NGT Hosted Digital Voice. User Guide

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1 NGT Hosted Digital Voice User Guide December 2009

2 Getting Started Making Calls Using Your NGT Hosted Digital Voice service Domestic Dial as you normally would. You can also reference your local telephone book for more information on dialing instructions and calling areas. International To place the call yourself, dial 011, plus the country code, then the phone number. If you don t know the country code or want a NGT Hosted Operator to place the call for you, just dial Emergency Calls In most major cities, emergency police, fire, and medical services can be reached by dialing 911. Enhanced 911 (E911) automatically provides the emergency service with your telephone number and location when you dial 911 from your home phone. Remember, dial 911 immediately in case of any emergency. 911 ADVISORY This device uses Voice over Internet Protocol (VoIP) Service. Emergency calling services / 911 calls may be limited or unavailable from this device under certain circumstances, including but not limited to the following: When there is an electrical power outage, an internet/broadband service outage and/or degradation of internet connectivity When the phone device is not configured properly and/or it is located at a different address than the registered order address or mobile update address listed with [Service Provider] When due to technical factors, network design, or network congestion, calls experience busy signals or unexpected answering wait times and/or take longer to answer than 911 calls placed via traditional telephone networks Please note that when you call 911 from this device, you may have to instruct the Emergency Operator of your location. Directory Assistance Features Directory Assistance Dial 411 for access to local, long distance, and international numbers. Directory Assistance Call Completion Dial 411 for access to both local and long distance numbers, then press the indicated key, and your call will be connected. Enhanced Directory Assistance Now when you dial 411, you can get even more valuable information. Like what s playing at your local movie theater, showtimes, and ratings. You can also get fully interactive, turn by turn directions from a live operator. Or get the name of the nearest cross street for any listing you request.

3 Getting Started Setting Up the NGT Telephony Toolbar Downloading the NGT Telephony Toolbar 1.Access 2.Select Telephony Toolbar from the downloads area 3.Select Select NEXT, fig 1 4.Follow the Telephony Toolbar Application Wizard prompts. When finished, proceed to Configuring the NGT Toolbar, Step 1. Figure 1 Configuring the NGT Telephony Toolbar 1. Click on the Options button from the toolbar 2. Click on the Account icon, fig 2 3. Enter your username and password credentials from the welcome letter , check the Save Username and Password boxes and click OK (fig 2) 4. Click on the Connection icon and enter hdvtoolbar.onvoip.net in the Hosted Address field, (fig 3) 5. For additional Telephony Toolbar information visit the following link:

4 Getting Started Downloading and configuring the NGT Telephony Toolbar Figure 2! Be sure the Save Username and Save Password boxes have been selected. Figure 3 hdvtoolbar.onvoip.net! The Host Port will be defaulted to 2208, as shown here. Please do not change this setting.

5 Managing NGT Hosted Digital Voice Features Using the Telephony Toolbar Connect: this button is red if you are not logged in; click to automatically login 2. Options: pre configured general connection settings, and where you enter login during initial set up 3. Services: configure incoming call control features (call forward, options), and/or voice messaging 4. Auto Portal Login: Login in to the CommPilot Web Portal 5. Remote office: enable a remote location (home, hotel) to act as your work phone 6. Simultaneous ring: enable multiple devices to ring simultaneously until one is answered 7. Web express profiles: set up profiles for in office, out of office, busy and unavailable using various features, then select which profile to use by selecting it from the drop down menu 8. Call forward always: turn on/off the ability to send calls directly to a specified phone 9. Call forward no answer: turn on/off ability to forward all incoming calls to a specified phone number if your phone isn t answered. 10. Call forward busy: turn on/off ability to forward all incoming calls if you are on a call 11. Do not disturb: turn on/off the ability to send call directly to voice mail (busy greeting) 12. Speed dial: dial from the speed dial directory 13. Call history: view missed, dialed and received calls 14. Personal directory: access your personal directory 15. Group directory: access the company wide group directory 16. Search: enables you to search for a previously searched user or contact directly or to specify an ad hoc user/contact query 17. Conferencing: click to view conferencing info or to start/join a web conference

6 Managing NGT Hosted Digital Voice Features Call Controls 1. Dial connect: click to dial an outlook contact s business, home or mobile phone 2. Dial other: displays the last 10 dialed numbers for quick selection 3. Answer: answer a call 4. Hold: place a call on hold 5. Voice mail: dial voice mail 6. Transfer: transfer a call to another extension 7. 3 way: initiate a 3 way conference call 8. End: terminate a call 9. Call line: when no calls are on the device and a call is either placed or received the call line selector will automatically select a call and provide name of party (if available). When at least on call is on the device and subsequent calls are placed or received the user can manually change the call line selector in order to handle another call.

7 Managing NGT Hosted Digital Voice Features Using phone Access Codes Call Forward Always Call Forward Always allows you to forward all your incoming calls. To use Call Forward Always: 1. Lift the receiver speaker phone button and listen for the dial tone. 2. Press *72 and wait for the voice prompts. 3. Dial the number where you d like to have your calls forwarded. (Remember to dial and/or the area code before the number if it s necessary to place the call.) You will hear a voice prompt confirmation. 4. If you want to change the forward to number, then repeat steps 1 3. To cancel Call Forward Always 1. Lift the receiver and listen for the dial tone. 2. Press *73 Call Forward Busy Call Forward Busy allows you to forward all incoming calls in the event your phone is set to Do Not Disturb or your toolbar is set to busy. To use Call Forward Busy: 1. Lift the receiver speaker phone button and listen for the dial tone. 2. Press *40 and wait for the voice prompts. 3. Dial the number where you d like to have your calls forwarded. (Remember to dial and/or the area code before the number if it s necessary to place the call.) You will hear a voice prompt confirmation. 4. If you want to change the forward to number, then repeat steps 1 3. To cancel Call Forward Busy 1. Lift the receiver and listen for the dial tone. 2. Press #40 Call Forward No Answer: Call Forward No Answer forwards all incoming calls in the event you miss a call. To use Call Forward No Answer: 1. Lift the receiver speaker phone button and listen for the dial tone. 2. Press *92 and wait for the voice prompts. 3. Dial the number where you d like to have your calls forwarded. (Remember to dial and/or the area code before the number if it s necessary to place the call.) You will hear a voice prompt confirmation. 4. If you want to change the forward to number, then repeat steps 1 3. To cancel Call Forward No Answer 1. Lift the receiver and listen for the dial tone. 2. Press *93.

8 Managing NGT Hosted Digital Voice Features Using phone Access Codes Calling Line ID Blocking Calling Line ID Blocking blocks the outbound number on a per call basis. To use Calling Line ID Block: 1. Lift the receiver or press speaker phone button and listen for the dial tone. 2. Press *67 3. Dial the number you d like to call. Note: The Calling Line ID Block is on a per usage basis so the service is deactivated after the call is placed. Call Waiting Call Waiting allows for multiple inbound calls and is always active. Clear Voice Message Waiting Indicator Allows user to clear blinking red light Message Waiting indicator on the Polycom phone. To clear blinking red light Message Waiting Indicator: 1. Lift the receiver speaker phone button and listen for the dial tone. 2. Press *99 Direct to Voic Transfer Allows user to directly transfer a call to another user s voic . To use Direct to Voic Transfer: 1. Answer the call 2. Place the call on hold 3. Press *55 then dial the four digit extension number 4. Voice prompt will indicate the call has been successfully transferred Do Not Disturb Do Not Disturb sends all inbound calls to voic . To use Do Not Disturb: 1. Lift the receiver or press speaker phone button and listen for the dial tone. 2. Press *78 3. Voice prompt will indicate Do Not Disturb has been activated To cancel Do Not Disturb: 1. Lift the receiver or press speaker phone button and listen for the dial tone. 2. Press *79. Note: If Call Forward Busy in enabled then Do Not Disturb will send call to Call Forward Busy number.

9 Managing Hosted Digital Voice Features via the Toolbar Setting Up Simultaneous Ring 1 5 Step 1: Click the Services button from the toolbar Step 2: Select Simultaneous Ring Step 3: Turn the feature ON Step 4: Configure the Sim Ring feature using the options available. Click OK, when finished. Step 5: Once configured, the Sim Ring feature can be turned ON or OFF Via the the Sim Ring button on the Toolbar. 3 2 Setting Up Voice Messaging 4 3 Step 1: Click the Services button from the toolbar Step 2: Select Voice Messaging Step 3: Turn the feature ON Step 4: Configure Voice Messaging per the options listed. Click OK when finished. 2 Note: If the 0 option is configured, be sure to include the instruction for 0 in the voice mail message. 4

10 Managing Hosted Digital Voice Features via the Toolbar Remote Office 1 5 Step 1: Click the Services button from the toolbar Step 2: Select Remote Office Step 3: Turn the feature ON Step 4: Enter the Telephone Number to which calls should be forwarded. Click OK when Finished. 3 Step 5: Once configured via the Services menu, Remote Office can be turned On or Off via the Remote Office button on the toolbar. 4 2 Resetting the toolbar password 1 Step 1: Click Options from the toolbar 2 Step 2: Choose Options: 3 4 Step 3: Click the Auto Login. box, then OK. 5 Step 4: Select Account Step 5: Set password, then Click OK.

11 Accessing the Web Portal Accessing the Web Portal via the Toolbar Step 1: Click the Purple button from the toolbar. (Auto Portal Login) Step 2: Choose appropriate link once inside the toolbar.

12 Managing Hosted Digital Voice Features via the Web Portal Speed Dials Speed dialing enables user to set frequently called numbers or hard to remember numbers into the Platform for one or two digit dialing. Both services are accessed in the Outgoing Calls section in the CommPilot Web Portal. The Speed Dial 8 service allows you to program a single digit to dial up to 8 frequently dialed numbers. 1)On the User Outgoing Calls menu page, click Speed Dial 8. The User Speed Dial 8 page appears. 2)Type the phone number in the Phone Number text box next to a speed dial code. 3)Type a name or description for the speed dial code in the corresponding Name text box. This name does not affect the operation of the speed dial code. 4)Save your changes. Click Apply or OK. Apply saves your changes. OK saves your changes and displays the previous page. 5)To exit without saving, select another page or click Cancel to display the previous page. The Speed Dial 100 service allows you to assign a prefix and a two digit dialing code to up to 100 frequently dialed or hard to remember numbers. 1)On the User Outgoing Calls menu page, click Speed Dial 100. The User Speed Dial 100 page appears, showing your Speed Dial 100 call entries. 2)Select the ADD button to enter a new 2 digit speed dial code. 3) To display the previous page, click OK or Cancel. The User Outgoing Calls menu page appears. Use this procedure to set a prefix and two digit speed dial code to dial a frequently dialed or hard to remember phone number. You can set up to 100 Speed Dial 100 numbers.

13 Managing Hosted Digital Voice Features via the Web Portal Sequential Ring Sequential Ring acts as a Find me service to send calls to your base location or other phone number you choose. The Sequential Ring service allows you to configure multiple phones to ring in sequence on incoming calls with criteria you set (a call entry). Use the following procedure to configure the Sequential Ring service. 1) On the User Incoming Calls menu page, click Sequential Ring. The User Sequential Ring page appears. 2) Click to select the check box to the left of Use Base Location first. If the check box is selected, your base location phone rings first in the ring sequence. If the check box is cleared, the first phone in the ring sequence rings first. 3) Set the number of rings for the base location. Click on one of the values from None to 6 to the right of Number of rings for Base Location. 4) Click to select the check box to the left of Continue the search process if the base location is busy. If the check box is selected, the service will continue to search. If the check box is cleared, the service will terminate the search. 5) Click to select the check box to the left of Enable caller to skip search process. If the check box is selected, the caller can end the sequential ring service at any time during the search by pressing the # key. If the check box is cleared, the caller cannot end the sequential ring service. NOTE: Forwarding or messaging services must be configured if the caller is allowed to terminate the Sequential service. 1)To save your changes and display the previous page, click OK. To exit without saving, select another page or click Cancel to display the previous page.

14 Managing Hosted Digital Voice Features via the Web Portal Sequential Ring, cont d. Set the Ring Sequence Use this procedure to set the ring sequence for the Sequential Ring service and to set the number of rings for each phone in the sequence. The service uses this ring sequence for call entries you have set. On the User Incoming Calls menu page, click Sequential Ring. The User Sequential Ring page appears. In the text boxes below Phone Number, enter up to five phone numbers to which you want sequential ring callers to be directed, in the order in which you want the phone numbers to be rung. You can also enter feature access codes and speed codes in addition to the phone numbers. For each phone number, select a value for Number of Rings, from "None" to "6". To save your changes and display the previous page, click OK. To exit without saving, select another page or click Cancel to display the previous page. Multiple Sequential Rings can be configured for various time schedules. Sequential Rings can be modified or deleted at any time by the end users to manage incoming call routing. Priority Alert / Ringing The Priority Alert service allows you to assign a distinctive ring to certain selected incoming calls. Use this procedure to add a new priority alert. 1) On the User Incoming Calls menu page, click Priority Alert. The User Priority Alert page appears. 2) Click Add. The User Priority Alert Add page appears. 3) In the * Description text box, type a description of the phone numbers assigned to this priority alert. 4) Select the time schedule to use this service from the drop down list. NOTE: Define your time schedules on the User Time Schedule page. To receive a distinctive ring for all calls outside of the company, check Any external phone number. To receive notifications of calls from a defined telephone number, select Following phone numbers. You can select Any private number or Any unavailable number. Click your cursor in a text box and type the phone numbers to trigger Priority Alert (not extensions). For example, +1 must precede a long distance number within the U.S. You can enter up to 12 numbers for this service. To save your changes and display the previous page, click OK. Multiple Priority Alerts can be created based on the calling numbers. The priority Alerts can be activated, deactivated, and deleted on the main Priority Alert web page. To exit without saving, select another page or click Cancel to display the previous page.

15 Telephone Quick Reference Polycom 550* Note: For models other than the Polycom 550, please visit voicesupportcenter.com or refer to your Polycom user guide.

16 Additional features Quick Reference Voice Mail Instructions You can access your personal voice mail using your own phone, or another phone. To log in, dial one of the following: Your phone number/extension Press your phone s messages button Press the dial voic icon on the Telephony Toolbar From another phone, dial your telephone number. After voice attendant answers, press *. Next, enter your password, then press #. First time Logging into Voic ? Dial your phone number/extension or the voice portal number/extension, and then: 1. If requested, enter your phone number. 2. If old or default password is requested, please enter Enter a new passcode at the (voice portal wizard) prompt. 4. Re enter your passcode at the prompt. 5. Record your name (not entire greeting) at the prompt. 6. Press #.

17 Additional features Quick Reference To access voic from your phone: Press the messages button on your phone Enter your password Follow the voice prompts (choose from the keypad options below): 1 Play Messages: 1 Erase message and record again. 2 Listen or view current message. 3 OR hang up to send message. 6 Set or clear the urgent indicator. 7 Set or clear the confidential indicator. * Cancel recording and transfer to Voice Portal password prompt. 0 Cancel recording and transfer to configured number. # Repeat menu. 2 Busy Greeting Menu 1 Record new Busy Greeting 2 Listen to current Busy Greeting 3 Revert to system default Busy Greeting * Return to Voice Messaging Main Menu # Repeat menu 3 No Answer Greeting Menu 1 Record new No Answer Greeting 2 Listen to current No Answer Greeting 3 Revert to system default No Answer Greeting * Return to Voice Messaging main menu # Repeat menu 5 Compose Message Menu 1 Change current message 2 Listen to current message 3 Send message to specific group member(s) 4 Send message to entire group 5 Send message to distribution list (if configured) 6 Set or clear urgent indicator 7 Set or clear confidential indicator * Return to Voice Messaging Main Menu # Repeat menu 7 Delete All Messages * Return to Voice Portal Main Menu # Repeat menu

18 Additional features Quick Reference Auto Attendant Greeting Instructions 1. Lift the receiver or press speaker phone button and listen for the dial tone. 2. Dial Press * 4. Dial 9999 again 5. Supply passcode 6. Follow the voice prompts to record greeting

19 NGT Hosted Digital Voice Resources For questions regarding your Hosted Digital Voice Service, please contact us or e Bill: https://www.myebill.com/index.asp?startnga

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