Category Archives: Tip of the Week

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:

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Email: pg@aureliusvs.com

Text: 480-442-0704

Call: 480-568-8940

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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

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

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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!

1

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

 thumbnail_conf

 

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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thumbnail_settings

  • 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

 

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.

4

 

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

stacytips

Stacy’s Tip of the Week 8.26.16 ShoreTel: Communicator Hot Keys

Readers,

Meet Stacy. She’s a talented employee but struggles immensely when it comes to technology. She asked our technicians countless questions a week. She annoyed the Techs so much they now call her “Stumped Stacy”. They finally had to tell Stacy that she limited to one question a week about her ShoreTel IP phone as long as she promised to share what she learned on our company blog to educate our customers.

Stumped Stacy to Tim the Tech:

Dear Tim the Tech,

The other employees are talking about “Hot Keys” and how they help them use their phones. Why would all my coworkers willing choose to burn their hands on keys? How would this improve their efficiency?

Tim the Tech:

Dear Stumped Stacy,

Hot Keys are buttons on your keyboard that you press simultaneously, which causes the computer to perform some function. A great example of this is clicking control + C on any Windows PC to copy a selected item. In this case, utilizing the ShoreTel Communicator Hot Keys allows employees to preform functions by clicking two to three buttons instead of multiple clicks through tool bars. Attached to this email are some great Hot Keys.

 

Call Handling Hot Keys

To change your call handling mode, press the following keys:

CTRL + SHIFT + 1 = Standard

CTRL + SHIFT + 2 = In a Meeting

CTRL + SHIFT + 3 = Out of Office

CTRL + SHIFT + 4 = Extended Absence

CTRL + SHIFT + 5 = Custom

General Hot Keys

Below is a list of standard hot key options available:
Control Key +

A = Answer

H = Hold/Un-Hold

T = Transfer

U = Hang up

O = Options Menu

Y = Transfer direct to VM

J = Conference

K = Park

ALT Key + (Only Alt+F will work if the ShoreTel Communicator is DOCKED)

W = Windows Menu

T = Tools Menu

D = Dial Menu

F = Main Menu (Opens ShoreTel Application Button Menu)

H = Help Menu

K = Workgroup Menu

C = Call Menu

V = View Menu

F Keys

F1 = Help

F4 = Opens the call history in the quick dialer

F7 = Hold

F10 = Transfer

F11 = Conference

F12 = Park

You will also notice the “Hot Keys” located next to the commands on your ShoreTel Communicator.

Picture1

 

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! CommunicatorHotKeys

 

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 8.19.16 ShoreTel: Accessing VM via Communicator

Readers,

Meet Stacy. She’s a talented employee but struggles immensely when it comes to technology. She asked our technicians countless questions a week. She annoyed the Techs so much they now call her “Stumped Stacy”. They finally had to tell Stacy that she limited to one question a week about her ShoreTel IP phone as long as she promised to share what she learned on our company blog to educate our customers.

Stumped Stacy to Tim the Tech:

Dear Tim the Tech,

I am having problems accessing my VM messages through my ShoreTel Communicator desktop application. I know how to do it on my ShoreTel phone, but all the cool employees access their VMs via Communicator. Help me Tim the Tech! I need to be able to fit in with the rest of the cool employees. You think I’m cool, right?

Tim the Tech:

Dear Stumped Stacy,

Regarding the first part of your email, I have attached a tip on how to access your VMs through Communicator, along with some other useful communicator tips and tricks. Regarding the second half of your email, it is not appropriate for me to give a response…

Voice Mail Functions

 

To listen to Voice Mail using ShoreTel Communicator:

  • Click on the Voice Mail tab at the bottom of the ShoreTel Communicator window

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  • Double-click on the message that you want to play – message will play

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  • To delete the message, click on the “X Delete” button on the Voice Mail toolbar
  • To save the message, click on the “Save” button; the message will be moved to the “Saved” folder

Call Handling Modes (Out of Office)

ShoreTel has five “Call Handling Modes” to help you manage how you want the system to handle an incoming phone call.  They are “Standard”, “In a Meeting”, “Out of Office”, “Extended Absence” and “Custom”.  One call handling mode is always active.  Users can manually select their active call handling mode.  The default mode is “Standard”.

To activate Call Handing Mode using ShoreTel Communicator:

  • On the menu bar, click the down arrow next to a Call Handling Mode (default is Standard)

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  • Select the mode you want to activate:
    • Standard
    • In a Meeting
    • Out of the Office
    • Extended Absence
    • Custom

To record a greeting for a specific Call Handling Mode using ShoreTel Communicator:

  • On the menu bar, select Tools, then select Options
  • When the Options and Preferences window opens, click to select the appropriate Call Handling Mode
  • Click on the “Record Greeting” button; a Prompt Recorder window will open
  • Pick up your handset
  • Click on the red dot to record your greeting
  • Optional: Click on the green arrow to review the recording
  • Click the “OK” button to accept

Place and Answer Calls

To place a call using ShoreTel Communicator:

  • On the menu bar, select Dial, then select Make Call
  • Type in the number or name in the search bar if the number is in the Directory or Speed Dial -OR- enter the number in the Dial Digits box (remember to add “9” if the number is off-campus and “1+(area code)” if the number is long-distance)
  • Click the “Make Call” button

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To answer a call using ShoreTel Communicator:

  • When ShoreTel Communicator is running and a call is received, a window will pop up at the bottom right corner of your screen
  • Click on the “Answer” button -OR- click on the “To VM” button to send the caller to voice mail

To end a call using ShoreTel Communicator just click the red handset icon in the yellow highlighted active call box

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Transfer a Call

To transfer an active call using ShoreTel Communicator:

  • Click on the blue handset icon with the purple right arrow

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  • Type the number or name of the person you want to transfer the call to
  • Click the “Transfer” button

 

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! CommunicatorFeatures

 

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 8.12.16 ShoreTel: IM Presence

Readers,

Meet Stacy! She’s a talented employee but struggles immensely when it comes to technology. She asked our technicians countless questions a week. She annoyed the techs so much they now call her “Stumped Stacy”. The techs finally had to tell Stacy that she was limited to one question a week about her ShoreTel IP phone as long as she promised to share what she learned on our company blog to educate customers.

Stumped Stacy to Tim the Tech:

Dear Tim the Tech, on my Communicator I can see if my coworkers are on calls but I can not see if they are available for IMs. All the other employees have two presence bubbles and can see when others are available for calls and IMs. Why can’t I see when users are available for IMs? Did everyone block me on the ShoreTel Instant Messaging application? 

Tim the Tech:

Dear Stumped Stacy, no, the other employees did not block you. (They would be smart if they did though). You do not have the separate telephony and IM presence bubble setting turned on in your Communicator. With your ShoreTel Communicator you can clearly differentiate between the phone presence and the IM presence by having two separate bubbles instead of just one.  With two separate bubbles you do not need to guess the availability of your colleagues. In the image below, there are two presence bubbles shown. This week I will teach you how to add a second presence bubble for IM.

ShoreTel Communicator for Windows:

Show your Phone and IM Presence in Two Separate Bubbles

Note: You will not be able to have a IM presence bubble if your ShoreTel Administrator has not assigned your user to an IM Server.

Picture1

To add a second bubble click on the ShoreTel icon and select ‘Options’.

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Next in the ‘Options and Preferences’ window, select ‘Presence’ from the left column.  Then on the right select the bubble that reads ‘separate telephony and instant messaging presences’.  At the bottom of the window, select ‘OK’.

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Two separate presence bubbles are now displayed in your ShoreTel Communicator.  The first bubble indicates phone presence, the second indicates IM presence.

Untitled-1

For the first bubble (phone presence) green indicates the user is available and the call handling mode ‘Standard’ has been selected.  If the bubble is red, the user has changed their call handling mode to a do not disturb mode.  See the image below for the different call handling modes.

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For the second bubble (IM) green indicates available.  Your IM bubble will be displayed as green if you choose the option ‘Online’.  The image below shows the other IM availability options and the bubble colors that are associated.

Picture6

 

 

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:

Stacy’s Tip of the Week! Welcome to ShoreTel Connect!

 

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Stacy’s Tip of the Week 8.5.16 ShoreTel: Personalize Your Directory

This ShoreTel Communicator app is great. I absolutely love the functionality of it. I only have one complaint, I learned how to program my speed dials last week but I really need to learn how to add contacts to my Communicator Directory!

Note:  ShoreTel Communicator is necessary for this tip

You can add your own personal directory item in your ShoreTel Communicator and it will be accessible through your directory button on your ShoreTel phone. This personal directory item will not show up in anybody else’s directory button. Just add the personal directory item to your ShoreTel Communicator by right clicking in the directory tab, and selecting “New Directory Item.” Fill in the contact details, click “OK” and now when you press the Directory button on your ShoreTel phone, you will be able to view and dial any of the personal contacts you added to your Communicator.

From the Directory tab, right click and select, “New Directory Item”.

Screen Shot 2016-08-05 at 10.08.16 AM

 

Fill in the contact details and click, “OK”.

Screen Shot 2016-08-05 at 10.08.26 AM

That’s all there is to it! You can now view your personal directory item(s) on your ShoreTel phone by pressing the Directory button.

 

Thank you for reading your ShoreTel Tip! Have a Great Week!

 

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

SHORETEL TIP OF THE WEEK! PersonalizedDirectory

stacytips

Stacy’s Tip of the Week 7.29.16 ShoreTel: Speed Dialing

ShoreTel Communicator for Windows: Building a Speed Dial List

WOW, I really hate typing in Scott’s number 10 times a day! I really wish there was a way to set up a speed dial… This week’s tip will show ShoreTel Communicator users how to set up a list of speed dials that can be accessed from both the Communicator and your ShoreTel IP phone! In addition to initiating voice calls, you can add, remove and edit speed dial contacts from the speed dial window.

Note:Need to have Communicator in order to program speed dialing
Let’s start by setting up the Speed Dials.

First, if you don’t have a “Speed Dial” tab at the bottom of your Communicator you will need to add it by selecting the “Windows” drop down and selecting “Speed Dials”.

Screen Shot 2016-07-28 at 5.41.53 PM

Next, select the new “Speed Dial” tab towards the bottom of your Communicator.

Screen Shot 2016-07-28 at 5.42.01 PM
Now that you are in the correct tab let’s create some speed dials! This is as easy as a mouse click. With your mouse, RIGHT click in the empty space in the “Speed Dial” tab. This will open a box that will allow you to select “Add Entry”.

Screen Shot 2016-07-28 at 5.42.06 PM
Next, in the “Add Speed Dial Entry” box, enter your number and label the speed dial entry, click “OK”.

Screen Shot 2016-07-28 at 5.42.11 PM
Now you have a speed dial list building and you will notice that the first 9 speed dials have a number beside them. This is because you can press and hold any of the numbers on your phone’s dial pad to activate a speed dial just like you would on your cell phone!

Capture

You now have speed dials ready to go! Just click the speed dial tab on the bottom of your Communicator and double click on a contact.
On your ShoreTel  IP  Phone:

You can also access your newly created speed dials on your ShoreTel IP phone! All you have to do is press the “Directory” button on the phone and you will notice a new soft key that says “Speed”. You will be able to open your speed dial list and search it just like you do the standard directory on the phone. Just select the number and press “Dial”. That’s all there is to it!

 

Thank you for reading your ShoreTel Tip! Have a Great Week!

 

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

SHORETEL TIP OF THE WEEK! SpeedDial