How to use Virtual Office

Virtual Office is an online application that gives you a "softphone" that will have the same features as a physical phone, including making and receiving calls, transferring calls, setting up virtual meetings, and creating and joining conference bridges. Using Virtual Office, you can access your Urban phone extension and phone features using: 1) your PC or Mac; 2) any computer that supports Internet Explorer, Firefox, or Chrome; or 3) via IOS or Android phones and tablets.

You can refer to the 8x8 Virtual Office Quick Start Guide for more detailed instructions for using Virtual Office.

Accessing Virtual Office

You can access Virtual Office in two primary ways:

  1. Via your work computer: IT has installed 8x8 Virtual office on your computer. Click on the 8x8 icon on your desktop to launch the application.
  2. Via the 8x8 website: Log into the 8x8 website using the credentials provided in your welcome email.

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Configuring Your Profile

Most configuration is done from "Settings," which you can access in the menu under Virtual Office, or by clicking on the gear icon in the lower left corner of the app.

  • Verify your phone number and address
  • Upload a photo
  • Set your external caller ID and notification options under "My Services"

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Create a Virtual Meeting

Virtual Meeting allows attendees to share video, computer screens and common workspaces. You are limited to 15 participants per single meeting. If you need video conferencing for a larger group, please contact the IT Help Desk at helpdesk@urban.org for options.

  1. Log into Virtual Office, and then click the "Meetings" icon.
  2. If this is your first time accessing Meetings, you’ll see a pop-up request to select a phone number. This number will be the point of access for all Virtual Meetings you create, and will be included with meeting email invitations.
  3. After selecting the phone number, you will see the Virtual Meeting main menu, where you can create a new meeting, join a meeting, or view all scheduled and completed meetings.
  4. To create a meeting, click the "New Meeting" button.
  5. Enter the meeting name, select the meeting time and time zone, and define the rest of your meeting’s properties.
  6. Next to Options, click "Show All" to display even more options for customizing your meeting.
  7. Upload a photo.
  8. Set your external caller ID and notification options under "My Services".;
  9. To invite meeting participants, enter their email addresses in the "Participants" field. If inviting internal colleagues, you can enter the name of the person as it appears in your company contact directory, then press space to automatically add them and enter the next invitee.
  10. Inviting external candidates can be done by entering each email address and pressing enter.
  11. To confirm you’ve entered an address properly, look for the grey circle around the invitee’s name or email address.
  12. You can make any internal invitee a moderator or host by left clicking on their name and selecting "Moderator" or "Host".
  13. Last, click to "Add" a description to your meeting.
  14. When you are finished, click "Save" to add the meeting to your list and send the invitations out to your participants. You may also opt to start the meeting immediately.
  15. You will receive an email confirming scheduling, and all participants will receive an email with information on accessing the meeting, including the URL, phone number, and access codes.
  16. If your meeting hasn’t started yet, you can make changes by clicking on it from your "Meetings" list.
  17. Any saved changes will be emailed to participants. Invitees will also be informed by email if you choose to cancel the meeting.

Refer to the 8x8 Virtual Office Quick Start Guide for more detailed instructions for using Virtual Meeting.

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E-Fax Services

You can use Virtual Office to send and receive short (2 to 3 page) faxes. Fax machines are still available on each floor for longer documents.

Sending a fax:
  1. Log into Virtual Office.
  2. If you have not set up your Internet Fax profile, you must first go to "Settings" and then "My Services."
  3. Select the option for "Internet Faxes" and pick one of the available phone numbers.
  4. Save your changes.
  5. Click on the "Fax" option in the top menu.
  6. Click on "New Fax."
  7. Enter the fax number you are sending to.
  8. Click the checkbox if you wish to include a coversheet.
  9. For a fax coversheet, fill in the fields to auto-populate the coversheet. (You can edit and preview the coversheet before sending.)
  10. Click on "Add" and select the file you want to fax.
  11. Click on "Send Fax."
Sending a fax to one of your contacts:
  1. Log into Virtual Office.
  2. Click on "Contacts."
  3. Search or scroll to locate the contact you want to send a fax to.
  4. Click on the info button or hover over the contact to view the contact card.
  5. From the contact card, click on the fax number to initiate a fax.
  6. Click the checkbox if you wish to include a coversheet.
  7. For a fax coversheet, fill in the fields to auto-populate the coversheet. (You can edit and preview the coversheet before sending.)
  8. Click on "Add" and select the file you want to fax.
  9. Click on "Send Fax."
Receiving a fax:
  1. Log into Virtual Office.
  2. Click on "Fax."
  3. Select the fax and click on the view icon.

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