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Place and Receive Calls

The Virtual Office desktop app enables you to quickly and flexibly place and receive calls, ensuring that your calling experience seamlessly adapts to your situation. Your call will be intuitive and easy to handle regardless of whether you are making or receiving a call, speaking with a company or external contact, or handling your call from one of several devices.

Place Calls

There are several ways to place calls from the Virtual Office desktop app, to suit where you are in the app at the time. Most of the time, you might place calls from your list of contacts or from the dialpad. By default, you make calls in the Virtual Office desktop app using your computer microphone and speakers. However, you can dial from Virtual Office but send the call through your desk phone, your Plantronics headset, or another available device.

To place a call from the contact directory:

  1. Open the Contacts tab.
  2. Go to Favorite, Company, or My Contacts.
  3. Hover over the desired contact, and click the Phone icon that appears to place a call.

To place a call from the dialpad:

  1. Open the Calls tab.
  2. Click the Dialpad icon to bring up the dialpad.
  3. Dial the desired number, or paste a copied number, to place a call.

Receive Calls

When you receive a call on Virtual Office, a notification pops up on-screen which displays the Caller ID and number, and prompts you to accept or decline the call. You can:

Call Using Desk Phone

Let's say your department requires you to use a headset coupled with a desk phone for calls, but you also want to use the more flexible call management capabilities available in the Virtual Office desktop app. You can have the best of both worlds by setting up Virtual Office to make calls via your desk phone; click to call your contacts in the Virtual Office desktop app, and enjoy full access to the Virtual Office contact directory and call management controls. Just as in the Virtual Office desktop app, you can handle up to two concurrent calls and merge them into a conference.

If you enable Auto Connect, your desk phone goes off-hook automatically when you make a call. Once the call on your desk phone connects, you are able to hold, transfer, merge, and add calls from the Virtual Office desktop app. If you enable Device supports Answer, you are able to answer and dismiss incoming Virtual Office calls using your desk phone.

If you choose to disable incoming call notifications in the Virtual Office desktop app, your desk phone continues to ring and show information on an incoming call; this way, you can answer calls via desk phone without having an additional incoming call notification on your screen.

To switch to your desk phone for call audio:

  1. In the header, click the icon indicating the device you use to make Virtual Office calls. The Call using menu opens.
  2. In the Call using menu, make sure that you are calling via your desk phone. Even if you dial a number or click to call from the Virtual Office desktop app, the call is then placed from your desk phone.
  3. Close the menu to apply your changes. The next time you make or receive a call, it goes through your desk phone and you are able to handle desk phone calls via the Virtual Office desktop app.

Note: If you have selected to call using your desk phone, joining audio in a Virtual Office meeting is more streamlined.

Known limitations:
-Not all phones are supported for incoming calls via Device supports Answer.
-With Call Using Deskphone enabled, you cannot directly promote a call to a meeting.

Add Call Audio Using Plantronics Headset

The Virtual Office desktop app allows call audio via headsets from various manufacturers. If you are using a Plantronics headset, Virtual Office also allows you to answer or end calls, and mute or adjust volume using your headset controls instead of the app. This allows Virtual Office desktop app users with supported headsets or speakerphones to take calls from anywhere in their home or office, eliminating the need to stay close to their computer for answering calls.

To integrate your headset with the Virtual Office desktop app:

Install Plantronics Hub, and then restart the Virtual Office desktop app; this allows support with your individual headset's features and a large variety of Plantronics headsets. On the Plantronics Hub installation page, you can find a full list of features, supported devices, and system requirements.

Note: When you plug in or connect a Plantronics Hub-supported headset, you can use call controls in Virtual Office, but you must quit and re-launch the Virtual Office desktop app in order to use the control buttons on your headset.

To switch to a headset for call audio:

  1. Plug in or pair your headset with your computer.
    If you are using a Plantronics headset, the first time the headset and Plantronics Hub are connected, you see a notification banner in the Virtual Office desktop app.
  2. In the More tab, go to Settings > Audio & Video, and change your in-call audio microphone and speakers to your headset.
    If you are using a Plantronics headset, you can also check the connectivity status of Plantronics Hub underneath the selected headset.
  3. In the header, click the icon indicating the device you use to make Virtual Office calls. The Call using menu opens.
  4. In the Call using menu, make sure that you are calling via your softphone, and close the menu to apply your changes. As you have selected your headset to be your audio device for calls, you can use the call control buttons on your headset during the call.

Add Call Audio Using an External Device

When you are on the go or would prefer to take Virtual Office calls using another device, you can send and receive call audio through an external device.

To switch to another number for call audio:

  1. In the header, click the icon indicating the device you use to make Virtual Office calls. The Call using menu opens.
  2. In the Call using menu, select an existing custom number, or click Add phone number, and enter the device name and number.

    The new device is automatically selected to make and receive calls, and is available for future use.

 


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