ShoreTel Mobility User’s Guide for Android® Release 7.
Legal Notices Document and Software Copyrights Copyright © 1998-2013 by ShoreTel Inc., Sunnyvale, California, USA. All rights reserved. Printed in the United States of America. Contents of this publication may not be reproduced or transmitted in any form or by any means, electronic or mechanical, for any purpose, without prior written authorization of ShoreTel, Inc. ShoreTel, Inc.
Table of Contents About This Book . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . vii Online Knowledgebase . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . viii Chapter 1 Installing the ShoreTel Mobility Client Application . . . . . . . . . . . . . . . . . . . .9 Before You Begin . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
2 Editing the Presence Message . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Adding and Deleting Buddies . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Setting a Buddy’s Access Level . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Viewing Buddy Details . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
2 Specifying Call Handling Mode . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65 v ShoreTel Mobility User’s Guide Version 7.
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Before You Start About This Book This guide is for people who use an Android phone with the ShoreTel Mobility Solution. You should have a basic understanding of the native system features and functionality of your device so that you can use this guide effectively. The procedures in this guide may vary slightly depending on your device. Conventions This guide uses the following advisory notices: WARNING! Pay special attention to this information. Note This information is extra, or supplementary.
Related Documentation The ShoreTel Mobility solution suite includes the following other documents: ShoreTel Mobility Platform Support Guide ShoreTel Mobility Router Administrator’s Guide ShoreTel Mobility Router 6000 Hardware Installation Guide ShoreTel Mobility Router 4000 Hardware Installation Guide ShoreTel Mobility Router 2000 Hardware Installation Guide ShoreTel Mobility Quick Reference Card: Features ShoreTel Mobility Quick Reference Card: Installation Online Knowledgebase
CHAPTER 1. Installing the ShoreTel Mobility Client Application After you install the ShoreTel Mobility Client application, use it as your dialer screen instead of your phone’s dialer. With the ShoreTel Mobility Client, you can make and receive calls; view your call history; open Contacts; use Bluetooth and speed dialing; and also use enterprise telephony features, such as conferencing or forwarding or enterprise directory lookup of contacts.
1 Before You Begin Before you install the ShoreTel Mobility Client, you may need the following items and information: Data connection— See Connecting to a Wi-Fi Network on page 10 for more information. Wi-Fi access point credentials—if setting up a Wi-Fi access point on your mobile device, any applicable name or password, as well as the security mode (for example, WPA or WPA2). User name and password—user name and password required for authentication with the Mobility Router.
1 1. When you receive an email message from either your ShoreTel Mobility administrator or from the ShoreTel Mobility Router, download and install the client, as follows: From your mobile device on site—If you are on-site at your company, select the link in the email message to go directly to a web page which guides you through downloading and installing the client.
1 When you are provisioning remotely, for example not connected directly to your local enterprise Wi-Fi network, enter the public IP address and port number of the Mobility Router and select Next to continue. 6. Select Replace an existing device from the list of earlier provisioned devices. If more than one of your devices is provisioned against this Mobility Router, a list of your devices appears, with the Primary Device listed first during provisioning. 7.
1 Uninstalling the ShoreTel Mobility Client You can uninstall the ShoreTel Mobility Client as follows: 1. From the Home screen, select Settings > Applications > Manage applications. Note Depending on your version of Android, you can also touch and hold the ShoreTel icon on the Applications menu screen and drag it to Uninstall to remove it from your mobile device. 2. Select ShoreTel. 3. Select Force stop to discontinue any services that may be running. 4. Select Uninstall. Version 7.
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CHAPTER 2. Getting Started Use this chapter to familiarize yourself with some of the basics of how the ShoreTel Mobility Client is integrated with your mobile device, including the following topics: The Mobility Client Application User Interface .......................................................... 15 Exiting The Mobility Client.........................................................................................
2 Messages—See your instant messages. Today—If enabled, access your calendar items for the day. Directly dial into conferences, if your calendar event has a phone number. Settings—Access the following settings and advanced options: Preferences—Set your preferences for Call Handling, Data and Call Routing, Presence/IM, Voicemail, and Calendar. Advanced Settings—View your mobile device’s configuration, access settings for Communicator, Setup, Provisioning, and Troubleshooting.
2 Table 1: Mobility Client Icons (continued) Icon Version 7.0 Name Description Instant Message You have an active instant message. Personal Dial Personal Dial mode is on and active. Voice mail You have voice mail. Available Status is available. Busy Status is busy. Unavailable Status is unavailable. Do Not Disturb Do Not Disturb is on. In a Meeting Status is In a Meeting. On a Call Status is On a Call. Unknown Status is not known. Home Location is Home. Work Location is Work.
2 Exiting The Mobility Client To exit the Client, touch < in the upper left corner to open the ShoreTel Mobility menu, and then touch Exit. 18 ShoreTel Mobility User’s Guide Version 7.
CHAPTER 3. Managing Calls Using the ShoreTel Mobility Client application dialer feels the same as using your device’s dialer. Just as before, you can put a call on hold and take another call, switch between active calls, transfer calls to another number or your desk phone, access enterprise and cellular voice mail, and make conference calls, as explained in the following sections: Receiving Calls .........................................................................................................
3 When you receive an incoming call, choose one of these options: Answer—Slide the green answer bar to answer the call. Decline—Slide the red decline bar to ignore the call. Your mobile device’s screen becomes active when you answer the call. Accepting or Declining a Call While on Another Call If you receive a second call while you are on a call, you hear a call waiting tone, and the screen indicate that there is another incoming call.
3 Placing Calls Place a call by using the keypad to enter numbers or by selecting a contact from your contacts, buddies list, or recent calls. If you are using the Mobility Client application to make a call over the cellular network, the call is initially routed to the enterprise before being placed to the number you are calling. Refer to Changing Preferences on page 54 for details.
3 Note If the call you placed on hold is on the enterprise Wi-Fi network, and you move out of range of the network, the call becomes active again while the call is moved from the wireless to the cellular network. After the call is moved to the cellular network, the person that you were talking to can hear you. Placing a Call While on an Active Call To make another call while on an active call: 1. Select Hold. 2. Select Add call. The dialpad becomes active. 3. Enter the new number.
3 Using Personal Dial (Dual Persona™) Mode By default, Business Dial is enabled, which means when you place a call with your mobile device while running the application, the call is routed through the enterprise, and your caller ID is your enterprise phone number. Business dial through the enterprise gives you access to one enterprise phone number, enterprise telephony features, conference calling, transfer-to-desk-functionality, and so on.
3 Using Recents to Place Calls 1. From the ShoreTel options menu, select Recents. 2. Select All to view all recent call activity, or select Missed to view only missed calls. 3. Select the number you want to call. Note Select Messages to view your Instant Message activity. Refer to Sending Instant Messages to Buddies on page 36 for more information. Using the Speaker While you are on an active call, select Speaker to use the phone in hands-free mode.
3 Transferring Calls While you are on an active call on your mobile device, you can transfer the call to a specified phone number or another one of your devices. By default, transferring a call to your desk phone transfers to your enterprise extension. For more information, see Changing Call Handling Preferences on page 54. Note For calls that use cellular data, Transfer is disabled if two calls are on-going. Also for cellular data calls, on some CDMA devices, you may not be able to transfer calls. 1.
3 3. Use the keypad to enter the number of the other conference call member, or select a Contact, Buddy, Favorite or Recent. Select merge calls. 4. Select End to end the session. Note If you originated the conference call, you cannot transfer the call from your mobile device to your desk phone. Any of the other conference call participants using a mobile device running the application can transfer the call to a desk phone.
3 Note To continue the call on the cellular network, drag down the notifications window and select the ShoreTel Mobility notification. Touch the Android back button return to the application. Note If your call fails to connect more than once due to a weak connection, you are prompted to switch back to cellular data.
3 Making Emergency Calls To make a call to an emergency number, dial the emergency number as you normally would. Calls that you make to emergency numbers are not routed through the enterprise. Note If Enable Emergency calls over VoIP is set on the ShoreTel Mobility Router, you can make 911 calls over Wi-Fi or cellular data network. Check with your System Administrator for more information.
CHAPTER 4. Presence and Instant Message After installing the ShoreTel Mobility application, if Presence is enabled, your mobile device shows your status and location, as well as the presence of your buddies who are configured in the enterprise and registered on the server. Your Presence is automatically updated, for example, if you are available, in a meeting, or traveling, and so on. This chapter contains the following sections: Presence Icons ............................................................
4 Presence Icons The following table shows Presence status icons: Table 2: Status Description Description Icon Available Busy Unavailable Do Not Disturb In a Meeting On a Call Unknown The following table describes location icons: Table 4: Location Description Description Icon Home Work On the Road Custom 30 ShoreTel Mobility User’s Guide Version 7.
4 Enabling Presence Enable Presence to add or delete buddies, create groups of buddies, sort buddies, as well as allow others in the network to view your location and your availability. Note When you enable Presence for the first time, the application may prompt you to confirm your user name and password if your server user name differs from your Mobility Router user name. Enter your credentials to resolve this authentication.
4 1. Touch your own Presence icon at the top of the ShoreTel main menu to open the Common Settings menu. 2. Touch Location to set your location. Note Depending on the status you choose, the indicator next to your name changes. Editing the Presence Message On your primary device, set an outgoing note from you that all of your buddies see, as follows: 1. Touch your own Presence icon at the top of the ShoreTel main menu to open the Common Settings menu. 2. Touch Note to enter a customized status message. 3.
4 Deleting Buddies To delete buddies: 1. Select < in the upper left corner of the main screen to open the ShoreTel menu. 2. Touch Buddies to open your buddy list. 3. Touch the edit (pencil) icon, and then touch + in the lower left corner of the screen. 4. Select one or more buddies from the list. 5. Touch the trash can icon in the lower center of the screen to delete the buddy. Setting a Buddy’s Access Level You can give your buddies the following different access levels to your network.
4 Complete the following steps to change a buddy’s access level: 1. From your buddy list, select a buddy’s icon to the far right of the buddy name to see the Buddy Detail screen. 2. Touch the Access Level bubble to set the access level. (The bubble may already say an access level, such as Company.) 3. Select the appropriate access level from Table 5 on page 33 to update your buddy’s access level.
4 3. Touch the edit (pencil) icon in the upper right. 4. Touch + and enter a group name. 5. Touch + to save the new group. Adding a Buddy to a Group You can assign buddies to a group or groups. Create a group before assigning a buddy to it. Refer to Creating Groups of Buddies on page 34 for more information. To add a buddy to a group: 1. From your buddys list, touch the person icon to the right of the buddy that you want to add to a group. 2. Touch Group. 3.
4 3. Select the buddy name to view the notification. 4. Touch Acknowledge to confirm you have received the notification. 5. Touch Add to add this buddy to your buddy list. Note Or, you can touch the Android menu icon again and select Acknowledge All to address all notifications at once, or Acknowledge & Add to address all and add all buddies at once. Sending Instant Messages to Buddies Use the Instant Message (IM) feature to chat with a buddy when Presence and IM are enabled.
4 5. Touch IM Notification Vibrate to set your mobile device to vibrate when you receive a notification. Enabling/Disabling IM Preview To enable/disable a preview of a new IM: 1. Select < in the upper left corner of the main screen to open the ShoreTel menu. 2. Select Settings > Preferences > Presence/IM. 3. Select or deselect Message Preview. Starting a Conversation To start an IM conversation: 1. From your buddy list, select a buddy to open a chat window.
4 2. Select one or more buddies from the list. The green “plus” next to the buddy’s name indicates you can add this buddy to the conversation. After selecting a buddy, the name appears in the participant field. 3. Select the Android menu button, then touch Done. Replying to a Multi-Party Conversation When you receive a multi-party IM, the message pops up on your screen, and the cursor flashes in the IM text field. Enter text as described in Replying to an IM on page 37.
4 If you select a buddy who has no configured numbers, the keypad screen opens. If only one number is configured, this number is automatically dialed. If multiple numbers are configured for this buddy, for example work and home, a popup screen displays. Choose a number from the popup screen. During a multi-party session, touch Call to display all participants’ information. Select the participant you want to call, and continue as noted above.
4 Note To turn on or change the vibration setting, touch Settings > Preferences > Presence/IM > IM Notification Vibrate. IM Sessions During an IM session, you can view active IMs, as follows: 1. From the ShoreTel options menu, touch Messages. 2. Touch a conversation to open it, or touch and hold it to choose from the following options: Send Message—reopens the session. Close—closes the session. Delete—closes the session and permanently deletes it.
4 Calling a Buddy Call a buddy’s cellular or enterprise device, as follows: 1. From the ShoreTel Mobility options menu, touch Buddies. 2. Touch the person icon to the right of a buddy’s name to see buddy details. 3. Select a configured Work, Home or Mobile number, depending on the numbers that your buddy has configured on the server. Calling a Buddy While On Another Call You can call a buddy while on another call. The first call is placed on hold when you call the second party.
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CHAPTER 5. Secure Remote Access Depending on how your account is configured, you may have access to the following secure remote access features: Secure Remote Voice (if licensed): You can securely place and receive calls using a Wi-Fi or VoIP over cellular data network outside of the enterprise. Secure Remote Voice uses Secure Sockets Layer (SSL) to ensure that your calls are secure.
5 Enable data access over Mobile network on the device. Configure and connect to a non-enterprise Wi-Fi network using your mobile device. This is optional if using cellular data. Configure preferred network settings. Refer to Changing Preferences on page 54 for details. Add the non-enterprise Wi-Fi network as a preferred connection in the application. Optional if using cellular data.
5 You can securely access enterprise services such as directory search and the enterprise voice mail indicator when you see the following Secure Enterprise Services icon: Secure Enterprise Services Version 7.
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CHAPTER 6. Using Location Management Using the ShoreTel Mobility Client, you can specify a Wi-Fi network outside of the enterprise as a home location. Creating a home location allows you to use that location as criteria when defining how outgoing cellular calls are routed and defining calling rules. This chapter contains the following sections: Verifying Secure Enterprise Services Availability...................................................... 47 Adding Home Locations .................................
6 If you use the application to create a home location, there are two methods you can use: Automatic—Use this method if you do not know the SSID of the access point, need to specify a particular SSID, or do not need to specify multiple BSSIDs of the Wi-Fi access point. When you use the automatic method, you cannot specify an SSID for the home location. The SSID of the access point is automatically used.
CHAPTER 7. Searching for People, Places, and Things The ShoreTel Mobility Client allows you to search the corporate directory from your mobile device when connected to the enterprise Wi-Fi network. You can search the corporate directory if your company uses an LDAP-based corporate (enterprise) directory server and your system administrator has configured the ShoreTel Mobility Router to search that directory server.
7 Using the Corporate Directory outside of the Enterprise You can use the following networks to search the corporate directory when outside of the office: Cellular data network Use the data network of your cellular service provider to access the corporate directory. The network depends on your service provider and the networks your mobile device supports. If you search the corporate directory using a cellular data network, you may incur data charges as described in your service plan.
7 2. Begin typing the name or number that you want to search for in the corporate directory, then select the magnifying glass to perform the search. 3. Touch Continue Search on Enterprise Directory. If a search matches a large number of records in the directory, you may not see not all records on your screen. If any names in the directory match the string that you typed, those names appear. For example, entering “joe” displays all users with first name or last name that start with this string.
7 Adding a Favorite To add a Directory Search contact to Favorites: 1. Search the directory for a person, as described in Viewing Directory Search User Information on page 51. 2. Add the person to your contacts, as described in Adding a Directory Search Match to Contacts on page 51. 3. After you add the person to your contacts, touch their name to see their details. 4. Touch the star to the right of the person’s number to add the person to your favorites. Deleting a Favorite 1.
CHAPTER 8. Changing ShoreTel Mobility Client Settings You can modify preferences and advanced ShoreTel Mobility Client settings. Note You cannot modify your preferences if you are a Restricted mode user. See your ShoreTel Mobility administrator for information about Restricted and Full client privilege modes. This chapter contains the following sections: Changing Common Settings ..................................................................................... 53 Changing Preferences .................
8 Call Handling—Select options, such as Do Not Disturb, Personal Mode, Data and Call Routing (for Wi-Fi or cellular data networks), or Connection Status to check how you are currently connected. For details, see Changing Data and Call Routing Preferences on page 55.
8 Forward call to VM—Select to indicate all incoming calls are immediately forwarded to voice mail. Incoming calls to your enterprise phone number do not ring on your desk phone or mobile device. Forward call to Number/Call Forward Number— Enable Forward Call to Number, then select Call Forward Number to enter the phone number. Select OK.
8 Cellular Data Roaming—When enabled, a cellular data connection may be used also while roaming. (Your account has to be enabled for cellular data roaming on the ShoreTel Mobility Router.) 3. For Call Routing Preferences, choose from the following options: Wi-Fi—Use Wi-Fi networks for voice calls whenever possible. Cellular Data—Make voice calls using a cellular data connection. Voice calls over cellular data require a 3G or faster data connection.
8 Changing Advanced Settings You can modify the following advanced settings: View general configuration settings. View ShoreTel Communicator settings. View or change your Client setup. Reprovision a new or changed device. Set up calling from a calendar event. Turn on logging to help with troubleshooting. To change advanced settings: Select < in the upper left corner of the main screen, and then touch Settings > Advanced, and choose from the following settings: Version 7.
8 Select Synchronize configuration to synchronize with the ShoreTel Mobility Router. Provisioning—You do not need to reprovision a device unless you get a new one, switch between devices that use the same User ID, or unless your ShoreTel Mobility user account gets deleted from the Mobility Router. After you install the ShoreTel Mobility application, you can reprovision the device. See Provisioning on page 58 for more information.
8 Troubleshooting Your mobile device can collect logs while making and receiving calls. If a problem occurs, you can upload the logs along with a short description of the problem to the Mobility Router for evaluation. You need a Wi-Fi or cellular data connection to upload troubleshooting logs. Alternately, you can email logs to ShoreTel Customer Support. 1. Select < in the upper left corner of the main screen, and then touch Settings > Advanced > Troubleshooting. 2. Logging is enabled by default.
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APPENDIX A. Dialing from a Meeting Invitation or Calendar Appointment With the ShoreTel Mobility Client, when you receive a meeting invitation or email message with a link (or URL), you can select the link to join the conference. You can also dial extension digits to an automated attendant, in the following situations: Your device is connected to a corporate/enterprise Wi-Fi network.
A 2. Set Reminder to On, and then select how many minutes ahead of the meeting you want a pop-up reminder with the conference link to open. Dialing From a Calendar Event After you accept a meeting invitation, it appears on your Today screen. To dial from a calendar event: 1. From the ShoreTel Mobility options menu, select Today to see a list of your next appointments. If the meeting or appointment has dial-in information, such as a phone number and passcode, you see a Join button next to it.
APPENDIX B. ShoreTel Communicator ShoreTel Mobility supports the following ShoreTel Communicator features when ShoreTel Communicator for Mobile is enabled: Extension Assignment—Provides a list of phone numbers that can be used as an alternate to a desk phone for incoming calls. Visual Voice Mail—Displays the number of voice mail messages and information such as date, time and duration, and allows you to listen to voice mail messages.
B The default is Primary Phone (desk phone). Note Define EA numbers in ShoreTel Communicator. Refer to your device-specific ShoreTel Communicator User Guide for more information. All additional EAs that you define in ShoreTel Communicator display on the ShoreTel Mobility Client. Set EA in the ShoreTel Mobility Client selects/enables the active EA. Use the following steps when ShoreTel Communicator is enabled. To select an Extension Assignment: 1.
B Select this message again (play button) to hear the voice mail. You can play, pause, or re-listen to a voice mail message. If you receive a call in the middle of listening to a message, the message pauses until you are finished with the call. If you leave the voice mail screen during message playback, the messages pauses until you return to the screen. Note that you cannot check voice mail during a VoIP call.
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