1. Phonebook. 7. Function Keys

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1 SoftPhone 1. Phonebook 2. Current Call Status 3. Current Call / Call History 4. One touch buttons 5. Missed Call List 6. Dial Pad 7. Function Keys 1. Phone Book Shows the list of phone numbers stored in the Phone book 2. Current Call Status Shows the status of current activity on the extension 3. Current Call /Call History It is a toggle button to switch between Current Call status window and Call History window. 4. One Touch Buttons Programmable one touch buttons 5. Missed Call List List of missed calls on the extension 6. Dial Pad Dial keys to dial the number manually 7. Function Keys Function keys for general use functions

2 SoftPhon Screen Details 1. Phone Book There is an internal phone book in SoftPhon. Outgoing Phone numbers can be stored along with the names. A number can be dialed from this phone book by just double clicking it. More info on Phone book is explained later in this document. 2. Current Calls This area shows the status of current calls on that particular extension. There is a separate indication for each type of event. These events are as follows a. - Extension is off hook. It is in dial tone state. b. - Extension is off hook and outgoing trunk is selected by dialing the trunk access code. c. - Outgoing or Incoming Call is connected and is in progress d. - Dialed call is not allowed for that extension e. - busy tone f. - Call is on hold g. - Conference call 3. Current Calls / Call History (Button) This is a toggle button though which you can switch between Current call status and Call History window. 4. One touch Buttons These are programmable buttons which can be assigned for an intercom number or an outgoing number or even a function. For example these one touch buttons can be configured to dial extension number or an outgoing number. It can be also configured as Day / Night mode, Call back, call pickup, etc. 5. Missed Call List This area shows a list of unanswered calls i.e. missed calls on that particular extension. It shows Date, time, Caller and duration of ring

3 6. Dial Pad It s a numeric key pad to dial. Numeric keys from 0 to 9 and * & # Call key to dial the pressed digits Clear key clears one digit from the left side Clear key clears one digit from right side Clear Key to clear entire number 7. Function Keys These are the pre-programmed general function keys. Details about the functions and their usage are explained later in this document.

4 How to make call An outgoing call can be made in different ways 1. A number can be dialed by manually pressing one by one numeric buttons followed by Call button from the dial pad 2. If the number to be dialed is already stored in the Phone book, it can be directly double clicked to dial it.

5 3. An Outgoing (external) number can be also program as a one touch button. By just clicking that button, the number stored in that button can be dialed. One Touch Buttons Once the call is connected you can see the current call status in the Status window. Once the call is over or to disconnect the current call you can click Release button or simply replace the handset, it will disconnect the current call.

6 Other General Functions and Operations Answer Calls If it is digital extension then a call can be answered only by clicking Answer button. It will answer the call and puts the speaker phone on. If it is an analogue extension a call can be answered by picking up the handset as done with a normal phone. Transfer Calls While transferring a call from extension, there can be two ways of transferring the call. One is consult transfer and another is blind transfer. A. Consult Transfer When a call is transferred after speaking or consulting the transferred party, it is called as Consult transfer. To do the consult transfer procedure is as follows 1. While current call is on, dial the extension number where the call is to be transferred. 2. Click Call button 3. After consulting the transferred party click on Transfer button to transfer the active call 4. Replace the handset. B. Blind Transfer When a call is transferred without speaking or without consulting the transferred party, it is Blind transfer. To do blind transfer procedure is as follows 1. While current call is on, dial the extension number where the call is to be transferred 2. Click Transfer button 3. Replace the handset

7 Hold, Unhold and Swap Hold Hold a call To hold a current call click on Hold button Unhold a Call Click on Un-Hold to unhold the current call Swap Hold This feature can be used when two calls are on hold and you need to hold one call and unhold another call or vice versa. The Swap Hold button swaps between two calls by putting one call and hold and unholding another one. Conference Conference feature allows extension user to make telephonic conference with three (including extension owner) or more parties using the extension. However, the number of parties to take conference depends on the PBX capability. Conference can be taken for extension or incoming or outgoing call. Procedure to make a conference is as follows 1. While one call is on (can be incoming or outgoing call) dial the second number which you want to add to conference. 2. Make the second call 3. As the second call is dialed, first call automatically goes on hold and second call gets connected. 4. Once second call gets connected click Conference button to initiate a conference. This will make a conference call between the extension owner and two other parties. 5. Similarly if epabx allows, then more parties can be allowed into the conference by clicking Conf Add button and parties can be removed by clicking Conf Rem button. Call-Back This feature is used for extension to extension calling. If the called extension number is busy, Call-Back button can be clicked. It will set the call back for that extension. So whenever that extension becomes free PBX sends a ring to user s extension. Once user picks up the phone the call is automatically dialed to the extension where the call back is set.

8 Intrude Intrude allows extension user to interrupt the ongoing conversation. For example, if the extension user dials an extension and the other party is busy on another call then the extension user who is trying can intrude by pressing Intrude button. Call Park and Unpark Call Park is a feature of some telephone systems that allows a person to put a call on hold at one telephone set and continue the conversation from any other telephone set. The call park feature is activated by pressing a preprogrammed button (usually labeled Call Park ) or a special sequence of buttons. This transfers the current telephone conversation to an unused extension number and immediately puts the conversation on hold. (This is called parking the call; and the call is said to have parked onto a certain extension. Essentially, call parking temporarily assigns an extension number to an incoming call.) The telephone system will then display the extension number of the parked call so that the call can later be retrieved. At this point, the telephone system will often provide an option for the person to make an announcement through a public address system (often consisting of some or all of the telephone sets controlled by the telephone system). Making such announcements in such a way is referred to as paging. A set time is then provided for any person to retrieve the call by dialing the extension number of the parked call on any telephone set. If no one picks up the parked call within the set time, the telephone system may ring back the parked call. This transfers the parked call back to the person who originally parked the call.

9 Uses of Call Parking Call parking is often useful in buildings with many offices or with more than one floor, and with most of the areas having access to one or more telephone sets. If the desired called party is not the person who picked up the call, and the desired called party is at an unknown location, the person who picked up the call may park the call and then use the public address system to page the desired called party to pick up the call. During a conversation, a person may need to go to another office for some reason (for example, to retrieve an important file); parking the call allows this person to continue the conversation after arriving at the other office. To Park a Call, enter the slot number or unused extension number as programmed by PBX vendor and click on Park button. Similarly, a parked call can be un-parked by first entering the slot number/extension number and then clicking on Un-Park button.

10 Phone Book SoftPhon has an internal phone book which can hold a list of outgoing numbers along with the names. To update or modify this phone book, there is a separate tab called Phone Book. Phone Book tab allows to Add, Modify and Delete phone book entries. The usages of these functions are as follows Add entry to Phone Book Following is the procedure to add numbers to Phone book 1. Type the name and number against the Name and Phone no box 2. Click on Add button 3. Click Save to save the entry to Phone book

11 Modify existing entry from Phone Book Following is the procedure to modify already saved entry from Phone Book 1. Select the required entry from the Phone book list 2. Click on Select button. The entry will appear in the Name and Phone no box 3. Edit the details as required 4. Click on Modify button 5. Click on Save button to save the changes. Delete entry from Phone Book To delete an entry from Phone book follow the given below steps 1. Select the required entry from Phone book list 2. Click Delete button 3. Click Save to save the changes Updated on 03 rd September 2007