Monthly Archives: September 2016

stacytips

Stacy’s Tip of the Week 9.30.16 ShoreTel: Record A Conference Call

 Stumped Stacy to Tim the Tech:

Dear Tim the Tech,

I have a very important conference call next week that my boss can not be on the call. I want to record the call so he can hear what was discussed and for future reference. Is it possible for me to do this on my ShoreTel phone?

Tim the Tech:

Dear Stumped Stacy,

It is possible to record conference calls. Just follow these steps:

 

First, let’s create a new conference:

Click on the ‘MyConference’ option on your ShoreTel Communicator.

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From the ‘My Conferences’ tab, select ‘Add a Conference’.

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Create your conference.  At the bottom click ‘Submit’.

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You will now see the new conference listed under the ‘My Conferences’ tab.  The options to ‘Join’, ‘Invite’, ‘Edit’ or ‘Delete’ the conference will also be visible.

We are now ready to record the conference!

Select ‘Join’ to record a conference for later viewing.

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At the top left of your screen, click the drop-down arrow next to ‘More’. Choose ‘Record Conference’.

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To stop the recording, choose ‘Stop Recording’.

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Recordings are automatically added to the ‘Recordings’ list.

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That’s all there is to it!

 

 

Wow! That was simple! Thank you for reading Stacy’s Tip of the Week!

Have a Great Weekend!

 

You can save and download this Tip of the Week by clicking here:

SHORETEL TIP OF THE WEEK! ConferenceRecord

SERVICE CONTACT METHODS:

Portal: http://republic.aureliusvs.com

Email: pg@aureliusvs.com

Text: 480-442-0704

Call: 480-568-8940

stacytips

Stacy’s Tip of the Week 9.23.16 ShoreTel: Undeleting a Voicemail

Stumped Stacy to Tim the Tech:

Dear Tim the Tech,

HELP! I accidentally deleted a very important voicemail that I needed to forward to my boss. How can I recover this voicemail?!!

 

Tim the Tech:

Dear Stumped Stacy,

As long as you deleted the message today it can be recovered! With ShoreTel, you have the ability to recover any deleted voice message the same day it was deleted, after midnight the system permanently deletes deleted voicemails. To recover a deleted message, follow these steps:

1. Press the “Voicemail” button on your phone

2. Enter your voicemail password followed by the “#” key

3. Select Option “7” to access mailbox options

4. Select Option “7” to access deleted messages

 

Upon hearing your deleted message(s) you will be given the options to:

Replay: Press  1
Save: Press  2
Forward: Press  4
Reply: Press  5

Remember: The “window of opportunity” lasts until midnight of the same day the message was deleted.

 

 

Wow! That was simple! Thank you for reading Stacy’s Tip of the Week!

Have a Great Weekend!

 

You can save and download this Tip of the Week by clicking here:

SHORETEL TIP OF THE WEEK! VoiceMail_Undelete

SERVICE CONTACT METHODS:

Portal: http://republic.aureliusvs.com

Email: pg@aureliusvs.com

Text:    480-442-0704

Call: 480-568-8940

Blog-Post-15_Explore-the-benefits

What a Hybrid Communications System Can Do for You

Communications today means so much more than dial tone—it spans a breadth of methods and tools including email, messaging, conferencing and more. Voice communications is merging with other forms of communications to create a converged environment that enables users to communicate how they want, when they want and with whatever device they want.

Disparate communications and collaborations systems, however, can make the task of managing a streamlined communications environment difficult. Besides the fact that IT must maintain two separate systems, ensuring the systems work correctly and seamlessly can be a challenge. And adding users or features can be frustratingly complex.

A hybrid communications system can simplify maintaining a full-featured communications and collaboration environment. With a hybrid system, you get the control and performance of an onsite system with the flexibility, scalability and features that come with a cloud-based service.

Here are some benefits of a hybrid environment:

Leverage current infrastructure: A hybrid system uses your current onsite communications system, with new functionality delivered via the cloud. That means you maintain control while exploring the advantages of cloud and get the most out of your investment.

Scalability: Adding new users or features doesn’t necessarily mean adding new hardware or software. With a hybrid system, you have the ability to expand your system via the cloud, giving all users in the environment the same high-quality reliability and user experience. Plus, scalability delivered via the cloud requires no capital expenses.

Opportunity to try the cloud: Intrigued by what the cloud can offer but not ready to take the step of moving to an all-cloud solution? No problem. ShoreTel Connect HYBRID gives you the opportunity to try the cloud yet maintain control, as with an on-premises system.

In a hybrid environment, services delivered via the cloud can be added and removed quickly and easily, giving your company the ability to explore services to ensure a perfect fit. Add collaboration and productivity tools without adding to your capital expense budget—with a hybrid environment, you pay only for what you need and on a subscription basis, like any other cloud-based service.

Enable productivity anywhere: A hybrid solution gives your users access to the same functionality, whether their branch location is served by a cloud system or has equipment onsite. Provisioning new or additional services is done via the cloud and is as easy as granting permission to users.

A clear migration path: A hybrid system can help pave the way to an eventual all-cloud solution—particularly for companies whose workforce is increasingly mobile. And as more of your communications move to the cloud—and the maintenance of the system to a hosted environment—your IT department can shift its focus to activities that enhance your company’s bottom line.

If you’re looking for ways to increase your communications system’s functionality in a way that’s cost-effective, scalable and flexible, consider a hybrid communications environment. Give your employees the technology they need to stay productive anywhere, anytime, while leveraging your current communications investment.

stacytips

Stacy’s Tip of the Week 9.16.16 ShoreTel: Using Outlook with Voicemail Features

Stumped Stacy to Tim the Tech:

Dear Tim the Tech,

I have very important voicemail messages that need to be forwarded to others within the company. Sometimes clients leave voicemails for me that are meant for Susie or the information in the voicemail needs to be communicated effectively to a different department. How can I send my voicemails to coworkers without having them come to my desk to listen to the voicemails?

Tim the Tech:

Dear Stumped Stacy,

You can forward your voicemails via outlook by following these short attached tips! I have been very impressed with your growing wealth of ShoreTel knowledge over the last few weeks. After a year or two you might be able to switch over to the tech side of this business.

 

Forwarding a Voicemail

You can forward a voicemail to another voicemail box and as an attachment.

You can only forward a voicemail to a ShoreTel user’s mailbox. If you want to send a voice mail to someone outside of the ShoreTel system, send it as an attachment. Note that you cannot forward a private voicemail (i.e. a voicemail marked as private by the original sender).

Forwarding voicemail to another voicemail box

  1.  From the Outlook Inbox, double-click on the voicemail you want to forward
  2. In the ShoreTel Voicemail form > ShoreTel Voicemail tab, click Forward.Picture1
  3. Use the resulting window to choose the specifics of the voicemail

Forwarding voicemail as an attachment

  1. From the Outlook Inbox, double-click on the voicemail you want to forward
  2. In the ShoreTel Voice Mail form > ShoreTel Voicemail tab, click Forward as Attachment.

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3. A new email is created with the voicemail attached as an audio .WAV filePicture3   4. Compose and send the email message

Editing the Subject of Voicemail

You can edit a voicemail subject to provide a more meaningful description of the voicemail.

  • From the Outlook Preview pane, click on the Subject field of the message, and type the new heading in the active field.

or

  • From the Outlook Inbox, double-click on the voicemail whose subject you want to edit. In the ShoreTel Voicemail form > ShoreTel Voicemail tab, click Edit Subject. Type the new subject of the voicemail. Then Save.

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Wow! That was simple! Thank you for reading Stacy’s Tip of the Week!

Have a Great Weekend!

You can save and download this Tip of the Week by clicking here:

SHORETEL TIP OF THE WEEK! VoiceMail_Forwarding

SERVICE CONTACT METHODS:

Portal: http://republic.aureliusvs.com

Email: pg@aureliusvs.com

Text:    480-442-0704

Call: 480-568-8940

stacytips

Stacy’s Tip of the Week 9.9.16 ShoreTel: Scheduling a Conference Through Outlook

Stumped Stacy to Tim the Tech:

Dear Tim the Tech,

I am attempting to schedule ShoreTel Conference calls through Outlook. I am struggling to supply invitees with the correct information so they can join the call. What are the web addresses and numbers I need to give to all invited?

Tim the Tech:

Dear Stumped Stacy,

You need to make sure your ShoreTel Communicator Application is synchronized with Outlook. Attached are the numbers and addresses with proper formatting you need to include in your calendar invite.

 

With ShoreTel, users can schedule and join audio conferences with one-click directly on the Microsoft Outlook feature menu.  It’s simple! This week’s tip will show you how!

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When you click the ‘Conference’ button the conference and participant details will auto-populate in the Outlook appointment body.

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Conference Settings and Advanced Options

Conference settings are available in Outlook by clicking on the drop-down arrow below the ‘Conference’ button and select ‘Settings’.

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  • Host Code: Automatically provided and can be customized
  • Participant Code: Automatically provided and can be customized
  • My Extension: Automatically Populated
  • Advanced Options:
  • Conferencing: Determines when the conference is started
  • Post Conference Comments: Determines whether participants can post comments upon exit
  • Access: Determines whether a participant password is needed to access the conference
  • Entry and exit tone: Determines the type of announcement made when a participant enters or exits the conference

These settings can be set as Default and used for all scheduled conferences.

 

Wow! That was simple! Thank you for reading Stacy’s Tip of the Week!

Have a Great Weekend!

 

You can save and download this Tip of the Week by clicking here:

SHORETEL TIP OF THE WEEK! ConferenceScheduling

 

SERVICE CONTACT METHODS:

Portal: http://republic.aureliusvs.com

Email: pg@aureliusvs.com

Text:    480-442-0704

Call: 480-568-8940

 

drawingas

Planning for Adversity: Ensuring business communication continuity with the cloud

Your new marketing campaign was a huge success and your office is receiving the highest level of calls you’ve ever experienced in your growing business.  Your staff is taking live calls, checking voicemail and returning customer inquiries as fast as they can.

Can you imagine the impact if your phone system goes down mid-morning – at the peak of the call volume?

Who knows why disaster strikes?

It could be a clumsy utility worker, a lightning storm or some other unpredictable problem.  Phone system issues are a reality with traditional telecommunications systems and can create enormous business headaches for you.

If your business hasn’t planned for adversity with a disaster or redundancy plan, those kinds of communication failures can significantly disrupt your business from, well, doing business.

What is your communication continuity plan?

In the past, developing a disaster recovery plan meant that your IT staff would need to re-engineer your business phone system so it could be recovered successfully. If you’re a growing business, you likely don’t have that kind of unlimited resources for equipment and infrastructure.

This is where cloud communication can help.

Cloud phone systems have greatly advanced system recovery and business continuity in the face of an outage. They’re hosted virtually, so there’s no need to worry about the types of disastrous scenarios that used to disrupt on-premise or landline phone services.

If a phone line is cut, cloud-based systems are totally unaffected. If Internet service goes down, phone calls can be re-routed to backup cell phone numbers or other business offices.

3 Essential Business Benefits of Switching to the Cloud

As you think about a continuity plan for your phone system, there are several important benefits to the cloud that you want to consider.

  1. Your phones stay up and running – always. Even if a total outage strikes, wiping out your office’s power and Internet service, cloud-based phone systems allow employees to connect from anywhere — their home, a coffee shop, or wherever they can tap into power and a data connection.
  2. Redundancy is built into the architecture in all the applications. This means that the system isolates any issues and the redundancy allows you to troubleshoot during business hours rather than coming in after-hours.
  3. Cloud-based phone systems are completely scalable. If you need to re-direct call flow from one site to another, it’s very easy to do without any disruption in call quality or service.

Simply put, recovery and continuity is a non-issue.

With these benefits in mind, the question, then, is why you would?n’t switch to the cloud?

stacytips

Stacy’s Tip of the Week 9.2.16 ShoreTel: Audio/Video Conferencing

Stumped Stacy to Tim the Tech:

Dear Tim the Tech,

I have noticed some buttons on my Communicator Application and a few of them are for voice and video conferencing. How can I utilize these features and conduct conference calls

Tim the Tech:

Dear Stumped Stacy,

There are many benefits to conducting conference calls through Communicator. The feature allows real time collaboration and makes conferencing universally accessible, beyond traditional users (such as sales), to include even those who have only occasional need for it. Dial-in conferencing enhances collaboration across the entire organization.

 

To create a conference, in your ShoreTel Communicator menu select, “Windows” then “Conference Web Portal”.

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Now you can create a conference simply by clicking on the “add a conference” button and filling out a very short form where you can name your conference and pick your participant code.

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You can also start an instant conference when you are on the phone by clicking on the “start instant conference” icon on your ShoreTel Communicator.

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Zero touch web conferencing

Whether you are a PC or a Mac user, ShoreTel’s brilliantly simple Web Conferencing enables you to share your desktop to collaborate on documents with your team. So you can, for example, conduct a sales presentation to prospective customers or simply use the interface to manage any audio conference. Participation for attendees is simplified, as well: with a simple click on web link – and no download – attendees can see the shared desktop within seconds.

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Wow! That was simple! Thank you for reading Stacy’s Tip of the Week!

Have a Great Weekend!

You can save and download this Tip of the Week by clicking here:

SHORETEL TIP OF THE WEEK! ConferenceAudio_Video

 

SERVICE CONTACT METHODS:

Portal: http://republic.aureliusvs.com                                                  Email: pg@aureliusvs.com

Text:    480-442-0704                                                                              Call: 480-568-8940