8x8 Virtual Office Solo User...

USER GUIDE8x8 Virtual Office Solo

8x8 Virtual Office Solo User Guide

Version 1.0, May 2011

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Contents

Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .4

System Requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .4

Operating System Requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4

Contacts Synchronization Requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5

Virtual Office Solo . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .5

Softphone with the following features: . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5

Unified Communication features: . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5

Virtual Office Solo Features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .6

Login . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6

Presence Management . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6

Social Networking . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7

My Inbox . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .10

Virtual Office Solo Account Management . . . . . . . . . . . . . . . . . . . . . . . . . . .15

Virtual Office Solo Softphone . . . . . . . . . . . . . . . . . . . . . . . . . . . .38

Make Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .39

Receive Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .41

Voicemail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .45

Caller and Call Line Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .47

Ringer Volume . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .48

Using Your Virtual Office Solo Contacts . . . . . . . . . . . . . . . . . . . . . . . . . . . . .48

Internet Fax . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .52

How Internet Fax Works . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .52

Send and Receive Internet Faxes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .54

Call Recording . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .60

Virtual Office Solo Login Procedure . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .60

Set Call Recording Preferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .60

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Record Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .62

Access Call Recordings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .64

Virtual Meeting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .66

Virtual Office Solo Login Procedure . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .66

Create a Meeting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .66

View, Edit and Cancel Meetings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .73

Start a Meeting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .78

Join a Meeting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .80

Meeting Controls and Features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .89

Video Meeting Features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 107

Remote Desktop Control . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 110

Review Past Meetings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 112

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Introduction

8x8 Virtual Office Solo is a web-based solution that combines a softphone, Internet faxing,

web conferencing and call recording all accessible from the any computer with Internet

access . . Virtual Office Solo is ideal for entrepreneurs and slngle-line businesses .

System Requirements

Supported Operating Systems

•Windows® XP, Vista and Windows 7

•Mac OS 10 .6 (Snow Leopard®) or newer – ( Java 6 - included)

Supported Browsers

•32bit Internet Explorer® 7 .0 or newer, Firefox® 2 .0 or newer, Safari™ 3 .0 or newer

•Requirements: Flash 10+ and Java 6 Update 14+ (Java needed for hosting only)

Required ports

Firewall ports to be open:

•80 TCP (http)

•443 TCP (rtpm or https) (depending on server connected to)

•54545 TCP (Host content sharing and remote desktop)

•8443 for HTTPS (Exchange/GMail) proxy .

VoIP

•Requirements: headset with microphone

Operating System Requirements

Windows XP:

•Pentium 4 1 .3 GHz / AMD Athlon XP 1500+ or newer

•512 MB of system memory

Windows Vista:

•Pentium 4 1 .3 GHz / AMD Athlon XP 1500+ or newer

•1 GB of system memory

Mac:

•Mac OS® X 10 .6 (Snow Leopard®) or newer

•64bit Java6

•Powercomputer G4/G5 or Intel processor, 512 MB of RAM or better recommended

•Bandwidth Availability

•Recommended: cable modem, DSL or better

•Recommend minimum: 1 .5 Mbps down / 384 kbps up

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Note: Performance varies widely depending on the content shared, content-sharing window

size, and processing speed / memory of the computer hosting the content sharing .

Contacts Synchronization Requirements

Outlook:

•Microsoft Exchange Server 2007 or higher

•Outlook Anywhere enabled

•Your Outlook email address and password

Google/Twitter/Facebook:

•Your username and password

Virtual Office Solo

With Virtual Office Solo, you get all this!

Softphone with the following features:

•Advanced call forwarding

•Make and receive calls from your computer

•Make and receive calls with Virtual Office Mobile smartphone app

•Call recording with one GB of cloud storage

•Active call handling (touch tone dialing; blind, warm, voicemail and between-device

transfers; call hold/resume)

•Multi-line call handling (3-way calling, call waiting, call swap)

•Voicemail (online access to voicemail)

•Caller and calling line information (caller ID, callers log)

•Volume control for Virtual Office Softphone ringer

• Login and password account security

Unified Communication features:

• Inbox for all your communications: voicemail, call and meeting recordings, phone call, chat,

and social networking logs

•Contact management with Google, Microsoft Outlook, Microsoft Exchange Server,

Facebook, and Twitter

•Social networking: integration with Facebook, Twitter, and Google Talk

•Presence management for Google and Facebook contacts

•Virtual Meeting (web-based content, audio and chat sharing) with 15 participant limit

• Internet Fax (inbound and outbound) with email forwarding to up to five addresses

•Virtual Office Mobile app to extend your Virtual Office calling plan to your iPhone or

Android smartphone

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Virtual Office Solo Features

Login

Virtual Office Solo ensures that only individuals with an account login and password can

access their Virtual Office services .

To login to Virtual Office Solo, go to http://virtualoffice .8x8 .com .

1 . In the Sign In box, enter your 8x8 login and password .

Note: If you don’t know your login and password, you can retrieve it using the Forgot

Password link . You will need your registered email address to retrieve and reset your

login .

2 . Enter your password and click the Login button .

3 . When prompted, click Allow to enable Adobe Flash Player (a required element for this

application .)

The Virtual Office Solo dashboard will appear, with your name and number displayed in the

top right corner of the screen .

Note: Virtual Office Solo uses AES-256 with RSA-1024 encryption technology .

Presence Management

Presence management lets you publish your Virtual Office Solo status to Google Talk, your

Facebook wall or Twitter account with the social networking integration tool .

Customize Your Availability Status

To set your availability status manually:

1 . Use the arrows next to My Status at the top of the screen to view availability status

types

2 . Select Custom, e .g ., “working hard” or “need some help .”

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Social Networking

Virtual Office Solo allows you to integrate Facebook and Twitter into your 8x8 Virtual Office

experience .

Notes:

1 . While Virtual Office Solo can post statuses to your Facebook or Twitter account,

it does not post status updates you made from Facebook or Twitter back to your

Virtual Office Solo account .

2 . You can refresh your Facebook and Twitter activities by clicking on More or Show

New Items .

To access these features in Virtual Office Solo:

1 . Click on Settings at the top left side of the screen .

2 . Click on All Contacts in the Settings panel .

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Facebook Features

In addition to adding Facebook contacts to Virtual Office Solo, you can also post your Virtual

Office Solo statuses on your Facebook wall, post to your Facebook contacts’ walls, view your

Facebook contact status as well as chat with them .

To: Follow These Steps: Notes:

Add Facebook

contacts as your

Social Contacts in

Virtual Office Solo

1 . Click on Settings .

2 . Click on All Contacts .

3 . Check the box next to Show

Facebook Contacts.

4 . Click on the Login with

Facebook .

5 . Enter your Facebook login

and password .

If you are already logged onto

Facebook or Twitter or have a

stored login session, you will

be automatically authenticated

once you elect to show

Facebook contacts or Twitter

contacts .

Automatically publish

your Virtual Office

Solo statuses on your

Facebook wall

Elect to Publish my status

message to my Wall.

Post on your

Facebook contact’s

wall

1 . Click on My Social Contacts.

2 . Use the search box or scroll

down through your list of

contacts .

3 . Click on a contact .

4 . Type your message on

the Wall Post field and hit

Share .

Chat with a Facebook

contact

1 . Click on Facebook contact’s

name .

2 . Click on the Chat tab .

3 . Type in your message and

click Share .

View contact info

and interaction

history

1 . Click on the contact’s name .

2 . Click on Social tab to view

contact info .

3 . Click on History tab for the

interaction history .

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Twitter Features

Virtual Office Solo Twitter integration allows you to add all of the people you follow as your

social contacts, read, reply to or retweet their posts and even direct message them .


Add Twitter contacts

to your Social

Contacts in Virtual

Office Solo




Twitter Contacts .

4 . Enter your Twitter login and

password .

If you are already logged onto




once you elect to Show

Facebook Contacts or Twitter .

Read tweets from

people you are

following

1 . Click on My Inbox .

2 . Click on Social .

3 . Click on Tweets tab to

see just tweets from your

Twitter contacts .

Automatically publish

your Virtual Office

Solo statuses as your

tweet

Elect to Tweet my status

message

Retweet 1 . Click on Retweet on the

tweet .

Respond to a tweet 1 . Click on Reply on the tweet .

2 . Type your reply .

3 . Click on Tweet when you are

ready to send .

Save favorite tweets 1 . Click on the All, Tweets or

Favorites .

2 . Click on the non-highlighted

star icon next to any tweet .

Remove favorite

tweets

1 . Click on the All, Tweets or

Favorites .

2 . Click on the highlighted star

icon next to any tweet .

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View contact info

and interaction

history including

Tweets, Favorites,

Direct Messages from

and to the contact



contact info .



My Inbox

My Inbox gives you a comprehensive view of all your 8x8 Virtual Office Solo voicemails,

phone calls and faxes . It also provides a historical and storage usage view of Call Recordings

and Past Meetings . The social networking integration consolidates your social networking

activities in one central location .

To access these features, click on My Inbox at the top left side of the screen .

Inbox

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View current

messages

1 . Click on Inbox .

2 . Click on All, Voicemails,

Calls, Faxes or Chats.

Default view is Inbox / All . You

can also filter your content by

Read or Unread content

Listen to voicemail

messages

1 . Click on All or Voicemails .

2 . Scroll through the list of

messages .

3 . Click Listen next to the

voicemail notification you want

to hear .

Return Calls 1 . Click on All, Faxes, Calls or

Chats .


messages .

3 . Click Call next to the person

you want to call back .

Add callers to My

Contacts

1 . Click on All, Faxes or Calls .


messages .

3 . Click Add next to the

person you want to add to

your contacts .

4 . Fill out the New Contact

panel and click Save .

Open chat history 1 . Click on Chat .


chat messages from Google

or Facebook contacts .

3 . Click Open Chat next to

the message you want to

review .

View outbound

communications

1 . Click on Sent Items .

2 . Click on All, Calls, Faxes or

Chats.

Access archived

messages and call

logs

1 . Click on History .

2 . Click on All, Calls, Faxes or

Chats .

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Access call recordings 1 . Click on Media .

2 . Click on Call Recordings.


recordings .

4 . Click the Play button to hear

a particular recording .

View past meetings 1 . Click on History .

2 . Click on Past Meetings .

3 . Scroll through the list and

click More Info to see

additional details about a

particular meeting .

4 . When the dialog box

appears, click View

participants to see who

attended the meeting .

You can click to Hide

Participants once the dialog

box is open .

View past meeting

recordings

1 . Click on Media .

2 . Click on Past Meetings .


click More Info to see

additional details about a

particular meeting .

4 . When the dialog box

appears, click Listen to listen

to past meeting recordings .

Mark as Read / Unread 1 . Select All or None at the top

of the panel .

2 . Use the pull-down menu

next to More Actions to

mark as Read or Unread .

You can also mark individual

messages .

Delete messages and

call recordings

Option 1

Click next to the message

or recording you want to delete .

Option 2

1 . Select All, Read or Unread

at the top of the panel .

2 . Click Delete to delete all

messages and recordings in

the selected category .

You can only delete voicemails,

call recordings, chats and faxes .

Calls, Sent History, and Past

Meetings cannot be deleted .

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Media Library

You have up to 1GB of storage for call recordings and meeting recordings .

You can access these recordings and determine your current storage usage by following this

procedure to open the Media Library .


2 . Click on the Media tab .


View current storage

usage

1 . Click on All, Call Recordings

or Meetings.

2 . Your total capacity, storage

used and remaining capacity

are all displayed .

Access call recordings 1 . Click on All or Call

Recordings .

2 . Click Listen to hear a

particular call recording .

Access meeting

recordings

1 . Click on All or Meetings .

2 . Click Listen to hear a

particular meeting recording .

14


Social Inbox

With Virtual Office Solo social networking integration, you can view your Facebook contacts

wall posts, your Twitter contact’s tweets, direct messages to you from your Twitter

followers and more .

To access these features:


2 . Click on the Social tab .


View Facebook posts Click on All or Posts . You must be authenticated for

your Facebook account .

View Twitter tweets Click on All or Tweets . You must be authenticated for

your Twitter account .

View latest posts or

tweets

Click on Load More .

View your Twitter

favorites

Click on Favorites .

View your Twitter

Direct Messages

Click on Inbox .

View Direct Messages

that you sent to your

Twitter contacts

Click on Sent .

15


Virtual Office Solo Account Management

Virtual Office Solo allows you to manage your account online .

Your management features include:

•Profile configuration

•Contact configuration

•Service configuration such as caller ID, voicemail, Internet fax, call recording, Virtual

Meeting, Virtual Office Mobile

•Call forwarding configuration

To access these features, click on Settings at the top left side of the screen .

My Profile Configuration

Under My Profile, you can view your account profile, manage your phone service locations,

change your Virtual Office Solo password and select your communication preferences .

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Name and Email

You can change the First and Last Name fields for your account .

My Phone Numbers

By default, your computer is already set up on your account . Virtual Office Solo allows you to

list additional numbers so you can make calls from any location you choose . These additional

numbers can also be used for the Forward All Calls feature .

Note: To set an international number as your location, you need to be an 8x8 customer for a

minimum of 6 months .


View your current

locations


2 . Click on the My Profile tab .

Add more phone

numbers



3 . Under My Phone Numbers,

click + Add Phone Number .

4 . Enter the name and number

of the destination you are

adding .

5 . Click Save .

Delete added phones1 . Click the button next

to the location you want to

delete .

2 . Click Save .

Change Password

8x8 users can easily change their login passwords for Virtual Office Solo by following

these steps:



3 . Under Change Password, click on the Click to Change link .

4 . When the Change Password dialog box opens:

a . Enter your current password .

b . Enter your new password .

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c . Re-enter your new password .

d . Click Submit .

Account Access Pass Phrase

As a security requirement for accessing call history or billing information over the phone,

users will be asked to provide a pass phrase, as default this is set as the users first name but

can be changed here . The pass phrase must be alphanumeric and at least 3 characters long .

Communications Preferences

Update your communication preferences .

Note: 8x8 reserves the right to contact you regarding your service, features or policy

announcements and information about your account .

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All Contacts Configuration

Virtual Office Solo allows you to access your contacts from Outlook®, GoogleTM App,

Facebook© and Twitter©, .

Under the All Contacts tab, you have two contact categories you can configure:

•My Contacts .

•My Social Contacts (Non-editable) .

19


My Contacts

Under My Contacts, you can display your personal contacts that you have entered through

Virtual Office Solo and also personal contacts from your Outlook and Google accounts .

Notes:

Virtual Office Solo syncs up with your Outlook personal contacts and Google contacts,

so contact edits to contacts, additions and deletions made on Virtual Office Solo or

the other accounts will sync up to each other .

Please allow time for your Exchange and Google servers to update to see the changes .

To access these features, click on My Contacts .

To enable My Contacts functionality:

1 . Click on Settings on the top left side of the screen .

2 . Click on the All Contacts tab .

3 . Navigate to My Contacts .

4 . Select which contacts to display .

5 . Enter credentials when prompted .


Add personal

contacts in Virtual

Office Solo

1 . Click on New Contact .

2 . Enter your contact

information .

3 . Click Save .

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Show personal

contacts from

Outlook

1 . Click on Show Exchange

Contacts checkbox .

2 . Enter your primary Outlook

email and password when

prompted .

3 . To save your Outlook login

information, click on the

Remember Credentials

checkbox .

4 . To configure your Advanced

Exchange Active Sync

connection, click on the

Advanced Exchange Active

Sync checkbox and enter

your Active Sync URL and

Exchange UPN.

This feature should only be

used when your Outlook

Exchange Server has no

AutoDiscover functionality . If

you are unsure of this feature,

please contact your Outlook

Administrator .

Requirements:

•Microsoft Exchange Server

2007 or higher .

•Outlook Anywhere enabled .

•Your Outlook email address

and password .

› Requirements

– Microsoft Exchange Server

2007 or higher

– Outlook Anywhere enabled

– Your Outlook email address

and password

21



Show personal

contacts from Google

1 . Click on Show Google

Contacts checkbox .

2 . Enter your Google email and

password when prompted .

3 . To save your Google login

information, click on the

Remember Credentials

checkbox .

4 . To be able to chat with your

Google Talk contacts, click

on the Login to Google Talk

checkbox .

5 . To automatically publish

your Virtual Office Solo

status as your Google Talk

status, click on the Publish

my status message to

Google Talk checkbox .

22


My Social Contacts

My Social Contacts allows you to take advantage of your Virtual Office Solo social

networking integration .


Add Facebook

contacts as your

Social Contacts in

Virtual Office Solo




Facebook Contacts .

4 . Click on the Login with

Facebook .

5 . Enter your Facebook login

and password .

If you are already logged into




once you select to show

Facebook contacts or Twitter

contacts .

Add Twitter contacts

as your Social

Contacts in Virtual

Office Solo




Twitter Contacts .

4 . Enter your Twitter login and

password .

If you are already logged into




once you select to Show

Facebook Contacts or Twitter .

23


Virtual Office Solo Configuration

You can manage configurations for your caller ID profile, voicemail, Internet fax,and call

recording from the My Services tab under Settings .

Caller ID Profile

8x8 Virtual Office Solo allows you to display your name and/or number when making calls .

You can also block your outbound caller ID .

To set up your Caller ID profile:


2 . Click on the My Services tab .

3 . Go to the Caller ID Profile section .

24



Block your outgoing

caller ID

1 . Use the arrows next to

Caller ID .

2 . Select None from Caller ID .

3 . Click Save .

Display a caller ID

name

1 . Use the entry boxes next to

Caller ID to enter your First

Name and/or Last Name .

2 . Click Save .

First Name and Last Name

cannot be left blank . But to

turn off Caller ID, select None in

Caller ID .

When you select None for your

Caller ID, your display name will

show up as Anonymous .

It may take up to 24 hours for

the changes to take effect on

your 8x8 phone .

Voicemail Settings

To set up your Voicemail Settings:



3 . Go to the Voicemail Settings section .

25


To set up your voicemail box, see the Voicemail Box Settings section below .


Set your voicemail

password

1 . Enter your password in the

entry box provided .

2 . Click Save .

A voicemail password is

required . It can be a minimum of

4 characters and a maximum of

15 . The characters cannot be

the same or in sequence, e .g .,

1111 or 1234 .

Set your voicemail

time zone

1 . Use the arrows next to Time

Zone to select your time

zone .

2 . Click Save .

The time zone you select

determines how your voicemail

messages are time-stamped .

Set email to send

voicemail notification

to

1 . Enter your email address in

the email field .

2 . Click Save .

Receive email

notification, with or

without audio


Notification by Email

to select either Enable

(email notification only) or

Enabled with Audio (email

notification + sound file

attached .)

2 . Click Save .

Notification will be sent to the

email address provided in the

adjacent entry box .

Disable email

notification


Notification by Email and

select Disable .

2 . Click Save .

Call Recording

To set up your Call Recording settings:



3 . Go to the Call Recording section .

26



Record calls on

demand


Recording Mode to select

Record On-Demand .

2 . Click Save .

Use the Record Call button on

your Virtual Office Softphone

or 8x8 phone to record your

calls .

Record all calls 1 . Use the arrows to select

Record All Calls .

2 . Click Save .

All incoming and outgoing calls

will be automatically recorded .

Recording stops when you end

the call .

For your convenience,

your storage capacity is

automatically upgraded in 1GB

increments if you go over your

free 1GB storage limit .

Disable call recording 1 . Use the arrows to select

Disabled .

2 . Click Save .

Announce to the

other party that the

call is being recorded

1 . Check the To Other

Party box next to Play

Announcement when calls

are recorded .

2 . Click Save .

Recording notification

requirements vary from state

to state . Make sure you read

8x8’s Privacy Laws and Notice

Requirements for Electronic

Recording of Telephone

Conversations before making

your selection .

Hear an

announcement that

the call is being

recorded

1 . Check the To Me box next to

Play Announcement when

calls are recorded .

2 . Click Save .


requirements vary from state

to state . Make sure you read

8x8’s Privacy Laws and Notice

Requirements for Electronic

Recording of Telephone

Conversations before making

your selection .

27


Internet Fax

To set up your Internet Fax settings:



3 . Go to Internet Fax .


Turn off Internet Fax Use the arrow keys to select

Disabled .

Selecting this feature turns off

Internet fax until you enable it

again .

Turn on Internet Fax Use the arrow keys to select a

number .

Make sure you select a number

instead of Disabled .

Fax notification Select either the Disabled or

Enabled radio button to switch

fax notification or or off .

You can add up to five email

addresses to receive a fax

notification which includes a

link to view the fax .

Call Forwarding Configuration

Virtual Office Solo allows you to manage call forwarding rules for your Virtual Office service .

You have two options to set your call forwarding rules:

1 . Forward all calls - this simple call forwarding feature is an easy way for you to quickly

forward all your calls to another phone .

2 . Call Forwarding settings – this feature allows you to set call forwarding rules based on

combinations of where the call is from, when the call is coming in and how the call should

be handled .

Forward All Calls

This feature allows you to quickly and easily forward all your calls to another phone number

of your choice . For example, when you are rushing to go to a client site, you can choose to

forward all your Virtual Office Solo calls to your mobile phone .

28


To: Follow These Steps:

Access Forward All

Calls

1 . Navigate to the top of the screen .

2 . Click on the pull-down menu next to Forward all calls .

3 . Select the number you want to forward calls to .

Or

1 . Click on Settings at the top left side of the Virtual Office Solo

screen .

2 . Click on the Call Forwarding tab .

3 . Check the Enable Forward all calls box .

4 . Click on the pull down menu next to the Please select a

destination to to select the number you want to forward

calls to .

Add phone numbers

for your Forward All

Calls list

1 . Click on Settings at the top left side of the Virtual Office Solo

screen .


3 . Under My Numbers, click on Add Number and enter your

phone number under the Number column .

Turn off the Forward

All Calls function

Select Off from the pull down menu

Call Forwarding settings

Call forwarding under Settings allows you to customize your call forwarding rules by

filtering your call via:

1 . Phone numbers, area code or blocked caller ID, and/or

2 . Date and time the call comes in

29


Call Forwarding also allows you to configure how the call should be handled by either

rejecting it or forwarding it to multiple phone numbers sequentially or

simultaneously and enabling or disabling the call screening functionality .

In addition, you can also configure your system-defined forward rules under the Default

Rules setting .

To access Call Forwarding settings:

1 . Click on Settings at the top left side of the Virtual Office Solo screen .

2 . Click on the Call Forwarding tab .

Note:

1 . Rules are applied in the order they are listed . For example, if you want to make sure

all calls from Acme client at all times get forwarded to your cell phone while also

setting your forwarding rules from 9am to 5pm to simultaneously ring your home

phone and your cellphone, be sure to set your Acme forwarding rule on top of your

9am to 5pm rule .

2 . You need to click on Save on the main My Rules page to save your edits .

30



Forward all your

Virtual Office calls to

one phone number

1 . Click on the box next to

Forward All Calls .

2 . Select a number to forward

all your calls to .

Create a new call

forwarding rule

1 . Click on Add New Rule.

Turn a rule on 1 . Click on Ok after you are

done with your rules .

2 . Make sure that the Enable

box is checked .

Your rules and changes do not

get saved until you click on Ok .

Turn a rule off 1 . Uncheck the box next to the

rule to disable the rule .

Edit a rule 1 . Click on Edit next to an

existing rule .

Copy a rule 1 . Click on Copy next to an

existing rule .

2 . Rename the new rule .

3 . Click on Edit to change the

rule settings .

Delete a rule 1 . Click on the Delete button

to delete rule .

2 . Click Yes to confirm deletion .

Re-order a rule 1 . On the rule you want to

reorder, enter the desired

order number in the Order

column .

2 . Click on Update Order.

You can only update one row at

a time .

31


New Rule Settings


Set your rule to

receive all calls

1 . Click on Add New Rule

2 . Click on the Call From link

or tab .

3 . Pick Anyone to Forward All

Calls .

Set your rule to filter

for specific phone

numbers, area codes

or blocked caller IDs

1 . Click on the Call From link

or tab .

2 . Uncheck Anyone if checked .

3 . Check the Any area code or

phone number listed below

box to set specific phone

numbers .

4 . Enter area codes or phone

numbers as desired .

5 . Check the Blocked/

Anonymous Callers to filter

blocked/anonymous callers .

Set rule to filter at all

times

1 . Click on Date and Time tab

or link .

2 . Select Any time .

Set rule to filter for

specific date/time

period


or link .

2 . Select Specified date/time

period .

3 . Enter your start and end

date .

4 . Click Ok .

Set rule to filter for a

recurring schedule


or link .

2 . Select Recurring schedule .

3 . Select days of the week for

the schedule .

4 . Enter your start and end

time for the days .

5 . Click Ok .

By default Monday to Friday

8am to 5pm is selected .

32



Set rule to reject calls 1 . Click on Forward to tab or

link .

2 . Select Drop Call.

3 . Click Ok .

Set rule to forward

call to a specific

number

1 . Click on Forward to tab or

link .

2 . Select Forward Calls to .

3 . Enter phone number .

4 . Click on Add .

5 . Click on the button to

delete the phone number .

6 . Click Ok .

Set rule to forward

call to multiple

numbers


link .

2 . Select Forward Calls to.


4 . Click on Add .

5 . Enter duration your phone

should ring before moving on

to the next phone number .

6 . Enter next number .

7 . Elect to forward calls

to these numbers

simultaneously or

sequentially .

8 . If you select sequential

forwarding, you can

prioritize your phone

numbers using the Order

column .

9 . Click Ok .

You can reorder your phone list

by entering number order .

33



Set rule to ask for

password before call

can be picked up on

the forwarded call


link .

2 . Select Forward Calls to .


4 . Click on Add .

5 . Click on Password Required

if you want to enter your

voicemail password first

before picking up your call .

6 . Click Ok .

Use your voicemail password .

Set rule to ask callers

to announce their

names before call is

put through and you

have the option to

answer or not

1 . On the description panel,

check the box next to

Enable Call Screening.

Set rule to forward

call to voicemail


link

2 . Navigate to the “After trying

to reach all of the phone

numbers above, forward

calls to: “ pull-down menu

3 . Select Voicemail

4 . Click Ok .

34


Default Rules Setting

To access, click on Default Rules


Change my call

forwarding settings

for when my office

network is down

1 . Click When my network is down

2 . Click My Voicemail link in the rule details box if you wish to

forward your calls to a different location when your network is

down .

3 . Click on Disable if you wish to enable Call Screening on your

call forward destinations when your network is down .

Change my call

forwarding settings

for when I am on a call

with my Virtual Office

service

1 . Click When my Virtual Office phone line is busy.


forward your calls to a different location when your Virtual

Office voice service is busy .


call forward destinations when your Virtual Office voice service

is busy .

Change my call

forwarding settings

for when I don’t pick

up my Virtual Office

phone in x secs

1 . Click When I don’t answer my call for 15 secs

2 . Enter the duration in the secs box .


forward your calls to a different location when you don’t pick

up your Virtual Office calls in x secs .


call forward destinations when you don’t pick up your Virtual

Office calls in x secs .

35


Call Screening of Forwarded Calls

Forwarded calls have a call screening feature that allows you to know who is calling your

Virtual Office number before you accept the call . You have the option to accept the call or

hang up .

As soon as you pick up your phone, the system announces your caller to you . Once the

announcement is done, you can:

•Accept it (press #)

•Allow the system to continue calling your other forwarding phones or get your voicemail

Note:

- If you turn off this feature, your callers won’t be screened, and you won’t hear an

announcement of who is calling you .

- You can only enable call screening with a call forwarding rule .

E911 Address Configuration

E911 service delivers address-specific (versus phone number only) call-back information to

public service answering points whenever someone makes an emergency call . This enables

emergency personnel to be dispatched to the scene even if the caller is unable to speak or if

the call is suddenly disconnected .

The E911 address MUST be the same location as the permanent location of your 8x8 phone,

for example the physical location of your computer/laptop should be entered .

To enter your E911 Address:


2 . Click on the E911 Address tab .

36



Enter a new E911

address

1 . Under the E911 Address

tab, click on + Add E911

Address.

2 . Enter your address details .

3 . Review the E911 service

limitations and Terms and

Conditions, then check the

box

4 . Click Validate and then

Save .

If your address can not be

validated, a list of alternatives

will be presented for you to

select .

Select a previously

entered E911 address


tab, click on the arrows next

to Change E911 Address.

2 . Click Save

Update address whille

travelling outside

the US


tab, check the box next to

Travelling outside the US

E911 support will not be

available with this option .

Microphone Configuration

Virtual Office Solo gives you access to your Adobe Flash Player Setting configuration .

37


To access your Adobe Flash Player Settings:


2 . Click on the Microphone tab .


Stop the Adobe Flash

Player Settings from

popping up every

time you log into

Virtual Office Solo

1 . Under the Microphone

tab, click on Show Privacy

Settings.

2 . Once you have selected to

always allow or deny, check

the box next to Remember .

By denying Flash Player access

to your microphone and camera,

you will not be able to use your

computer microphone to speak

during your calls or meetings

or participate in video chats or

meetings .

Select an audio

source for your

microphone

1 . Under the Microphone tab,

click on Show MicSettings .

2 . Make the appropriate

microphone selection .

Billing

Under Billing you are able to view your previous months Billing Statements .

To access your billing statements:

1 . Click on Settings at the top left side of the Virtual Office Solo screen .

2 . Click on the Billing tab .

38


Virtual Office Solo Softphone

Your Virtual Office Softphone offers you the following features:

•Make calls from your computer .

•Receive calls from your computer .

• Incoming call handling (Do Not Disturb, advanced call forwarding) .

•Active call handling (touch tone dialing; blind, warm, voicemail and between-device

transfers; call hold/resume) .

•Multi-line call handling (3-way calling, call waiting, call swap) .

•Call recording

•Voicemail (online access to voicemail) .

•Caller and calling line information (caller ID, callers log) .

•Call notification (missed call, call waiting and voicemail waiting notification) .

•Volume control for Virtual Office Softphone ringer, microphone and speaker .

•Click to communicate with your Virtual Office Solo contacts .

To access your Virtual Office Softphone:

1 . Log on to your Virtual Office Solo account .

2 . Click on Call .

3 . Your Virtual Office Solo Softphone panel will pop out .

39


Make Calls

Virtual Office Softphone lets you make outbound calls from your computer .

Dial out from Your Computer

Using your computer to place calls is easy with Virtual Office Softphone .

Note: For an optimal audio experience on Virtual Office Softphone, please use a computer

headset that includes a microphone .

Go to I’m Calling From at the top of the screen and select Softphone .


Dial a number 1 . Enter the number in the Call

box . Alternatively, you can

click on the Call button to

your left and you can enter

the number in the Call field

found on the Virtual Office

Softphone panel .

2 . Click the Call button .

Dial by name 1 . Begin typing the person’s

name in the Call box .

2 . If the name is in one of your

contact lists or directories,

the system will auto-fill it

for you .

3 . Click the Call button .

40



Click any number

listed in Search

Results, Recent

Contacts or My

Contacts

1 . Click on the contact tab .

2 . Click any number listed .

3 . Virtual Office Softphone will

automatically launch and dial

the contact .

Speak with the call

recipient

Use your computer headset to

speak with the recipient when

your call is answered .

Disconnect the call Click the Disconnect button on

your Virtual Office Softphone .

Dial Out from Other Locations

You can choose to dial out from other locations . The Virtual Office system will place a call

to your location first at 8x8’s cost-effective long-distance and international rates, and then

connect you to your call destination . This feature allows you to reduce high calling costs

when traveling .

1 . Go to I’m Calling From at the top of the screen

2 . Select any other locations you have entered e .g . home phone or cell phone .

41


Receive Calls

Virtual Office Softphone lets you use your computer to Accept or Decline incoming calls .

You can also send incoming calls immediately to voicemail by clicking on Decline .

Send to Voicemail.

When an incoming call is received, the Virtual Office Softphone panel automatically slidesout .


Answer the call Click Accept and begin speaking

to the caller .

If you have another call when

you accept an incoming call,

your first call will be put on hold .

Place your first call

on hold to answer the

incoming call

Click Hold . To take the call off

hold, click Resume .

The other party will hear music

until you resume the call .

Decline the call Click Ignore . The caller will continue to hear

ringing until the call is answered

by voicemail .

Send the call directly

to voicemail so the

caller can leave a

message .

Click Decline. The caller will immediately hear

your voicemail greeting .

View missed calls Click Inbox and view all missed

calls under All or Calls .

42


Incoming call handling


Do Not Disturb You can set Do Not Disturb

by: changing your status to Do

Not Disturb at the top of your

screen.

When you need quiet time

to finish a project, put your

telephone in a state that

will not ring and calls will

automatically be forwarded to

voicemail (or to a busy signal if

voicemail is turned off) .

Call Forwarding To access these features:

1 . Click on Settings at the top

left side of the Virtual Office

Solo screen .

2 . Click on the Call Forwarding

tab .

Virtual Office Solo lets you set

your own rules for handling

incoming calls using the Call

Forwarding features .

Manage Active Calls

Once you click Accept to answer an incoming call, Virtual Office Softphone gives you

additional call-management options such as:

•Touch tone dialing

•Blind, warm, voicemail and between-device transfers

•Call hold/resume

•Call Recording

43



Touch tone dialing Click any button on your touch

tone keypad .

When you are connected to a

call, your dialpad changes color

to allow you to enter touch

tones on your calls that require

touch tone dialing .

If you need to make another

call while you are connected on

your first one, click on Add Call.

Disconnect the call Click Disconnect .

Adjust your

Softphone Speaker

Volume

Click the Speaker Volume icon

and slide adjust to your desired

volume .

Adjust your

Softphone

Microphone Volume

Click the Microphone Volume

icon and slide adjust to your

desired volume .

Record the call Click Record Call .

Transfer the call

without speaking

to the second party

(Blind Transfer)

1 . Click Transfer .

2 . Enter the number or name of

the person to whom you are

transferring the call .

3 . Click on Blind Transfer.

44



Transfer a call to a

second call already

on hold

1 . Click the line you wish to

transfer .

2 . Click on Transfer .

3 . Select the line you wish to

transfer the call to .

4 . Click on Complete Transfer .

Speak to a second

party prior to

transferring the first

party over (Warm

Transfer)

1 . Click Transfer .

2 . Enter the number or name of

the person to whom you are

transferring the call to .

3 . Click Dial .

4 . Once the call is connected

and you are ready to

transfer the call, click on

Complete Transfer.

Put the call on hold 1 . Click Hold .

2 . To take the call off hold, click

Resume .


until you resume the call .

Multi-line call handling

With the 8x8 Virtual Office Softphone, you can do mutli-line call handling .


Make Another Call Click Add Call and enter the

number or name of the person

you wish to dial .

This will put the current call on

hold .

Conference two calls

together – when

currently on a call

1 . Click Add Call to initiate

the second call . Enter

the number or name of

the person you wish to

conference .

2 . Click Call and then Merge

to conference the calls

together .


until you resume or merge the

call .

Swap calls Click on the phone number you

want to switch calls to in the

Active Calls box .

The other party will be put on

hold .

45


Voicemail

You can receive notification of new voicemail messages and then listen to them online .

To access your Voicemail:

1 . Login to Virtual Office Solo .

2 . Click on the New Voicemail notification link .

Voicemail Box Setup


Access your

voicemail from your

softphonesen

Dial 555 .

Change your

voicemail greeting

1 . Dial 555 .

2 . Enter your voicemail password .

3 . Press * to go to the main menu .

4 . Press 2 .

5 . Press 3 to change your voicemail greeting .

46


For more voicemail settings, please refer to the Virtual Office Voicemail Quick Reference

Guide: http://sims .8x8 .com/GetDocument .aspx?docid=710579 .


Receive notification

of new voicemail

messages in Virtual

Office Solo

1 . Look at the Home panel to

see how many new voicemail

messages you have received .

Listen to new

voicemail messages

online

1 . In the Home panel, click

Listen next to the number

of new voicemail messages

received .


messages and click Listen

to play the one(s) you want

to hear .

You can also click the Voicemail

icon at the top of the screen .

Listen to existing

voicemail messages

online .


2 . Select Voicemails .

3 . Click on Listen .


voicemails to play the one(s)

you want to hear .

Delete voicemail

messages

1 . Click on My Inbox.

2 . Select Voicemails .



messages to play the one(s)

you want to hear .

5 . Click Delete on the voicemail

you wish to delete .

6 . To delete the message, you

must click Yes when the

dialog box appears .

Forward voicemail via

email

1 . Click on Listen in the home

panel or click on My Inbox

and select Voicemails to

display your messages .

2 . Scroll through the list to

your desired voicemail .

3 . Click Forward .

The system will use the default

mail client on your computer to

send a link to the voicemail .

http://sims.8x8.com/GetDocument.aspx?docid=710579

47


Caller and Call Line Information

Virtual Office Softphone allows you to view your caller ID or the other party’s caller ID if

available, as well as the status of your call .

To access your call line information:

1 . Open your Virtual Office Softphone panel .

2 . Look at the Active Calls section .

48


Vitrual Office Softphone Call Status

•Ringing

•Connected

•On Hold

Ringer Volume

You have the option to adjust your Virtual Office Softphone ringer volume .

Click on the Ringer Volume icon and adjust the volume to the desired level .

Using Your Virtual Office Solo Contacts

The Virtual Office Solo Contacts feature allows you to:

•Synchronize** your Virtual Office Solo contacts with your contacts from Outlook®,

GoogleTM App, Facebook© and Twitter© .

•Distinguish your contacts by icons .

•Click to call, or chat with your contacts .

•View contact information, combined history for calls and chat attached to contact details .

49


You can import contacts from Outlook, Facebook and Twitter . See the All Contacts

configuration section for more details . Contacts are organized under these pull-down

categories:

•Search results — contacts matching your search inquiry .

•Recent Contacts — up to 10 contacts who recently contacted you or have been

contacted by you .

•My Contacts — your personal contacts entered into Virtual Office Solo, sync from your

Outlook and Google account .

•My Social Contacts — your Facebook and Twitter contacts .

Search Results

8x8 Virtual Office Solo displays all contacts with matching search credentials .

Recent Contacts

8x8 Virtual Office Solo users who have recently contacted you by phone or fax are

automatically listed under Recent Contacts. There is a maximum of 10 recent contacts

shown . The contacts will remain there until a new recent contact replaces the oldest contact .

50


My Contacts

The My Contacts feature allows you to create a customized list of contacts . This list is pulled

from personal contacts you entered into Virtual Office Solo or personal contacts from your

Outlook and/or Google account .

To access My Contacts:

1 . Click on My Contacts.

2 . Scroll down through your list of contacts .

My Social Contacts

This tab contains all your Facebook and Twitter contacts .

To access your social contacts:

1 . Click on My Social Contacts.

2 . Scroll down through your list of contacts .


Send a direct

message via Twitter



click Send .

51



View your Twitter

contact’s latest

tweet

1 . Scroll through your contact

list .

2 . The latest tweet is listed

under your Tweeter contact

Or



contact info including the

latest tweet .

Unfollow your

Twitter contact

1 . Click on a contact’s name .

2 . Click on Unfollow .

Navigate to the

contact’s Twitter

page


2 . Click on the person’s full

name link .

View contact info and

interaction history

including Tweets,

Facebook posts,

Favorites, Direct

messages from and

to the contact



contact info .



Post on the contact’s

Facebook wall


name .


click Share .

Chat with the

Facebook contact


name .

2 . Click on the Chat tab .


click Share .

Add / Delete contacts You cannot add or delete

contacts in My Social Contacts .

However, you can delete them

from your social networking

sites .

Drag-and-drop

contacts from My

Social Contacts to

My Contacts

1 . Click on My Social Contacts .

2 . Scroll down through your list

of contacts .

3 . Drag and drop the contact

you want to copy into My

Contacts.

A message confirming that the

contact has been copied will

appear .

52


Internet Fax

With Virtual Office Solo Internet Fax, your fax service is available 24 hours a day, seven

days a week . Inbound fax documents are collected in your Inbox along with voicemail, call

history, call recordings, Virtual Meeting history, and chat history . You can send virtually any

document on your computer as a fax . The local fax number provided can be combined with

additional fax numbers or toll-free numbers to enhance your presence while conducting

business .

With 8x8 Internet Fax you have flexibility:

•Fax one or many documents and choose the document order before sending the fax .

•Customize a global fax cover sheet template to use repeatedly . Simply enter the

name and fax number for each new fax and the professional fax cover is automatically

generated .

•Send a single cover page fax without attaching any files .

Fax Notification

You are notified of an incoming fax via a screen icon if you are logged into Virtual Office Solo .

In addition, a fax notification is sent to your email account with a link to the fax . You can also

set up to five email addresses to receive the fax notification . A temporary archive of all faxes

can be found at My Inbox --> History Tab --> Faxes on your Virtual Office Solo dashboard .

You can permanently archive faxes to your personal computer or local area network storage

at any time .

How Internet Fax Works

In order to fax documents, they must be available on your computer . You can scan

documents, take snapshots with your webcam, upload images to your computer or even

create documents on your computer .

Internet fax supports the following attachment file types with a maximum attachment file

size of 10 MB:

docx, .doc, .dotx, .dotm, .dot, .mht, .mhtml, .rtf, .txt, .wps, .xml, .xlsx, xlsm, .xlsb, .xls, .xltx, .xltm,

xlt, .csv .tif, .pdf, .ppt, .BMP, .DCX, DIB, .DPX, FAX, FITS, FPX, .GIF, GIF87, ICO, IPTC, JBIG, JP2, JPEG,

JPG, MIFF, MNG, Mcomputer, MTV, OTB, PBM, computerD, computerDS, computerT, computerX,

PGM, PICT, PNG, PNM, PPM, PSD, P7, RAS, RGBA, SGI, SUN, TGA, TIFF, VICAR, VID, VIFF, WMF,

XBM, XPM, XWD .

Note: The recipient will receive a paper fax if sent to a fax machine or a PDF file if sent to

another electronic fax .

Once you have an electronic document ready to fax, all you have to do is log into Virtual

Office Solo, click Fax, enter the recipient’s fax number, choose the cover sheet (optional),

upload the document or several documents and click Send .

53


Get Started

4 . Click on Settings

5 . Then My Services

6 . Navigate to the section called Internet Fax

7 . To receive a notification to your email address when you receive a fax, select the Enabled

radio button . You can add up to five additional email addresses to also receive the fax

notification

54


To: Click: Notes:

Turn off Internet Fax . Use the arrow keys to

select Disabled .

This turns off Internet fax

until you enable it again .

Turn on Internet Fax . Use the arrow keys to select

a number .

Make sure you select a

number instead of Disabled .

Send and Receive Internet Faxes

Send Internet Faxes

With Virtual Office Solo, you can easily send Internet faxes to contacts and external numbers .

Sending a fax is as easy as uploading the document you want to fax and clicking Send .

55


Fax Cover Sheet Template

Filling in the fields within the Fax panel will auto-populate on the fax cover sheet (if required) .

You can customize your fax coversheet with your company logo, title, footer etc . Simply click

on the yellow editable fields .

Note: The gray areas are non-editable and will be populated from the From and To fields of

the Fax Window .

Updates to the fax coversheet can be saved for future use or make changes on a per

fax basis .

56


To: Click: Notes:

Send a fax to any number . 1 . Click on Fax at the

top left side of the

screen or Send a Fax

at the bottom of the

home panel .

2 . Enter the recipient’s fax

number; or begin typing

the person’s name and

select a fax number from

the drop-down menu .

3 . Click the Include Cover

Sheet checkbox .

4 . Fill in the Name, Subject

and Notes boxes .

5 . Edit your Cover Sheet as

needed .

6 . Select the From Fax

Number if you have

additional fax numbers

on the account .

7 . Click Add to attach the

document(s) you want to

fax . Multiple documents

can be sent in the same

fax .

8 . Sort the Order of the

documents to be faxed

with the up and down

arrow keys .

9 . Click Send Fax .

To find recipients by name,

they must be listed in

My Contacts or Recent

Contacts .

57


To: Click: Notes:

Send a fax from a directory

or contact list .

1 . Click on My Contacts or

Recent Contacts.

2 . Use the search box

or scroll through the

list until you find the

person you want to

send a fax .

3 . Click on the person’s

name .

4 . When their contact

information panel

appears, click on the

Fax tab .

5 . Click the Include Cover

Sheet checkbox .

6 . Fill in the Name,

Subject and Notes

boxes .

7 . Edit your Cover Sheet

as needed .

8 . Select the From Fax

Number if you have

additional fax numbers

on the account .

9 . Click Add to attach

the document(s) you

want to fax . Multiple

documents can be sent

in the same fax .

10 . Sort the Order of the

documents to be faxed

with the up and down

arrow keys .

11 . Click Send Fax.

58


Receive Internet Faxes

With Virtual Office Solo, 8x8 users can receive fax messages right at their desktops .

To: Click: Notes:

View new faxes . 1 . The number of new

faxes is displayed in

the Home panel .

2 . Click to view

your faxes .

Receive notification of new

faxes while logged into

Virtual Office Solo .

1 . When new faxes are

received the system will

notify you with a fax

icon at the top of the

screen .

2 . Click the fax icon in the

Home panel

to view your new faxes .

An email notification is

also sent to the user at

the same time . The email

contains a link to view the

fax . You can also set up

five email addresses to

receive the fax notification

under Settings>My

Services>Internet Fax .

Delete faxes . Option 1


2 . Select Faxes.

3 . Click Delete next to

the fax(es) you want

to delete .

4 . A dialog box will appear

asking you to confirm

the deletion .

Option 2


2 . Click on Faxes.

3 . Select All, Read or

Unread at the top of the

panel .

4 . Click Delete to delete

all faxes in the selected

category .

To delete the fax, you must

click Yes when the dialog

box appears .

59


To: Click: Notes:

Mark as Read / Unread . 1 . Click on My Inbox.

2 . Click on Faxes.

3 . Select All or None at the

top of the panel .

4 . Use the pull-down menu

next to More Actions to

mark as Read or Unread .

You can also mark individual

messages by clicking on the

line item and selecting Mark

as Read/Unread under

More Actions.

Return call to the fax sender .1 . Click on in the Home

panel or click on My

Inbox and select Faxes

to display your messages .


click Return Call next to

the sender you want to

call back .

Add message sender to

My Contacts .1 . Click on in the Home

panel or click on My

Inbox and select Faxes

to display your messages .


click Add to My Contacts

next to the sender you

want to add .

3 . Fill in the New Contact

panel and click Save .

60


Call Recording

Virtual Office Solo users can record their incoming or outgoing phone calls, as well as play

back, download and delete recordings .

Call recordings are stored and are accessible from My Inbox in Virtual Office Solo . Calls

to your 8x8 number can be recorded on demand . You can also set your Call Recording

preferences to record all phone calls automatically . You can download each call recording to

your local computer for permanent storage . You can also leave the recording on the 8x8

server if desired .

Virtual Office Solo also provides up to 35 hours of online storage for your call recordings . To

view your current storage usage and recordings, login as follows:

Virtual Office Solo Login Procedure

1 . Go to http://virtualoffice .8x8 .com/

2 . Enter your 8x8 login .


4 . When prompted, click Allow to enable Adobe Flash Player (a required element

for this application .)



7 . Select Call Recordings.

Set Call Recording Preferences

1 . Click on Settings at the top left side of the screen .


3 . Go to Call Recording.

61


To: Click: Notes:

Record calls on demand . 1 . Use the arrows to select

Record On-Demand.

2 . Click Save .

You will be able to initiate

call recording on the

Softphone panel .

Record all calls . 1 . Use the arrows to select

Record All Calls.

2 . Click Save .

All incoming and outgoing

calls will be automatically

recorded . Recording stops

when you end the call .

Disable call recording . 1 . Use the arrows to select

Disabled.

2 . Click Save .

Announce to the other

party that the call is being

recorded .

1 . Check the To Other

Party box next to Play

Announcement when


2 . Click Save .


requirements vary from

state to state . Make sure

you read 8x8’s Privacy Laws

and Notice Requirements

for Electronic Recording of

Telephone Conversations

before making your

selection .

Hear an announcement that

the call is being recorded .

1 . Check the To Me

box next to Play

Announcement when


2 . Click Save .


requirements vary from

state to state . Make sure

you read 8x8’s Privacy Laws

and Notice Requirements

for Electronic Recording of

Telephone Conversations

before making your

selection .

62


Record Calls

Using Your Computer

To: Click: Notes:

Record incoming or outgoing

calls when Record All Calls

is enabled .

All calls are automatically

recorded with no further

action required .

If you want the system to

announce to you or the

other party that the call is

being recorded, click the

appropriate check box

63


Using Virtual Office Softphone

Record an incoming/

outgoing call on demand .

1 . When the Softphone

appears, click Accept to

answer the call .

2 . Click Record Call .

3 . If enabled, the system

will announce to you and/

or the other party that

the call is being recorded .

4 . To stop recording, click

Stop Recording or

disconnect from your call .

64


Access Call Recordings

To access your call recordings in Virtual Office Solo:



3 . Select Call Recordings .

You will see your current storage usage, including total capacity and remaining capacity, and

a list of your recordings .

To: Click: Notes:

Listen to a recorded call . 1 . Use the search box or

scroll through the list to

find the recording you

want to hear .

2 . Click Listen .

Delete a call recording . Option 1

1 . Use the search box or



want to delete .

2 . Click Delete .

3 . Click Yes when a dialog

box appears asking you

to confirm the deletion .

Option 2


2 . Click on Delete .

You must click Yes when the

dialog box appears in order

to delete the recording .

Download a call recording . 1 . Click on Listen .

2 . Click on Download .

3 . Save it to your computer .

65


To: Click: Notes:

Return a call . 1 . Use the search box or


find the person you want

to call back .

2 . Click Return Call.

Add a caller or call recipient

to My Contacts .



find the person you want

to add .

2 . Click Add to My

Contacts.

3 . Fill in the New Contact

panel .

4 . Click Save .

66


Virtual Meeting

Are you tired of sharing your online conferencing account or paying big bucks for it?

Virtual Office Solo solves both these issues by integrating 8x8 Virtual Meeting . 8x8 Virtual

Meeting is a flexible online conferencing solution that turns ordinary phone calls into

productive meetings . With just a few clicks, you can start an audio, web and video meeting,

invite clients to a meeting, enable recording, share desktop content and much more .

Each Virtual Office Solo customer gets one US local dial in number for Virtual Meeting access .

Additional local, international and toll-free dial-in numbers can be purchased from 8x8 .

Virtual Office Solo Login Procedure

To access Virtual Meeting, you first need to log into Virtual Office Solo following these steps:

1 . Go to http://virtualoffice .8x8 .com .

2 . In the Sign In box, enter your 8x8 login .


4 . When prompted, click Allow to enable Adobe Flash Player (a required element

for this application .)

Create a Meeting

To create a Virtual Meeting:

1 . Click on New Meeting in the Home panel or at the top left side of the screen .

2 . An Untitled Meeting panel will open, allowing you to customize your meeting .

67


To: Click: Notes:

Name your meeting . 1 . Move your cursor over

Untitled Meeting .

2 . When the text is

highlighted, click once .

3 . Enter a new meeting

title in the entry box that

appears .

This will be your

meeting title .

Purchase addiitonal dial in

numbers .

To purchase additional US,

toll-free or international

numbers:

1 . Select Buy More

Numbers .

2 . Fill in the Buy Access

Number form that

appears .

3 . Click Finish .

This feature enables you to

provide a cost-effective dial

in number for participants in

other area codes, states or

countries .

Set meeting start time

and date .

1 . Move your cursor over

From .

2 . When the information is

highlighted, click once to

open date / time entry

boxes .

3 . Type in the date or click

the calendar icon to

select a date .

4 . Click on the time

entry box .

5 . Set the time by manually

typing it in, selecting

from the pull-down

menu, or clicking on the

clock icon; or

6 . Click Now to start the

meeting right away .

To start the meeting right

away, you can set the

meeting to start now by

clicking on the Now button

or setting the meeting to

start within the immediate

timeframe .

68


To: Click: Notes:

Set meeting end time

and date .

1 . Move your cursor

over To .

2 . When the information is

highlighted, click once to

open date / time entry

boxes .

3 . Type in the date or click

the calendar icon to

select a date .

4 . Click on the time entry

box .

5 . Set the time by manually

typing it in, selecting

from the pull-down

menu, or clicking on the

clock icon .

If you prefer not to set an

end time for the meeting,

check the Never Ending

box .

Set time zone . Use the arrows next to

Time Zone to select a time

zone for your meeting .

Schedule an all-day meeting . Check the All Day box . When you check this box,

your meeting will be valid

from 12:00 a .m . to 11:59

p .m . for the duration of the

date range .

Schedule a meeting that

repeats at regular intervals .

Option 1

Use the arrows to select

Every Day, Every Week,

Every Month or Every Year.

Option 2

To schedule a custom

interval:

1 . Select Custom .

2 . Fill in the entry box

that appears .

3 . Click Ok .

If you do not want your

meeting to repeat, make

sure this option is set to

Never .

69


To: Click: Notes:

Indicate meeting purpose . 1 . Click on Add meeting

purpose next to

Purpose .

2 . Select Meeting,

Training, Presentation,

Sales or Other .

3 . If you select Other, enter

the purpose in the box

provided .

This information will be

sent out to your meeting

participants in the email

invitation .

Enable / Disable meeting

options .

Virtual Meeting includes a

number of advanced options

that you can enable or

disable when you create a

meeting . To do this, simply

check or uncheck the

corresponding boxes .

To view all options click on

Show All next to options .

•Chat − Allows meeting

participants to have

public and one-on-one

chats .

•Prompt to join audio

– Gives participants

the choice to join the

audio portion of the

meeting by dialing in or

via their computer (VoIP)

immediately after joining

the web portion .

•Require Moderator −

Participants can join a

meeting only after the

Moderator has joined .

You do not have to enable

this option to have a

meeting Moderator . To

designate a Moderator, see

Designate a Host and/or

Moderator below .

70


To: Click: Notes:

•Mute all participants −

All meeting participants

are muted .

All participants except the

Host and Moderator join the

meeting muted . Moderators

can unmute any participant

when the meeting is in

progress . This feature is

useful if you do not want

anyone except the Host or

Moderator to speak during

the meeting .

•Request Response

− Request that

participants respond to

the meeting invite .

A response is not

mandatory .

•Audio recording −

Records meeting for

download and future

playback .

The Moderator can start/

stop recording during the

meeting . Participants will

hear an announcement

when the Moderator starts

or stops recording .

•Presentation Sharing

− Allows moderators,

hosts and participants

with content sharing

permission to share their

desktop or application .

•Video – Allows

participants to show and

view their webcams .

• International dial outs

− Allows participants

to dial out to other

participants with

international (non-US)

numbers to add them to

the meeting .

International dial outs

may incur toll charges . See

8x8 international rates:

http://www .8x8 .com/

international_services/ .

71


To: Click: Notes:

•Allow participants to

invite − All participants

are allowed to invite

others to join the

meeting .

•Participants can see

each other – Allows

participants to see

other participants

when the meeting is in

progress . If disabled, only

moderators can see the

participant list .

•Announce participant

on join − Announce

each participant as they

join or leave the meeting .

Announcements will be

heard by all participants in

the audio portion of the

meeting .

•Maximum participants

– Sets the maximum

number of participants

for the meeting . Excess

charges are not incurred

as long as the maximum

number of 15 is not

exceeded .

Additional participants over

15 can be supported for an

additional fee .

•Remote desktop

control - Allow enabled

participant to control

another participant’s

desktop pending access

permission

72


To: Click: Notes:

Add meeting participants . Option 1: drag and drop

1 . Go to My Contacts,

Recent Contacts or

Search Results.

2 . Drag-and-drop the

names of people you

want to invite into the

Participants box .

Option 2: enter manually

Enter the names or email

addresses of the people

you want to invite in the

Participants box .

Virtual Meeting will

automatically send

email invitations to the

participants you selected

once you click Start Now or

Save .

Designate a Host and/or

Moderator .

Host Role

Hosts can share desktop

content with other

participants, and pass those

controls to others .

Moderator Role

Moderators control when

the meeting starts and ends,

and have access to meeting

management features . See

the Meeting Controls and

Features section for more

information .

1 . In the Participants box,

click on the name of

the person you want

to designate as Host or

Moderator .

2 . Check Host, Moderator,

or both in the drop-down

menu that appears .

The Host and Moderator can

be the same person, but the

roles can also be assigned to

separate individuals .

73


To: Click: Notes:

Add a description to your

meeting invitation .

1 . Click Add a Description

next to Description .

2 . Fill in the entry box

that appears .

This should be a summary

description of your meeting .

For example, “Sales meeting

to discuss monthly figures .”

This will be included in the

email invitation sent out to

meeting participants .

Start your meeting now and

send email invitations to

participants .

Click Start Now at the

bottom of the screen .

This button will only appear

if you set the start time to

Start Now or to start in the

immediate timeframe .

Save your upcoming

meeting and send email

invitations to participants .

1 . Click Save at the bottom

of the screen .

2 . A panel with your

meeting title will open .

3 . Click Edit to make

changes to your

upcoming meeting .

4 . Click Close to close the

meeting panel without

making any changes .

You can edit an upcoming

meeting until it has started .

See the View, Edit and

Cancel Meetings section for

more information .

View, Edit and Cancel Meetings

You can view your current, past and upcoming meetings at any time . You can edit or cancel an

upcoming meeting until it has started .

74


To: Click: Notes:

View meetings in progress . Option 1

Go to the Home Panel .

Click on View next to

Meetings in Progress.

Option 2

Click on My Meetings.

Go to Meetings in

Progress.

View upcoming Meetings . Click on My Meetings.

Go to Upcoming Meetings.

View all meetings by date . Go to the calendar displayed

under My Meetings.

Click on any linked date to

see the time and title of

past, current and upcoming

meetings .

75


To: Click: Notes:

View meeting details . Option 1: from date view:

1 . Click on My Meetings.

2 . Go to the calendar

displayed under My

Meetings .

3 . Click on any linked date

to see list of meetings .

4 . Click on the individual

meeting to see details .

Option 2: from Upcoming

Meetings:


2 . Click on the individual

meeting title under

Upcoming Meetings to

see the details .

Option 3: from Meetings in

Progress:


2 . Go to Meetings in

Progress.

3 . Click on the Meeting title

to see details .

You cannot edit meeting

details of meetings currently

in progress .

76


To: Click: Notes:

Edit an upcoming meeting . 1 . Click on My Meetings.

2 . Go to Upcoming

Meetings .

3 . Click Edit next to the

meeting you want to

change .

4 . When the meeting

panel opens, enter your

changes .

5 . Click Save .

6 . When the Notification

Options box opens,

select one of the

following:

•Resend invitations to

all participants

•Send invitations to only

new participants

•Do not send invitations

to any participants

7 . Click Continue .

8 . When the meeting panel

reappears, click Close

if you have no more

changes .

If you do want to make

additional changes, click Edit

and follow these

steps again .

If you change the meeting

title, date or time, make sure

you click to close the entry

box so that your changes

are accepted .

If you require a response

from your participants,

be sure to resend the

invitations after you have

made any scheduling

changes .

After you click Continue,

you will see a message

confirming that your

changes have been saved .

Discard changes to

a meeting .

If you want to discard your

changes rather than save

them, click Discard Changes

at the bottom of the

meeting panel .

77


To: Click: Notes:

Cancel an upcoming

meeting .


2 . Go to Upcoming

Meetings.

3 . Click Edit next to the

meeting you want to

cancel .

4 . When the meeting panel

opens, click Cancel .

5 . Click Yes to confirm that

you want to cancel the

selected meeting .

6 . The My Meetings panel

will open .

7 . Your meeting will

appear under Upcoming

Meetings with

“canceled” next to it .



to cancel your meeting .

78


Start a Meeting

Participants can join the audio, web and/or video portions of a Virtual Meeting . A meeting

officially starts when at least one participant has joined the meeting . A scheduled meeting

can be started 15 minutes before its scheduled start time .

If Require Moderator was NOT selected when the meeting was created, any participant can

start the meeting at the selected start time .

If Require Moderator was selected, the meeting will be available for all participants once the

Moderator joins and enters their moderator ID . Other participants cannot join the meeting

until the Moderator has joined, even if the scheduled start time has arrived .

Moderators and participants can start meetings in three ways:

1 . Via the email invitation .

2 . Using a phone .

3 . In Virtual Office Solo .

79


To: Click: Notes:

Start a meeting via the

email invitation .

1 . Open the email meeting

invitation .

2 . Click on the unique

meeting URL provided .

3 . If you do not have an

8x8 Virtual Meeting

login, click on I am a new

participant and register

for a login .

If you have an 8x8 Virtual

Meeting account, click on I

am a returning participant

and enter your login

information .

4 . Once you are logged into

the online session, you

have successfully started

the meeting .

5 . You now have the option

to dial into the audio

portion of the meeting .

See the Join a Meeting

section for more details .

Moderators must enter a

Virtual Meeting login in

order to start the meeting

and access meeting controls .

Registering for a free Virtual

Meeting login also gives

moderators and participants

access to upcoming

meetings, and past

meetings and recordings .

You cannot start a meeting

by clicking on Join Now.

Start a meeting using

a phone .


invitation to obtain the

dial-in number(s) and

meeting ID .

2 . Dialin using one of the

phone numbers provided .

3 . When prompted, enter

your meeting ID, state

your name and press # .

If the meeting requires a

Moderator, the Moderator

must enter their Moderator

ID in order to start the

meeting .

80


To: Click: Notes:

Start a meeting in Virtual

Office Solo .

1 . Click on My Meetings

on the left side of the

screen .

2 . When the My Meetings

panel opens, go to

Upcoming Meetings .

3 . Click on Start Meeting .

4 . You are now logged into

the online portion of the

meeting and have the

option to dial into the

audio portion . See the

Join a Meeting section for

more details .

If the Prompt to Join Audio

option is enabled, you will be

prompted to join the audio

portion immediately after

logging in .

If you schedule the meeting

at a later date, you will be

able to start the meeting 15

minutes prior to the start

time .

Join a Meeting

Participants can join a meeting that does not require a Moderator or that has already been

started by the Moderator .

Participants can join meetings in three ways:

1 . Using a phone .

2 . Via the email invitation .

3 . In Virtual Office Solo .

81


In the email below, participants can click on the link .

You will be brought to the 8x8 Virtual Meeting login page . Press Join Meeting Now button

to enter the meeting .

82


You will be prompted to dial in for the audio part of the meeting with three options . Choose

your preference and follow the prompts to join the meeting .

To: Click: Notes:

Join an audio meeting using

a phone .


invitation to obtain the

dial in number(s) and

meeting ID .

2 . Dial in using any of the

numbers provided .


the meeting ID, state


If the audio meeting requires

a Moderator, participants

cannot join until the

Moderator has started the

meeting .

Participants can only join

audio sessions during the

scheduled time .

83


To: Click: Notes:

Join an online meeting from

an email invitation .


invitation .

2 . Click on the unique

URL provided .

3 . If requested, you can

RSVP to the meeting .

4 . Click Join Now to join the

meeting without logging

in or registering . You will

be required to enter your

first and last name .

If you do not have an 8x8

Virtual Meeting login, click

on I am a new participant

and register for a login .

If you have an 8x8 Virtual

Meeting account, click on I

am a returning participant

and enter your login

information .


the online portion of the

meeting and have the

option to dial into the

audio portion .

The Join Now option

becomes available 15

minutes before the

scheduled start time of

the meeting .

In order to join a web

session as the Host or

Moderator, you must:

1 . Use the unique URL

supplied in the invitation

email .

2 . Dial in to the meeting

using a dial in number

and Host meeting ID

supplied in the email

meeting invitation .

Tip: If you are both the

Moderator and Host, use

your Moderator meeting ID

to dial in .

84


To: Click: Notes:

Dial into the audio session of

an online meeting from an

email invitation .

If the Prompt to Join

Audio option is enabled for

your meeting, you will be


session after logging in to

the web session .

There are three ways you

can dial in:

Option 1

1 . Select Dial in using

my computer to be

connected to the audio

session via VoIP .

2 . Click Connect .

Option 2

1 . Select Dial in using my

phone and enter your

phone number . The

system will call you and

connect you to the audio


2 . Click Connect .

Option 3

1 . Select No Thanks and

click Close .

2 . Dial in from your phone

using the number

provided in the email

invitation .


the meeting ID in the

email invitation, state


If you choose option 1, you

will need a microphone

and speakers or computer

headset . You will also

be prompted to grant

access to your camera and

microphone .

Remember to say your name

and press # to join the audio

meeting .

85


To: Click: Notes:


an online meeting from an

email invitation . (continued)

If Prompt to Join Audio

is not enabled for your

meeting, you will be placed

immediately into the web

session . You can dial in to

the audio session at any

time during the meeting .

1 . Go to Meeting Controls

at the top of the meeting

window .

2 . Select Connect to Call

from the pull-down

menu .


computer or Dial in

using my phone .

4 . Follow the instructions

for option 1 or option 2

above .

You can also use option 3 to

dial in from your phone using

the number provided in your

email invitation .

Join a meeting in Virtual

Office Solo .

Login to Virtual Office Solo .

If the meeting has already

started, you can join it in

two ways.

Option 1

1 . In the Home panel, click

View next to Meetings

in Progress .

2 . When the My Meetings

panel opens, go to

Meetings in Progress .

If the Prompt to Join Audio

option is enabled, you will be


session immediately after

joining the web session .

If the meeting requires a

Moderator, participants will

not be able to dial in or join

the web meeting until the

Moderator has joined it .

86


To: Click: Notes:

Join a meeting in Virtual

Office Solo . (continued)

Option 2

1 . Click My Meetings .

2 . Go to Meetings in

Progress .

3 . Use the scroll bar to find

the meeting you want

to join .

4 . Click Join .


the web session and

have the option to dial

into the audio portion .

If the meeting has not yet

started:

1 . Click My Meetings .

2 . Go to Upcoming

Meetings and look for

the meeting you want

to join .

3 . Start Meeting appears

when the meeting is

within its scheduled time .

Click Start Meeting to

join the web session .

4 . You now have the option

to dial into the audio


87


To: Click: Notes:


an online meeting in Virtual

Office Solo .

If the Prompt to Join

Audio option is enabled

for your meeting, you will

be automatically prompted

to join the audio session

after logging into the web

session . There are three

ways you can dial in .

Option 1


my computer to be

connected to the audio

session via VoIP .

2 . Click Connect .

Option 2


phone and enter your

phone number . The

system will call you and

connect you to the audio


2 . Click Connect .

If you choose option1, you

will need a microphone

and speakers or computer

headset . You will also

be prompted to grant

access to your camera and

microphone .

Remember to say your name

and press # to join the audio

meeting .

88


To: Click: Notes:


an online meeting in Virtual

Office Solo . (continued)

Option 3

1 . Select No Thanks and

click Close .

2 . Dial in from your phone

using the number

provided in the email

invitation .


the meeting ID in the

email invitation, state


If Prompt to Join Audio

is not enabled for your

meeting, you will be placed

immediately into the web

session . You can dial in to

the audio session at any

time during the meeting .

1 . Go to Meeting Controls

at the top of the meeting

window .

2 . Select Connect to Call

from the pull-down

menu .


computer or Dial in

using my phone .

4 . Follow the instructions

for option 1 or option

2 above .

You can also use option 3 to

dial in from your phone using

the number provided in your

email invitation .

89


Meeting Controls and Features

Moderator-only Meeting Management Capabilities

In addition to controlling when a Virtual Meeting starts and ends, moderators have access

to powerful meeting management capabilities, including muting, recording, inviting, and

dismissing participants .

To: Click: Notes:

Stop a meeting . 1 . Click on Meeting

Controls .

2 . When the drop-down

menu appears, go to

Moderator Only .

3 . Click Stop Meeting .


asking for confirmation .

5 . Click Yes to stop the

meeting; click No

to cancel .

Stopping a meeting ends

both the web and audio

sessions . All participants,

including the Host and

Moderator, will be removed

from the meeting .

Participants will receive

an audio and online alert

notifying them that the

meeting has ended .

The meeting can be

restarted if the Moderator

joins again . However, if

the meeting end time has

passed, the meeting cannot

be started again .

90


To: Click: Notes:

Pause / Resume an

online meeting .

1 . Click on Meeting

Controls.


menu appears, go to

Moderator Only .

3 . Click Pause Meeting .

4 . A confirmation message

box will appear .

5 . Click Yes to pause

the meeting .

6 . “Pause” will change to

“Resume” in the drop-

down menu .

7 . Click Resume Meeting

to start the meeting

again .


box will appear

9 . Click Yes to resume

the meeting .

Pause Meeting puts

all participants on hold .

Participants will hear

on-hold music until the

Moderator resumes

the meeting .

91


To: Click: Notes:

Start / Stop Recording . 1 . Click on Meeting

Controls.


menu appears, go to

Moderator Only .

3 . Click Start Recording .

4 . A Terms and Conditions

message box will appear .

5 . Check the box next to

I have read and accept

the 8x8 recording

policy .

6 . Click Ok .

7 . “Start” will change to

“Stop” in the menu .

8 . Click Stop Recording to

end audio recording .

If the meeting is being

recorded and the Moderator

clicks Pause Meeting, the

recording will continue

unless the Moderator

clicks Stop Recording . If

the meeting is paused and

then resumed, recording will

continue .

If the Moderator starts and

then starts recording again,

a new, separate recording

file is created for the

meeting .

Recorded meetings can be

accessed in Virtual Office

Solo by clicking on My Inbox,

selecting the Media tab

and clicking on Meetings .

See the Review Past

Meetings section for more

information .

Lock / Unlock Meeting . 1 . Click on Meeting

Controls.

2 . When the pull-down

menu appears, go to

Moderator Only .

3 . Click Lock Meeting .


asking for confirmation .

5 . Click Yes to lock the

meeting; click No

to cancel .

6 . “Lock will change to

“Unlock” in the menu .

7 . Click Unlock Meeting to

open the meeting to new

participants .

Lock Meeting prevents

any more participants from

joining either the audio or

web portion of the meeting .

Unlock Meeting allows new

participants to join .

92


To: Click: Notes:

Announce Meeting End . 1 . Click on Meeting

Controls.


menu appears, go to

Moderator Only .

3 . Click Announce Meeting

End .

4 . An Advanced Options

box will appear .

5 . Use the arrows to select

the number of minutes

before the message

plays, or click Play Now

This feature plays a

recorded announcement

to participants that the

meeting will end in x

minutes . Participants must

be connected to the audio

session in order to hear it .

However, playing this

announcement does not end

the meeting . To do that, the

Moderator must also stop

the meeting . See Stop a

Meeting above for

more information .

Mute / Unmute participants . Go to the Participants panel

on the left side of

the screen .

Mute Individual Participants:

1 . Check the Mute box

next to the name of any

participant(s) you want

to mute .

2 . Uncheck the box

to unmute the

participant(s) .

Mute All

1 . Click Mute All to mute all

participants, except the

Host and Moderator .

2 . Click Unmute All to

unmute all participants .

If the Participants panel

is not open, click on

Participants in the

top menu .

Participants can be muted /

unmuted at any time during

the meeting .

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To: Click: Notes:

Start a Private Group

discussion .

1 . Go to the Participants

panel on the left side of

the screen .

2 . Check the Private Group

box next to the name of

any participant you want

to place into a private

group .

3 . Once the first participant

is checked, Start Private

Group will appear at the

top of the Participant

List panel .


will appear .

5 . Click Yes .

6 . Click Start Private

Group . “Start” will change

to “Stop .”

7 . To remove someone

from the private group,

uncheck the box next to

their name .

8 . Click Stop Private Group

to end the Private Group

meeting . This brings all

participants back to the

live meeting .



Participants in the

top menu .

A private group is a side-

meeting while the other

participants are put on hold

with music . Only participants

who have dialed in to the

audio session can be put

into a Private Group

A participant who is

removed from a private

group is put on hold .

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To: Click: Notes:

Invite additional

participants .

Option 1


Controls .


menu appears, click

Invite Participants .

Option 2



the screen .

2 . Click Invite .

3 . When the Invite

Participant box appears:

Option 1

Select Invite to Web

Meeting and enter the

person’s name or email

address or select it from

your contacts .

Option 2

Select Invite to Audio

Only and enter the person’s

phone number .

4 . Click Invite .



Participants in the top

menu .

If Allow participants to

invite is enabled during

meeting creation, any

participant can invite new

participants .

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To: Click: Notes:

View participant and Host

meeting ID numbers .

1 . Click Meeting Info at

the top left side of the

screen .

2 . A Meeting Information

panel will open .

3 . Scroll down to view

participant and Host


Participants and Hosts can

only view their own meeting

ID numbers .

Transfer content sharing

controls or remote desktop .



the screen .

2 . Check the Content

Sharing box next to the

name of a participant to

let them access content

sharing or remote

desktop controls .

3 . Uncheck the Content

Sharing box to disable

this capability .



Participants in the

top menu .

Only the Moderator and

Host can transfer content

sharing controls .

Content sharing allows

participants to share some

or all of their desktops with

other meeting participants .

Participants can click on

the Open Content Sharing

button or select Open

Content Sharing from the

Content Sharing pull-down

to start content sharing .

Remote desktop control

allows participants to

gain control of another

participant’s desktop after

the other participant grant

access permission .

The Moderator’s and Host’s

Content Sharing boxes are

automatically checked .

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To: Click: Notes:

Remove participants from

a meeting .



the screen .

2 . Click on the X next to the

name of the participant

you want to remove .

3 . The participant will see a

message box informing

them that the Moderator

has removed them from

the meeting .



Participants in the

top menu .

Participant Capabilities

All participants, including the Host and Moderator, can access meeting controls and features

such as connect to call and leave, as well as invite new participants, chat and share content,

depending on whether these options are enabled . Registered participants who join meetings

by entering their 8x8 account logins instead of clicking Join Now can also view meeting

details and play recordings from past meetings .

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Inviting additional participants to the meeting is simple . Press the Invite button on the

meeting screen .

Select a new participant from the Contact List .

Select from your Virtual Office Solo contact list . Check each person to invite and press the

Invite Contacts button .

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To: Click: Notes:

Connect to the audio

portion of an online meeting


Controls .


menu appears, click

Connect to Call .


my computer or Dial in

using my phone .

4 . Click Connect .

For more information on

dialing in to the audio

session of a meeting, see

the Join a Meeting section .

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To: Click: Notes:

Leave a meeting . Option 1: Leave the web

and audio session


Controls .


menu appears, click

Leave Meeting .

3 . A message box will

appear, asking for

confirmation .

4 . Click Yes .

Option 2: Leave the web

and audio session

Click Logout.

Option 3: Leave the web

and audio session

Close the browser window .

Option 4: Leave the audio

session only

If you dialed in from your

computer or had the system

call your phone:


Controls .


menu appears, click

Disconnect Call .

If you dialed in directly

from your phone or had the

system call your phone:

Hang up the phone .

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To: Click: Notes:

Invite additional

participants .

Option 1


Controls .


menu appears, click

Invite Participants .

Option 2



the screen .

2 . Click Invite .

3 . When the Invite

Participant box appears:

Option 1

Select Invite to Web

Meeting and enter the

person’s name or email

address or select it from

your contacts .

Option 2

Select Invite to Audio

Only and enter the person’s

phone number .

4 . Click Invite .

Allow participants to

invite must be enabled

during meeting creation for

this feature to be available .



Participants in the

top menu .

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To: Click: Notes:

Chat with other participants

during a meeting .

1 . Go to the Chat panel

on the left side of the

screen .

2 . Under the Participant

panel, click on the

participant you want to

chat with .

3 . Type your message in

the message box .

4 . Click Send .

5 . To send a chat message

to all participants, simply

type your message in the

message entry box in the

main Chat window .

If the Chat panel is not open,

click on Chat in the top

menu .

To view Chat History, click

the arrow on the right side

of the Chat panel .

Chat must be enabled

during meeting creation for

this feature to be available .

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To: Click: Notes:

View participant and Host


1 . Click on Meeting Info at

the top left side of the

screen .

2 . A Meeting Information

panel will open, allowing

participants to view

meeting details,

including:

•Title

•Host(s)

•Meeting duration

•Active participants:

maximum allowed, how

many have joined the

web and audio sessions,

and how many are

muted .

•Start time

•End time (estimated)

•Whether the meeting is

recurring

•RSVP Status

•Dial in Numbers

•Participant Meeting ID

•Moderator ID (only

displays if participant is

the Moderator)

•Host ID (only displays

if participant is the

Moderator or Host)

•Moderator’s name

• Invited Participants (only

displays if participant is

the Moderator): names,

email addresses and

phone numbers .

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To: Click: Notes:

Share Content . Option 1

1 . Click Content Sharing at

the top right side of the

screen .

2 . Select Open Content

Sharing from the

pull-down menu .

3 . Select Desktop Sharing

or Window Sharing .

Option 2

1 . Click on the Open

Content Sharing .

2 . Select Desktop Sharing

or Window Sharing .

The Host or Moderator must

enable the participant to

do this .

To share your entire

desktop, maximize the

Content Sharing frame by

clicking the maximize button

in the top right corner .

Participants cannot transfer

content sharing controls

unless they are the Host

or Moderator .

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To: Click: Notes:

Desktop Sharing . 1 . If you selected Desktop

Sharing, a Content

Sharing frame will appear .

2 . Adjust the frame to show

only the portion of your

desktop you want

to share .

3 . Click on Start Content

Sharing or the Play

button . The blue window

will turn red to indicate

that Content Sharing

is on .

4 . To pause content

sharing, navigate back to

the top of the content

sharing window until

the Content Sharing

control appears .

5 . Click on Pause Content

Sharing .

6 . To restart content

sharing, simply click on

Start Content Sharing

or the Play button .

7 . To stop content sharing,

click on Stop Sharing

or X

When Desktop Sharing is

paused, other participants

see the last screen shared

until desktop sharing is

stopped or resumed .

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To: Click: Notes:

Window Sharing . 1 . When you select Window

Sharing, you can share

any window currently

open on your desktop .

2 . Click the window you

want to share .

3 . Click Start.

4 . To pause window

sharing, simply minimize

the window you are

sharing .

5 . To resume, open the

window again .

6 . To change the content

sharing window, navigate

to the Content Sharing

tab on the top middle of

the meeting screen .

7 . Select Change Shared

Content and select a

new window to share .

8 . To stop content sharing,

either close the shared

window or select Close

Content Sharing

under the Content

Sharing tab .

When you minimize

the window that is being

shared, Window Sharing is

paused until you open the

window again .

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To: Click: Notes:

Transfer content sharing or

remote desktop controls .



the screen .



name of a participant to

let them access content

sharing or remote

desktop controls .

3 . Uncheck the Content

Sharing box to disable

this capability .

To start sharing content,

the participant can either

click on the Open Content

Sharing button or select

Open Content Sharing

under the Content Sharing

tab .

To start remote desktop

control, click on the

participant’s name from the

participant list and select

Remote Desktop . The other

participant needs to click

Yes to allow access .

To open content sharing window, click on the drop down menu .

You can choose between Window sharing and Desktop Sharing .

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Content sharing window .

Video Meeting Features

In addition to providing web and audio sessions, 8x8 Virtual Meeting supports

video meetings .

Prerequisites for Video Meetings

To take advantage of 8x8 Virtual Meeting’s video capabilities the following requirements

must be met:

1 . Your computer must be equipped with a web camera .

2 . Video must be enabled when the meeting is created .

To: Click: Notes:

Start Video . 1 . Select Video and Start

My Video .

2 . Select the camera you

want to use .

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To: Click: Notes:

Stop Video . Option 1

Click on Video and Stop My

Video .

Option 2

Click the down arrow at the

bottom right side of the

video panel, select your

name to stop .

Option 3

Click on the webcam symbol

in the top left of

your video .

Pause a participant video . 1 . Click the down arrow at

the bottom right side of

the video panel .

2 . Click on the participant

name to pause .

3 . Click again to resume .

indicates that the

participant is visible .

Pause Video . 1 . Select the participant

from the video pull-down

menu .

2 . Click on the participant to

pause .

3 . Click again to resume .

indicates that the

participant is visible .

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To: Click: Notes:

Enlarge Video . 1 . Hover over the

participant’s video

window at the bottom

right side to make the

enlarge video appear .

2 . Click on to make the

video bigger .

3 . To make the video take

up your whole screen

select:

This feature only controls

your view of the video .

Other participants’ views are

not affected .

Navigate through videos . If you have more than 3

video participants, you can

click on either the right

or left most side of the

participant’s video window

to navigate to the other

video streams .

To prioritize which video

participant you want to see,

drag and drop that person’s

window to the desired

position .

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Remote Desktop Control

8x8 Virtual Meeting allows a moderator, host or a participant with content sharing enabled

to take over another participant’s desktop after obtaining access permission from this

participant .

Note: Additional Prerequisite for Desktop Control

Your computer and the controlee’s computer need to have the latest Java Run

Environment install . (User will be prompted to install if the right JRE version is not

already installed) .

Remote Desktop Control Window identified by the Controllee label at the top middle

To: Click: Notes:

Start remote

desktop control .

1 . Click on the participant’s

name from the

participant list and select

Remote Desktop.

2 . The participant needs to

click Yes to allow access .

Stop remote

desktop control .

Click on the close button

icon on the top left of the

remote desktop control

window

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To: Click: Notes:

Pause remote desktop

control (Controlee) .

Click Pause on the top

middle remote desktop

control panel .

Stop remote desktop

control (Controlee) .

Click Close on the top middle

remote desktop control

panel .

Allow remote desktop

control for a participant .



participant .

2 . The participant can now

take control of any other

participant’s desktop as

long as access to control

has been given .

Only moderators or

hosts can enable remote

desktop controls for other

participants .

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Review Past Meetings

Registered participants who join meetings by entering their 8x8 login information instead of

clicking Join Now can review past meeting details and listen to recorded meetings .

View Past Meeting Details

To view details of past meetings you have created or participated in:

1 . Log into Virtual Office Solo .

2 . Click My Inbox in the top left side of the screen .

3 . Click the History tab .

4 . Click Past Meetings on the menu bar .

A drop-down list of past meetings will appear displaying these meeting details:

•Title

•Creator

•Date

•Start Time and End Time

•Duration

•Recording status

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To view more details about a past meeting, including the number of participants and

participants’ names:

1 . Click More Info .

2 . An information box will appear .

3 . Click View Participants next to the number of participants shown .

Listen to Recorded Meetings

8x8 Virtual Office Solo provides up to 35 hours of storage for recorded calls and meetings .

To view your current storage usage and listen to recordings of meetings you have created or

participated in:

1 . Log into Virtual Office Solo .

2 . Click My Inbox in the top left side of the screen .

3 . Click the Media tab .

4 . Click Meetings on the menu bar .

Your total capacity, storage used and remaining capacity are all displayed .

Directly below you will see a list of recorded meetings that displays each meeting’s title, start

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time, end time, duration and recording file size .

To: Click: Notes:

Listen to a recorded

meeting .




want to hear .

2 . Click the Play icon .

If the Moderator started

recording, stopped recording

and then started recording

again, you will see a

separate recording file is

created, listed under the

same meeting .

Download a recorded

meeting to your computer .




want to hear .

2 . Click Play .

3 . Click on Download .

Delete a recorded meeting . 1 . Use the search box or



want to delete .

2 . Click Delete .

3 . Click Yes when a dialog

box appears asking you

to confirm the deletion .



to delete the recording .


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