About Contacts

How do I change my own details in the company directory?

If you get a new title in your company or move to a different department, you would want to change your details that show up in the Virtual Office company directory. However, you cannot change the name or details of yourself or another Virtual Office user. Only the phone system administrator can change company contact details; if you need to update your contact details, please contact your phone system administrator.

However, you can still change your profile image, presence status, and custom status message through your profile screen.

I can't see my device contacts in the app. How do I make them visible?

To see your device contacts when you open the Contacts tab and go to My Contacts, you must allow the Virtual Office mobile app to access your list of device contacts.

To display device contacts in the app:

  1. In the More tab, go to Settings > Device Settings.
    The application information opens in your device settings.
  2. In your device settings, change the application permissions to allow access to your device contacts. Your device contacts appear under Contacts > My Contacts.
How do I sort my company contacts by department or location?

Let's say your company has many locations, but you only work frequently with people in your office or your department. To save time while navigating your list of contacts, you can scroll up past the top of your company contacts list to reveal a menu, and tap it to open your options.

From the menu, you can tap to:

  • Sort all contacts by name in alphabetical order.
  • Sort contacts by department in alphabetical order.
  • Sort contacts by location in alphabetical order.
  • Display only contacts in your department.
  • Display only contacts in your location.

Your contacts under the Favorites and My Contacts lists in the Contacts tab are listed alphabetically by first name, and cannot be sorted or filtered.

How do I create personal contacts?

If you frequently call numbers outside of your company directory, you can use those numbers to create easily-accessible personal contacts. Personal contacts are visible only to you, and can be edited as needed.

To create personal contacts:

  1. Open the Contacts tab.
  2. Tap the New Contact icon to start creating a new contact.
  3. Enter the contact details.
  4. When you are finished, tap the check mark icon. The personal contact now shows up under Contacts > My Contacts.

In addition, you can also create personal contacts from communications with external numbers.

How do I create a personal contact from a call or chat with an external number?

Let's say you receive an important communication from an external number, and that you will communicate with the number for some time. You can quickly create a personal contact from a past communication with the number, and easily access the contact for future calls.

In addition, if an existing personal contact doesn't always call using the same number, you can use past communications to add new phone numbers to the contact.

To create or edit personal contacts from call logs under the Calls tab:

  1. Go to Calls > All or Calls > Missed.
  2. Tap the Information icon next to the desired number to view the call details page.
  3. From the call details page, tap the More menu to open a drop-down menu.
  4. From the drop-down, select:
    • Create New Contact to start creating a new contact; the number and caller name (if one exists) are automatically filled in.
    • Add to Existing Contact to add the number and caller name (if one exists) to an existing contact. At the prompt, select the personal contact to update.
  5. Enter the desired contact details.
  6. When you are finished, tap the check mark icon. The personal contact now shows up under Contacts > My Contacts.

To create or edit personal contacts from voicemails under the Calls tab:

  1. Go to Calls > Voicemails.
  2. Tap the desired voicemail to open more options.
  3. From the expanded voicemail, tap the More menu to open a drop-down menu.
  4. From the drop-down, select:
    • Create New Contact to start creating a new contact; the number and caller name (if one exists) are automatically filled in.
    • Add to Existing Contact to add the number and caller name (if one exists) to an existing contact. At the prompt, select the personal contact to update.
  5. Enter the desired contact details.
  6. When you are finished, tap the check mark icon. The personal contact now shows up under Contacts > My Contacts.

To create or edit personal contacts from chats under the Messages tab:

  1. Open the Messages tab.
  2. Tap the desired contact to open your chat history with them.
  3. In the chat, tap the More menu to open a drop-down menu.
  4. From the drop-down, select:
    • Create New Contact to start creating a new contact; the number and caller name (if one exists) are automatically filled in.
    • Add to Existing Contact to add the number and caller name (if one exists) to an existing contact. At the prompt, select the personal contact to update.
  5. Enter the desired contact details.
  6. When you are finished, tap the check mark icon. The personal contact now shows up under Contacts > My Contacts.
Where are my personal contacts stored?

When you create a personal contact in the Virtual Office mobile app, it is stored in the 8x8 cloud, but remains visible only to you under My Contacts. Personal contacts created in Virtual Office do not show up in the contact directory of your device.

How do I add a contact to the company directory?

You can only create new personal contacts in Virtual Office. Only your phone system administrator can add contacts to the company directory.

How do I access the contact directory, and how is it organized?

To access your contact directory, open the Contacts tab and access specific types of contacts under sub-tabs:

Sub-tab

Description

Favorites

Company and personal contacts marked as favorites from the app.

Company

  • Contacts from your company phone system.
  • Third-party contacts affiliated with your company, located in an external contact list(such as Microsoft Exchange), that have been made visible in Virtual Office by your phone system administrator.

My Contacts

How do I search for a contact in my directory?

Tap the Search icon in the header. This brings up a search box that you can type in to find specific contacts. You can search for contacts by name, title, department, location, or phone or extension number.

How do I mark my frequently-used contacts for quick access?

If there are contacts you communicate with more frequently, you can add them to your list of favorite contacts for quick access. You can go into a company or personal contact’s details to mark them as a favorite contact, and then access them from your list of Favorites in the Contacts tab.

If you have granted the app permissions to access device contacts, the personal favorites marked on your device show up along with your company favorites marked in the app.

To mark and access a favorite contact:

  1. Open the Contacts tab.
  2. Go to Company or My Contacts.

    Note: Only company contacts or personal contacts created in Virtual Office can be marked as favorites from the app. Device contacts must be marked as favorite contacts on your device to show as favorites in Virtual Office.

  3. Tap the desired contact to view their details.
  4. While in the contact details, tap the Mark Favorite Contact icon to mark them as a favorite contact. The contact is now listed under Contacts > Favorites.

To remove a contact from favorites:

  1. Go to Contacts > Favorites.
  2. Tap the Information icon next to the desired contact to view their details.
  3. While in the contact details, tap the Favorite Contact icon to remove them from your favorites. The contact is no longer listed under your favorites.
How do I avoid navigating long IVR menus when I call a number?

Let's say you commonly call an organization such as a large office or pharmacy, and are familiar with that organization's IVR menu: "For sales, press 1. For billing inquiries, press 2. To return to the main menu, press *..." You can save time and avoid long menus by creating a contact for repeated use, or by adding your choices while dialing a number in the Virtual Office mobile app.

To add IVR menu choices to a contact:

  1. Open the Contacts tab.
  2. Tap the New Contact icon to start creating a new contact.
  3. Enter the contact details.
  4. While adding the phone number, tap the key to show more keys. Tap the pause key when you need to insert a pause for the IVR menu. You are taken back to the standard keypad. The pause you entered is indicated by a comma in the phone number.
  5. Insert your IVR menu choice numbers, each separated by a pause. For example, if you want to save the phone number <555-5555>, with IVR option <1> followed by IVR option <2>, the number would appear as <555-5555,1,2> when complete.
  6. When you are finished, tap the check mark icon. The contact with your IVR choices now shows up under Contacts > My Contacts.

To add IVR menu choices while dialing:

If you do not want to save a contact with IVR menu choices, but know ahead of time which selections you will make, you can enter IVR menu choices while dialing a phone number.
While dialing a phone number, you can enter your IVR menu choices by holding down the key. Similarly, you can add pluses for international calls by holding down the key. Tapping the key enters the first character (* or 0), while holding down the key enters the second character (, or +).


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