Key Connected Office Voice User Reference Guide

Transcription

1 Key Connected Office Voice User Reference Guide 02/10/ /FT/13v1/EX Page 0

2 Key System User Reference Guide Table of Contents PLACING/RECEIVING CALLS... 1 Answer a Call... 1 Dialing a Number or Extension... 1 Put a Call on Hold... 2 End a Call... 2 Do Not Disturb... 2 Transferring a Call... 2 Sending a Call to Voic Placing a Conference Call... 3 Basic Conferencing/3 way... 3 Call Forwarding... 3 Push to Talk... 3 Personalizing Your IP Phone... 3 Change the Ring Tone... 3 Adjust the Backlight Intensity on your LCD Screen... 4 Adding Contacts to Your Directory... 4 Editing your Contact Directory... 4 All Polycom VVX Models... 4 Deleting a Contact... 4 Review Call Logs... 4 All Polycom VVX Models... 4 USING YOUR HEADSET... 5 To activate Headset Memory Mode... 5 Rebooting your IP Phone... 5 Other Feature Codes... 5 Initializing Your Voic Box & Recording Your Greeting... 6 Access the Voice Message Main Menu... 6 Record a Busy Greeting... 7 Busy Greeting Menu Key Option... 7

3 Record a No Answer Greeting... 7 No Answer Greeting Men Key Option... 7 VOIC OVERVIEW... 7 Voice Messaging Main Menu Key Option... 7 Compose and Send Menu... 8 Play Messages Menu-Overview Play or repeat Message; Skip Envelope... 8 Additional Options Menu... 9 Forward Message Menu (from Key 2 in Additional Options)... 9 Select Distribution List Menu (from Forward Message menu, Key 5)... 9 Distribution List Menu (from Key 0-15 in Select Distribution List Menu)... 9 Reply to Message Menu (from Key 1in Additional Options Menu)... 9 Accessing your Voice Messaging Menu From your Polycom phone From Any Internal Polycom Phone From Any External Telephone DASH BOARD Login to Dashboard: PLACING/RECEIVING CALLS Answer a Call Pick up the handset or Press the Answer Soft Key, press the speaker- phone key. On an incoming call, anyone can answer calls to the main line. To Answer on Line 1, press the Key representing the line, OR press the Answer button on the bottom left portion of the screen. If Line 1 is occupied, Line 2 will ring. To answer line 2, press the key representing the line, or press the Answer button on the bottom left portion of the screen. Dialing a Number or Extension 1. Pick up the handset, press the Answer Soft Key for your extension or the main line, or press the Speakerphone Key. 2. Dial the number or extension, and press the Soft Key.

4 Note: You may switch to a different call mode during an in progress call by pressing the speaker - phone key or picking up the handset. Put a Call on Hold While you are on a call, press the Hold Key, or, select the Hold Soft key. This will place the line in a system wide hold. To resume the call, press the Hold Key or press the Resume Soft Key. Any additional phone in the Key System configuration will be able to answer the call placed on hold by simply pressing the button representing the Main Line. End a Call Hang up the Handset, or press the End Call Soft Key. Do Not Disturb From the Home screen, press the DND key. DND will silence your phone only, and send calls placed to your extension directly to voic . To take your phone off of DND, simply press the DND key again. Transferring a Call Blind Transfer (There is no announced transfer option on Key System) 1. During the call, press the Transfer Key or Transfer Soft Key. 2. When presented with the dial tone, enter the extension OR telephone number. You may also select a line by pressing the Line key. 3. Press Dial 4. Hang up Sending a Call to Voic 1. During the call press the Transfer Key or Transfer Soft Key. 2. Press *55, enter the extension of the desired person. Headset Use: if you will be using a headset for full-time or temporary use refer to Page 3 for setting up your headset.

5 Placing a Conference Call Basic Conferencing/3 way 1. Call the first party then press the Conference Key or Conference Soft Key to place the new call idle. 2. Call the second party when the second party answers press the Conference Key to join all parties. Pressing the Split Soft Key will split the conference into two calls on hold. You may use the arrow keys to toggle between parties. To Join parties again; Press the More Soft Key followed by the Join Soft Key and all parties will be connected. Placing the conference on hold from the originator's phone will place the other parties on hold. Ending a call on from the originator's phone will allow the other parties to continue the conference. Note: A conference may be created during an active call, or a call on hold (same line or another line). Call Forwarding 1. Press the Forward Soft Key. 2. Use the Arrow Keys to Highlight Call Forward Always, Call Forward No Answer, or Call Forward Busy 3. Press the Select Soft Key 4. Enter the Contact phone number and press the Enable Soft Key. 5. This will forward your extension only, and will not send Main Line calls to your forwarded number. Push to Talk This feature code allows for immediate communication useful for quick conversations between callers. The call will be answered automatically, if the party is available. 1. Press *SO, then press Dial Soft Key (you will hear a stutter dial tone after pressing *50) 2. Enter the extension. Note: Push to talk is a premium seat feature Personalizing Your IP Phone Change the Ring Tone 1. Press the Home Key 2. Navigate to Settings and hit Select. 3. Press 1 for Basic 4. Press 4 for Ring Type 5. Select which line you wish to change the Ring Type for. 6. Scroll through the list of ring types using the Arrow Keys. Press the Play Soft Key to hear the ring Press Select Soft Key to put a check in the box. Press Back to return to Menu.

6 Adjust the Backlight Intensity on your LCD Screen 1. Press the Home Key, and navigate to Settings and hit Select. 2. Use the Arrow Keys or Press 1 (Basic) 3. Either use the Arrow Keys or Press 2 (Backlight Intensity) 4. Select which status of backlight intensity you wish to change. 5. Use the Up or Down Soft Keys to the desired contrast level. 6. Press OK Soft Key to accept change. Adding Contacts to Your Directory All Polycom VVX Models 1. Press the Home Key 2. Select the Directories Button 3. Press 1 for Contact Directory 4. Press the Add key to add a contact 5. Enter Contact details and press the Save button when complete Editing your Contact Directory All Polycom VVX Models 1. Press the Home Key, and Select the Directories Button. 2. Select Contact Directory, press Use the Arrow Keys to locate the contact to edit. Press the Edit soft key 4. Update the contact information and press the Save soft key. Deleting a Contact Once in the contact directory use the Arrow Key to locate the contact to be deleted, press the More soft key twice, press the Delete Soft Key. Press Men u to return to the idle display. Review Call Logs All Polycom VVX Models 1. Press the Home Key, and Select the Directories Button 2. Press 2 for Recent Calls. To view the Type of Recent Call, select the Type key Navigate to Missed Calls, Received Calls, or Placed calls to receive relevant information you are searching for.

7 USING YOUR HEADSET If you plan to use a headset for permanent use, there is an optional setting to default all calls to the headset. To enable Headset Memory Mode: Full-time use 1. Press the Men u Key, using you r Soft Keys select (3) Settings followed by (1) Basic, (1) Preferences, (3) Headset, then (1) Headset Memory. 2. Use the Up and Down Arrow Keys and press the Select soft key to Enable Headset Memory Mode. (All calls will go through your headset automatically now, simply follow the directions for Placing and Receiving Calls) To disable Headset Memory Mode: Repeat Steps 1 &2 and select disable To activate Headset Memory Mode: Press the Headset Key twice. You may change between handset, speaker or headset at any time during a call. Temporary Use With the headset connected 1. Press the Headset Key 2. Dial the number or dial the number and press the headset Key. To answer a call, press the Headset Key. **You will need to press the headset each time prior to making or answering calls without the headset Memory Feature Enabled. Rebooting your IP Phone Due to upgrades, or work on your phone you may be asked to reboot your phone. If you are asked by a technician to reboot you phone do the following; 1. Press the Home button 2. Navigate to Settings 3. Select Basic or Press 1 4. Press 7 to restart your phone. Other Feature Codes Feature Codes are the key commands used on the phone to change settings. The most common have been outline previously. The following, is a complete list of the access codes available. Note: Feature codes may vary per company policy. See your administrator for a list of your Feature Codes.

8 Initializing Your Voic Box & Recording Your Greeting Access the Voice Message Main Menu 1. Pick up the handset and press the Message Key 2. Press 1 or the Select Soft key 3. Press the Connect Soft Key 4. Enter Your Default Pass code Enter a new passcode (4-6 digits) at the Voice Portal prompt 6. Re-enter you r new passcode at the prompt 7. Follow the prom pts to record your First and Last name. After you have entered your new passcode and recorded your name, you will be at the Voice Messaging Main Menu. Voice Messaging Main Menu Key Option 1 Play messages (enabled with new or saved) 5 Compose and Send Menu 7 Delete ALL Messages * Voice portal Ad min Menu Follow the prompts below to record you r personal greeting. The mailbox is ready to use. Record Your Personalized Greetings The System has two greetings - Busy and No Answer. The default greetings will play until a personal greeting has been recorded. Busy greeting will be heard when Do Not Disturb is activated. No answer greeting will play if you choose to not answer the call, or reject the call and send to voic .

9 Record a Busy Greeting 1. Access the Voice Message Main Menu. 2. Press 2 and follow the voice prompts. Busy Greeting Menu Key Option 1 Record New Busy Greeting 2 Listen to current Busy Greeting 3 Revert to System Default Busy Greeting * Voice Messaging Menu Record a No Answer Greeting 1. Access the Voice Message Main Menu 2. Press 3 and follow voice prompts. No Answer Greeting Men Key Option 1 Record New Busy Greeting 2 Listen to current Busy Greeting 3 Revert to System Default Busy Greeting * Voice Messaging Menu To listen to you r messages 1. Access the Voice Message Main Menu. 2. Press 1 to listen to messages. You are now in the *Play Messages Menu. (See voic overview for more options) Note: if there are no new or saved messages you will hear the voice announcement indicating the status VOIC OVERVIEW From your Voice Messaging Main Menu you can play delete, or save these messages. The play Message offers e more advanced sending and group distribution options listed in the next column. Voice Messaging Main Menu Key Option 1 Play messages (enabled with new or saved) fig. 2 2 Record/Change Busy Greeting 3 Change No Answer Greeting 5 Compose and Send Menu

10 7 Delete ALL Messages * Voice portal Admin Menu Compose and Send Menu 1 Change current message 2 Listen to current message 3 Send message to specific group member 4 Send Message to entire group, (if configured) 5 Send Message to Distribution list (if configured) 6 6 Set or clear urgent indicator 7 Set or clear confidential indicator * Return to voice Messaging Main Menu * - Voice Portal Admin Menu 1 Access voice message Main Menu 2 Change CommPilot Express Profile 3 Record personalized name 4 Change Call forwarding Options 6 Make Calls 8 Change Passcode 9 Exit Play Messages Menu-Overview Key Option # Save a Message 7 Delete a Message 2 **Play or repeat message: skip envelope 4 Return to previous message 5 Play message envelope (date & time info) 6 Move to next message 8 **Initiate Call to Sender # **Additional Options Menu (See Menu below) 2 - Play or repeat Message; Skip Envelope While Playing message Press: 1 Skip Backward 3 seconds 2 Pause Playback 3 Skip forward 3 seconds 4 Skip to beginning of message 6 Skip to end of message 8 Initiate Call to Sender

11 This will dial out to the Caller ID of the caller. After the caller hangs up you will still be in the system at this menu. Additional Options Menu 1 Reply to Message Menu 2 Forward Message Menu (more below) * Return to Play Messages Menu Forward Message Menu (from Key 2 in Additional Options) 1 Change Current introduction 2 Listen to current introduction 3 Send Message to specific group member(s) 4 Send Message to entire group 5 Send message to distribution list (See Select Distribution List Menu) 6 Set or clear urgent indicator 7 Set or clear confidential indicator * Return to Play Messages Menu # Repeat this Menu Note: Messages marked Confidential cannot be forwarded. Select Distribution List Menu (from Forward Message menu, Key 5) 0 Select Distribution List 0 1 Select Distribution list 1 (Distribution lists are numbered consecutively 1through 15.) * Return to previous Menu Distribution List Menu (from Key 0-15 in Select Distribution List Menu) 1 Select another distribution List 2 Review the selected distribution list 3 Send the message * Return to the previous Menu Reply to Message Menu (from Key 1in Additional Options Menu) 1 Change current reply 2 Listen to current reply 3 Send reply 6 Set or clear urgent indicator 7 Set or clear confidential indicator * Return to Play Messages Menu

12 . Accessing your Voice Messaging Menu From your Polycom phone 1. Press the Message Key 2. Press #1 or the Select Soft Key 3. Press the Connect Soft key 4. Enter your password From Any Internal Polycom Phone 1. Pick up the Handset and press the Message Key. 2. Press the Select Soft Key 3. Press the Connect Soft Key 4. At the password prompt, press * 5. At the next prompt, enter the extension number of the mailbox you are checking. 6. Enter the password for that mailbox. From Any External Telephone 1. Dial your organizations Voice Portal Backdoor Number 2. Enter the extension number or Mailbox I D. 3. Enter the password and press #. Note: If this is the first time you ore accessing this voic box, use the default passcode then you will be prompted to enter a new passcode. DASH BOARD Evolve Dashboard is a browser-based interface resource that allows you to manage your phone number and set up various call features such as Simultaneous Ring and Remote Office. Getting Started Your Dashboard 1. Go to cincinnatibell.com/smallbusiness

13 2. On the bottom of the page, click on Connected Office Customer Support. 3. Under Manage My Services, click on User Portal 4. Enter your user ID and 10 digit password sent to you via from:

14 Login to Dashboard: Enter your User ID, enter your 10 digit as.voip.fuse.net. Enter the Password default if it is your first login or, insert the current password. Click the Login Button Note: Administrators will be provided a separate User ID and passcode to make changes and setting adjustments for users and configurations. Warning: Three Consecutive Foiled password attempts will lock you out of both your Dashboard and your voice mail. You will need to call customer service and have them unlock your account. Contact for assistance.