Virtual OfficeGetting Started Guide

Preparing Your Network and Installing Your Phones

Getting Started with 8x8 Virtual Officeapril 2012

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Virtual OfficeGetting Started Guide

Contents

introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3

test Your internet connection . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3

Prepare Your Network . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5

Example Network . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5

Typical LAN Equipment . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5

Setting Up Your Network . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6

install and activate Your iP Phones . . . . . . . . . . . . . . . . . . . . . . . . . . 6

install and activate Your atas . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7

Next Steps . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7

Questions or Assistance . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7

Getting Started Checklist

Run the VoIP test to ensure your Internet connection can support VoIP .

Go to voiptest .8x8 .com .

Do not use a combo modem/router on your network . This can cause voice

quality issues .

Depending on the number of phones you have, you may need a network switch .

Check to see if your router has QoS settings; work with 8x8 support to be sure

they are correctly set, or purchase a preconfigured router from 8x8

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Virtual OfficeGetting Started Guide

Introduction

Before you install your phones, it is important to be sure your Internet connection is suitable for VoIP and to check your Local Area Network

(LAN) to be sure it is set up correctly . These two steps will help ensure you get the best possible voice quality . Then install your IP phones (and

any analog adaptors for standard phones or fax machines) and you’re on your way .

Test Your Internet Connection

Start by running the 8x8 VoIP test . This test simulates 8x8 VoIP calls being made over your Internet connection . It will give you an indication

of the level of service you can expect from your 8x8 system based on your current Internet connection’s bandwidth and performance . If your

current router supports QoS and is enabled, please disable QoS prior to starting the test .

To begin the test, go to http://voiptest .8x8 .com . Select Click To Start Test . The test should only take a few minutes . At the end of the test,

click on the Summary tab to view your Connection Summary

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Virtual OfficeGetting Started Guide

The Connection Summary gives you the following information:

•Download Speed: Determines if your Internet download speed will support a high quality VoIP conversation . Insufficient download speed

may impact your inbound traffic including the ability to hear callers .

•Upload Speed: Determines if your Internet upload speed will support a high quality VoIP conversation . Insufficient download speed may

impact your outbound traffic including the ability for callers to hear you .

•Quality of Service measurement: Measures fluctuation in your Internet speed . A higher percentage is desirable .

• Jitter: Measures the constant flow of data . A low jitter value shows a more consistent flow .

•Packet-loss: Measures your Internet connectivity and how accurately it is transferring data . Zero percent packet-loss is desired for a high

quality VoIP connection

Next, click on the Advanced tab, located underneath the Summary . Check the Number of VoIP lines supported section to see an estimate of

the number of simultaneous calls that your network can support .

If the VoIP test returns any yellow or red lights you may experience call quality of service issues . The remedy may be relatively simple . Possible

solutions include increasing your Internet bandwidth, or upgrading or installing LAN equipment such as a properly configured router and/or

modem . Call 8x8 technical support for additional assistance .

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Virtual OfficeGetting Started Guide

Prepare Your Network

Your Local Area Network (LAN) is a term used to describe all the equipment that is behind your modem that connects your network to the

Internet . The specific equipment you will need will depend on the number of IP phones at your location, and the number of devices on your

network such as computers, servers and network printers . The equipment listed below is typically used in a LAN . If you need assistance in

determining which equipment is right for your LAN, an 8x8 technician will be happy to assist you .

Example Network

Internet

Modem

Router

Switch

8x8 Phone 8x8 Phone File Server

Network Printer

Wireless Access Point

PCs

QoS router prioritizes all voice tra�c to and from the Internet.

Wide Area Network (WAN)

Local Area Network (LAN)

Laptop

Typical LAN Equipment

Modem: A device that connects to the data connection provided by your Internet service provider . Other network devices such as a router are

connected behind the modem . Please do not use a combo modem/router . These devices can cause audio issues . If you have a combo unit, please

contact your ISP to request a standalone modem .

Router: A router is a device that routes or splits your Internet connection among multiple devices . A router is an “intelligent” device . It can divide

your connection differently depending on how it is configured . Routers commonly have four ports to allow up to 4 separate device connections .

If more than 4 ports are needed, a Switch is recommended . Do not use a combo modem/router unit or you may experience audio issues .

8x8 recommends you use a router with QoS settings that can be set to prioritize voice traffic over data traffic . Go to http://www .8x8 .com/

CommunicationsSolutions/Equipment/Accessories/RoutersandFirewalls .aspx for list of recommended routers .

Switch: A pass through device that splits your Internet connection among multiple devices . Switches are capable of extending your network to

accommodate an additional 4 to 24 devices .

8x8 Phones or Adapters: IP Phones purchased from 8x8 or analog phone adapters (ATAs) . (An ATA is used to connect a standard (analog)

phone or fax machine to 8x8 service through your Internet connection .)

Other devices: Other connecting devices such as computers, servers and network printers .

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Virtual OfficeGetting Started Guide

Setting Up Your Network

1 . Connect your router directly to the modem that provides your Internet access .

2 . Connect your 8x8 phones directly to your router, or connect your 8x8 phones to the router using a switch .

3 . Always connect your LAN devices to your high-speed switch (local printers, file servers, etc .) rather than directly to your router .

Install and Activate Your IP Phones

To see this on video, go to www .8x8 .com/Resources/Demos .aspx .

1 . Take the Ethernet cable and plug one end into the jack marked LAN

on the back of your phone, and the other end into your router or an

Ethernet connection .

2 . Plug in the power cord to the phone and to an electrical outlet . Connect

the handset to the phone with the supplied handset cord . To view a

video demonstration, go to www .8x8 .com/Resources/Demos .aspx .

(If you would like to plug a computer into the back of the device,

plug one end into the PC port on the phone and the other end to the

Ethernet port of the computer .)

3 . After you plug in your phone, the word Activate appears on the telephone screen . Pick up the handset or press the speakerphone button

and listen to the instructions .

4 . Enter the activation code that corresponds with the extension number you are activating, and then press #. (The activation code was sent in

the Equipment Shipped email you received from 8x8 .) After entering the code, you should hear a successful activation message .

Note: You can also retrieve the activation codes from the 8x8 Account Manager . See the instructions in the Retrieving an Activation Code box .

5 . Allow your telephone to restart . After restarting, you will see the extension number on the screen .

6 . You are now able to make and receive phone calls . To reach an outside line, dial 1 and then the number, for example: 1 (555) 555-5555 .

Note: If you dial 1 and the telephone number and your call does not connect, please repower the phone by removing the power adapter

connection from the back of the phone and then reconnecting it .

7 . Perform these steps for all your IP phones . Once they are activated, please proceed to the Configuring Your 8x8 Phone System guide to

set up your extensions, user profiles and other services .

Retrieving an activation code

1 . Go to the top of www .8x8 .com and sign in to the 8x8 Account Manager .

2 . Click Phone System from the top navigation bar .

3 . Click Activate Device next to the extension that you wish to activate .

4 . A pop up screen displays the activation code for the extension .

Virtual OfficeGetting Started Guide

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Communications

Install and Activate Your KIRK Cordless Phone

If you’ve purchased a Polycom KIRK cordless phone(s) and KIRK KWS 300 base unit, please see the following documents on

www .8x8 .com/Support/BusinessSupport/Documentation .aspx .

•Polycom KIRK KWS 300 Base Unit Installation Guide

•Polycom KIRK Base and Handset Activation Guide

Install and Activate Your ATAs

If you ordered the Cisco SPA122 ATA:

Fax Machine(2nd-Port Fax Plan Only)

Computer or Laptop

Internet Connection (Router or Broadband Modem)

Power AdapterAnalog Phone, Fax or Paging System

1 . Follow the diagram to attach your device to an Internet

connection and a power source .

2 . To activate your device, connect an analog phone (or

a fax machine with an analog phone) to the PHONE 1

port .

– Lift the handset and listen to the recorded message

– Enter the activation code for the extension number

you are activating, then press # . The activation

code was sent in the Equipment Shipped email you

received from 8x8, or you can retrieve them from the

online 8x8 Account Manager .

– After entering the code you should hear the successful activation message .

3 . After your device is activated, connect the analog phone or fax machine you will be using to the PHONE 1 port . (If you purchased the

2nd-Port Fax Plan, connect your fax to the PHONE 2 port .) Your service is now ready to use .

Note: If you connect the Internet port directly to a broadband modem instead of a router, you will first need to configure your Cisco ATA to act as

a router . Please see instructions in the Cisco SPA122 ATA Installation Guide .

Next Steps

Now that you have installed your phones, your next step is to configure your phone system . See the Configuring Your 8x8 Phone System

guide for instructions on configuring your phone extensions, user profiles, auto attendant, ring groups, and other services .

Questions or Assistance

Additional Resources are available online at:

http://www .8x8 .com/Support/BusinessSupport/Documentation .aspx Or call 8x8 Customer Service at 1 .888 .898 .8733 .