THE EWING PUBLIC SCHOOLS. CISCO VoIP TELEPHONY UNITY VOICE MAIL INSTRUCTIONS TIPS AND SHORTCUTS

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1 THE EWING PUBLIC SCHOOLS CISCO VoIP TELEPHONY UNITY VOICE MAIL INSTRUCTIONS TIPS AND SHORTCUTS Any questions or concerns, or if any part of your phone is broken and needs to be replaced, enter a ticket in the ASSIST system. Telephone and Voice mail PAGE 1 01/23/15

2 WELCOME TO IP TELEPHONY USING THE CISCO IP PHONE 7940/7960 Following are instructions on using the telephone sets. PLACE A CALL There are six ways to place a call: Pick up the handset and dial the number. Press the LINE button and dial the number. Press the SPEAKER button and dial the number. Press the HEADSET button and dial the number. Press the NEWCALL soft key and dial the number. SPEED DIAL set up individually on each phone depending on availability of free buttons on the phone END A CALL There are three ways to end a call: Hang up the handset. Press the ENDCALL soft key. Press the SPEAKER button. ANSWER A CALL There are four ways to answer a call. To answer a call: Lift the handset. Press the ANSWER soft key. Press the SPEAKER button. Press the HEADSET button. FORWARD ALL CALLS You can forward your call to another IP phone. To forward your calls: Press the CFwdALL soft key. Dial the number that you want to forward your calls to ANY phone in the district 8888 will forward call directly to voice mail To cancel the forwarding: Press the CFwdALL soft key Dial the number exactly as normally would. HOLD To place a call on hold: Press the HOLD soft key. To take the call off hold: Press the RESUME soft key. When a call is placed on hold, a beeping tone is generated every few seconds. An alternative to putting the call on hold would be to MUTE the call. CONFERENCE CALL You can establish conference call with a maximum of six parties. To establish a conference call: While on an active call, press the MORE soft key and then the CONFRN soft key; the call is placed on hold. Dial the next party. When the call is answered, press CONFRN again to add the new party to the call. Repeat the first three steps to add another person. To release the last call bridged on the call, press the LINE button Telephone and Voice mail PAGE 2 01/23/15

3 CALL PARK TRANSFER RINGER TYPE To transfer a call: You can change the Ringer Type Press the TRNSFR soft key. Dial the number where the call should go. When you hear ringing or when the party answers, press the TRNSFR button a second time and the call is transferred. Hang up. If the party refuses to take the call, end the call and press the RESUME soft key to return to the original caller. REDIAL You can park a call and use another phone to retrieve it. To park a call: Press the MORE soft key Press the PARK soft key to park the call Make a note of the Call Park number Hang up Pick up any phone in the system and dial the Call Park number. CALL PICKUP Call Pickup allows you to answer a ringing call from another set. (Customized by Department) To answer a call within the Call Group: Press the SPEAKER button. Press the PICKUP soft key Answer the call that has been redirected to your phone You can automatically dial back the last number you called. To redial the last number called: Lift the handset and press the REDIAL soft key. LCD CONTRAST You can adjust the contrast level of the LCD display. To change the contrast: Press the SETTINGS button. Press the SCROLL buttons to highlight CONTRAST in the menu Press the SELECT soft key to select the CONTRAST option Press the UP or DOWN soft key to set the contrast Press the OK soft key to accept the change Press the SAVE soft key to save the new contrast setting Exit the SETTINGS menu. Telephone and Voice mail PAGE 3 01/23/15

4 RINGER TYPE You can change the Ringer Type MUTE You can activate and deactivate the microphone. To change the Ringer Type: Press the SETTINGS button Press the SCROLL keys to highlight RING TYPE in the menu. Press the SELECT soft key to display the list of ring types. Press the LA soft key to hear a ring type. Press the SCROLL keys to highlight one of the ring types. Press the SELECT soft key. Press the OK soft key. Press the AV soft key to save your selection. RINGER VOLUME You can adjust the Ringer volume. To adjust the volume while not on an active call: Press the up or down VOLUME button to hear a sample ring. As the ring plays, press the up or down VOLUME keys to adjust the volume to the desired level. Press the SETTINGS button. Press the AV soft key to save the setting. To deactivate the microphone: Press the MUTE button. To activate the microphone: Press the MUTE buttons a second time. If you are using MUTE with the speakerphone, lifting the handset will disengage MUTE. VOICE MAIL (for office phones only) When you have messages in your voice mail, the red light on the handset lights up (DOES NOT apply to classroom phones) and the LCD displays the number of messages. To check voice mail messages: Press the MESSAGES button. Follow the voice instructions to listen to your voice mail messages. When the MESSAGES button is pressed, the access number for voice mail is automatically dialed if your voice mail number is different than the extension number (ex: from a classroom) press * For more in-depth voice mail instructions, see page 6. HANDSET, SPEAKERPHONE OR HEADSET VOLUME You can adjust the Volume of the handset, speakerphone or headset. To adjust the volume during an active call: Press the up or down VOLUME button. Press the SETTINGS button. Press the SAVE soft key to save the volume setting. ONLINE HELP There are three ways to access Online Help. To access Online Help: Press the? button and then press any key to display help for that key. Press the? button twice quickly to display information about the selected feature. Press the? button twice quickly during an active call to view network statistics about the active call. Telephone and Voice mail PAGE 4 01/23/15

5 CALL HISTORY To view your Call History: Press the DIRECTORIES button to display the menu. Press the scroll keys to highlight the desired Call History option. Press the SELECT soft key to display the desired Call History. To speed dial an entry, press the SCROLL key to highlight the desired number. Press the IA soft key. The Call History keeps a log of calls made from the phone, unanswered calls and received calls. Each log holds the last 33 calls. NOTE: should you receive a threatening phone call this is how we will trace the number. The number of missed calls will not necessarily match the number of voice mail messages. A missed call is one that was not answered the caller may not have waited to leave a message. UNITY VOICE MAIL INSTRUCTIONS/TIPS PAGE 5 01/23/15

6 WELCOME TO CISCO UNITY Following are instructions for using voice mail. GETTING STARTED ENROLL ON CISCO UNITY Dial the internal (8888 or press ) Cisco Unity phone number. From outside the district dial when you hear Welcome To press the * Enter your ID (VM extension), if required, and press # Enter a password (12345 is the default/1 st time password) you will be asked to record your name, a greeting and choose whether to be listed in directory assistance (yes) LOG ON TO CISCO UNITY Once you have enrolled as a subscriber, you can then log onto Cisco Unity: Dial the internal (8888 or press ) or external Cisco Unity Phone number ( ) If you dialed the external number, press * when Cisco Unity answers Enter your ID (VM #), if required, and press # Enter (the first time password) and # CISCO UNITY TIPS MESSAGING BY PHONE When you enter Cisco Unity by phone, you hear the Cisco Unity conversation. The conversation's instructions guide you in the different tasks. Some things you should know before using the system: For conversation help, press [0] Press * to cancel the last action or back up to a previous point in the conversation Press # to skip ahead to the next point in the Cisco Unity conversation When addressing a message, press # twice to switch between spelling and extension mode CHECKING MESSAGES FROM YOUR PHONE Cisco Unity plays the message summaries. To check for messages: After logging on to Cisco Unity, press [1] to hear new messages or press [3] to hear old messages Use the following playback controls while listening to your messages: [1] Restart message [2] Save [3] Delete [5] Change volume [7] Rewind [8] Pause or resume [9] Fast forward to end FROM A CLASSROOM PHONE Press * ID number # (remember to use YOUR ID # not the classroom extension) Continue as above UNITY VOICE MAIL INSTRUCTIONS/TIPS PAGE 6 01/23/15

7 CHECKING MESSAGES (CONT'D) Some additional options that are available after you have listened to a message: [1] Replay message [4] Reply [5] Forward message [6] Save as unheard [8] Deliver an or fax to a fax machine [9] Play message summary SENDING MESSAGES FROM YOUR PHONE To send messages from your phone: After you are logged on to Cisco Unity, press 2 Follow the prompts to address the message Press 1 to add another name Press # to record your message Press # to send the message or press 1 for message options SEND A MESSAGE TO A PRIVATE LIST You can address messages to a private list only by phone and in number mode. To send a message to a private list: After logging on to Cisco Unity, press 2 Enter the number of the private list (1 20) Press 1 to add another name if necessary Press # to record your message Press # to send the message or press 1 for more options REPLY TO A MESSAGE You can only reply to messages from other subscribers. To reply by phone: After listening to the message, press 4 and record your reply Press # to send your reply or press 1 for more options FORWARD A MESSAGE To forward a message by phone: After listening to the message, press 5 Follow the prompts to address the message Press # to forward the message as is, 2 to record an introduction or 3 for more options PERSONAL SETTINGS CHANGE YOUR RECORDED NAME To change your recorded name by phone: After logging on to Cisco Unity, press 4, 3, 2 At the tone, record your name CHANGE YOUR PASSWORD To change your password from your phone: After logging on to Cisco Unity, press 4, 3, 1 Enter a new password, and press # Enter the new password a second time and press # CHANGE YOUR DIRECTORY LISTING STATUS To make the change from your phone: After logging on to Cisco Unity, press 4, 3, 3 Press 1 to change your directory status or press # to keep your current listing PLAYBACK SETTINGS PLAYBACK VOLUME While you are listening to a message by phone, you can adjust the volume. This does not affect the playback volume of other messages. To make the change while using the phone: While listening to the message, press 5 once to increase the volume, a second time to decrease the volume or a third time to return the volume to normal UNITY VOICE MAIL INSTRUCTIONS/TIPS PAGE 7 01/23/15

8 GREETING SETTINGS RECORD A GREETING You can record to two personal greetings standard and alternate. To record a greeting by phone: After logging on to Cisco Unity, press 4, 1, 1 After your current greeting plays, press 1 to rerecord it OR Press 2 to record an alternate greeting Select an end date to automatically return to your standard greeting ENABLE OR DISABLE A GREETING Using the phone, you can only enable or disable your alternate greeting. MESSAGE NOTIFICATION SETTINGS ENABLE OR DISABLE A NOTIFICATION DEVICE Using a phone, you can enable or disable notification for your home phone, work phone, pager and a spare phone. To enable or disable notification by phone: After logging on to Cisco Unity, press 4, 2, 1 After you hear your notification status, select [1] Pager [2] Home phone [3] Work phone [4] Spare phone Press 1 to enable or disable notification Disabling a phone or pager does not delete its settings. To enable or disable your alternate greeting by phone: After logging on to Cisco Unity, press 4, 1, 1 After hearing your current greeting, press 2 to enable or disable your alternate greeting When enabled, the alternate greeting overrides all other greetings. CALL SETTINGS CALL TRANSFER OPTIONS You can choose to answer your calls or have them routed to your greeting to leave a message. To set your transfer option by phone: After logging on to Cisco Unity, press 4, 1, 2 Press 1 to switch between transferring calls to your greeting or to your extension OR Press 2 to change your transfer telephone number CHANGE NOTIFICATION PHONE NUMBER Using a phone, you can change the notification number for your home phone, work phone, a pager and a spare phone. To change the notification number by phone: After logging on to Cisco Unity, press 4, 2, 1 After you hear your notification status, select [1] Pager [2] Home phone [3] Work phone [4] Spare phone Press 3 to change notification number Enter the new number or press # to keep the current number UNITY VOICE MAIL INSTRUCTIONS/TIPS PAGE 8 01/23/15

9 FREQUENTLY ASKED QUESTIONS: Report Teacher Absences Inclement Weather/Emergency Closings Check Voice Mail from Home Check Voice Mail from School emergency calls Routine Messages parents, etc. Emergency Messages to YOU from YOUR family, doctor, child s school, etc. HELP Message Light (solid red light indicates messages) Locked Out (sounds as if Miss Unity is saying logged out) PIN/Password, Pass Code and ID SOLUTIONS: or after 6:00 a.m * Follow Instructions From YOUR phone (extension and voice mail # are same): Press (or dial 8888) Follow Instructions From OTHER phone (classroom, faculty room, etc): Press (or dial 8888) Press * and enter your voice mail # Follow instructions In an emergency, #911 or 911 will connect you to the local police dispatcher. (If you mistakenly dial 911, please stay on the line and speak with the dispatcher.) Give your voice mail number Give your Main Office Extension and the office staff will transfer the call to you or attempt to locate you. Make the office staff aware of any emergency situations. Press 0 at any time during the Unity Conversation The message light is located on the handset of the phone and will light when new messages are in your mailbox. There will also be a next to the line in the display. The message light will not light on classroom phones (classroom extensions do not have voice mail). You have 6 opportunities to log into your voice mail. If unsuccessful, Miss Unity will lock your mailbox for 30 minutes try again! If you do not succeed after 30 minutes, call me at X1102. (Be sure you are using the correct 5-digit password!) Voice mail: first time, default PIN/Password is You are able to change the PIN/Password to a secure number and are encouraged to do so. You can choose to make it the same as your Pass Code/Authorization Number. Make it something you will remember! Your Pass Code is the last five digits of your social security number and you need this to authorize calls from a classroom phone. ID number is your voice mail/extension number. Transfer an active call to voice mail WITHOUT ringing the phone TRANSFER * extension TRANSFER FAQs: TIPS & SHORTCUTS PAGE 9 01/23/15

10 FREQUENTLY ASKED QUESTIONS: Transferring Calls Dial VM extension directly without ringing the phone SOLUTIONS: Press TRANSFER Wait for Miss Unity to begin talking Dial extension Wait for the person to answer to announce the call OR Immediately press TRANSFER a second time *extension (example: *1102 will put you directly into voice mail for that person) All extensions beginning with 8 are designed to go directly to voice mail. You can delete/erase the message at any time while listening to it by pressing 3. Once deleted it gets moved to the Deleted Messages Folder and stays there until you permanently delete/erase it from the Deleted Messages Folder Deleting Messages Skip Listening to the voice mail identifier: This is the voice mail for Caren Pankiewicz. Speed Dial Send one message to multiple mailboxes Permanent List of Frequently Called Extensions To permanently delete/erase a message, get to Review Old Messages by pressing 3 first and then press 2 for Deleted Messages. Press 1 to Review Deleted Messages. Listen through your messages, and you can delete/erase permanently the message at any time while listening to it by pressing 3. To permanently delete/erase all items in (empty out) your Deleted Message Folder, get to Review Old Messages by pressing 3 first and then press 2 for Deleted Messages. Press 2 to erase the contents permanently. Once permanently deleted it cannot be retrieved. It is highly recommended to empty out your Deleted Message Folder periodically. Press # to get the tone immediately begin to leave your message. See Unity Instructions Log into Unity Press 2 Follow prompts to address message Press 1 to add name(s) [pressing # # to switch from spelling the name to entering the extension] Press # to record your message Press # to send the message or 1 for additional options Log into Unity Press 4, 2, 4, 2 Enter number of the list (can have 20 lists) Press 4 to record the name of the list (list can contain 25 names) To edit a private list: Log into Unity Press 4, 2, 4, 2 Select the list you want to edit Select the change member option 1 add a name 2 hear names on the list 3 remove a name FAQs: TIPS & SHORTCUTS PAGE 10 01/23/15

11 FREQUENTLY ASKED QUESTIONS: Make Outside Calls And 911 mistakes.. Calling Cards Quickly Scan Voice Mail Messages Call Park Answering multiple calls Transfer from voice mail greeting to ring another extension Technical Support SOLUTIONS: Dial # and the number # + area code + number From classroom phones, after entering the phone number, you will hear a series of beeps. At this point enter your Pass code/authorization number. If you mistakenly dial 911, stay on the line until the police dispatcher answers identify yourself and assure them there is no emergency. If you hang up, the police are required to come to the building where the call originated. There is an automatic notification sent to administrators in your building and the district offices; someone will contact you to be sure everything is ok. Dial #, enter the number and your district Pass code/authorization number and follow calling card instructions Additional Options (9 message summary) Call park puts a call on hold so it can be answered from any phone in the system/district (even in other buildings). Press call park button and note the extension where the call is on hold. When retrieving the call, pick up any phone and dial the call park extension. A tone sounds in your handset to indicate another call is coming through on office phones, we can make the second call be a tone in your ear, or ring out loud on the phone. To answer the second call press the ANSWER soft key (this puts the 1 st call on hold and connects you to the new call). The system allows you to manage 5 calls at the same time. While listening to the greeting, dial a different 4 digit extension number. Be sure it s during the greeting once the tone sounds for you to record your message you cannot transfer. Phone or voice mail concerns or problems, or technology related concerns or questions using the ASSIST ticketing program, enter a trouble shooting ticket. A technician will be assigned to your ticket. REMEMBER: ID number = your voice mail (or extension) number PIN/Password = a 5-digit password for your voice mail account (Default is 12345) Pass Code/Authorization Number = last 5 digits of your social security number to permit outside calls from classroom and secure phones FAQs: TIPS & SHORTCUTS PAGE 11 01/23/15

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