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USER GUIDEVirtual Office Mobile
The ChampionFor Business
Communications
8x8 Virtual Office Mobile User Guide for Android
Version 3.0 November 2012
2
USER GUIDEVirtual Office Mobile
Table of Contents
Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .3
Verify Your Android Version . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4
What’s New . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .5
Getting Started . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .6
Virtual Office Mobile Installation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
Login . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8
Logout or Exit . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8
Understanding the Application User Interface . . . . . . . . . . . . . . . . . . . . . . . 9
Enabling Wi-Fi Settings in Android Phones . . . . . . . . . . . . . . . . . . . . . . . . . .10
Enabling Wi-Fi Settings in Virtual Office Mobile App . . . . . . . . . . . . . . . .12
Enabling Bluetooth Headset Support . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .13
Enabling 3G/4G Network Settings in Android Phones . . . . . . . . . . . . . . .14
Enabling 3G/4G Settings in Virtual Office Mobile App . . . . . . . . . . . . . . .15
Using The Application . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .16
Understanding Status Icons . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .17
Setting up Cell Phone Number . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .17
Setting up Call Forwarding . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .18
Making and Receiving Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .19
Placing a call on Hold . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .22
Call Waiting and Conference . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .23
Transferring a Call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .24
Parking a Call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .25
Video Calling . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .25
Checking Voicemail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .26
Checking Call Logs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .27
Troubleshooting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .28
Wi-Fi Only Mode - Always get inbound calls . . . . . . . . . . . . . . . . . . . . . . . . .28
Problems making calls? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .28
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USER GUIDEVirtual Office Mobile
Introduction
8x8 Virtual Office Mobile is an app for Android OS smartphones and tablets that allows 8x8
customers to connect to their Virtual Office phone service from any Wi-Fi zone or 3G/4G
network .
Now, your 8x8 business phone extension can be truly mobile!
Once you’ve installed the app, you can log onto your 8x8 Virtual Office phone system from
your Android smartphone and start making and receiving phone calls just as if you were using
your office phone . Your Caller ID even displays your office phone number!
All your 8x8 low-cost calling rates apply so calling from your mobile device has never been
cheaper . Avoid data roaming charges when outside the US by turning off data roaming and
using Wi-Fi hotspots instead of your 3G/4G network; and since your calls are charged under
your 8x8 calling plan, you won’t have international call roaming charges to deal with .
Features
•Make and receive calls over Wi-Fi, or 3G/4G from your android phone or tablet
•Multitasking support so you can receive calls anytime
•Call from your Android or company directory contacts lists
•Forward calls to voicemail, or Auto-Attendant, or an external number
•Place calls on hold
•Make 3-way calls
•Transfer calls to contacts in either your company directory or Android contact list
•Park calls
•Enhance calls with video capability
•Access your extension’s voicemail box
•Access detailed call logs
•Bluetooth support
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USER GUIDEVirtual Office Mobile
Verify Your Android Version
Virtual Office Mobile Android app only runs on Android version 2 .0 or higher .
Please verify that your Android phone has operating system version 2 .0 and higher . Locate
the version number by clicking Settings from your Android home screen, then About phone,
(you may also have to click on Software information ) Android operating system is listed
under Android version or Firmware version depending upon the manufacturer . The left
image shows Nexus S Operating System . The right image shows HTC Operating System .
Note: Software number, Kernel version or Build number are not the OS version number .
Important VoIP over 3G/4G Notice
Some mobile network operators may prohibit or restrict the use of Voice over Internet
Protocol (VoIP) functionality over their network, such as the use of VoIP telephony over a
cellular network, and may also impose additional fees, or other charges in connection with
VoIP . Be sure to check the terms of your agreement with your cellular phone carrier . 8x8 will
not be held liable for any charges, fees or liability imposed by your cellular/mobile carrier for
use of 8x8 Virtual Office Mobile service .
* Voice quality is subject to Wi-Fi or 3G/4G signal strength and available bandwidth .
5
USER GUIDEVirtual Office Mobile
What’s New
The 3 .0 release of Virtual Office Mobile application for Android OS showcases the following
enhancements and new features:
•New UI for tablets: Virtual Office Mobile now offers a full screen design for 10” tablets .
• Ice Cream Sandwich (ICS) support: The app now extends support to ICS, the latest
version of the Android platform .
•New UI for Dial Pad and in-call screen: A new interface for Dial Pad and in-call screen
provides enhanced calling experience for users . The in-call screen provides options to
place a call on hold, park or transfer a call, and even set up three way calling .
•Added Call Park feature: Call Parking allows you to place a call on hold at one phone and
resume the call from another phone within the Virtual Office . You can park a call when
you answered a call on your desk phone, but wish to resume the call at a different location
or on your cell phone on the go .
•Added Services tab under the Corporate Directory: The Corporate Directory now adds
the Services tab which allows you to call Audio Testing, Auto- Attendant, Voicemail, and
Conference Bridge services with just a tap .
•Added Audio Testing Service call option: Test the output audio quality of your calls
using Audio Testing Service . This service allows you to record and play back a sample
audio to determine the call audio output quality . If you are not satisfied with the audio
quality, you can adjust microphone settings .
•Added ability to set Call Forwarding rules via Settings: Now, you have the flexibility
to forward your calls to your cell phone, or Auto Attendant, or an external number, or
voicemail, or your one number access extension when you are unable to answer a call
from your primary phone . Set up your call forwarding preferences via Settings .
•Added Account/Status option to the application functions list: Learn about your
Virtual Office Account details and status from the Home menu . The status indicates if
you are online .
•Cleaned up settings: The Settings icon provides options to check your wireless and
network settings, set up call forwarding,, set up your cell phone number, and sound
settings .
•Enhanced Redial Feature: For faster redialing of the previously dialed number, just
double tap the call button on your dial pad .
•Auto Unlock w/incoming calls: Allows you to enable or disable automatic unlocking of
the device screen on receiving calls . By default, the device screen unlocks and offers
incoming calls .
• Improved audio processing for better speech quality
•Added support for a new codec that maintains audio quality on lossy network
connections using less bandwidth (pending server support) .
•Auto-formatted phone numbers while dialing
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USER GUIDEVirtual Office Mobile
Getting Started
Virtual Office Mobile allows you to connect with your 8x8 Virtual Office phone service from
your Android device . 8x8 Virtual Office Mobile is included with the following plans:
•Virtual Office Unlimited Extension
•Virtual Office Metered Extension
•Virtual Office Global Extension
•Virtual Office Pro
•Virtual Office Pro Softphone Edition
Important: Virtual Office Mobile is not available with 8x8 Basic Plans or Shared-Line
Extensions .
To use Virtual Office Mobile, you will need the 8x8 username and password for your
extension .
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USER GUIDEVirtual Office Mobile
Virtual Office Mobile Installation
1 . Navigate to the Android Play Store as shown below on the left .
2 . Tap the Google Play Store then Apps .
3 . Search for 8x8 or Virtual Office . Tap on 8x8 Virtual Office, then tap the Install button .
4 . Tap the application icon to launch the application once you have completed the
installation .
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USER GUIDEVirtual Office Mobile
Login
On launching the application on your Android device, you are prompted for your Virtual Office
login credentials .
To login:
•Enter the username and password from your Virtual Office account . If you do not
know your username and password, please contact your phone system administrator
or go to http://virtualoffice.8x8.com and use the Forgot Password tool . After login
is successful, please check the settings of your Android application as described in
the sections that follow . The application behavior can be tailored to your specific
requirements .
Logout or Exit
•To close the application without logging out, click the Android Menu button and then
tap the Exit button . You are still logged in to your Virtual Office extension, however
the application will not be able to recieve inbound calls . Opening the application does
not require you to login . Opening the application will allow you to make and recieve calls
again .
•To log out of Virtual Office Mobile for Android, click the Android Menu button and tap the
Sign out button . Logging out removes you from the 8x8 extension and you cannot make
or recieve calls from your 8x8 extension . Restarting the application requires you to login
again .
9
USER GUIDEVirtual Office Mobile
Understanding the Application User Interface
The Virtual Office application provides a user interface(UI) custom designed for Android
phones and tablets . The UI for Android tablets features a navigation main menu with links to
all the functionality while the interface for Android Phone presents icons for each function .
The home screen in the Android Phone application features navigation icons which allow you
to perform the following functions:
Navigation Icon Functionality
Presents a list of recently processed inbound and
outbound calls .
Access contacts from the personal iPhone contacts to
process calls .
Access contacts from the corporate directory to process
calls .
Offers options to set up call fowarding, network settings,
and access account information .
The User Interface for Android tablets provides links from the navigation main menu to Dial
Pad, Account, Status, and Voicemail in addition to Call Log, My Contacts, Corporate Directory,
and Settings
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USER GUIDEVirtual Office Mobile
Synchronizing Phone Settings and App Settings
For best results, please synchronize the data network access settings on your Android device
and the Virtual Office Mobile Android application . The application can send and receive calls
over both Wi-Fi and 3G/4G networks . It will call via Wi-Fi first if both are available . You decide
which data network is best for you: Wi-Fi only, cell phone only, or both networks .
Mobile App Behavior Android OS Settings Mobile App Settings
All calls ONLY use cell phone
provider’s network
Only use cell phone
provider’s data network
Only use cell phone
provider’s data network
All calls ONLY use Wi-Fi
network
Only use Wi-Fi network Only use Wi-Fi network
Mobile application uses both
Wi-Fi or cell data network .
App will first try to call over
Wi-Fi and next call on cell
phone network if Wi-Fi is not
available
Use both Wi-Fi network
and cell phone provider’s
network
Use both Wi-Fi network
and cell phone provider’s
network
Enabling Wi-Fi Settings in Android Phones
8x8 Virtual Office Mobile is a VoIP application that sends your phone calls over your data
network . You can use Wi-Fi data networks or your wireless phone company data network
plan . In this section, we show you how to set up Wi-Fi reception on your phone .
1 . Wi-Fi Setup on the Android phone: Go to your home screen and select Settings from the
home screen as shown on the left . If you are using Wi-Fi, select the Wireless & networks
button as shown on the right .
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USER GUIDEVirtual Office Mobile
2 . Tap on Wi-Fi Settings as shown on the left and enable Wi-Fi as shown on the right .
3 . Choose your Wi-Fi network . You may need to enter a security code to enter the Wi-Fi network . Contact your local IT support for questions about your Wi-Fi network . Your Wi-Fi
connection should look something like the figure below .
12
USER GUIDEVirtual Office Mobile
Enabling Wi-Fi Settings in Virtual Office Mobile App
In the last section you enabled your phone for Wi-Fi . The second step in this process is to
enable Wi-Fi on the Virtual Office Mobile application .
1 . Launch the application and tap the Settings icon in the application
2 . Tap on Wireless & networks as shown below, and then enable Use Wi-Fi, or Use 3G/4G
or both options . With both Wi-Fi and 3G/4G enabled, the application will first use Wi-Fi
and fall back to 3G/4G if Wi-Fi is not available .
Note: 3G/4G must be enabled on the Android operating system at the same time you have
3G/4G enabled on the application in order to work .
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USER GUIDEVirtual Office Mobile
3 . Enable Select Wi-Fi AP and Screen on options . Screen on is very important to ensure
good call quality over Wi-Fi . Optionally enable Control Wi-Fi Power to improve
battery life .
Enabling Bluetooth Headset Support
Bluetooth headsets do work on Vitual Office Mobile Android . You must have Android
operating system 2 .2 or higher to enable bluetooth to operate with Virtual Office Mobile .
To enable support to Bluetooth headsets:
1 . Tap Settings | Wireless and Networks .
2 . Enable Bluetooth settings .
Note: Bluetooth must be enabled on the Android operating system, paired and connected to
the headset before the Bluetooth-enabled headset will work with the application .
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USER GUIDEVirtual Office Mobile
Enabling 3G/4G Network Settings in Android Phones
In this section, we show you how to enable the 3G/4G data network for your Android phone .
1 . Go to your home screen and select Settings as shown on the left . Next select the
Wireless & networks button as shown on the right .
2 . Scroll down and tap Mobile Networks . Now tap Data enabled option to allow access to
your cell phone provider’s data network .
Note: You must have a data plan with your cell phone provider to enable this option .
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USER GUIDEVirtual Office Mobile
Enabling 3G/4G Settings in Virtual Office Mobile App
The next step is to enable 3G/4G network access for your Virtual Office Mobile application .
1 . Launch the application and tap the Settings icon in the application .
2 . From Settings options, tap Wireless and Network Options as shown on the left below
and enable Use 3G/4G by checking the box as shown on the right below .
16
USER GUIDEVirtual Office Mobile
Using The Application
Virtual Office Mobile supports Android phone multitasking
and background operation
With multitasking, you can be listening to music and a call to your Virtual Office extension
registers on the Android phone . The music sound volume will decrease and be replaced with
a call notification . With multitasking you can take the call and when the call is completed,
your music returns to full sound volume . Another advantage of multitasking support is never
missing a call . The Virtual Office Mobile application is always running in the background and
waiting for a call from your Virtual Office extension .
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USER GUIDEVirtual Office Mobile
Understanding Status Icons
Please note several status icons located at the top of your Android phone:
1 . The orange handset icon indicates a Virtual Office Mobile application call is on hold
2 . The green dot icon shows that Virtual Office Mobile is logged in and connected to the 8x8
server . If the dot icon is orange, the app is trying to connect with Virtual Office Mobile . If
there is no dot in the status bar you need to log in to the Virtual Office Mobile application .
3 . The 3G/4G icon indicates 3G/4G data network is enabled on the phone .
4 . The Wi-Fi icon indicates you are connected to a Wi-Fi network .
5 . The bar icon indicates the mobile network signal strength .
If you have questions about other status icons, please see the user guide for your Android
device .
Setting up Cell Phone Number
You can store your cell phone number within Virtual Office settings . The stored cell phone
number appears as an option to forward and transfer calls to .
To store your cell phone number:
1 . Tap Settings | My Cell Phone Number.
2 . Enter your cell phone number .
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USER GUIDEVirtual Office Mobile
Setting up Call Forwarding
The 8x8 Mobile app enables you to set up Call Forwarding options in case you are unable to
answer calls from your phone . Call forwarding gives you the flexibility to direct calls to your
voicemail, or a specified destination if you are unable to answer the call .
You can set up Call Forwarding options:
•When Busy
•When No answer
•During an Outage
•Always (Turned off by default)
You can forward incoming calls to:
•Voicemail or
•Auto Attendant, or
•your cell phone or
•an external number or
•your One Number Access extension
Note: By default, calls are forwarded to voicemail .
To access call forwarding settings:
1 . Select Settings | Call Forwarding . The call forwarding options appear .
2 . Set up your call forwarding preferences from the available options shown here .
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USER GUIDEVirtual Office Mobile
Making and Receiving Calls
You can make calls via:
1 . Direct dial
2 . Personal Contacts and Corporate Directory contacts
3 . Call Log list
Call Via Direct Dial
1 . On the application main menu, enter the phone number you wish to dial . In this example an
8x8 extension number is dialed .
Note: Virtual Office Mobile allows 8x8 extension to extension dialing from your
Android phone .
2 . Tap the Call button as shown on the left below to place the call .
When the call connects, you have options to place the call on hold,, transfer to another
number, or park a call . You can also enhance the calling experience by starting a video session .
Receive Calls
On receiving an incoming call, the device automatically unlocks and offers the call . Tap
Answer to answer the call or Decline to reject the call . .If you wish not to automatically
unlock the device screen :
1 . Go to Settings > Call Options
2 . Uncheck Auto unlock w/incoming call . option .
Note: By default, this option is enabled which unlocks the device screen to offer an incoming
call .
20
USER GUIDEVirtual Office Mobile
Calling Via Contacts
1 . Contacts are found under two icons in Virtual Office Mobile for Android: My Contacts is
your Android phone contact list and Directory contains your corporate directory .
2 . Select the desired phone number in My Contacts or Directory
3 . Tap the contact name, then select the number to place a call .
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USER GUIDEVirtual Office Mobile
Additonally, you have the option to call and reach the following services through the
Services tab Under the Corporate Directory icon:
•Auto Attendant: Places a call to your Virtual Office Auto Attendant and allows you to
self-direct the call to the desired destination through a phone menu .
•Conference Bridge: Allows you to enter a conference or create a new conference or
delete an existing conference .
•Audio Testing Service: Allows you to test your audio output quality . The automated
service allows you to record and replay a sample audio to test the quality .
Calling Via Call Log
1 . Tap the Call Log icon
2 . Select the desired phone number or contact and the call will be placed immediately .
22
USER GUIDEVirtual Office Mobile
3 . You can end a call (hang up the phone) by tapping the End Call button as shown below .
Placing a call on Hold
While on an active call, you can place the call on hold . The other party will listen to music
while on hold .
To place a call on hold, simply tap the Hold button on your active call screen . To resume the
call, tap the Retrieve button and you are reconnected with the other party .
23
USER GUIDEVirtual Office Mobile
Call Waiting and Conference
Call Waiting offers the ability to answer a second call while on a call . The incoming call is
indicated with the caller ID . Accept the call by tapping Hold and Answer button . The first call
is automatically placed on hold . You can now switch between calls using the Switch button .
Tap the Conferece button to initiate a 3 way conference call . The two calls and your phone
are now in a 3-way conference call .
When you hang up the call, the other two parties will be disconnected at the same time . The
other two parties cannot maintain the call after you have pressed the End Call button .
24
USER GUIDEVirtual Office Mobile
Transferring a Call
While on a call, you can transfer the call to a Virtual Office extension or an external
telephone number .
1 . Press the Transfer button as shown in the upper left screen shot .
2 . Select from the local Contacts or Directory as shown in the upper right screen shot .
3 . Or Dial directly and tap the OK button . The transfer is made and you are disconnected
from the call .
25
USER GUIDEVirtual Office Mobile
Parking a Call
Call Parking allows you to put a call on hold temporarily at one telephone and continue the
conversation from any other telephone set assigned to the Virtual Office . On parking a call,
the Virtual Office system automatically assigns a Parking Extension Number to the call and
announces the number to you . You can then dial this number to retrieve and resume the call
from any telephone set .
You can park a call if you are in a conversation at your desk, and would like to continue the
call from a different location, or on the go .
To park a call:
1 . Select Park option during an active call .
The Parking Extension Number assigned to the call is announced and the call is
disconnected from your phone .
2 . Dial the assigned extension number from any other telephone to resume the call .
Note: The caller is placed on hold during the parking process .
Video Calling
Video calling capability of your Virtual Office extension extends to your Mobile application on
Android devices as well . During a live call, you can start a video session and chat face to face
with the called party .
Note: Video calling is between two Virtual Office extensions only .
26
USER GUIDEVirtual Office Mobile
Checking Voicemail
You can listen to your Virtual Office extension voicemails with the click of a button .
To view voicemail notifications and listen to voicemails
1 . Tap and slide the notification screen open from the top of your Android screen . You can
see how many new 8x8 Virtual Office voicemail messages are available .
2 . Tap the Messages Waiting button as shown below . The app will call your Virtual Office
extension’s voicemail service .
27
USER GUIDEVirtual Office Mobile
3 . You are prompted for a password . Enter your voicemail password by pulling the Keypad
up from the bottom of the screen and enter the password using the keypad as shown
below, followed by the # key .
Checking Call Logs
You can tap the Call Log icon to see a record of your inbound and outbound calls . You can re-
dial any number from your call log by tapping any number listed in the call log .
Note: Call Log shows all calls from your phone, both from your Android phone account and
from the Virtual Office Mobile application .
USER GUIDEVirtual Office Mobile
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The ChampionFor Business
Communications
Troubleshooting
Wi-Fi Only Mode - Always get inbound calls
Make sure to receive all inbound phone calls by un-checking the Wireless Control Wi-Fi
Power setting as shown below . If you leave this power saver checked on, the Android phone
may go to a sleep mode and loose the ability to recieve calls . In our experience, it is better to
leave Control Wi-Fi Power unchecked .
Problems making calls?
If you can’t make calls, try closing the Virtual Office Mobile application, and start it again .
Please contact support if these steps don’t resolve your issues, or if there are any questions
about the application .
•Submit a case in your Self Service Portal at www .8x8 .com/login
•Chat from www .8x8 .com/support .aspx
•Call 8x8 Support at 1-888-898-8733
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