3 Com Phone System Training

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1 3 Com Phone System Training

2 If you have any questions about the phone system contact: Karen Escavage Phone: Richard Blackwell Phone:

3 Button and Controls 1. Soft Buttons 1st button: Select 2nd button: Back 3rd button: Exit Soft Keys: Select (1 st button) Back (middle) Exit (last button) 2. Message Indicator Light 3. Display Panel

4 Button and Controls 4. Scroll buttons 5. Main Menu button 6. Access buttons 7. Microphone 8. Label Area for Access buttons

5 3Com Desktop Communicator Supported on all VCX platforms for VCX 9.0 Not supported on releases prior to VCX 9.0 Basic Edition is included with IP Phone license View presence status of contacts directly with VCX CallP One click to dial Mobile, Office, Home, or Direct 5

6 9. Key Pad 10. Hold (red button) 11. Transfer 12. Conference 13. Redial 14. Speaker 15. Forward Mail button 16. Message button 17. Hands Free button Button and Controls

7 Buttons and Controls 18. Headset Connector 19. Volume Down 20. Mute Button 21. Volume Up 22. Handset

8 General Phone Use Dialing an Extension Dial 1 + extension Dialing an Outside Number Dial 9 + outside number

9 Answering a Call Answering a Phone Call Phone rings pick up handset To disconnect, replace the handset. Answer with Speaker push Speaker button To disconnect, push the Speaker button again. Answer a call while already on another line- place the call on hold and select the line with the blinking light To return to the original call, disconnect the new call, place it on hold, or transfer it. Select the original line to get back to it.

10 Terminating and Redialing Terminating a Call Replace the handset Press Release Press Speaker button Redialing Press Redial Redials last number called Muting a Call Press Mute button To disable, press Mute again

11 Hold Button Putting a Call on Hold Press Hold button To return to call, select original line Dialing a New Call while on a Call Press Hold button Select new line and dial To get back to original call, disconnect new line or put on hold, then select original call

12 Transferring a Call Transferring a Call -Two Types: Unattended (no notification) and Attended (notify recipient) While on call, press Transfer Puts call on hold; hear dial tone Dial number Unattended: hang up Attended: speak to recipient, then press Transfer

13 Transferring a Call Transferring a Call to Another Person s Voic While on call, press Transfer to Voic button Enter 1 + extension Display Panel shows Success

14 Transferring a Call Transferring a Call to Another Person s Voic Using Speeddial While on call, press Transfer to Voic button Choose the speed dial button Press Transfer to Voic button again.

15 Conference Calls Making a Conference Call -Up to 6 participants -Two types: Unannounced (no notification) and Announced (notify participant) Call first participant then select Conference. Places call on hold At dial tone, dial next number Unannounced: Press Conference Announced: Speak then press Conference Repeat steps to add more.

16 Forwarding All Calls Forwarding all Calls Press Forward All Calls Enter number Can be 1 + extension or 9 + outside number Do not forward calls to the Operator!

17 Forwarding Calls to Voic Forwarding Calls to Voic -Incoming Calls give short ring and go straight to voic . Press Forward Mail button to activate. Disable press Forward Mail again. -Use with an Incoming Call Phone rings, press Forward Mail. Display Panels shows Success Disable-press Forward Mail again.

18 Using Hands Free Feature Hands Free Option -Phone gives short beep and goes straight to speaker. User etiquette Doesn t work with external numbers Enable feature: press Hands Free button; red light on Disable: press Hands Free again; red light off

19 Call Park Call Park -Places a call in a holding pattern so it can be picked up from any phone in the system. Press Park Call -*Call is not placed on hold yet so person can still hear conversation Display Panel shows an extension. To use, press Park Call again. Dial extension number and # to connect to the call

20 Paging Paging -Activates speakers on phones, on wall, or both. -Won t work if: Phone has call ringing, connected, or on hold Phone has Call Forward or Forward to Voic enabled Page All: pages all wall speakers

21 Paging a Group -At least one group per department Paging Pick up handset and dial page group extension Deliver message -To end a page Hang up, press Speaker button, or press Release

22 Call Pickups Call Pickups -Allows user to answer call of any user who is a member of a call group -Call group collection of phones that allows each member of group to answer another member s calls To answer a call Pick up handset and dial Group Call Pickup extension or press the Pickup Call button.

23 Viewing the Call History Call History -Log of the 10 most recent placed, received, missed, and unreviewed calls to and from phone -Always begins with oldest call in the category selected

24 Viewing the Call History Viewing the Call History Press Main Menu, scroll using the arrow keys and select 2 Or select Call History button Call History Menu 1-Placed Calls 2-Received Calls 3-Missed Calls 4-Unviewed Missed Calls 5-Clear All Logs 6-Change Sort Order

25 Viewing the Call History Viewing the Call History (cont.) To call a number back, press Select button. To return to previous menu, press Back button. To exit menu, press Exit button.

26 Viewing the User Directory Viewing the User Directory -There is a Local Directory and Global Directory- use the Global Directory- most up to date Select Main Menu Select 1 for User Directory Then select 2 for Global Directory

27 Viewing the User Directory Viewing the User Directory (cont.) Use keypad to begin typing last name Directory opens after first letter Use arrows to scroll or continue typing Once person found, press Select to call Change search criteria, press Back Select-first name Back- last name Exit-extension

28 Setting Up Personal Speed Dial Setting up Speed Dial Select Main Menu Select 3 for Personal Speed Dial If no speed dial number assigned, see 1: If number already assigned, see 1:(1 + extension) Press # and enter number LPSS extension: 1 + extension Outside number: 9 + number Display shows Success Repeat to add more numbers

29 Editing Speed Dial Editing Speed Dial Select Main Menu Select 3 for Personal Speed Dial Will see 1:(1 + extension) Press # and Back button to erase number Enter new number LPSS extension: 1 + extension Outside number: 9 + number Display shows Success Repeat to add more numbers

30 Initializing Voice Mailbox Initializing your Voice Mailbox Pick up handset and press Message button Follow prompts to set up Mailbox number Create a password Record name announcement Record personal greeting Original Password: 12345#

31 Voice Mailbox Menu Press Message button Enter 1 + extension and # Enter password Menu 1- Listen to messages 2- Send Messages 6- Place a call 0- Help (tutorial) 9- Setup Options *- Exit

32 -From Main menu, press 9 Setup Options Press 1 for Mailbox Setup and Greetings Press 2 to turn MWI notification off (toggle) Press 4 for incoming call options Press 5 for distribution list options Press 7 for delivery report configuration Press 9 to enable mailbox number prompt Press 0 to access help

33 Mailbox Setup and Greetings -Access Mailbox, press 9, then press 1 From Mailbox Setup and Greetings menu: Press 1 to change password Press 2 to record, review, rerecord, or delete greetings Press 3 to manage scheduled personal greetings Press 4 to record and review your name announcement Press 5 to set operator extension Press 6 to modify message review options Press 9 to set up print options

34 Retrieving Messages Press Message button Enter 1 + extension, # and password Press 1 for Listen menu 1- new messages 2- saved messages 3- deleted messages

35 Reviewing Messages From the New, Saved, or Deleted Message Menu: 1- review message 2- save a message 3- delete a message 4- reply to a message 5- message options 6- forward a message 7- replay last 10 seconds of message 8- pause message for 10 seconds 9- fast-forward 10 seconds in message

36 Forwarding Messages -Access voice mailbox, press 1 for Listen Menu From the New, Saved, or Deleted Message Menu: Press 6 Enter destination number and press # Repeat as needed for additional destinations and press # To forward without comment, press #. To forward with comment, wait for prompt, add comment, and press #.

37 If you have any questions about the phone system contact: Karen Escavage Phone: Richard Blackwell Phone:

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