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Company Phonebook

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  • NOTE: This article is applicable to Sky customers. If you are a MiCloud customer, see the Managing Your Company Phonebook article for information about managing your company phonebook in the Account Portal.

Table of Contents

Overview
Viewing the Company Phonebook
Accessing the Company Phonebook on Your Phone
Managing the Company Phonebook in the Portal
Importing New Contacts
Exporting Contacts
Exporting a .csv File from Outlook
FAQ

Overview

The Company Phonebook, a feature of the Sky phone system provides a list of contacts for your company and is maintained by your phone system administrator (an Authorized Contact who is a Decision Maker or an account-level Phone Manager). The list of contacts is created in the Account Portal and can then be accessed by anyone in your organization either from the phone's Directory or Directories menu and in the Home > Contacts menu of the Portal.

Viewing the Company Phonebook

To view contacts in the Company Phonebook:

  1. Log in to the Account Portal username (typically your business email address) and user password.
  2. Navigate to Home > Contacts.
  3. Select Personal Contacts.

Accessing Company Phonebook on Your Phone

To access the Company Phonebook on your phone, use the instructions below for the brand of phone used in your Sky phone system.

Using IP 400-Series Phones

Please note that contacts from the Company Phonebook, Employee Directory, and Personal Contacts are combined together in the Directory on IP 400-series phones.

  1. Press the Directory function key.
  2. Scroll to highlight the desired contact.
  3. Press the Dial soft key.

To search for a contact using an IP 400-series phone:

  1. Press the dial pad numbers that correspond to the first few letters of the contact's first or last name until you see the desired contact in the search results displayed on the phone's screen (for example, to find the name Smith, dial the numbers 76484).
  2. Press the Backspace soft key to delete each unwanted character.
  3. When a match is found, press the Dial soft key to place a call or press the Exit soft key.

Using Cisco 7900-Series Phones

For selecting each option, either press the corresponding option number on your phone's dial pad or highlight the desired option on the phone's screen and press the Select soft key.

  1. Press the Directories button (open book icon).
  2. Select option 6 to access Company Phonebook.
  3. Select from the following two options:
    • List Phonebook - Scroll through the list and if desired, press the Dial soft key to call someone.
    • Search Phonebook
      1. Type search criteria using the phone's keypad to select letters using the same method required by older mobile phones (quickly press each key multiple times to select the desired letter and case).
      2. Use the << soft key to delete each unwanted character.
      3. Press the Submit soft key.
      4. If a match is found, press the Dial soft key to place a call or press the Exit soft key.

Managing Company Phonebook in the Account Portal

Decision Makers and account-level Phone Managers are required to add, edit, or delete contacts.

  1. the Account Portal username (typically your business email address) and user password.
  2. Navigate to Home > Contacts.
  3. Select Company Phonebook.

Adding a Contact

  1. Click Add, which opens the Add Company Phonebook Entry dialog box.
  2. Enter the following values as desired:
    • Display Name - Add first and/or last name in any order as desired
    • Phone Number - Enter only digits (no dashes, spaces, or parenthesis)
      • Internal contacts can be the 4-digit extension or 10-digit phone number
      • External contacts must be the full 10-digit phone number
    • Note - Add all additional information here (this can include address, additional phone numbers, notes, etc.).
  3. Click OK.

Editing a Contact

  1. Right-click the row of the desired contact and select Update from the menu that appears.
    You can also select (highlight) the row of the desired contact and click Update in the toolbar.
  2. Edit the following values as desired:
    • Display Name - Can contain first and/or last name in any order as desired
    • Phone Number - Enter only digits (no dashes, spaces, or parenthesis)
      • Internal contacts can be the 4-digit extension or 10-digit phone number
      • External contacts must be the full 10-digit phone number
    • Note - Add all additional information here (this can include address, additional phone numbers, notes, etc.).
  3. Click OK.

Deleting a Contact

  1. Right-click the row of the desired contact and select Delete from the menu that appears.
    You can also select (highlight) the row of the desired contact and click Delete in the toolbar.
  2. Click OK when the Delete confirmation dialog appears.

Importing New Contacts

To import a list of contacts the data must be in an Excel spreadsheet saved as a .csv (Comma Separated Values) file.

Creating the .csv File

To import a list of contacts, the data must be in a 3-column Excel spreadsheet saved as a .csv (Comma Separated Values) file with the following characteristics:

  • The 1st row must be a "header" row containing Name in the 1st column, Number in the 2nd column, and Notes in the 3rd column (the spelling of the column headings can vary but there must be header text in the first row of the file or a processing error will result)
  • Add as many rows of contact data as desired below the three-column headings for Name, Number, and Notes.
  • Combine all of the desired first and last name values into one Name column.
  • For each entry in the Name column, add one phone number in the Number column. You can use most standard phone number formats, for example, (555) 444-3333, 555-444-3333, and 5554443333. If you have multiple phone numbers for a contact, add the additional phone number(s) into the Notes column or create multiple rows in the file using the same contact name for each phone number.
  • Add all additional information into the Notes column (this can include address, additional phone numbers, notes, etc.).
  • If you are editing an existing file, delete all additional columns of data other than the three columns for Name, Number, and Notes.

Importing the .csv File

After creating a .csv file, as described above, perform the following steps:

  1. Click Import on the toolbar.
  2. In the Import dialog box that appears, click Browse.
  3. Navigate to and select the desired .csv file located on your computer.
  4. Click Import in the Import dialog box to import the desired contacts to the company phonebook.

Exporting Contacts

  1. Click Export on the toolbar.
  2. In the dialog box that appears, click Open or Save.
  3. Edit the file as needed, and save it.
NOTE: You can use this file to Import Contacts into the company phonebook or your personal phonebook.

Exporting a .csv File from Outlook

Outlook has an Import and Export feature under the File > Options > Advanced Options menu that allows you to export the Contacts list. A CSV file that has been exported by Outlook can be opened and edited in Excel. Also, a file can be created in Excel and then exported.

To save your Outlook contacts to a CSV file:

  1. Select File > Export (or Import/Export -- options vary depending on your version of MS Office)
    In Office 2010, select File > Options > Advanced > Export.
  2. Select Export to a file.
  3. Click Next.
  4. Select the Comma Separated Values (Windows) option.
  5. Click Next.
  6. Select the Contacts folder.
  7. Click Next.
  8. Click Browse, navigate to and select a folder location and provide a file name for the exported contacts. (A file name such as "Outlook.csv" is a good example.)
  9. Click Next.
  10. Click Finish.

NOTE: If the instructions above are not accurate for your version of Outlook, search the Internet for current instructions specific to your version of Outlook (click Help or About in Outlook to determine the specific version on your computer).

After you have exported a .csv file from Outlook, you can modify the file and use it to import contacts into your personal phonebook. Locate and edit the exported .csv file according to the instructions in the Importing New Contacts section above.

FAQ

Q: Can anyone in our organization update the Company Phonebook?
A: No, only Authorized Contacts who are a Decision Maker or account-level Phone Manager.

Q: How many characters are allowed in each field?
A: Use the following as a guideline for each field:

  • Name - up to 20 characters
  • Phone Number - up to 16 digits
  • Notes - up to 100 characters

Q: If I export my outlook contents as a CSV file, do I need to edit the file?
A: Yes, you need to move all of the data that you want to import into the first three columns of the file. These columns are Name, Number, and Notes. First and last names need to be combined into the one Name column. Only one phone number can be included in the Number column. All other data can be placed into the Notes column. Note that the first row in the file must be a "header" row containing Name in the 1st column, Number in the 2nd column, and Notes in the 3rd column

Q: Do the columns need to be labeled a certain way?
A: No, but one header row containing some variation of Name, Number, and Notes is required.

Q: Can I have a column for an email address?
A: Email addresses can be added into the "Notes" column.

Q: Where do I place additional phone numbers?
A: Additional phone numbers can be added into the "Notes" column.

Q: Can I have special characters in the Company Phonebook fields (for example, ? & # $% ~ `)?
A: Yes, you can include special characters in the Name and Notes fields, but the Number field may generate an error message during import if the phone number digits cannot be extracted from the special characters during processing.

Q: How many contacts can I upload at once?
A: There's no limit of entries per upload.

Q: How many contacts can I upload in total?
A: You can upload up to 2,500 numbers. Please note that this pertains to numbers, not contacts. If in Outlook you have two numbers for a person, it will count as two entries. One number is stored per record. If a contact has two numbers, the contact will be stored twice.

Q: Do dashes, spaces or periods need to be removed in the phone number field?
A: Any non-digits in the phone number field will automatically be removed.

Q: Do I need to worry about including my outbound dial digit in the phone number field?
A: No, you do not need to worry about including the outbound dial digit.

Q: Can I upload international numbers?
A: Yes. If you are uploading through a CSV file that was created in Excel and it contains a long international number starting with a zero, the default cell size in Excel will display this number in exponential format. When this information is exported from Excel into a CSV file, the leading zero is no longer on the number. When the data is imported into the Portal, the number will not be correct because the leading zero was not in the file that was imported.

For example: When the phone number 011-845-882-2999 is entered in Excel with the standard cell width, it will be displayed as 1.18459E+11. Therefore, 11845911 will be the number that gets exported to a CSV file by Excel.

To correct this problem, be sure to widen the columns in Excel so that the number is displayed correctly before you export it to a CSV file. This problem does not occur when exporting data from Outlook.
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