Alcatel-Lucent Rainbow Office User Manual
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Alcatel-Lucent Rainbow Office User Manual

Alcatel-Lucent Rainbow Office User Manual

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Rainbow Office – User Guide
User Guide
Edition 05 – April 2022 – 22.1
The Alcatel-Lucent name and logo are trademarks of Nokia used under license by ALE.

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Summary of Contents for Alcatel-Lucent Rainbow Office

  • Page 1 Rainbow Office – User Guide User Guide Edition 05 – April 2022 – 22.1 The Alcatel-Lucent name and logo are trademarks of Nokia used under license by ALE.

  • Page 2: Table Of Contents

    4.1. Setting user details ................36 4.1.1. Using text-to-speech name ................39 4.1.2. Setting a custom name recording ..............40 PHONES AND NUMBERS ..............41 5.1. Setting phone details ................41 The Alcatel-Lucent name and logo are trademarks of Nokia used under license by ALE.
  • Page 3 SETTING OUTBOUND FAX SETTINGS ............74 10.1. Changing the fax cover sheet ..............74 10.2. Adding emails that can send faxes .............. 74 10.3. Faxing via email ................... 75 The Alcatel-Lucent name and logo are trademarks of Nokia used under license by ALE.

  • Page 4: Welcome To Rainbow Office

    Rainbow Office - User Guide WELCOME TO RAINBOW OFFICE Welcome to the Rainbow Office business phone system! If this is your first time logging in, you'll need to activate your Rainbow Office account. It will take about 15 minutes to set up your account. You will be asked to verify your extension details, set your password, select a security question and answer, set or import your voicemail greeting, and confirm your emergency location.

  • Page 5: Your Account Security

    Note: Your answer must be at least 5-character long. Click on Continue to download the Rainbow Office desktop application or to start using Rainbow Office in your web browser. The Alcatel-Lucent name and logo are trademarks of Nokia used under license by ALE.

  • Page 6: Overview Page

    Rainbow Office - User Guide 1.3. Overview page Your Rainbow Office Overview page opens. Take a short tour of your Overview page: • Overview page is your dashboard to the Rainbow Office system • Shortcuts are menus to frequently accessed settings •...

  • Page 7: Knowledge Base Articles

    For further instructions on these subjects, please see the following articles: ● Log in to your Rainbow Office account ● Changing your password ● Call Handling ● Voicemail Greeting The Alcatel-Lucent name and logo are trademarks of Nokia used under license by ALE.

  • Page 8: How To Access Your Account

    Account Validation is a two-step account verification feature that requires a user to enter a security code when logging in to their Rainbow Office account for the first time on a new computer or a new browser. The security code is sent to the User's mobile phone via SMS or to their email address, depending on the information stored in the User's account.

  • Page 9: Logging In

    Rainbow Office - User Guide 2.5. Logging in You can log in to your Rainbow Office account by using your Rainbow Office phone number, a unique email address, or by using a Google account. 2.5.1. Using your phone number to log in...

  • Page 10: Using A Google Account To Log In

    Existing Users who log in with their phone numbers will be notified with a pop-up message about the feature and will be given the ability to set their email addresses as unique. This feature applies to accessing your Rainbow Office online account, Rainbow Office app, Rainbow Office Phone, and integration applications.
  • Page 11 Rainbow Office - User Guide Click User Details In the Email field, specify a unique email address Click Verify email uniqueness. Resolve duplicates Click Save The Alcatel-Lucent name and logo are trademarks of Nokia used under license by ALE.
  • Page 12 Enter your password Click Next to navigate to a page requesting access to your Google account Click Allow to finish logging in to your online account The Alcatel-Lucent name and logo are trademarks of Nokia used under license by ALE.

  • Page 13: Rainbow Office For Google Chrome Extension

    Rainbow Office for Google Chrome extension Increase your productivity by handling everything without leaving Google. With Rainbow Office for Google, you can make Rainbow Office calls directly from your Chrome browser softphone, and schedule and join Rainbow Office Video meetings with your Google Calendar. Rainbow Office for Google is available to all Rainbow Office customers.

  • Page 14: Using Your Account

    Rainbow Office is an award-winning cloud communications system that delivers high-quality, online meetings, 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: ●...

  • Page 15: Overview Page

    Admin Portal, Extension. Users will only see the My Extension page and will not have the option to switch to Admin Portal. The Alcatel-Lucent name and logo are trademarks of Nokia used under license by ALE.

  • Page 16: Messages

    Voicemail: Hover over the play symbol to hear the message ● Fax: Hover over the fax symbol to view a preview of the fax cover page The Alcatel-Lucent name and logo are trademarks of Nokia used under license by ALE.

  • Page 17: Call Log

    In the Type column, you will see icons for these types of calls: ● Inbound Call ● Outbound Call ● Missed Call The Alcatel-Lucent name and logo are trademarks of Nokia used under license by ALE.

  • Page 18: Contacts

    The Contacts tab includes your Company and Personal contacts. Company contacts are all the users in your Rainbow Office system. You can add Personal contacts manually or import from a comma-separated variable (CSV) text data file or from Microsoft Outlook®.

  • Page 19: More

    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 authorizations, which includes Rainbow Office for desktop, mobile apps, Rainbow Office Meetings, Integration apps (Office 365, Google, Salesforce), and apps from the Rainbow Office App Gallery.

  • Page 20: Accessing The Authorised Apps Manager

    ● Delete: Delete the authorized app. On the Remove app confirmation window, click Remove to proceed deleting the app The Alcatel-Lucent name and logo are trademarks of Nokia used under license by ALE.

  • Page 21: Service Status

    Rainbow Office - User Guide 3.7.3. Service Status The Rainbow Office Service Status site allows admins and users to view any high-level service impacting 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-impacting issues via email and SMS.

  • Page 22: My Recordings

    Download: Download the meeting recording. A new tab will open, and the file will be automatically downloaded to your computer ● Delete: Delete the meeting recording. On the confirmation window, click to proceed deleting the recording The Alcatel-Lucent name and logo are trademarks of Nokia used under license by ALE.

  • Page 23: Apps And Resources

    Rainbow Office app is easy to install and even easier to use. To download the Rainbow Office app, follow these steps:...

  • Page 24: Mobile Apps

    Rainbow Office - User Guide 3.8.2. Mobile Apps With the Rainbow Office mobile app, you have the convenience and power of your entire business communications solution in the 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.

  • Page 25: Archiver

    SFTP or Dropbox cloud storage with your Rainbow Office service. With Rainbow Office Archiver, you can securely save your messages and recorded calls automatically and easily search the stored data at any time from within your Dropbox account to quickly retrieve the records you want.
  • Page 26 Rainbow Office - User Guide The Alcatel-Lucent name and logo are trademarks of Nokia used under license by ALE.

  • Page 27: App Gallery

    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, deploy, and manage custom integrations using Rainbow Office APIs. With this, developers can build out-of- the-box integrations with Rainbow Office to add powerful communication capabilities to business applications.

  • Page 28: Ringme

    Select a code to generate via one the following tabs: With JavaScript, Without JavaScript, or URL (Hyperlink only), and then click Copy Code. URL (Hyperlink) only is recommended for email signatures The Alcatel-Lucent name and logo are trademarks of Nokia used under license by ALE.
  • Page 29 Rainbow Office - User Guide The Alcatel-Lucent name and logo are trademarks of Nokia used under license by ALE.

  • Page 30: Presence

    Do not disturb status is on and in orange. These calls are sent to voicemail. ● Do not accept any calls: Do not disturb status is on and in red. All calls are sent to voicemail The Alcatel-Lucent name and logo are trademarks of Nokia used under license by ALE.

  • Page 31: Audio Conference

    Rainbow Office - User Guide 3.14. Audio Conference Rainbow Office customers can set up, host, and join conference calls anytime, anywhere. Click the circles Conference icon in the upper right-hand side of your online account to invite participants. Each customer receives a unique conference bridge number, and each user on the phone system gets his or her own host and participant access code, so that you and your team can hold independent conferences whenever you want.
  • Page 32 Rainbow Office - User Guide The Alcatel-Lucent name and logo are trademarks of Nokia used under license by ALE.

  • Page 33: Conference Commands

    Enable join before host. The commands are displayed with the conferencing dial-in information. The Alcatel-Lucent name and logo are trademarks of Nokia used under license by ALE.

  • Page 34: Ringout

    The system first calls you. When you answer (and press 1 as instructed if you’ve selected this option), it then calls the other number and connects you The Alcatel-Lucent name and logo are trademarks of Nokia used under license by ALE.

  • Page 35: Faxout

    Rainbow Office - User Guide 3.16. FaxOut From any page on your Rainbow Office online account, click the FaxOut icon located in the upper right corner. Fill in the form with the recipient's fax number and cover page information, and attach or scan a document, which will automatically be converted into a fax.

  • Page 36: My Extension Settings

    Office account is enabled for Google G Suite, enter a valid Google email address Status: Indicates whether your account is enabled Password: Click Change Password to set and change password, PIN, and Security Question The Alcatel-Lucent name and logo are trademarks of Nokia used under license by ALE.
  • Page 37 Message: Specifies how long the confirmation message will appear for after a successful operation is finished. The user has the option to disable the confirmation message. The Alcatel-Lucent name and logo are trademarks of Nokia used under license by ALE.
  • Page 38 Rainbow Office - User Guide The Alcatel-Lucent name and logo are trademarks of Nokia used under license by ALE.

  • Page 39: Using Text-To-Speech Name

    Under Record by, select Rainbow Office text to speech from the dropdown menu Enter your name in the Greeting Name field Click Save The Alcatel-Lucent name and logo are trademarks of Nokia used under license by ALE.

  • Page 40: Setting A Custom Name Recording

    WAV or MP3 file you want to use. Click Attach. Click the play button to listen to your greeting Click Save The Alcatel-Lucent name and logo are trademarks of Nokia used under license by ALE.

  • Page 41: Phones And Numbers

    Status, edit your phone name, your Default area code and your Bandwidth Settings, enable Voice*, and edit your Emergency Address Click Save *Available for Rainbow Office Premium and Ultimate users only. The Alcatel-Lucent name and logo are trademarks of Nokia used under license by ALE.
  • Page 42 Rainbow Office - User Guide The Alcatel-Lucent name and logo are trademarks of Nokia used under license by ALE.

  • Page 43: Setting Your Presence

    Done Repeat steps 6 to 8 as necessary NOTE: If you use Rainbow Office Phone, the list of users under Appearance will automatically sync with the head-up display (HUD) list, used for managing incoming calls on your desktop. Any changes you make to the HUD list on your desktop will also automatically sync with the Appearance list in your online account.
  • Page 44 If a call is in progress the phone will reboot after it completes. The Alcatel-Lucent name and logo are trademarks of Nokia used under license by ALE.

  • Page 45: Enabling Intercom

    Call routing and forwarding 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 mobile phone or Rainbow Office Phone if your desk phone is busy.
  • Page 46 Rainbow Office - User Guide The Alcatel-Lucent name and logo are trademarks of Nokia used under license by ALE.
  • Page 47 Rainbow Office - User Guide The Alcatel-Lucent name and logo are trademarks of Nokia used under license by ALE.

  • Page 48: Setting Screening, Greeting And Hold Music

    6.1. Setting a user greeting Your Rainbow Office system comes with a default personal greeting, such as "Thank you for calling (username)." You can easily change this greeting to your own custom greeting. Follow the steps below to record a custom greeting over the phone or import a prerecorded greeting from your computer.
  • Page 49 Rainbow Office – User Guide The Alcatel-Lucent name and logo are trademarks of Nokia used under license by ALE.

  • Page 50: Setting Up Call Screening

    Under Ask callers to say their names before connecting, select the button next to your preferred condition Click Done Click Save The Alcatel-Lucent name and logo are trademarks of Nokia used under license by ALE.

  • Page 51: Setting Connecting Message

    WAV or MP3 file you want to use. Click Attach. Click the play button to listen to your greeting Click Done Click Save The Alcatel-Lucent name and logo are trademarks of Nokia used under license by ALE.
  • Page 52 Rainbow Office – User Guide The Alcatel-Lucent name and logo are trademarks of Nokia used under license by ALE.

  • Page 53: Setting Audio While Connecting

    Custom: Upload a WAV or MP3 file. Press the Play button to listen to your greeting. Press Record to re-record your custom greeting or select a different type of audio Click Done Click Save The Alcatel-Lucent name and logo are trademarks of Nokia used under license by ALE.
  • Page 54 Rainbow Office – User Guide The Alcatel-Lucent name and logo are trademarks of Nokia used under license by ALE.

  • Page 55: Setting Hold Music

    Custom: Upload a WAV or MP3 file. Press the Play button to listen to your greeting. Click Record to re-record your custom greeting or select a different type of audio Click Done Click Save The Alcatel-Lucent name and logo are trademarks of Nokia used under license by ALE.
  • Page 56 Rainbow Office – User Guide The Alcatel-Lucent name and logo are trademarks of Nokia used under license by ALE.

  • Page 57: Blocked Calls

    Under Callers will hear, click Edit to set the message you'd like these callers to hear, and then click Done Click Save The Alcatel-Lucent name and logo are trademarks of Nokia used under license by ALE.
  • Page 58 Rainbow Office – User Guide The Alcatel-Lucent name and logo are trademarks of Nokia used under license by ALE.

  • Page 59: Setting Call Forwarding & Voicemail

    Set how you'd like your missed calls to be handled during work hours under Missed calls. You can choose to send them to voicemail, play message and disconnect, forward to extension or forward to an external number. Click Save The Alcatel-Lucent name and logo are trademarks of Nokia used under license by ALE.

  • Page 60: Setting Call Forwarding For After Hours

    If you want to customize and play your announcement, you can click Edit and then select one of three Custom options under Greeting. The Alcatel-Lucent name and logo are trademarks of Nokia used under license by ALE.
  • Page 61 This option is good when you want the call to go directly to your personal voicemail when you don't pick up. Enter the phone number on the Forwarding Number field, and then click Save. The Alcatel-Lucent name and logo are trademarks of Nokia used under license by ALE.

  • Page 62: Setting Up Incoming Call Handling

    Incoming number displayed to me. This setting is useful if you are using a non-Rainbow Office phone as a forwarding number, so you would be able to identify a Rainbow Office call Incoming Caller ID: Displays the phone number of the person calling Called number: Displays the phone number the person dialed.
  • Page 63 Always: All calls will be announced before being forwarded to any of your phones Never: All calls will be connected without an announcement (unless they are from blocked numbers) The Alcatel-Lucent name and logo are trademarks of Nokia used under license by ALE.
  • Page 64 (to help you distinguish between personal and business calls), but not when forwarding to your Rainbow Office phone. You will still be prompted to press 1 to accept department (Call Queue) calls on your non- Rainbow Office phones b.
  • Page 65 Rainbow Office – User Guide The Alcatel-Lucent name and logo are trademarks of Nokia used under license by ALE.

  • Page 66: Call Flip

    7.3. Call flip Rainbow Office Call Flip lets you transfer conversations from one device to another quickly and easily. Flip a call to your mobile phone on your way out of the office or flip a mobile call to your home phone once you've finished your commute.

  • Page 67: Using Call Flip

    (e.g. lunch break) or for special callers. Select the Settings Select Call Forwarding and Voicemail Select Custom Rules Select Add rule Create a name for your custom answering rule The Alcatel-Lucent name and logo are trademarks of Nokia used under license by ALE.
  • Page 68 Note that such custom answering rules are applied before the User Hours and After-Hours rules Click Next The Alcatel-Lucent name and logo are trademarks of Nokia used under license by ALE.
  • Page 69 ● Forward to extension: Forwards the call to the selected extension. ● Forward to external number: Forwards the call to the specified phone number. Click Save The Alcatel-Lucent name and logo are trademarks of Nokia used under license by ALE.

  • Page 70: Setting Notifications

    Advanced Settings to see more detailed notification settings Under Actions, click Customise notifications for each of the categories Set your advanced settings options Click Done The Alcatel-Lucent name and logo are trademarks of Nokia used under license by ALE.
  • Page 71 Rainbow Office – User Guide Click Save The Alcatel-Lucent name and logo are trademarks of Nokia used under license by ALE.

  • Page 72: Setting An Outbound Caller Id

    ID when making internal calls. All Rainbow Office and IP phones will see the extension. Calls forwarded to external phones, like a mobile phone, will still show your complete direct phone number...
  • Page 73 Rainbow Office – User Guide The Alcatel-Lucent name and logo are trademarks of Nokia used under license by ALE.

  • Page 74: Setting Outbound Fax Settings

    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. Emails might include alternate company accounts or personal accounts.

  • Page 75: Faxing Via Email

    Attach the document you wish to fax Type your message in the body of the email Click Send The Alcatel-Lucent name and logo are trademarks of Nokia used under license by ALE.
  • Page 76 Rainbow Office – User Guide WEBSITE www.al-enterprise.com Follow us on: The Alcatel-Lucent name and logo are trademarks of Nokia used under license by ALE.

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