Managing Your Contacts
Your assistant uses contacts in your voice directory to call them, send them emails and invite them to meetings, as well as recognize them when they call you. Your voice directory is built using the names of people you imported into your contacts folder. These are the contacts that you often call or send emails to, from your car or your office. Not all contacts meet this criteria. A smaller number of contacts in your voice directory results in better name recognition.
Your contacts are stored and managed on your Web Portal where you can import, add, edit and delete them. You can add contacts manually, import them from CSV files or directly from mail servers such as Google Gmail and Microsoft Exchange.
Contacts on your Mail Server
If your contacts are currently stored on your mail server (Exchange or Google), you get the option to have the assistant import them directly to build your voice directory and update it when needed. Google Mail and Microsoft Exchange Servers are the only known mail servers that can store contacts and make them accessible remotely to your virtual assistant.
If you choose this option, you will have to establish a Mail Access Connectionwith your mail server.
The following table lists the mail servers where the assistant can retrieve contacts remotely using known mail access protocols:
Protocol | Mail Server |
OWA | Exchange 2000 and 2003 |
EWS | Exchange 2007 and 2010 |
GMAIL | Google Mail |
Prepare the Contacts for your Assistant
Contact Fields Used by the assistant
The following contact fields are used by the assistant:- First name and last name
- E-mail address
- Telephone numbers (Business, mobile and home) in TAPI format
- Fax number in TAPI format
- Language spoken
- Job title and company name
- Address
- Birthday
Format the Phone Numbers of your Contacts
You virtual assistant can call your contacts on traditional telephone numbers or SIP Phones. The numbers must be formatted according to the universal convention SIP or E.164 /TAPI as follows:+[Country Code] ([Area Code]) [Local Number] [Extension]
Example: +1 (514) 555 1212 x201
- If your contacts are stored on the Web Portal,follow the instructions described in How to Format the Phone Numbers of your Contacts on the Web Portal to enter and format your contacts phone numbers.
- If your contacts are stored on your mail server and managed using Outlook, follow the instructions described in How to Format the Phone Numbers of your Contacts in Outlook to enter and format your contacts phone numbers.