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Use Team Messaging

Important: Depending on your organization's requirements for the 8x8 Virtual Office desktop app, you may have access to Team Messaging or to group chat.

Let’s say you want to send a chat message to all members of your team, rather than sending one at a time. Using Team Messaging with the 8x8 Virtual Office desktop app, you can create a purpose-made chat room to streamline your communications with your company contacts. In the Messages tab, you can create persistent chat rooms that you can access in addition to your individual chats. These rooms can be public or private, allowing you to collaborate with any colleague in your organization at any time, or keep confidential information secure within a small group of people.

If you want to quickly find an existing chat room, you can search for the desired room by name as you would search for a contact.

Note: By using the search bar in Virtual Office, anyone on your phone system can find and access public chat rooms, while private rooms are only visible to people who have been invited to the room.

If you send the wrong information in a message or send a message to the wrong chat, you can edit or delete the message as needed.


Create and Use Chat Rooms

Collaborate with colleagues by creating a chat room from scratch, or by using an existing chat room. Once you create a chat room, you can invite members to private chat rooms, and quickly view details on any chat room you have access to.


Public and Private Chat Rooms

Depending on your current needs, you can use a public or private chat room for your discussions. Under Messages > Rooms, you can find all public and private rooms you've participated in.

To create a chat room:

  1. Go to Messages > All or Messages > Rooms to view your chat rooms.
  2. Click the New icon to bring up a menu.
  3. In the menu that pops up, select Create Room to start creating a chat room.
  4. Enter the name of the chat room.
  5. Select the room type:
  6. If you are creating a private room, invite colleagues into the room. If you are creating a public room, you do not have the option to invite people, since public rooms are visible to all your company contacts.
  7. When you are finished, click Create. The new chat room opens, and you can begin typing in the chat.

To invite participants to a chat room (private rooms only):

  1. In a private chat room, click the More icon next to the room name to open a drop-down menu.
  2. From the drop-down, select Add members.
  3. In the contact directory page that opens, search and select users to invite to the room.
  4. When you have selected all the desired users, click Add to invite your colleagues. Existing members of the chat room see a notification that new members have been invited.

To view and update chat room information:

  1. In a chat room, click the More icon next to the room name to open a drop-down menu.
  2. From the drop-down, select Room info.
  3. In the chat room details page that opens, you can view information on the room, such as the room name and type.

    -If you are viewing the details of a private room, you also see how many members have been invited into the room.
    -If the chat room is connected to a Sameroom-based communications app, such as Google Hangouts, Slack, or even another organization's Virtual Office applications, you see a list of applications that are linked to the chat room.

  4. If needed, you can edit the room name. If you are in a private room in which a member has moved to a different team or project, you can also remove the desired member from the private room.

Mention Colleagues

If you need a particular person to weigh in on the subject of your current discussion in a chat room, simply type <@> before their name (for example, <@John Smith>) to get their attention at any time; this is referred to as an @mention. In a public room, you can @mention any of your company contacts, while in a private room, you can only @mention colleagues who are currently members of the room.

When you are @mentioned in a chat room, you receive a special notification with an @ label to indicate that a colleague is requesting your attention in a chat room.


To mention colleagues in a chat room:

  1. In a chat room, type <@> before the name of a user (for example, <@John Smith>) to bring up a list of users with matching names; the list narrows as you continue typing.

    Note: If multiple people visible in the @mention suggestion list have the same name, Virtual Office shows you any information that can be used to differentiate them, such as email address.

  2. Select the user from the list to invite them to the chat room.

Set up Notifications

Now that you are part of a discussion in a chat room, you can choose how frequently you receive notifications for the room. With Team Messaging, you can toggle between receiving notifications for all messages in the room or, if you receive too many notifications for discussions that are not relevant to you, you can choose to receive notifications only when you are mentioned in the chat room. Your notification settings are unique to each room you have access to.


To set up chat room notifications:

In a chat room under the Messages tab, click the button next to the room name to change your notification settings for that chat room:

Regardless of how frequently you receive notifications for a room, you can access the room to view its full history of messages and changes at any time.

For example, if the name of the chat room is updated, or if a new colleague is invited to a private chat room you are part of, you can see these changes listed as system messages in the chat history for that room. Any such change is listed along with the time the change was made, as well as the name of the person who made the change.


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