The Phonebook / Directory Service
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The phonebook feature allows you to easily publish a phonebook company wide. Used in tandem with a personal phonebook, it allows users to quickly launch calls without wasting time finding a contact’s number and subsequently entering it in the phone.
The Company phonebook is company wide and is managed from the management console. The personal phonebook is only available to a particular extension and is managed from 3CXPhone on that extension.
Synchronize the Phonebook With your IP Phones
The company phonebook is also published to a directory in a format that Cisco, Fanvil, Htek, Polycom, snom, and Yealink phones can download. These phones can then show the same phonebook on their display.
Resolves Caller ID to Name
One of the most important features of the phonebook is that incoming caller IDs are searched against the phonebook, and if a match is found, the caller’s name is shown in the caller ID rather than just showing the number.
Using the Phonebook
To use the phonebook, users enter a name, or part of the name, in the search box of the 3CXPhone Phonebook. 3CXPhone will automatically resolve the name or part of the name to a phonebook entry. To launch a call, the user just needs to double-click the name and click the “Call” button.
Link to Exchange Server, LDAP or ODBC
The 3CX Phonebook / Directory service can also synchronize with and query external data sources including Microsoft Exchange Server, a Microsoft LDAP server or an ODBC database.
Import & Export of Phonebook entries
Importing Phonebook Entries
You can import phonebook entries from a CSV file. Each entry should be on a new line, and the fields separated by a comma as follows:
- “First name, Last name, Company, Mobile, Mobile2, Home, Home2, etc”
You can download a Sample Phonebook .csv and populate it with your phonebook entries.
To import the company phonebook entries into 3CX Phone System do the following:
- Log into the 3CX Management Console and click on the “Settings” node.
- Click on “Company Phonebook” and select “Import”.
- Browse to your saved CSV file, select it and click “Open”.
- Your Company Phonebook entries will be imported into 3CX.
Exporting Phonebook Entries
You can export your phonebook entries from the Company Phonebook in order to save them as a backup or to modify them and import them back at a later stage. To export your phonebook entries follow these steps:
- Log into the 3CX Management Console and click on the “Settings” node.
- Click on “Company Phonebook” and click the “Export” button.
- Select a file location and a file name for your CSV file.
- Click “Save” to export and save your Company Phonebook.
Note: By default 3CX will match at least 6 numbers to a phonebook entry before it considers the number a match. You can change this number by going to “Phonebook options” in the Phonebook node.
Synchronising with Exchange Server (PRO)
The 3CX Company Directory Service allows the Exchange Connector to connect the 3CX Phonebook with Microsoft Exchange Server 2013 SP1 and Office 365 (with Exchange) to import Exchange contacts to either the company or the personal phonebook. The following import functions are available:
- Ability to select a public folder of contacts to be imported into the 3CX Company Phonebook.
- Ability to import personal contacts from one or more Exchange users and import them to their personal 3CX Phonebook.
How it Works
3CX Phone System will connect to Microsoft Exchange Server via an “Impersonated User Account” and import all the contacts from Exchange. Once per day (at 4am), the connector will login to the Exchange Server and check if there are any new updates to existing contacts, new contacts or to check where contacts need to be deleted.
IMPORTANT: 3CX Phone System will sync the contacts from Exchange to 3CX. If you want to make changes, then you need to make them at Exchange level first. 3CX Phone System will not allow you to edit an imported contact.
Configuring the Exchange Connector (MS Exchange Sync)
In order to configure 3CX Phone System to work and synchronize with Microsoft Exchange you will first need to Create an Impersonated Microsoft Exchange User Account.
After configuring 3CX MS Exchange Sync section by following these steps:
- Log in to your 3CX Management Console, select the “Settings > Directory Search” node, and click the “Exchange” tab.
- Fill in the following fields:
- FULL FQDN to OWA of the Microsoft Exchange Server. Office 365 users will need to use https://outlook.office365.com/owa.
- Insert your impersonated account details in the “Impersonated User Account” and “User Account Password” fields.
- Select the email address and the public folders that you want synchronized and click “Apply”.
- To check if your Exchange contacts have been synchronized with the 3CX Phone System Company Phonebook go to “Settings” and then select “Company Phonebook”.
- You should see a list of contacts in the 3CX Company Phonebook imported from the email address that you selected to synchronize.
Enabling Exchange Calendar Profile Switching
After having successfully configured MS Exchange Sync, you can take advantage of the ability to automatically change your extension status, based on your status in the Outlook calendar (requires Exchange version 2013 SP1). If you have scheduled appointments where your “Show As” status is set to “Working Elsewhere” (only exchange 2013) or “Out Of Office”, then your status in 3CX Phone System will automatically change to the “Away” or “Out Of Office” status respectively.
To enable this feature, select “Settings” > “Directory Search” > “Exchange” and check the “Enable Calendar Profile Switching” checkbox. A full guide on How to Use Exchange Calendar Status Synchronization details this process.
Configuring LDAP Directory Search (PRO)
LDAP (Lightweight Directory Access Protocol) Directory Search has the ability to connect with an external directory server, for instance, your company's Microsoft active directory. When an incoming call is received, 3CX Phone System can access LDAP and look for a contact match. If a match is found, the contact will be automatically added to the 3CX Company Phonebook and the contact information will be displayed for subsequent calls made by this caller.
To Configure LDAP Directory Search with 3CX Phone System:
- Log in to the 3CX Management Console and click on the “Settings > Directory Search” node. Click on the “LDAP” tab.
- Fill in the LDAP server IP address or FQDN as in the example above.
- Insert the LDAP server port number - default 389
- Insert the LDAP User name and User Password.
- Specify your LDAP search base. In this example we used “OU=User, DC=test, DC=local” which means that the LDAP search will take place in the User contacts container, in the “test.local” domain.
- Add a number of days that these contacts will be kept inside the 3CX Phone Book. Default is 1 year.
- When you receive a call, 3CX Phone System will search for a match in the the 3CX Company phonebook. If a match is not found then it will contact the LDAP server. If a match is found, it will be automatically added to the 3CX Company Phonebook.
Configuring ODBC Database Search (PRO)
3CX Phone System has an ODBC Search function that allows 3CX Phone System to connect to any data source which can be accessed via an ODBC driver. In this way any database driven ERP or CRM can import contact data from the shared database when an incoming call is received. See our detailed step-by-step configuration guide on How to Setup Company Directory Synchronization - ODBC Search.
- See how to Create an Impersonated Account Microsoft Exchange User Account.
- Find a full guide on How to Use Exchange Calendar Status Synchronization.
- See our user manual on Using the 3CX Phonebook.