Using Contacts on your Mail Server

You have chosen to use the contacts on your Mail Server (Exchange Server or Google Mail) for your voice directory. If this is not what you want, go to Managing your Contacts on the Web.  The number of contacts that you can access by phone is limited (the maximum is usually 50) but you can ask your service provider or account administrator to increase your limit.

Your voice directory is built using the personal contacts that match the category and/or sub-folder specified in your contact selection parameters. The contacts in your voice directory can be synchronized on demand from the Web or by phone using the speech command REFRESH or SYNCHRONIZE. The telephone numbers must be formatted for use by the assistant. Telephone numbers using this standard begin with a plus sign (+), followed by the country code, the area code and then the local phone number. 

What is Speech Contacts Service?

The Speech Contacts service requires access to your contacts on the  mail server. Before using this service, you must configure the mail access connection to your mail server and format the phone numbers of your contacts.

Select the Contacts to Use in your Voice Directory

You can specify the Category and/or Sub-Folder of the contacts to include in your voice directory. By default, the assistant uses All the contacts it finds in your Personal Contacts folder regardless of the categories and sub-folders. Here is how you can specify the sub-folder and/or the category of the contacts to be used for your voice directory:
  • Sub-folder: Use this option if the contacts of your voice directory are in a sub-folder of your Personal Contacts. Enter the sub-folder name. By default, all contacts in your Personal Contacts folder and sub-folders will be selected.
  • Category: Use this option if the contacts to use for your voice directory are marked with a specific category in your Personal Contacts folder. Enter the Category name. By default, all the contacts in your Personal Contacts folder and/or sub-folder will be used regardless of their category.

Format the Phone Numbers of your Contacts

Make sure that the telephone numbers of your contacts are formatted in the following universal standard (E.164) to enable the assistant to dial them correctly:
    +[Country Code]  ([Area Code]) [Local Number] [Extension]
    Example: +1 (514) 555 1212  x201
  • Country Code/Region: enter + followed by the country code (ex: +1 for North America, +33 for France, +44 for UK, etc.)
  • City/Area Code: enter the city or area code (ex: 514 for Montreal, 1 for Paris, 213 for New York, etc.). Do not include the prefix "0" used when dialing the number from within the country
  • Local Number: the local number (ex: 555-1212)
  • Extension: enter the contact's PBX extension number (if any) on the right-hand side of the telephone number preceded with a prefix ("x", "ext" or "#"). For example +1 (514) 765-8484 x2205 is a valid phone number for extension 2205.

Format the Phone Numbers of your Contacts in Outlook

If you are using Microsoft Outlook to manage your contacts, you can check and format the telephone numbers as follows:
  1. Open your Contacts folder to view the list of your personal contacts
  2. Double-click on each telephone number. A Check Phone Number window opens showing the phone details: Country/Region, City/Area code, Local number and Extension.
  3. Make sure all the telephone information fields are correct then click OK to confirm. The telephone number is saved in the TAPI (E.164) format.

For example, the phone number (514) 765-8484 becomes +1 (514) 765-8484 once converted into the TAPI format.

Import your Contacts from the Mail Server

You can manually refresh your voice directory contacts from your Web portal or by phone using speech commands. Here is how you can refresh your contact information on the Web portal:
  • Click Contacts to display the Contact Management page.
  • Select how you want duplicate contacts to be treated: replace or keep the ones in your voice directory.
  • Select My Contacts are on my mail server (Google or Exchange) then click Import.
  • A dialog box appears showing your contacts update results.
  • Click OK.

The list of your updated contacts is displayed.
.For information on how to refresh your contacts by phone, go to Synchronize your Contacts by Phone.