use the Computer audio.

Dial-in PIN
In order for you to obtain your PIN you need to go to the Communicator Web Access Dial-in page and
sign-in with your credentials:

https://ocswebaccess.starshot.com/dialin

Click on the Sign-In to authenticate to the system and then enter your credentials.

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You will be prompted to enter your Dial-in PIN twice if you haven’t set it up. If you have set it up and
have forgotten it, you can always reset it by clicking on Change PIN. Please note that you will not receive
an e-mail with the PIN, or any prompt with it. You have to remember it. If you forget it, just reset it.

Also please note that the PIN to access the Voice Mail is different from the Dial-in Conferencing PIN.

Joining a Conference Call from a Regular Phone as a Leader

If you are the Leader for a Conference call and you are on the road, meaning you don’t have access to
the Communicator, you can use any phone to make the call. Dial in the conference bridge number 416-
623-4058, and enter the Conference ID. Listen carefully to the menu, and press 1 followed by the pound
sign to sign-in as the Leader (do not enter the Passcode; it’s required only for the participants). Enter

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the phone number you have been assigned prefixed with the country code (+1416623XXXX highlighted
in green above). Then enter your Dial-in PIN.

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FAQ
1) I am unable to sign-on to OCS.
Here is a check list:
1. Check your internet connection
2. If you have Starshot-vpn connection established, disconnect it and re-establish the
Starshot-vpn connection again after you sign-on to OCS
3. Make sure your OCS server setting(Show Menu=>Tools=>Advanced) is “Automatic
Configuration”

2) How can I know my OCS phone number?

Open OCS, then click little telephone icon in right-top corner. Choose “Call-Forwarding Settings”.
You can see your OCS phone number as listed as work number.

3) How can I change my voice mail greeting?

Call 416-623-4063 at any phone and then type your extension (last 4 digits of your OCS phone
number) & your PIN as a lady instructs you. If you still don’t know your PIN, please search your
PIN in your Outlook inbox. E.g. Type “Your PIN” in search box of Outlook Inbox. Please don’t ask
John about your PIN. He doesn’t know either.

4) How can I change my voice mail PIN?

There are two ways for you to change your voice mail PIN.
1) In Outlook, go to Tools => Options => Voice Mail tab => Reset PIN. You will receive reset PIN
in your Outlook.
2) Call 416-623-4063 and follow instructions to reset PIN. PIN should be 6 digits numbers.

5) How can I change my work/mobile/home phone numbers to publish them to other staffs in
OCS?
You can change your phone number in OCS. Go to “Show Menu” => Tools => Options => Phone.
Please note that if you change your work phone number to something else rather than OCS
phone number, calling your OCS phone will automatically go to the work phone number, not
OCS phone number.

6) Why can’t I see other staff’s mobile phone number?

You and he/she should be same access level of “Team” to see mobile phone numbers. To
change access level, right click a contact that you want to see his/her mobile number in OCS,
and change “Level of Access” to “Team”. The other partner should do this for you to see your
mobile phone number.

7) How can I make a call to regular phones (land lines or mobile phones) through OCS?
Just type the phone number in a format like 416-623-6122 in OCS search box and press enter
key using a desktop phone/dialpad devices if you have, press the phone numbers as you do in
regular phones

8) How much does it cost if I make a call through OCS?

It depends on situations. Here is a table for the costs:

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1) OCS-to-OCS: free
2) OCS-to-Long distance call: 1.2 cents (for Canada), 2.3 cents (for US) per a minute
3) OCS-to-Other countries: varies on countries

9) Can I use these OCS calling features when I’m away or in my home?
Sure, you can do as long as internet connection is established in your computer. However, you
have to make sure below checklist:
1) OCS 2007 R2 version is installed in the computer.
2) Automatic configuration(Show Menu=>Tools=>Options=>Advanced) in OCS

10) Somebody requested Live Meeting, but nothing happened when I press ALT + G keys.
Please make sure Microsoft Live Meeting 2007 is installed in your computer. If not, you can
download/install from below location:
1) In-office: \\srv6\apps\OCS2007-Client\OCS-R2-Clients\LMConsole.msi
2) Out-of-office: http://office.microsoft.com/en-us/help/download-the-microsoft-office-live-
meeting-2007-client-HA010173383.aspx

Once installation is done, restart your Outlook to take effect.

11) I can’t see “Schedule a Conference Call” buttons in my Outlook.

Please make sure Microsoft Conference Callings Add-on for Outlook is installed in your
computer. If not, you can download/install from below location:
1) In-office: \\srv6\apps\OCS2007-Client\OCS-R2-Clients\LMAddinPack.msi
2) Out-of-office: http://office.microsoft.com/en-us/help/download-the-conferencing-add-in-
for-microsoft-office-outlook-HA010236890.aspx

12) Is there any way to connect to OCS for OCS-not-enabled devices, such as, iPhone, iPad, Android,
public PC?
Sure, you can connect to OCS through your favorite web browser in those devices. Here is a link
to our OCS web access:

https://ocswebaccess.starshot.com

If you have not seen any OCS window when you visit above site, probably your web browser
blocks pop-up windows. Turn off Pop-up blocker features in your browser, and try again.
Type your domain credentials if prompted, starting with “srv_1\...” and then, you are able to
connect to OCS. Some features, such as, phone calling, are not available in OCS web access.

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Other Resources for OCS

1. YouTube Videos for Live Meeting and OCS

1) OCS Demo: Devel Wears Prada Parody: http://www.youtube.com/watch?
v=POs_rM8nrL8&NR=1 : 4:21
2) Complete tour: http://www.youtube.com/watch?v=J-mXM0zx1ow&NR=1 5:09
3) OCS 2007 Demo #1: Join IM: http://www.youtube.com/watch?
v=dGV0FdO3VCo&feature=related : 2:34
4) OCS 2007 Demo #2: Video Conferencing: http://www.youtube.com/watch?
v=GospjjP3kFs&feature=related : 1:52
5) OCS 2007 Demo #3: Advanced Features: http://www.youtube.com/watch?
v=C1rs2R4qHkw&feature=related
6) Live Meeting #1: Join a meeting: http://www.youtube.com/watch?
v=h9MYNKVg0W8&feature=related : 5:19
7) Live Meeting #2: Schedule a meeting: http://www.youtube.com/watch?
v=YeyAU8KlnjQ&feature=related : 4:03
8) Live Meeting #3: Get down to meeting: http://www.youtube.com/watch?
v=1oSbxAURjWs&feature=related : 5:21

2. Web resources
http://www.microsoft.com/communicationsserver/r2-virtual-launch/event/

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