Excel 2000 Charts Level 2. NEC Telephone and Voice Mail Training

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1 Excel 2000 Charts Level 2 NEC Telephone and Voice Mail Training

2 Table of Contents NEC PHONE SYSTEM... 1 Make Calls... 1 Types of Phones... 1 Display Box... 2 Phone Panel... 2 Soft Key Buttons... 2 Exit and Help Buttons... 2 Line Appearance Buttons... 2 One-Touch Speed Dial... 3 Remove Speed Dial... 3 Label Speed Dial Buttons... 3 Make Busy... 3 Help Desk... 3 Public Safety or MCC Police... 3 Message Button... 4 Feature Button... 4 MIC... 4 Reception Volume... 4 Ring Tone... 4 Voice Transmission... 4 Mic Button... 4 Up and Down Buttons... 4 Speaker Button... 5 Hold... 6 Normal Hold... 6 Exclusive Hold... 6 Transfer... 7 Transfer to an Extension... 7 Transfer to a Voice Mail Box (FOC,ATC, and WCC locations)... 7 Transfer to a Voice Mail Box (EVC,SOC,SAR,FAC locations) Party Conference Call... 8 Call Forward... 9 Set Call Forward All Calls... 9 Cancel Call Forward All Calls... 9 Set Call Forward Busy... 9 Cancel Call Forward Busy... 10

3 Set Call Forward No Answer Cancel Call Forward No Answer Make Busy FOC, ATC, WCC locations Set Do Not Disturb Cancel Do Not Disturb EVC,SOC,SAR,FAC locations Set Do Not Disturb Cancel Do Not Disturb Recall Redial Save and Repeat Save a Number Redial a Saved Number Park FOC,ATC,WCC locations Park a Call Retrieve a Parked Call EVC,SOC,SAR,FAC locations Park a Call Retrieve a Parked Call Pick Call Pickup Call Pickup (Direct) NEC DT700 PHONE SYSTEM Make Calls Types of Phones Display Box Phone Panel Exit and Help Buttons Line Appearance Buttons One-Touch Speed Dial Remove Speed Dial Label Speed Dial Buttons Help Desk Public Safety or MCC Police Feature Button MIC Button Cursor Button Mic Button Speaker Button Hold Normal Hold Exclusive Hold Transfer Transfer to an Extension... 20

4 3-Party Conference Call Call Forward Set Call Forward All Calls Cancel Call Forward All Calls Set Call Forward Busy Cancel Call Forward Busy Set Call Forward No Answer Cancel Call Forward No Answer Make Busy Set Do Not Disturb Cancel Do Not Disturb Recall Redial Save and Repeat Save a Number Redial a Saved Number Park Park a Call Retrieve a Parked Call Pick Call Pickup Call Pickup (Direct) UM8700 Voice Mail Reference Guide... 25

5 NEC PHONE SYSTEM The telephone training materials are also available on the web: Make Calls Internal Calls Outside Calls Long Distance Dial 4 digits Dial 9 + area code + 7 digits Dial area code + 7 digits Emergency Services Dial or Dial Types of Phones There are three (3) types of Dterm phones: 8-button multi-line 16-button multi-line 32-button multi-line The type of phone you have depends on your need. 1 Updated 4/13

6 Display Box Items that appear in the Display Box: The time and date o (EVC,SOC,SAR,FAC have extension # as well) When the handset is lifted, the phone s extension appears in the top right-hand corner. Display Box Caller ID is displayed: o Internal calls the name and extension of the caller appears o External calls the telephone number may appear S&R (Save & Repeat) o Software program in the telephone system o Displays soft key descriptions Phone Panel Soft Key Buttons The four soft key buttons are oval in shape and are located directly beneath the Display Box between the Exit and Help buttons. Soft key buttons activate the software features. These will appear in the Display Box and change with the status of the phone. Soft Keys Exit and Help Buttons To use these buttons, press the Help button and read the Display Box. To exit from the help menu, press the Exit button. Line Appearance Buttons The one-touch round buttons appear directly below the soft key buttons. There may be 8, 16 or 32 buttons on the phone. These are line appearance buttons and show that a line is busy or on hold. These may or may not be speed dial buttons. If you have an 8-, 16- or 32-button phone, you have the ability to answer or monitor these lines. When a line is busy, the green LED light will be lit that button. When the line is in use by someone else, the LED light is red. Make Help Public Busy Desk Safety Labels appear above the buttons 2 Updated 4/13

7 One-Touch Speed Dial The blank buttons may be programmed for speed dial. Handset down Press the Feature button Press the blank button you wish to program Enter the extension number (if off campus, press 9 + the number) Press the Feature button The Display Box will indicate if the set is successful Feature Button Remove Speed Dial To remove the speed dial, just program over a number. There is no way to erase a number. (For example, if you press Feature button to program, enter 0000 as the extension number, then press the Feature button again, you will have no number in memory.) Label Speed Dial Buttons Use the template on the Forms Bank Labels for Dterm Telephones Only Labels can have numbers, names, or both on Dterm telephones Page 1 template for the labels Page 2 template for the plastic cardholder (for frequently used numbers) Lift up the plastic top on the phone face Place the labels on the face May use tape, if needed Do not use glue Replace the plastic top, securing it tightly Make Busy When this button is activated, the phone does not ring and goes directly to your voice mailbox. Help Desk Dials directly to the Help Desk (x2900). If your button does not dial 2900, you can program it like a speed dial. Follow the one-touch speed dial procedures at the top of the page Public Safety or MCC Police Dials directly to Public Safety (x2222). If your button does not dial 2222, you can program it like a speed dial. Follow the one-touch speed dial procedures at the top of the page 3 Updated 4/13

8 Message Button Use to access your voice mailbox (x7200). Press the Message button Feature Button This button is used to activate setup functions and to access programmable features. MIC Turn the MIC on or off. Press Feature and 1 Reception Volume Raise or lower the reception volume. Press the Feature button and 2 Ring Tone Change the ring tone. There are different ring tones available Press the Feature button and 3 Scroll through the different tones by pressing 3 To select the desired tone, press the Feature button Voice Transmission Adjust the voice transmission for your calls (low/high) Press the Feature button and 4 Feature Button Message Button Mic Button This Mic button activates the microphone to transmit voices. Affects speakerphone use only and is a toggle on/off button. When on, the red LED light appears. Up and Down Buttons When the phone is idle, used to adjust the brightness of the Display Box When speaker is in use, used to control the speaker volume When involved in conversation (handset or speaker), used to adjust the reception volume When the phone is ringing, used to adjust the ringing volume (or press Feature+3 to make the phone ring) Up/Down Buttons 4 Updated 4/13

9 Speaker Button This button is used to activate the built-in speaker for hands-free dialing and monitoring. LED on the button lights up when the button is active. To make a call using the Speaker button: Press the Mic button (if not on) Dial the number To answer a call using the Speaker button: Press the Mic button (if not on) To switch from handset to speaker phone: Press the Mic button (if not on) Place the handset in the cradle this is a must Speaker Button To switch from speaker to handset: Lift the handset 5 Updated 4/13

10 Hold Use the red Hold button to place a call on hold at your station. Normal Hold To place a call on hold: Press the Hold button Replace the handset The held line LED will flash a steady green light To return to the held call: Press the line button with the flashing green light This normal hold can be picked up on any phone that shows the flashing light. NOTE: The call will ring back after 90 seconds. Hold Button Exclusive Hold The exclusive hold can only be picked up on the phone where it was placed on hold. To place a call on exclusive hold: Press the Hold button two times Replace the handset The held line LED will flash a staggered green light The Display Box will read E-HOLD To return to the exclusive held call: Press the line button with the flashing green light The call can only be retrieved from the phone where the hold was placed The call will not blink on other phones NOTE: The call will ring back after 180 seconds. 6 Updated 4/13

11 Transfer Use the Transfer button to transfer an established call to another station without attendant assistance. Transfer to an Extension With a caller on the line: Press the Transfer button Dial the extension number Wait for an answer to announce the call This is good etiquette Hang up Transfer Button Transfer to a Voice Mail Box (FOC,ATC, and WCC locations) With a caller on the line: Press the Transfer button Dial the extension Press the VMTRF soft key displayed in the Display Box Hang up quickly so the caller will hear the voice mail greeting NOTE: To return to the original caller, if you misdial or if the call is refused, press the star button twice followed by #. Transfer to a Voice Mail Box (EVC,SOC,SAR,FAC locations) With a caller on the line: Press the Transfer button Press the Message button (or dial 7200) When the voice mail answers, press * extension number For example: * 5678 Hang up quickly so the caller will hear the voice mail greeting Transfer Message 7 Updated 4/13

12 3-Party Conference Call Used to establish a 3-party conference call. The LED on the button lights when the button is active. Dial the first number (internal or external) When the party answers, press Transfer Dial the second number (internal or external) When the party answers, press the Conf button The Conf button red LED light is on Conf will appear in the Display Box Conf Button If more than three parties are needed on a conference call, use the College s Conference Bridge. There can be up to eight (8) parties on this call. Contact the Help Desk to reserve time for a conference bridge. 8 Updated 4/13

13 Call Forward There are three different types of call forwarding on the NEC telephone system. All Calls Busy No Answer All calls will be forward immediately. The caller will not have to wait and hear additional rings. You are on the phone and want someone else to answer incoming calls immediately or want to send it to your voice mailbox. The caller will not have to wait and hear additional rings. Your phone rings for 16 seconds prior to being forwarded to an extension you have designated or your voice mailbox. Set Call Forward All Calls Press *7 Enter the extension number If forwarding to voice mail, press the Message button (7200) Wait for the solid tone This may take up to 10 seconds Set confirmation will appear in the Display Box NOTE: To forward all calls to a cell or off-campus phone, remember to dial 9, the 10 digit number and dial slowly. If you still have a problem call the Help Desk. Cancel Call Forward All Calls Press #7 Set Call Forward Busy Press *5 Enter the extension number If forwarding to voice mail, press the Message button (7200) Wait for the solid tone This may take up to 10 seconds Set confirmation will appear in the Display Box 9 Updated 4/13

14 Cancel Call Forward Busy Press #5 Set Call Forward No Answer Press *6 Enter the extension number If forwarding to voice mail, press the Message button (7200) Wait for the solid tone This may take up to 10 seconds Set confirmation will appear in the Display Box Cancel Call Forward No Answer Press #6 Make Busy Use this feature to keep your phone from ringing and to forward your calls to the extension you set your Forward-Busy messages. FOC, ATC, WCC locations Set Do Not Disturb Press the Make Busy button Goes to where you set your forward make busy Make Busy Button Cancel Do Not Disturb Press the Make Busy button EVC,SOC,SAR,FAC locations Set Do Not Disturb Press the Make Busy button Goes to your voice mailbox Cancel Do Not Disturb Press the Make Busy button 10 Updated 4/13

15 Recall Use the Recall button to terminate an established call and to immediately regain the dial tone. Recall Button Redial Button Redial Used to access the last five (5) numbers dialed from your phone. To access and dial one of these numbers: Press the Redial button until you see the number desired on the Display Box When the desired number appears, press * Save and Repeat Used to save a number you have dialed so that it can be redialed later. Save a Number Dial the desired number Press the S&R soft key located on the Display Box Redial a Saved Number Lift the handset Press the S&R soft key located on the Display Box NOTE: Only one number can be saved at a time. 11 Updated 4/13

16 Park Used to park a call to your phone. Park a call, for example, when you answer a call at someone else s phone, put it on hold and then retrieve it at your phone. FOC,ATC,WCC locations Park a Call With a call in progress Press Park soft key on the Display Box Remember the extension number of the phone where you are speaking Retrieve a Parked Call Lift the handset (or press Speaker) Press #2 Dial the extension number where the call was parked The phone will not ring Begin speaking NOTE: If a call is not retrieved within two minutes, the caller will ring back to the parked phone. EVC,SOC,SAR,FAC locations Park a Call With a call in progress Press Park soft key on the Display Box A 2-digit channel number (such as 00) is parked Make note of this 2-digit number Retrieve a Parked Call Lift the handset (or press Speaker) Press #2 Dial the 2-digit channel number The phone will not ring Begin speaking NOTE: If a call is not retrieved within two minutes, the caller will ring back to the parked phone. 12 Updated 4/13

17 Pick Used to answer a ringing call on your virtual line. The virtual line is basically the unit (department) phone. Anyone who has a virtual line assigned to them is able to retrieve calls from that line. This is the dial 0 alternate for the unit. If you are assigned to a virtual line, the label on the phone with have a VL by the number. For example, 2288VL. Call Pickup While the virtual line is ringing: Lift the handset (or Speaker) Press PICK soft key located on the Display Box The ringing line will be answered This frees the line for another call Call Pickup (Direct) Use this when you want to answer your phone at someone else s phone. You are at someone s desk and hear your phone ringing: Lift the handset (or Speaker) Press #9 and the extension number Begin speaking 13 Updated 4/13

18 NEC DT700 PHONE SYSTEM Make Calls Internal Calls Outside Calls Long Distance Dial 4 digits Dial 9 + area code + 7 digits Dial area code + 7 digits Emergency Services Dial or Dial Types of Phones There are three (3) types of D700 phones: 12-button multi-line 24-button multi-line 32-button multi-line The type of phone you have depends on your need. Display Box Items that may appear in the Display Box: The time and date When the handset is lifted, the phone s extension appears in the top right-hand corner. Caller ID is displayed: o Internal calls the name and extension of the caller appears o External calls the telephone number may appear Display Box S&R (Save & Repeat) o Software program in the telephone system o Screen displays soft key descriptions (soft keys are below the screen description) 14 Updated 4/13

19 Phone Panel Exit and Help Buttons To use these buttons, press the Help button and read the Display Box. To exit from the help menu, press the Exit button. Line Appearance Buttons The one-touch rectangular buttons appear directly below the soft key buttons. There may be 12, 24 or 32 buttons on the phone. These are line appearance buttons and show that a line is busy or on hold. These may or may not be speed dial buttons. If you have a 12-, 24- or 32-button phone, you have the ability to answer or monitor these lines. When a line is busy, the green LED light will be lit that button. When the line is in use by someone else, the LED light is red. LED Lights LED light is on. 15 Updated 4/13

20 One-Touch Speed Dial The blank buttons may be programmed for speed dial. Handset down Press the Feature key Press the blank button you wish to program Feature Button Enter the extension number (if off campus, Press the Feature key again The Display Box will indicate if the set is successful SPEED SET 1:25 PM MON 12 JUL 2010 MIC DND >>> Remove Speed Dial To remove the speed dial, just program over a number. There is no way to erase a number. (For example, if you press Feature button to program, enter 0000 as the extension number, then press the Feature button again, you will have no number in memory.) Label Speed Dial Buttons Created at the time the phone is installed. Labels can have either names or numbers. Lift up the plastic top on the phone face Place the labels on the face May use tape, if needed Do not use glue Replace the plastic top, securing it tightly Contact Help Desk (2900) to get labels updated on telephone if necessary. 16 Updated 4/13

21 Make Busy When this button is activated, the phone does not ring and plays the busy greeting in voic . Help Desk Dials directly to the Help Desk (x2900). If your button does not dial 2900, you can program it like a speed dial. Follow the one-touch speed dial procedures on the previous page Public Safety or MCC Police Dials directly to Public Safety (x2222). If your button does not dial 2222, you can program it like a speed dial. Follow the one-touch speed dial procedures on the previous page Feature Button Used to activate setup functions and to access programmable features. MIC Button Turn the MIC on or off. UP/Down Button Cursor Button Adjusts LCD Contrast Adjusts Speaker/Receiver Volume Up/Down Adjusts Ringer Volume Press when idle to adjust LCD Contrast Press during conversation to adjust speaker/receiver volume. Press during ringing to adjust ringer volume. Redial (Last Number Call, Speed Calling- Station/Group) Press key to activate redial feature. Press the redial button and scroll back through numbers that have been dialed. When the desired number is displayed, press the * key to activate dialing. Feature Button Microphone Cursor Button Redial Button Enter Button Directory Button Down Button (not active) 17 Updated 4/13

22 Mic Button This Mic button activates the microphone to transmit voices. Affects speakerphone use only and is a toggle on/off button. When on, the red LED light appears. Speaker Button The Speaker Button is used to activate the built-in speaker for hands-free dialing and monitoring. The LED on the Speaker button lights up when the button is active. To make a call using the Speaker button: Press the Mic button (if not on) Dial the number To answer a call using the Speaker button: Press the Mic button (if not on) To switch from handset to speaker phone: Press the Mic button (if not on) Place the handset in the cradle this is a must Speaker Button To switch from speaker to handset: Lift the handset 18 Updated 4/13

23 Hold Use the red Hold button to place a call on hold at your station. Normal Hold To place a call on hold: Press the Hold button Replace the handset The held line LED will flash a steady green light To return to the held call: Press the line button with the flashing green light This normal hold can be picked up on any phone that shows the flashing light. NOTE: The call will ring back after 90 seconds. Hold Button Exclusive Hold The exclusive hold can only be picked up on the phone where it was placed on hold. To place a call on exclusive hold: Press the Hold button two times Replace the handset The held line LED will flash a staggered green light The Display Box will read E-HOLD To return to the exclusive held call: Press the line button with the flashing green light The call can only be retrieved from the phone where the hold was placed The call will not blink on other phones NOTE: The call will ring back after 180 seconds. 19 Updated 4/13

24 Transfer Use the Transfer button to transfer an established call to another station without attendant assistance. Transfer to an Extension With a caller on the line: Press the Transfer button Dial the extension number Wait for an answer to announce the call This is good etiquette Hang up Transfer Button NOTE: To return to the original caller, if you misdial or if the call is refused, press transfer. 3-Party Conference Call Dial the first number (internal or external) When the party answers, let them know who you are and that you are creating a conference call, then press Transfer Dial the second number (internal or external) When the party answers, press the Conf button Conf will appear in the Display Box If more than three parties are needed on a conference call, use the College s Conference Bridge. There can be up to eight (8) parties on this call. Contact the Help Desk to reserve a time for a conference bridge. Conference Button 20 Updated 4/13

25 Call Forward There are three different types of call forwarding on the NEC telephone system. All Calls Busy No Answer All calls will be forward immediately. The caller will not have to wait and hear additional rings. You are on the phone and want someone else to answer incoming calls immediately or want to send it to your voice mailbox. The caller will not have to wait and hear additional rings. Your phone rings for 16 seconds prior to being forwarded to an extension you have designated or your voice mailbox. Set Call Forward All Calls Press *7 Enter the extension number If forwarding to voice mail, enter 7200 Wait for the solid tone This may take up to 10 seconds Set confirmation will appear in the Display Box NOTE: To forward all calls to a cell or off-campus phone, remember to dial 9, the 10 digit number and dial slowly. If you still have a problem call the Help Desk. Cancel Call Forward All Calls Press #7 Set Call Forward Busy Press *5 Enter the extension number If forwarding to voice mail, enter Wait for the solid tone This may take up to 10 seconds Set confirmation will appear in the Display Box 21 Updated 4/13

26 Cancel Call Forward Busy Press #5 Set Call Forward No Answer Press *6 Enter the extension number If forwarding to voice mail, enter Wait for the solid tone This may take up to 10 seconds Set confirmation will appear in the Display Box Cancel Call Forward No Answer Press #6 Make Busy Use this feature to keep your phone from ringing and to forward your calls to the extension you set your Forward-Busy messages. Set Do Not Disturb Press the Make Busy button Goes to where you set your forward make busy Cancel Do Not Disturb Press the Make Busy button 22 Updated 4/13

27 Recall Use the Recall button to terminate an established call and immediately regain the dial tone. to Recall Button Redial Button Redial Used to access the last five (5) numbers dialed from your phone. To access and dial one of these numbers: Press Redial on the cursor button until you see the number desired on the Display Box When the desired number appears, press * Save and Repeat Used to save a number you have dialed so that it can be redialed later. Save a Number Dial the desired number Press the S&R soft key located on the Display Box Redial a Saved Number Lift the handset Press the S&R soft key located on the Display Box NOTE: Only one number can be saved at a time. 23 Updated 4/13

28 Park Used to park a call to your phone. Park a call, for example, when you answer a call at someone else s phone, put it on hold and then retrieve it at your phone. Park a Call With a call in progress Press Park soft key on the Display Box Remember the extension number of the phone where you are speaking Retrieve a Parked Call Lift the handset (or press Speaker) Press #2 Dial the extension number where the call was parked The phone will not ring Begin speaking NOTE: If a call is not retrieved within two minutes, the caller will ring back to the parked phone. Pick Used to answer a ringing call on your virtual line. The virtual line is basically the unit (department) phone. Anyone who has a virtual line assigned to them is able to retrieve calls from that line. This is the dial 0 alternate for the unit. If you are assigned to a virtual line, the label on the phone with have a VL by the number. For example, 2288VL. Call Pickup While the virtual line is ringing: Lift the handset (or Speaker) Press PICK soft key located on the Display Box The ringing line will be answered This frees the line for another call Call Pickup (Direct) Use this when you want to answer your phone at someone else s phone. You are at someone s desk and hear your phone ringing: Lift the handset (or Speaker) Press #9 and the extension number Begin speaking 24 Updated 4/13

29 UM8700 Voice Mail Reference Guide Setting Up Your New Mailbox for the First Time From a phone line associated with the mailbox Dial 7200 from your office phone or press the Message button o With a college provided (or stipend) cell phone, call Enter the default security code, MCC1 (6221) Follow the prompts through the tutorial to enable your mailbox o Record your name o Record your standard greeting o Set a new security code 4-15 digits in length If you have a new message, it will start playing it after you enter your password. To stop the message & go to the main menu, press the * key. From a phone line NOT associated with the mailbox Dial your own office number o Internal 4 digit extension o External 10 digit phone number Press * when the voice mail systems answers. Enter the default security code, MCC1 (6221) Follow the prompts through the tutorial to enable your mailbox o Record your name o Record your standard greeting o Set a new security code DO NOT HANG UP if you make an error during the set up process, press * to quit the current action. Gaining Access to your mailbox From a phone associated with your mailbox o Dial 7200 from your desk phone or press the Message button o Dial from your college provided (or stipend) cell phone From another phone not associated with your mailbox o Dial your direct number o Press * when you begin to hear your greeting Enter your Security Code Main Menu If you want to... Then enter... Listen to new messages - 1 Record a message for another subscriber - 2 Set up Phone Manager (See Phone Manager Options below) Updated 4/13

30 Listen to saved messages - 5 Listen to and recover messages you've marked for deletion (current session only) 7 o In Outlook, messages will be moved to your Deleted folder Listening to New Messages If you want to Then enter Listen to voice messages 1 Listen to messages 3 Listen to messages from outside callers 4 Listen to messages from a specific mailbox 5 Listen to all messages - 9 While Recording a Message If you want to... Then enter... Stop recording 2 Backup five seconds 3 Discard and start over 4 Skip ahead five seconds - 9 After Recording a Message If you want to... Then enter... Send the message 5 Continue recording 2 Discard and start over 4 Review the message 6 Mark the message urgent 0 2 Restrict Forwarding 0 3 o This will not restrict forwarding in Outlook but will mark the message as Private Access Help - # While Listening to a Message If you want to... Then enter... Pause/Resume the message 1 Forward the message 2 Backup five seconds 3 Delete the message 4 Save the message 5 Review the message 6 Skip to the next message 7 Reply to the message 8 Skip ahead five seconds 9 Listen to message envelope settings 0 0 If you have a new message, it will start playing it after you enter your password. To stop the message & go to the main menu, press the * key. 26 Updated 4/13

31 Phone Manager Options If you want to... Then enter... Change your Busy greeting or 3 5 Change your Standard greeting or 3 4 Change your Out-of-Office/Extended Absence greeting or 3 6 Change your Security Code Change your Name Recording Change a Personal Distribution List Anytime If you want to... Then enter... Quit the current action - * Access Help - # Transferring a call If you want to... Then enter... Disconnect from voice mail to return to the caller ##, Transfer Transfer a call directly to a voice mail box Transfer, VM Pilot 7200, *, Extension + 9 Sample Greetings Standard You have reached the voic box of at. I am unable to answer your call. If you would like to leave a message please do so after the tone and I will return your call at my earliest convenience. If you would like immediate assistance, please press 0. Thank you for calling. Out Of Office/Extended Absence You have reached the voic box of at. The college is closed for Holiday Recess from December 24 through January 1. If you would like to leave a message, please do so after the tone and I will get back to you upon my return. Thank you for calling. 27 Updated 4/13

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