Hosted PBX Phone Setup & End User Training Guide

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1 Hosted PBX Phone Setup & End User Training Guide

2 HOSTED PBX PHONE SETUP GUIDE REQUIRED FOR INSTALL Modem / Router Ethernet Power Supply or Switch (CAT5, CAT5e, CAT6) (if required) POLYCOM SOUNDPOINT IP 450 (BACK SIDE) from Switch POLYCOM SOUNDPOINT IP 331 (BACK SIDE) from Switch

3 2 OPTION 1 INTERNET OPTION 2 Power Supply (if required) INTERNET Power Supply (if required) NEED SERVICE, HAVE QUESTIONS? CALL US:

4 HOSTED PBX PHONE SETUP GUIDE BEFORE PROVISIONING YOUR POLYCOM PHONE To prevent the phone from rebooting every 10 seconds: When the phone boots up, press Setup. Then enter password 456 Using the bottom arrow, go to the Ethernet menu and select. Change CDP Combatibility to Disabled and press OK. Press Exit then Save & Reboot. HOW TO PROVISION YOUR POLYCOM PHONE When the phone boots up, press Setup. Then enter password 456 Using the bottom arrow, go to the Server Menu and select.

5 4 Change Server Type to Trivial FTP by pressing Edit then right arrow until highlighted. Change Server Address (via dial pad) to Press OK then Exit then Save & Reboot. Note: Reboot process will take 4 to 5 minutes for the phone to upload the firmware.

6 HOSTED PBX END USER TRAINING GUIDE CHANGING YOUR VOIC PASSWORD You can set an access code for your mailbox. This access code will be requested whenever you access the mailbox to collect messages. When set the access code must be at least 6 digits in length. When you are changing your access code: Enter at least six digits. If you enter less than four numbers you will be prompted to enter a longer code. Do not set an obvious code, for example: Do not match your extension number. Do not use a sequence of digits, for example Do not use the same repeated digit, for example To change your code: Dial 777 If your mailbox already has an access code set, you will be prompted to enter it. Enter your access code. Your Default Password is Press 3 to change your access code. Enter your new access code followed by #. Re-enter your new access code followed by #. The access code will now be changed. REMINDER Don t forget to change your password The system will prompt you if the codes do not match or is not acceptable. It will also confirm the change of access code if successful. TO RECORD YOUR NAME 1 Login to your mail box. 2 If you have messages in your mailbox, Press *. If you don t, press 2.

7 6 3 Press 1 To record your name 4 Record your name then press # TO RECORD OR CHANGE YOUR GREETING 1 Login to your mail box. 2 If you have messages in your mailbox, Press *. If you don t, press 2. 3 Press 3 to record your greeting. When you are prompted, record your new greeting. 4 Record your greeting then press # LISTENING TO YOUR MESSAGES When you log in to your mailbox you are automatically played any new messages. After a message has been played it is marked as being an old message. Old messages are automatically deleted after 24 hours. When you listen to any of your messages you have the following options: 1 Press 9 to skip to the next message. 2 Press * to rewind the message a few seconds. 3 Press # to advance the message a few seconds. 4 Press 6 to forward the message. 5 Press ** to return the call. SHORT CODES 777 Remote access to your mailbox, when you hear the Company greeting. ANSWERING INCOMING CALLS An incoming call will ring on the Intercom, pick up the handset or press the Speaker button to answer the call.

8 3HOSTED PBX END USER TRAINING GUIDE MAKING A CALL Pick up the handset or press the Speaker button to use the speakerphone. Dial 9 or press Line Out if the button is programmed on the phone. ACCESSING VOIC To retrieve your voic , press MESSAGE, then Press Connect or press 777 To listen to your new messages, press 1 To listen to your old messages, press 2 To go to the main menu, press * HOLD To place a call on hold, press HOLD (Soft key). To retrieve a held call, press the resume soft button corresponding to the held call. USING CALL PARK Call Park allows you to place a call on hold System Wide. This means that any phone on the system can retrieve the call. To park a call press the Park button. To retrieve a parked call press the underlined Call Park button OR To transfer the call to a call park: *#5 and the number of the call park To retrieve the call from a call park: *5 and the number of the call park

9 48 TRANSFERRING A CALL With the call active, press TRANSFER. The call is placed on hold automatically and you will hear a dial tone. Dial the number you want to transfer the call to and listed below are your options for the call: To transfer without announcing the call hang up. To announce the call, remain on the line and wait for an answer. Announce the call and hang up. If the line is busy or if no one answers, press the Intercom button corresponding to the held call and you can transfer the call straight into a voic box by pressing TRANSFER # and the extension and hang up. TRANSFERRING A CALL STRAIGHT TO VOIC While on the phone, Press *#5*xxx (While xxx is the extension number) CONFERENCE 1 To establish a conference call, dial the first party and wait for an answer. 2 Press CONFERENCE. The current call is placed on hold and you will hear a dial tone. 3 Dial the number of the next party and wait for an answer. 4 To add the new party to the call, press CONFERENCE again. 5 Repeat Steps 2 to 4 to add further participants.

10 HOSTED PBX END USER TRAINING GUIDE SPEAKERPHONE To use the speakerphone, press. Make or answer the call. To adjust the volume, press the volume button. To end the call, press speaker again. To change from speakerphone to handset, pick up the handset and continue talking. To change from handset to speakerphone, press and hang up the handset. DO NOT DISTURB To activate Do Not Disturb press the Menu button. Select Features. Highlight Do Not Disturb and then click on select. REDIAL To redial the last number dialed, press REDIAL. CALL FORWARDING To call forward your calls to another phone in the office, or to an external number, press the forward button. Then, select your option: 1 - Always 2 - NoAnswer 3 - Busy Press Select, and enter the internal extension or the PSTN number, and then press Enable. Note: To forward to a cell number, add a + sign before the cell phone number. To turn off Call Forwarding, press the Forward button. Highlight the option you enabled. Press select, then Disable.

11 10 SUMMARY OF MAIL BOX OPTIONS Here is a summary of the options that are available when you have logged into your mailbox from your own extension or remotely. User Calling its own Voic box Play: You have xx new message(s) You have xx old message(s) You have xx new message(s) in the group xxx Play message & Timestamps Voic box Password? If new messages Message Menu: To hear more option: 0 To replay this message: 1 To listen to the next message: 2 To delete this message: 3 To go back to previous menu: * More option Menu: To obtain more information: 1 To forward to other extension: 2 To go back to previous menu: * Main Menu: To review your messages: 1 To change your announcement: 2 To change your password: 3 To exit: 9 Announcement Menu: To record First & Last name: 1 To manage your greeting: 2 Recording Menu: To review: 1 To record: 2 To replace to default: 3 To return to main Menu: * Enter new password Confirm new password A caller is being diverted to a voic box Multi Language selection? Choose Language Voic box Password? Access to private voic box from PSTN OR Play: You have reached the mailbox of: Time stamps Extension number or First & Last name Leave a message after the tone Personal greeting If # key is pressed During announcement Record message Message Menu: If this message is Ok: 1 To listen to this message: 2 To delete and re record this message: 3 To be transferred to the operator: 0 Priority Menu: Message with normal priority: 1 Message with urgent priority: 2 End Menu: To disconnect: 1 To record a new message: 2 To be transferred to the operator: 0

12 NEED SERVICE, HAVE QUESTIONS? CALL US: rimrock rd. toronto, ontario M3J 3A6 t: Press 1 for Service rev. 10

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