When you first send a message to a Virtual Office contact, the message changes from white to filled with color, indicating that it was successfully sent, and is labeled with the time it was sent. Once the other party reads the message:
If you send a message to an external number or personal contact, the message is sent as a green SMS rather than a blue IM; you can only see whether the message was sent successfully.
To access your messages with a specific user or group of users, open the Messages tab to bring up your list of SMS and IM chats. Then, tap the desired user or group of users in the list to view your messages with them.
When you first install the Virtual Office mobile app, you receive a prompt asking to allow the application to send you device-based notifications. If you decline the prompt, notifications are disabled by default; you can enable notifications again by opening the More tab and going to Settings.
If you do not see notifications despite being logged in, go to your device settings to enable notifications. You can then fine-tune your notification preferences from within the app.
Note: In order to stay up-to-date on communications in Virtual Office, it is highly recommended that you enable notifications on your device.
To enable notifications on your device:
To manage notification settings in Virtual Office:
Note: In order to see notifications in real time, you must be logged in to the Virtual Office mobile app on your device. If you are logged out of the Virtual Office mobile app, notifications are only visible once you log back in.
You may not be hearing your Virtual Office notifications for one of the following reasons:
You can easily send a message to a company contact by writing a new message from scratch, looking through your list of existing chats, or searching your company directory. You can also send messages to multiple colleagues at once via Team Messaging chat rooms.
To write a new message:
To reply in a conversation:
To send a message from company contact details:
When you send a message to a company contact, it becomes an IM (displayed in blue), which allows you to see the contact’s availability status, and whether the message has been successfully sent, received, and read.
Sending a message to an external number or a personal contact results in an SMS (displayed in green), which shows you whether the message has been successfully sent, but does not allow you to track the contact’s availability status or whether the message has been read. You can send an SMS by writing a new message from scratch, looking through your list of existing chats, or searching your personal contacts. Note that SMS is only supported for phone numbers in the United States and Canada.
To write a new message:
To reply in a conversation:
To send a message from personal contact details:
If you paste the wrong content into a chat or spot a sentence-altering typo in a message you sent, you can quickly edit the message to correct it and prevent confusion in the chat. Simply press and hold on a message to bring up a menu, and select the Edit option to begin editing. As you edit and once you finish editing, the timestamp for the message changes to indicate its status as currently or previously edited.
Note: You can edit IMs with company contacts, but not SMS messages with personal contacts and external numbers.
If you enter a message into a chat with the wrong contact or group of people, you can delete the message to prevent confusion or distraction in the chat. Simply press and hold on a message to bring up a menu, select the Delete option, and confirm to delete the message. Once you delete the message, the content and timestamp of the message change to indicate that its content has been deleted, and what time the message was deleted.
Note: You can delete IMs with company contacts, but not SMS messages with personal contacts and external numbers.
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
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.
Before you create a chat room, consider whether to make it public or private:
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.
-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 that the room is shared with other apps via Sameroom.
Note: For added security, an invited colleague has access to the chat history of the private room starting with the time they were invited.
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 ensure that you are always up to date on your tasks, you always receive notifications when you are @mentioned.
To mention colleagues in a chat room:
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,
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.
If the wrong person has been invited to a chat room by mistake, or if a person in the chat room is moving to a different team in your organization, you can remove the person from your chat room.
To remove a person from a private room:
Let's say your colleague sent you information on a meeting you need to join instead of inviting you directly, or that you want to quote someone without retyping everything in the desired message; simply press on the desired message, and confirm to copy the message text.
To copy the text of a message:
If you have yet to get around to an action item that came up in a chat, simply mark a message discussing that item as unread so that you can quickly return to it the next time you open the conversation!
To mark a message as unread:
Let's say your colleague sent you a message you haven't read yet, and encountered you in person; they mention that they messaged you earlier, and you have a quick chat that clears up the task your colleague messaged you about. Since your colleague discussed the message with you in person before you could read it in Virtual Office, you can simply mark these now-unnecessary messages as read without needing to open it to prevent clutter in your chat history. You can mark SMS messages as well, such as spam or messages mistakenly sent to your number.
To mark a conversation as read:
If you receive spam messages via SMS, or find that your chat history is cluttered with old messages, you can easily clean up your chat history. If you hide a message, you do not delete it; other people you chatted with still have access to the conversation in their chat history.
To hide conversations from your personal chat history:
Note: Hidden conversations reappear in your list of messages when you receive a message in a hidden chat with a colleague, a message is posted to a hidden room you are following, or you are @mentioned in a hidden room you are not following.
Via the Virtual Office mobile app, you can quickly and easily access images and files that you or your colleagues sent in a chat, as well as send images of your own.
Note: At this time, you can send only images from the Virtual Office mobile app. However, you can still access non-image files that were sent by colleagues from the Virtual Office desktop app.
In addition, if you need to forward a file to someone with limited Virtual Office access; once you access a file attached in chat, you can share it in just a few taps!
To share images in a chat:
To access attachments in a chat:
While in a chat, tap the thumbnail of an attached file to open the file.
To share attachments received in a chat:
SMS is enabled for all 8x8 users under the North American Numbering Plan (in the United States and Canada).
Currently, 8x8 does not support SMS chat on phone numbers from outside the United States and Canada.
Since SMS is currently supported only in the United States and Canada, contacts with international phone numbers are unable to receive or send SMS with North American users.
Due to our move to a new messaging platform in version 7.2, all past messages show as unread once you update to version 7.2 or newer. To fix this, open each conversation that has unread messages. Following this one-time action, all messages will correctly show as read.
As the Virtual Office mobile app has moved to a new messaging platform to ensure a smoother chat experience, IM history is available from February 2018 onwards, and SMS history is available starting with April 2018.
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