AltiGen comm MAXCS 811 MaxOutlook Manual

							MaxOutlook Manual 45 Also, the timestamp for call data is based on the client system, while the 
timestamp for voice mail messages is from MAX Communication 
Server. Thus, the times displayed here may not match those in the 
voice mail view in the main window.
•Duration — the duration of the call. 
•DNIS — DNIS digits collected, if available
•Group — Group number or name
•Note — a note attached to the call. To enter a note, double-click the 
Note field and type your note. 
Use the Delete button to delete selected calls in the history list. Use the 
Delete All button to delete the entire call history list. MaxOutlook will ask 
you to confirm the deletion; click Yes to delete or No to cancel:
Using the Contacts Tab
To populate the Contacts tab with the contacts listed in your Microsoft 
Outlook, see “CRM Integration” on page 60. Once the list is populated, the 
numbers that appear on this tab can be called, transferred to, and 
conferenced just like any other number. 
E-mail a contact — Click a contact’s e-mail address to send an e-mail to 
the contact.
View the contact’s information — Right-click on a contact to pop up the 
Microsoft Outlook contact window for this contact. 
						

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							MaxOutlook Manual 47
CHAPTER 5
Configuring MaxOutlook
Using the MaxOutlook Configuration window, you can configure the 
following behaviors and options:
•General Info — password, default trunk access, and other general 
settings.
•Call Handling — forwarding, busy call, and no-answer call handling; 
call waiting; number of rings before forwarding; automatic answering.
•One Number Access (ONA) — forwarding of specific incoming calls. 
•Message Notification — how and when you want to be notified about 
incoming voice messages.
•Call Alerts — screen pops and audio beeps.
•Playing voicemail — through handset or soundcard.
•Integration — integrating with a Microsoft Outlook CRM.
•Display Customization — tab layout. (Theme selection is default 
only.)
•IPTalk — IPTalk settings.
•Log — enabling a log to be created for IPTalk and for this application 
(MaxOutlook) to trace errors.
Note:Some options may not be available to you. 
Click the Configuration button in the MaxOutlook status bar to configure 
these options.
In the Configuration window, click Apply or OK to save your changes:
•Apply saves your changes and lets you continue in the Configuration 
window.
•OK saves your changes and closes the Configuration window.
General Information
The General Info screen lets you edit your password and the default trunk 
access code, release the link tie for IP trunks, and disable auto format. 
						

							48MaxOutlook Manual You can configure these general settings:
•Default Trunk Access — The trunk access codes are defined by the 
system administrator. When you get an incoming call over multiple 
trunks and cannot issue a return call, the system will automatically 
select the default trunk access code to place your call.
•Enable Smart Tag — If you check this option, two things happen:
In Internet Explorer, a dotted underline will appear under telephone 
numbers. You can click the number to make the call. 
In Microsoft Office programs, a Smart Tag action icon will appear by 
the phone number. From the Smart Tag’s drop-down menu, you can 
select Dial By MaxClient.
Whether the call is made automatically or the number is simply 
placed in the dialer box depends on how you set Auto-Dial (see 
below). 
The Microsoft programs in which you want to use this option must be 
open when you set the option. After checking Enable Smart Tag, 
you need to close and reopen Internet Explorer and the Microsoft 
Office programs. Then you must configure your Microsoft Office 
programs to display the Max Smart Tag, as follows.
•Use Polycom phone to make or answer calls – You can configure 
MaxOutlook to use your Polycom phone to place calls and answer calls. 
Refer to the MAXCS Polycom user guides for instructions on how to 
configure this option, along with other Polycom features. The user 
guides for the various Polycom models can be found on AltiGen’s  
						

							MaxOutlook Manual 49 MAXCS web site, at http://maxcs.com/support/current-manuals. Click 
here
 to open that page.
Configuring Microsoft Office programs to show Max Smart Tag
1. In each Microsoft Office program in which you want to use this feature, 
select Tools > AutoCorrect Options, and click the Smart Tags tab. 
The following figure shows the AutoCorrect dialog box in Excel.
2. Check Label Data with Smart Tags, and check Max Smart Tag.
3. Click OK.
Enabling / Disabling the Max Smart Tag in Internet Explorer 
You can enable and disable the Max Smart Tag in Internet Explorer. In 
IE, go to Tools > Manage Add-ons. The Manage Add-ons dialog box 
opens: 
						

							50MaxOutlook ManualTo enable or disable the MaxIESmartTag, select it and click the Enable 
or Disable button at the bottom of this dialog box (not shown in figure).
•Select-n-Dial — Select-n-Dial lets you select a phone number from any 
window, for example, Internet Explorer, Microsoft Word, Excel, 
Notepad, and so on, and then press the keys you define here to dial that 
number. To set up this option, 
1.Check the Select-n-Dial check box.
2.Select a combination of keys as your shortcut: Select one key 
from the drop-down list. (You can select from 0-9, A-Z, and F1-
F12.) In addition, check either Ctrl, Alt, or Shift or a combination 
of these keys. For example, your shortcut might be Ctrl+F2 or 
Alt+Shift+k. Make sure the shortcut you define is not the same as 
a shortcut being used in any other program you’re likely to have 
running.
3.Click Apply.
You can use this option in conjunction with Auto-Dial, described next.
•Enable Auto Dial — If you check this box, any phone number you dial 
using a Smart Tag or the Select-n-Dial method is dialed automatically. 
The phone number appears in the Number column and the state 
column displays Ringing.
If this box is not checked, then a phone number selected by the Smart 
Tag method or the Select-n-Dial method is displayed in the dialer, and 
you need to click the Connect button to make the call. 
						

							MaxOutlook Manual 51
•Release Link Tie (IP Trunk) — When checked, clicking the Transfer 
button will automatically send “FLASH *” to release a tie trunk if the 
incoming call is through an IP trunk. (Option is disabled by default.)
WARNING!Before checking this check box, see your phone system 
administrator. If your company is using multiple systems and the tie trunk 
feature, the administrator needs to have used Enterprise Manager to 
synchronize the systems. Otherwise this feature will not work.
Note:The call being transferred must originate from an AltiGen PBX 
system running AltiWare ACC/ACM 5.0 or later, or MAXCS 
ACC/ACM 6.0 or later.
•Disable Auto Format — If the MAX Communication Server’s country 
code is US/Canada, MaxOutlook automatically adds the long distance/
international dialing prefix (corresponding to the server’s country code) 
when returning a call from voice mail or when making a call from the 
History tab. If this is not appropriate for your setup, check Disable 
Auto Format.
Call Handling
Click the Call Handling tab in the Config window to configure incoming call 
handling for your extension. 
						

							52MaxOutlook Manual
Forwarding All Calls
To forward all calls, check Enable Forward to and choose a forwarding 
destination. If you want to forward calls to an external number, select a trunk 
access code in the drop-down list, then begin with the outside trunk or route 
access digit (usually 9) and any long distance prefix digits such as 1 and 
area code.
Note:Forwarding calls to a pager is possible but not recommended since 
callers will only hear what is heard when calling a pager and might 
not know to enter a return phone number unless instructed.
Do Not Disturb
If you check Enable Do Not Disturb, all incoming calls are forwarded 
according to your Enable Busy Call Handling settings, described below.
Checking Enable Do Not Disturb here has the same effect as clicking the 
DND button in the MaxOutlook main window.
Busy Call Handling and No Answer Handling
You can use these options to specify how you want to handle incoming calls 
when you’re already on the phone or when you can’t answer the phone, for 
example, when you’ve checked Enable Do Not Disturb.
If you want to use the auto attendant and you don’t know the number of the 
phrase or menu you want to use, check with your system administrator.
Place call in queue is available only if your system administrator has 
enabled queuing for you.
Number of Rings Before Forwarding
The Number of Rings Before Forwarding setting pertains to almost all the 
options in this screen. It is the number of times the phone rings before the 
system forwards the call to an extension, voice mail, or the auto attendant.
To have MaxOutlook automatically pick up the call, check the Enable 
Automatic Answering after x Seconds check box and use the arrow keys 
to choose the number of seconds.
Note:The default setting is 0 seconds. If the duration is set to 0, all 
incoming calls will go to connect state right away. Neither caller nor 
callee will hear a ring tone.
Note:This feature requires one of the following: 1) an IP or analog 
extension to which the system administrator has assigned feature 
code #82 (dial tone disabled mode); or 2) MaxOutlook is running 
with IPTalk softphone enabled.  
						

							MaxOutlook Manual 53
Call Waiting Options
Call waiting options are available only if the Enable Busy Call Handling 
check box has been checked, but this option is available only for non-
workgroup calls. 
•Single Call Waiting — sets up single call waiting. This feature gives an 
alert tone (audio beep) to indicate that a call is waiting. Single Call 
Waiting must be selected in order to conference incoming calls. 
•Multiple Call Waiting — enables a “non-workgroup queue” of multiple 
calls waiting. You must also select the Place Call In Queue option 
under Enable Busy Call Handling to enable this option. This allows 
you to transfer or park the current call before picking up the next call in 
queue.
•Live Call Handling — when enabled, allows a caller to hear a ringback 
tone when the called party is in voice mail, paging, transfer, or 
conference state.
Automatically Answer After XX Seconds
You can the client to automatically answer calls via your Polycom phone. 
This option works with the Use Polycom Phone to Make or Answer Calls 
option.
Refer to the MAXCS Polycom user guides for instructions on how to 
configure this option, along with other Polycom features. The user guides for 
the various Polycom models can be found on AltiGen’s MAXCS web site, at 
at http://maxcs.com/support/current-manuals. Click here
 to open that page.
One Number Access (ONA)
If you are expecting calls that you want to receive regardless of where you 
are, you can have the system forward those calls to you. You must specify 
the Caller IDs for the calls you want forwarded, and the numbers where you 
can be reached. 
If the system is unable to connect the call (can’t identify a Caller ID or can’t 
reach you at any of the numbers you specify), the call is sent to your voice 
mail.
When you answer an ONA call, you may be required to enter your extension 
password, depending on the configuration for your extension set by your 
system administrator.
Before You Set Up ONA
•ONA must be enabled for your extension by your system administrator.  
						

							54MaxOutlook Manual
•The settings on your MaxOutlook Call Handling tab must not conflict 
with ONA. Specifically:
Enable Do Not Disturb must not be checked. If it is, when your line 
is busy, all calls will go into voice mail and not to the ONA forwarding 
numbers you specify. 
Enable Forward to must not be checked. If it is, all calls will be 
forwarded according to this setting.
See “Call Handling” on page 51 for details on these settings.
Setting Up One Number Access
To set up one number access,
1. Click Extension > One Number Access in the Configuration window.
2. Select the times you want to be available to ONA callers. 
If you choose Enable schedule based access, you can set up to four 
different schedules in the dialog box that pops up: