Quick Start Guide (79xx Series Offices)

Transcription

1 Quick Start Guide (79xx Series Offices) Congratulations on your new phone!! GCSD has upgraded the entire phone system to a modern VOIP (voice over Internet Protocol) system. The biggest things to be aware of are: - You must now DIAL 8 to dial outside the district - There are all new extensions and voic numbers Here is everything else you ll need to know (and maybe more) Please note that your phone may appear slightly different (it may not have all these buttons) but the basic buttons and functions outlined below will be the same.

2 Buttons and Hardware

3 Phone Buttons Item Description 1 Programmable buttons Depending on configuration, programmable buttons provide access to: Phone lines (line buttons) and intercom lines Speed-dial numbers (speed-dial buttons, including the BLF speed-dial feature) Web-based services (for example, a Personal Address Book button) Call features (for example, a Privacy, Hold, or Transfer button) Buttons illuminate to indicate status: Green, steady Active call or two-way intercom call Green, flashing Held call Amber, steady Privacy in use, one-way intercom call, DND active, or logged into Hunt Group Amber, flashing Incoming call or reverting call Red, steady Remote line in use (shared line, BLF status or active Mobile Connect call) 2 Footstand button Enables you to adjust the angle of the phone base. 3 Display button Cisco Unified IP Phone 7975G, 7971G- GE, and 7970G. Awakens the phone screen from sleep mode or disables the touchscreen feature for cleaning. No color Ready for input Green flashing Disabled Green steady Sleep mode Cisco Unified IP Phone 7965G and 7945G: Awakens the phone screen from sleep mode. No color Ready for input Green steady Sleep mode 4 Messages button Auto-dials your voice message service (varies by service). 5 Directories button Opens/closes the Directories menu. Use it to access call logs and directories. 6 Help button Activates the Help menu.

4 7 Settings button Opens/closes the Settings menu. Use it to change phone screen and ring settings. 8 Services button Opens/closes the Services menu. 9 Volume button Controls the handset, headset, and speakerphone volume (off-hook) and the ringer volume (on-hook). 10 Speaker button Toggles the speakerphone on or off. When the speakerphone is on, the button is lit. 11 Mute button Toggles the microphone on or off. When the microphone is muted, the button is lit. 12 Headset button Toggles the headset on or off. When the headset is on, the button is lit way navigation pad and Select button (center) Cisco Unified IP Phone 7975G, 7965G, and 7945G: Enables you to scroll through menus and highlight items. Use the Select button to select an item that is highlighted on the screen. Navigation button Scroll up and down to see menus and highlight items and right and left across multi-column displays. Select button Scroll to highlight a line using the Navigation button and then press to open a menu, play a ringer item, or access other features, as described on the screen. 14 Navigation button Cisco Unified IP Phone 7971G-GE and 7970G: Enables you to scroll through menus and highlight items. When the phone is onhook, displays phone numbers from your Placed Calls log. 15 Keypad Enables you to dial phone numbers, enter letters, and choose menu items. 16 Softkey buttons Each activates a softkey option (displayed on your phone screen). 17 Handset light strip Indicates an incoming call or new voice message. 18 Phone screen Shows phone features.

5 Understanding Lines and Calls To avoid confusion about lines and calls, refer to these descriptions: Lines Each corresponds to a directory number or intercom number that others can use to call you. Your phone can support up to eight lines, depending on your phone and configuration. To see your phone lines, look at the right side of your phone screen. You have as many lines as you have directory numbers and phone line icons:. Calls Each line can support multiple calls. By default, your phone supports four connected calls per line, but your system administrator can adjust this number according to your needs. Only one call can be active at any time; other calls are automatically placed on hold.

6 Basic Phone Usage To Place a call: Lift the handset and dial the number. (You MUST dial an 8 to dial outside the building.) or Press a line button and dial the number, or Press the SPEAKER button and dial the number To Answer a call: Lift the handset or Press the line button associated with the call, or Press the ANSWER soft key, or Press the SPEAKER button. To End a call: Hang up the handset, or Press the SPEAKER button, or Press the End Call soft key To place a call on Hold: During an active call, press the Hold button. To return to the call press the Resume soft key. If you have multiple calls on hold, press the NAVIGATION button to select the desired call before you press Resume. To Redial the most recently dialed number: Lift the handset and press the Redial soft key, or simply press the Redial soft key to activate the speakerphone. To Mute a call: Press the MUTE button. The MUTE button automatically lights, indicating that eh calling party cannot hear you. To turn off mute, press the MUTE button again, or lift the handset Call Transfer: During a call press the Transfer button. This places the call on hold. Dial the number or office extension to which you want to transfer the call. When it rings on the other end, press Transfer again, or when the party answers, announce the call and then press Transfer. If the answering party does not answer the call press End Call then press Resume to go back to the original caller. To Park a call: During an active call, press the More soft key until you see the Park soft key. Press Park. The LCD screen displays the special call park number at which the call is stored. Make a note of the call park number, then hang up. The call is parked at that number, allowing you to retrieve it from another phone. To retrieve the parked call from any phone in the Cisco CallManager system, dial the call park number at which the call is parked.

7 Call Pickup: Press any available line button on your Cisco IP phone Press the More soft key. The call now rings on your phone. Press the PickUp soft key. The call now rings on your phone. Press the Answer soft key and the call will go to your phone. Forwarding Calls: Press the CFwdAll soft key. You should hear two beeps. Enter the number to which you want to forward all of your calls, exactly as you would if you placing a call to that number. (After you enter the number, an animated phone icon with a flashing right arrow appears in the upperright corner of the LCD screen. The LCD screen also displays a message confirming the number or extension to which your calls are being forwarded). To cancel call forwarding, press the CFwdAll soft key. Placing a Conference Call: During a call, press the Conference button. Doing so automatically activates a new line and puts the first party on hold. Place a call to another number or extension. When the call connects, press Confrn again to add the new party to the conference call. Repeat these steps to ad parties to the conference call. Using the Directories Button: Press the DIRECTORIES button. Use the NAVIGATION button to select the desired directory from the Directories menu, then press the Select soft key. Enter the search criteria to retrieve a record. To place a call from any directory, use the NAVIGATION button to select the record, then press the Dial soft key, or simply lift the handset. Press the Exit soft key twice to leave the Directory menu. Messages (Voic ) Voice messages are stored on our voic system. You can: Personalize your voic Listen to voice messages Personalize Your Voic Press the Messages button, then follow the voice prompts. If asked to enter your ID enter your VOIC extension (not your phone extension).

8 Your PIN Everyone starts out with the default PIN of When you setup your voic it will walk you through a setup process which will instruct you to record your name or a greeting, and also to change your PIN to something personal and 5 digits. Listen To Voice Messages To Access Voice Mail Internally: Lift the handset, then press the MESSAGES button on your phone (or simply press the MESSAGES button to hear voice mail on the speaker) the system will then ask for your PIN (the default is ). Teachers can press the MESSAGES button, then the * key to enter their ID (their 4-digit extension) then their PIN number (default ). To Access Voice Mail externally: Call the Main number (518) and wait for the auto attendant to answer. Press the * key Enter your 4-digit extension number followed by your PIN number (default ). New Extensions / Phone Directory As soon as the decision was made to switchover to VOIP phones we thought that this would be a wonderful opportunity to correct the extension logistics. We realize that many people don t react well to change so we set out to find a way to mix the old with the new in such a way that it would make sense and you wouldn t have the overwhelming desire to hunt us down and lash us with a phone cords. Here s what we came up with The Master Plan The foundation for this new design is based on these premises: 1- Each building is assigned its own single digit number 2- All offices begin with 6 followed by their building number and ending in 00 for the main numbers 3- Room extensions begin with building and floor 4- Nurses all begin with Area 51 begins with 51 Building Key The root of this system is the building key 1 = Primary 2 = Middle Grade 3 = High School

9 Office Key All office numbers begin with 6 followed by the building number 61 = Primary (Maria 6100) 62 = MG (Jen 6200) 63 = HS (Jean 6300) We ve also augmented this list to include 64 = Transportation / B&G (Randy 6400 / Ron 6403) 65 = Pupil Personnel Services (Sharron 6500) 66 = Guidance (Brenda ) 67 = Athletics (Duke ) 68 = Administration / Business Office (Denise ) 69 = Food Service (Shirley 6900) Other office personnel have been assigned the next extensions in the sequence. For example, the George is 6301, Ben would be 6302, etc. The Exceptions - School Nurses all start with 10 then the building number o Primary Nurse = 1010 o MG Nurse = 1020 o HS Nurse = Area 51 starts with 51 - Bill and DJ are 5101 and And now for the pièce de résistance (or possibly the PATH of MOST RESISTANCE) - the ROOM NUMBERS. Classroom Numbers As mentioned earlier, we have tried to minimize the anxiety due to change and at the same time apply some thought and logic to each extension. The High School, for the most part, would just change the first digit (building number) - the floor number and first digit of the room number already overlap and are correct (i.e., room 120 is currently 8120 and would become 3120 building 3, floor 1, room 120 the 1 s overlap ). The Middle Grade extensions, again for the most part, would only change the second digit to reflect the floor (i.e., room 63 is currently 2063 and would become 2163 building 2, floor 1, room 63). The biggest change will be in the Primary where the extension number rarely has anything to do with the room number (i.e., room 6 is currently 3151 and would become 1106 building 1, floor 1, room 06).

10 Voic Extensions All voic extensions begin with 75 (with the exception of office staff). Phone Directory The new phone listing is available online at and is NOT viewable by the outside world!! This is a searchable listing. You should have found a hot sheet of the most frequently used numbers with space to add your own favorites. At the bottom of the Phone Directory page you will find links to the PDFs of the hot sheets as well as these instructions. Thank you for your patience and cooperation. If you have any questions please contact Bill or DJ at 5101 or 5102.