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Rainbow Office - User Guide

 

 

 

 

The Alcatel-Lucent name and logo are trademarks of Nokia used under license by ALE.

 

15

 

 

 

3.1.

 

Overview page 

 
The  overview  page  is  your  account  homepage.  It  shows  your  recent  voicemail,  faxes,  and 
inbound and outbound calls. 
 
Let's look at the navigation bar across the top of this page and see how to use it. Some features 
are described in more detail later in this document. 
 
Note: The pages discussed in this section of the guide can be found under 

My Extension

. Admin 

users will see a dropdown menu at the top right for Admin Portal, 

My Extension

. Users will only 

see the 

My Extension 

page and will not have the option to switch to Admin Portal. 

 
 
 

 

 
 

 

 

Summary of Contents for Rainbow Office

Page 1: ...Rainbow Office User Guide The Alcatel Lucent name and logo are trademarks of Nokia used under license by ALE User Guide Edition 05 April 2022 22 1...

Page 2: ...ice for Google Chrome Extension 13 3 USING YOUR ACCOUNT 14 3 1 Overview page 15 3 2 Messages 16 3 3 Call Log 17 3 4 Contacts 18 3 5 User Settings 18 3 6 More 19 3 7 Service Console 19 3 7 1 Authorised...

Page 3: ...sic 55 6 6 Blocked Calls 57 6 6 1 Blocking calls 57 7 SETTING CALL FORWARDING VOICEMAIL 59 7 1 Call forwarding 59 7 1 1 Setting call forwarding for user hours 59 7 1 2 Setting call forwarding for afte...

Page 4: ...or import your voicemail greeting and confirm your emergency location You can learn more about user features through Knowledge Base articles 1 1 Activate your account You will see this Welcome email...

Page 5: ...p will have different setup options 1 Create your password Follow the criteria listed beneath the Password and Reenter New Password fields A green check mark indicates when you have met a requirement...

Page 6: ...your Overview page Overview page is your dashboard to the Rainbow Office system Shortcuts are menus to frequently accessed settings Recents and Recent Calls lists your recent incoming and outgoing me...

Page 7: ...under license by ALE 7 To find information about your User Details click the Settings tab 1 4 Knowledge base articles For further instructions on these subjects please see the following articles Log i...

Page 8: ...ount users can log in with their Google Gmail or G Suite account 2 3 Single sign on If Single sign on is set up for your account click Single sign on at the sign in page and enter your email address o...

Page 9: ...fice phone number 2 Click Next 3 Select your country from the dropdown menu 4 Enter your extension number optional and password 5 Click Sign In 2 5 2 Using your email address to log in In addition to...

Page 10: ...account to log in The Google login feature allows users native support for logging in using a Google email address and password This feature requires a unique Google email address Gmail or G Suite em...

Page 11: ...e The Alcatel Lucent name and logo are trademarks of Nokia used under license by ALE 11 4 Click User Details 5 In the Email field specify a unique email address 6 Click Verify email uniqueness Resolve...

Page 12: ...e using your Google credentials select your Google account from the login page to log in automatically OR If this is your first time logging in click Use another account on the Sign in with Google mod...

Page 13: ...join Rainbow Office Video meetings with your Google Calendar Rainbow Office for Google is available to all Rainbow Office customers 2 6 1 Requirements Windows 7 or later or Mac OS X 10 8 Mountain Lio...

Page 14: ...unified voice fax text and audio conferencing for businesses of all sizes This guide will help users set up and access the following Rainbow Office features Overview page Messages Call Log Contacts Us...

Page 15: ...tbound calls Let s look at the navigation bar across the top of this page and see how to use it Some features are described in more detail later in this document Note The pages discussed in this secti...

Page 16: ...il View faxes Save voicemail and received faxes to your computer Forward messages and faxes by email Click on a caller s number or extension number to call them back Delete and undelete items Block ca...

Page 17: ...tbound calls and faxes for the company number and specified extensions Select the period type of call inbound or outbound blocked calls or recorded calls Save reports for analysis or you can have the...

Page 18: ...al contacts manually or import from a comma separated variable CSV text data file or from Microsoft Outlook 3 5 User Settings Click the Settings tab at the top of the homepage to access your Settings...

Page 19: ...rk 3 7 Service Console 3 7 1 Authorised Apps The Authorised Apps Manager allows you to track which Rainbow Office apps are connected to your account You can easily manage a wide range of app authoriza...

Page 20: ...ect Authorised Apps You will see a list and description of your available apps 3 On the right of each authorized app you will see a kebab icon that you can click to view the actions available View Per...

Page 21: ...issues on the Rainbow Office platform with or without logging in This site allows customers to see by feature and region what is being impacted It also notifies the admin and users for service impact...

Page 22: ...Rainbow Office Meetings 1 Select the More tab 2 Select Meetings on the left 3 Select My Recordings 4 On the far right of each of the recording select the kebab icon under Actions to view the following...

Page 23: ...s you log in to your computer no matter where you are Rainbow Office app combines the call handling power you expect from your desk phone with the collaboration tools you rely on most like team messag...

Page 24: ...he palm of your hand Easily navigate the interface to take calls check messages send business texts start or join video meetings and more from virtually anywhere To download the Rainbow Office mobile...

Page 25: ...hiver follow these steps 1 Select the More tab 2 Select Apps and Resources 3 Click Archiver 4 The Accounts tab displays the connection status of your accounts Click Connect and enter the credentials t...

Page 26: ...Rainbow Office User Guide The Alcatel Lucent name and logo are trademarks of Nokia used under license by ALE 26...

Page 27: ...Resources 3 Click App Gallery 4 A new window will open to the Rainbow Office App Gallery website 3 11 Developer Portal The Rainbow Office Developer Portal offers a set of tools and services to build d...

Page 28: ...Button you will have the option to Change Button Style to customize the appearance of the RingMe button 5 You may enable your preferred Security options This is optional Use SSL mode SSL is the stand...

Page 29: ...Rainbow Office User Guide The Alcatel Lucent name and logo are trademarks of Nokia used under license by ALE 29...

Page 30: ...small colored icon next to your name This icon displays your Do not disturb DND status Click the icon to toggle between statuses Take all calls Do not disturb status is off and in green Do not accept...

Page 31: ...in the invitation Click the Select button and then check the countries to be included from the list The host and participants have the same conference bridge number to dial but their call controls de...

Page 32: ...Rainbow Office User Guide The Alcatel Lucent name and logo are trademarks of Nokia used under license by ALE 32...

Page 33: ...l call control and can access all features through the conference commands in the following table Participants on the other hand have limited control of the conference commands but can join the confer...

Page 34: ...your mobile number 4 In the To field enter the number you want to call Click the Clock button to choose from among your recent calls or the Add button to choose from your contact list Once you have e...

Page 35: ...Type the recipient s fax number in the To field Press Enter on your keyboard You can add up to 50 fax numbers by typing it in the To field separated with commas or semicolon Alternatively you can sele...

Page 36: ...ermissions that can access or edit those settings 4 1 Setting user details 1 Select the Settings tab 2 Select your name and extension on the left 3 Click User Details and then select and change the in...

Page 37: ...rking hours c Roles The role assigned to you by your admin that controls what you can do within the system A role is a collection of permissions that could be based on a job function d User Groups Spe...

Page 38: ...Rainbow Office User Guide The Alcatel Lucent name and logo are trademarks of Nokia used under license by ALE 38...

Page 39: ...me 1 Select the Settings tab 2 Select your name and extension in the left navigation bar 3 Select User Details 4 Under General click Edit under Record username The Record username modal window will ap...

Page 40: ...t your custom recording a Phone Under Call me on enter a phone number in the text field Click the Call Now button and Rainbow Office will call you to record your message b Computer microphone Click Al...

Page 41: ...ence numbers and invite people to a conference call via email 5 1 Setting phone details 1 Select the Settings tab 2 Select Phones numbers 3 Click the Phones tab 4 Click Edit to see the details of a ph...

Page 42: ...Rainbow Office User Guide The Alcatel Lucent name and logo are trademarks of Nokia used under license by ALE 42...

Page 43: ...the box next to Ring my phone when any user I am monitoring rings if you d like to use this feature 6 Check the box next to Enable me to pick up a monitored line on hold if you d like to use this fea...

Page 44: ...Allow other users to see my Presence status select the radio button next to On or Off 13 Select the users who you d like to allow to see your Presence 14 Click Save 15 If the Attention modal window a...

Page 45: ...arding is supported so if users are on intercom calls on their desk phones incoming regular phone calls can forward automatically to another device Just set your forwarding rules to send calls to your...

Page 46: ...Rainbow Office User Guide The Alcatel Lucent name and logo are trademarks of Nokia used under license by ALE 46...

Page 47: ...Rainbow Office User Guide The Alcatel Lucent name and logo are trademarks of Nokia used under license by ALE 47...

Page 48: ...5 Under Set Greeting choose your preferred type of greeting from the dropdown menu a Default Select if you want to set your User Greeting to default b Custom Select this from the menu and select how...

Page 49: ...Rainbow Office User Guide The Alcatel Lucent name and logo are trademarks of Nokia used under license by ALE 49...

Page 50: ...names before continuing to connect the call This option lets you identify the caller so you can pick up the call immediately 1 Select the Settings tab 2 Select Screening greeting hold music 3 Under C...

Page 51: ...ge to default b Custom Select this from the menu and select how you d like to set your custom recording Phone Next to Call me on choose a phone number from the drop down menu if you have saved numbers...

Page 52: ...Rainbow Office User Guide The Alcatel Lucent name and logo are trademarks of Nokia used under license by ALE 52...

Page 53: ...calls 1 Select the Settings tab 2 Select Screening greeting hold music 3 Under Audio While Connecting click Enable 4 Click Edit The Audio While Connecting modal window appears with the current audio...

Page 54: ...Rainbow Office User Guide The Alcatel Lucent name and logo are trademarks of Nokia used under license by ALE 54...

Page 55: ...reeting hold music 3 Under Hold Music click Enable 4 Click Edit The Hold Music modal window appears with the current music 5 Under Set Audio choose your preferred hold music from the dropdown menu a R...

Page 56: ...Rainbow Office User Guide The Alcatel Lucent name and logo are trademarks of Nokia used under license by ALE 56...

Page 57: ...area codes a Enter phone numbers or area codes and names optional to this list of numbers you d like to block b Click Add 6 Under Callers will hear you can click Edit to set the message you d like th...

Page 58: ...Rainbow Office User Guide The Alcatel Lucent name and logo are trademarks of Nokia used under license by ALE 58...

Page 59: ...outage occurs 1 Select the Settings tab 2 Select Call Forwarding and Voicemail 3 Select Work Hours 4 Set Incoming calls forward in this order as follows a Ring in order Your forwarding numbers will r...

Page 60: ...t for each device You can toggle the button on or off beside each number for it to be included in the ring order You can also add additional phone numbers Ring all at once All incoming calls will ring...

Page 61: ...computer microphone Stop the recording and listen to the playback Importing Click Browse to search your computer for a WAV or MP3 file you want to use Click Attach Click the play button to listen to...

Page 62: ...ones that are both business and personal answer the call appropriately 1 Select Settings tab 2 Select Call Forwarding and Voicemail 3 Click the Settings tab 4 Click Edit under Incoming call informatio...

Page 63: ...you should answer the phone especially if you use the phone for both business and personal use You can select the following options under this setting a For non Rainbow Office phones only Plays the an...

Page 64: ...on your non Rainbow Office phones b Always All calls will be announced before being forwarded to any of your phones 9 Check Include mailbox name in announcement if you d like the mailbox name to be i...

Page 65: ...Rainbow Office User Guide The Alcatel Lucent name and logo are trademarks of Nokia used under license by ALE 65...

Page 66: ...one once you ve finished your commute 7 3 1 Managing your call flip numbers 1 Select the Settings tab 2 Select Call Forwarding forwarding 3 Click the Settings tab 4 Under Call flip click Edit The Call...

Page 67: ...o that device For example if you have the number 2 assigned to your home phone clicking 2 while you are on a call will instantly transfer the call to your home phone 7 3 3 Creating custom rules You ca...

Page 68: ...book can be found by typing their names or numbers Called number Use this option to configure rules based on the phone number the caller dialed You may use this when creating custom answering rules fo...

Page 69: ...tch the rule Ring my devices Rings the phones and numbers you ve configured on your call forwarding settings Send to voicemail Sends callers to voicemail You can select the voicemail box of the curren...

Page 70: ...Notifications in the left navigation bar 3 Click Messaging notifications 4 The options will appear for By Email notifications to a recipient of your choice for your received voicemail messages faxes...

Page 71: ...Rainbow Office User Guide The Alcatel Lucent name and logo are trademarks of Nokia used under license by ALE 71 8 Click Save...

Page 72: ...to display a By Feature Choose a number to display for RingOut from Web RingMe Call Flip Fax Number Mobile App Additional Desktop App Common Phone Delegated Caller ID and Alternate Caller ID 5 Click...

Page 73: ...Rainbow Office User Guide The Alcatel Lucent name and logo are trademarks of Nokia used under license by ALE 73...

Page 74: ...Done 8 Click Save 10 2 Adding emails that can send faxes When a user sends a fax via Rainbow Office the system checks the email address of the sender and sends the fax if it is on the approved list E...

Page 75: ...pient s 10 digit fax number followed by fax rainbowoffice com in the To field For example to send a document to the fax number 44 7912 205690 you would use this email address 447912205690 fax rainbowo...

Page 76: ...Rainbow Office User Guide The Alcatel Lucent name and logo are trademarks of Nokia used under license by ALE 76 WEBSITE www al enterprise com Follow us on...

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