AltiGen comm MAXCS 811 MaxOutlook Manual

MaxOutlook Manual 35 1. In the Every field, specify how often this meeting is to occur: every 
month, every other month, every three months, and so on. 
2. In the Duration field, specify the duration of the meeting, using the Up/
Down arrows.
3. In the Start field, specify the start of the meeting by clicking the Down 
arrow and using the slide bar.
4. Select either On Date to specify a day of the month by number (for 
example, the 10th day of the month) or select On to specify a day of the 
month by...

36MaxOutlook Manual In the Invitation window, you can then click the Send by Outlook button. 
The meeting invitation is pasted into a new message in Microsoft Outlook, 
and the Microsoft Outlook Subject field is filled in with “Conference Call 
Invitation”. Choose the people to whom you want to send the invitation, 
make any edits you may want to make, and click Send. 
Starting and Stopping a Meeting
The meeting host and the MaxAdministrator (“admin”) can start and stop a 
meeting.
To start a meeting if...

MaxOutlook Manual 37 To do any of these, either right-click the person’s name in the MeetMe 
window and choose a command from the context menu, or use the buttons 
at the bottom of the MeetMe tab:
Note:Changing the host does not affect the Mute setting for the original 
host or the new host. If the new host was muted before the transfer 
of hosting duties, that host will have to UnMute himself in order to 
be heard. Similarly, the original host will still be unmuted if he was 
unmuted before transferring...

38MaxOutlook Manual
WARNING:Listening in to or recording a conversation without the 
consent of one or both parties may be a violation of 
local, state and federal privacy laws. It is the 
responsibility of the users of this feature to assure they 
are in compliance with all applicable laws.
Recording on Demand
When the system administrator has set your extension to record on demand 
(either to a central location or to your voice mail), you can use MaxOutlook 
to initiate the recording.
To record a call...

MaxOutlook Manual 39 To associate a call in progress with an account code — Click the 
Account Code button in the MaxOutlook toolbar, or right-click the number, 
and choose Account Code from the menu.
In the Account Code dialog box, select an account code if a list is displayed, 
and click OK. If a list is not displayed, enter an account code in the Enter 
Account Code field and click OK.
Note:Do not enter an account code while recording; doing so will 
disconnect the call.
To change the account code for...

40MaxOutlook Manual
•New voice mail messages are indicated by a white, closed envelope 
and bold type.
•Heard voice mail messages are indicated by a green, open envelope.
•Messages marked urgent are indicated by a red, closed envelope. 
When you have a message marked urgent, the MaxOutlook icon in the 
Windows tray bears a red envelope.
•A paperclip symbol on the envelope indicates an attachment — a voice 
mail message forwarded from another extension.
Dealing with Voice Mail 
Select the message and use...

MaxOutlook Manual 41
Save at Remote Server or Export Locally
You can save a message as a .wav file that you can play back later. To do 
so, select the message and click either the Save button or the Export button 
(or right-click the message and choose Save or Export).
•Save saves the message automatically on a remote server in a location 
designated by the system administrator. No file saving dialog box 
opens.
•Export opens a file saving dialog box that lets you name the .wav file 
and choose a...

42MaxOutlook Manual
Forwarding Voice Mail
To forward a voice mail to an extension or a VM Group
1. Select the voice mail and click the Forward button, or right-click the 
voice mail and select Forward.
2. Check the check box next to the extension to which you want to forward 
the message. 
If you need to search for a person by extension or name, type the first 
letters of the number/name into the Search by Number or Name box. 
The matching extensions or names display in the list as you type. 
Notes:...

MaxOutlook Manual 43
Monitoring the Activity of Other Extensions
If your system administrator has configured your extension for monitoring 
specific other extensions, you can monitor the activity on those other 
extensions or view call history.
If you’re a manager, for example, you might monitor to determine whether 
you need more resources in a busy environment. Or you might use 
monitoring capability to cover calls for a co-worker, since you can click the 
ringing phone icon in the monitor list and...

44MaxOutlook Manual
•Auto Attendant — the extension is connected to an auto attendant
•Holding — the extension is on hold
•Hold Pending — the extension is on hold, and an action is pending
•Virtual Extension
Calling a Monitored Extension
If a monitored extension is Idle (green dot) you can click its Extension field 
to ring the extension.
Viewing the Call History
Click the History tab to view data about handled calls.
Note:Click on the column headings to sort the data.
The History tab displays the...