AltiGen comm MAXCS 811 MaxOutlook Manual

							MaxOutlook Manual 15
Changing Activity Status
You can specify your whereabouts, so that others are informed.
 
Click the Down arrow on the Activity button and choose the appropriate 
category:
•Available (System) (the system greeting is used)
•Available (Personal) (your personal greeting is used)
•Meeting 
•Away 
•Travel 
•PTO (personal time off)
Your system administrator may have configured additional (Custom) 
activities to select from. 
The activity category you select appears beside the button. Keep your 
Activity status updated.
Recording Activity Greetings
You can record a different greeting for each Activity status. To do so, click 
the Greeting tab, and select an Activity. Then click the Record button at the 
bottom of the tab to record a greeting. (Alternatively, you can right-click the 
activity, and select Record.) Use your phone or headset to record the 
greeting. 
						

							16MaxOutlook Manual To hear the greeting played back, click the Review button. Change your 
greeting whenever you want to.
Turning Do Not Disturb On and Off
The button is a toggle that turns Do Not Disturb on and off.
When Do Not Disturb is on, all incoming calls are forwarded according to 
your Enable Busy Call Handling settings. 
Note:If the system administrator has disabled the Do Not Disturb feature 
for the extension, the DND feature will not be available to you. If you 
select DND, an alert pops up informing you that DND is not allowed. 
Searching in the Tabbed Windows
Searching is available in these tabs: Directory, History, Contacts, Voice 
Mail, and Speed Dial.
To search,
1. In the Search in field, select the column you want to search in.
2. Put your cursor in the field beside the magnifying glass, and type what 
you’re looking for. The search begins as you type, and the list is 
narrowed to records that match what you’re typing.
3. When you begin a new search, all the information that was on the tab 
reappears. Or you can clear the field beside the magnifying glass or 
make another selection in the Search in field, and you’ll see all the 
information on the tab. 
						

							MaxOutlook Manual 17
Customizing the Display
You can customize the MaxOutlook display to meet your needs in the 
following ways:
•Specify the columns you want to see by right-clicking a column 
heading and checking or unchecking columns in the pop-up list. 
Checked columns will be displayed.
•Resize columns by placing the cursor on a column divider in the 
header area until the cursor changes to a two-headed arrow. Click and 
drag the column divider to where you want it.
•Rearrange columns by clicking and dragging a column name to the 
location you want.
•Sort columns in ascending or descending order by clicking the column 
heading. An ascending (first to last) or descending (last to first) arrow 
appears. Click the column heading again to sort in the reverse order. If 
you click a column heading, and all the data in that column is the same, 
MaxOutlook keeps the sort order of the previously clicked column.
•Add, remove, and rearrange the toolbar buttons in MaxOutlook by 
clicking the Toolbar Customization button in the call handling toolbar.
Dragging the Record column to the right
Ascending orderDescending order 
						

							18MaxOutlook ManualThe buttons displayed in MaxOutlook are in the right-hand list. To 
remove a toolbar button, select it and click Remove. To add a toolbar 
button, select a button from the list on the left, and click Add. To 
rearrange buttons, select a button from the list on the right, and click the 
Up button or Down button, until the toolbar button is where you want it. 
When finished, click OK.
•Pop up MaxOutlook when you get an incoming call while you are 
doing something else. See “Call Alert Options” on page 59.
•Specify the tabs you want to see. To select the tabs you want to 
display, right-click on the area to the right of the tabs. A list of tabs 
appears: 
						

							MaxOutlook Manual 19 They are all checked, by default. Uncheck the tabs you don’t want to 
display. 
You can’t change the order of the tabs by clicking and dragging, as you 
can with columns. To change the order of the tabs, uncheck all except 
the tab you want to appear first. Then recheck each tab you want in the 
order in which you want it. The tabs will be displayed in the order in 
which you check them. If you uncheck all the tabs and then want to 
display tabs again, click the MaxOutlook Configuration button in the 
MaxOutlook status bar and go to Customization > Tab Layout.
Performing Other Microsoft Outlook Tasks
To work on other tasks in Microsoft Outlook, click the appropriate Outlook 
folder or use an available menu command, shortcut, or button in the 
Microsoft Outlook toolbar, as usual. For example, to check your Outlook 
Inbox, click the Outlook Inbox folder. 
The MaxOutlook status bar and call handling toolbar always remain visible.
Returning to MaxOutlook
To return to the MaxOutlook screen, you can do any of the following:
•Click the MaxOutlook folder.
•Click a button in the MaxOutlook call handling toolbar.
•Click the Voicemail button in the MaxOutlook status bar.
When a call is coming in, MaxOutlook will pop up if you have configured it 
to do so in the MaxOutlook Configuration screen. 
						

							20MaxOutlook Manual
Exiting and Restarting MaxOutlook
To close MaxOutlook, exit Microsoft Outlook. 
Important:Programs take time to exit completely. Before you try to restart 
Microsoft Outlook, make sure that it goes through its entire 
shutdown procedure first. If it does not shut down completely, 
and you restart it, Microsoft Outlook will launch without 
MaxOutlook and without any access to MaxOutlook. 
Waiting a few minutes should give Microsoft Outlook enough 
time to exit completely. 
If you’re not sure the exiting process is complete, you can open 
Windows Task Manager to find out. To do so, right-click on the 
task bar and choose Task Manager. Click the Task Manager 
Processes tab, look in its Image Name column, and make sure 
that OUTLOOK.EXE is not listed. (You can sort the column by 
clicking on the column heading.) If OUTLOOK.EXE is not listed, 
then it has successfully exited, and it is safe to restart it. 
						

							MaxOutlook Manual 21
CHAPTER 4
Handling Calls with MaxOutlook
This section shows how to manage your calls, voicemail messages, and 
contacts. 
•Ways to answer calls, see “Answering Calls” on page 21
•Ways to dial out, see “Dialing Out” on page 22
•How to put calls on hold, see “Placing Calls on Hold” on page 24
•How to use call waiting, see “Using Call Waiting” on page 24
•Ways to transfer calls, see “Transferring Calls” on page 25
•How to make conference calls, see “Conference Calls” on page 27
•How to record calls, see “Recording Calls” on page 37
•How to use account codes, see “Using Account Codes” on page 38
•Managing voicemail messages, see “Using Voice Mail” on page 39
•How to monitor extensions, see “Monitoring the Activity of Other 
Extensions” on page 43
•How to see a history of your calls, see “Viewing the Call History” on 
page 44
•Managing contacts, see “Using the Contacts Tab” on page 45
Answering Calls
To answer a call click the word Ringing in the call’s State cell. The state 
changes to Connected.
Or, click the Connect button in the MaxOutlook toolbar. 
						

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Dialing Out
To dial a number, click in the dialing field, enter a number or name, press 
the Enter key, and then click the Connect button in the MaxOutlook toolbar. 
Note:To clear the dialing field, delete the number in it, and then press the 
Enter key.
The Call Information panel displays the state of the call:
Shortcut-Key Dialing and Smart Tag Dialing
Shortcut-key dialing — If you configured your MaxOutlook to let you use 
shortcut keys to dial a selected phone number in another program, for 
example, Excel or Internet Explorer, you can make a call by selecting the 
number and using those shortcut keys. To find out more about this option 
and how to configure it, see the discussion of “Select-n-Dial.”
Smart Tags — If you configured your MaxOutlook to enable Smart Tags, 
you can call phone numbers from Internet Explorer by clicking a number in 
IE that has a dotted underline, or from Microsoft Office programs by 
selecting Dial By MaxClient from a Smart Tag beside the number. To find 
out more about this option and how to configure it, see “General Information” 
on page 47.
Note:If you have more than one MaxClient installed (MaxCommunicator, 
MaxAgent, MaxOutlook, or MaxCommunicator/Agent within 
Microsoft Office Communicator), and you have enabled Smart Tags 
on more than one, it is best to open only the one you want to do the 
dialing. If you have more than one open, MAXCS may not use the 
program you want it to use. 
If more than one Smart Tag-enabled program is open, MAXCS will 
use the first one it finds, using this search order: 
MaxCommunicator, MaxAgent, MaxOutlook.
Additionally, if you were using the Smart Tag method with a 
particular program, for example, MaxOutlook, and then you open a 
Smart Tag-enabled MaxAgent, MAXCS will continue dialing a 
Smart Tag call through MaxOutlook. To have the call dialed through 
MaxAgent, close MaxOutlook. 
						

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Dialing Speed Dial Numbers
To dial speed dial numbers, click the Speed Dial tab:
This tab lists speed dial numbers that you have configured at your extension 
(extension speed dial numbers), and it lists speed dial numbers, if any, that 
have been set up for your extension by the system administrator (system 
speed dial numbers). You can see in the Type column which numbers are 
extension speed dial numbers and which are system speed dial numbers.
To call a speed dial number, click the number in its Number column. 
Setting Up and Editing Extension Speed Dial Numbers
To set up an extension speed dial number: 
1. Click the Speed Dial tab and double-click an empty Extension type row. 
The Extension Speed dialog box pops up. 
2. Enter a name, number, and note if desired. 
When you add an outside number, all relevant prefix digits such as 
trunk or route access number, the long distance prefix 1 and area codes 
must precede the phone number. 
3. Click OK.
You can enter up to 20 speed dial numbers. 
Note:Extension-type speed dial numbers are also set up by using the #25 
feature code on your phone set.
To edit a speed dial number in MaxOutlook, double-click in its Type, ID, or 
Name columns. The Extension Speed dialog box pops up. Make your edits, 
and click OK. To delete the information, clear the fields and click OK. If you 
just want to edit a note, you can double-click in the Note field on the Speed 
Dial tab and edit the note right in the table. 
For system-type speed dial numbers, you can edit the note, but only the 
system administrator can edit the other fields.
Click the number to make the call 
						

							24MaxOutlook Manual
Redialing
To redial the last number called, click the Redial button on the MaxOutlook 
toolbar. If the Redial button is not on your MaxOutlook toolbar, you can 
display it by clicking the Toolbar Customization button and adding the 
Redial button to your Toolbar list. Click OK.
Placing Calls on Hold
During a phone call, either click the word Connected in the call’s State cell 
or click the Hold button in the MaxOutlook toolbar. The state of the call is 
changed from connected to a hold state and you will hear the dial tone.
Click Hold in the call’s State cell to release the hold and reconnect the call.
Note:When a call is put on hold automatically by the system (to queue), 
the system will ring you after two minutes if the call is still on hold.
Using Call Waiting
During a call, you may receive another incoming call. To answer the call, 
click Ringing in the new call’s State cell. The call to which you were 
connected goes to the hold state.
When you are ready to reconnect to the call on hold, click Hold in the State 
cell of the call. The call goes to the connected state.
Click Ringing 
to answer 
second call
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