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