VoIP Phone System. South Central College VoIP User Guide

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1 VoIP Phone System South Central College installed a new high tech phone system in July of This system communicates across the network rather than using traditional phone wiring. The technology, known as Voice over Internet Protocol (VoIP), adds features and capabilities not available in standard telephones. VoIP also reduces time and costs when phones need to be moved. This document describes the basic functions and how to use some of the advanced features of the VoIP phone system at South Central College. Your Dean or Supervisor will determine if you need an office phone and will need to request one for you. IT services will then work with you on setting up your phone, assigning an extension and a long distance code if required. If you need assistance with your phone please contact the help desk at 7280 or

2 DIALING CODES Faribault through North Mankato through Extension: Last 4 digits of DID number Local: 9 + (7 or 10) Digit Number Long Distance: Area Code + Number + Account Code DIALING BETWEEN CAMPUS SCC Mankato: Last 4 digits of DID number SCC Faribault: Last 4 digits of DID number MSU: 39 + last 4 digits of DID number Note: Dial 9 for outside line. When dialing long distance you MUST include Account Code. Phone Customizing Features Adjusting the Ringer Volume Press the volume key to hear a sample ring While the ring plays, adjust the volume by pressing the up or down volume key Changing the Ringer Sound Press the settings button Select Ring Type from the Settings menu Press the Select soft key Press Default ring type To view the list of ring types, press the scroll key Press the Play soft key to hear the selected ring type To choose the ring you want press Select and then press the OK soft key Press the Save soft key to save your selection and exit the Settings menu Changing the LCD Contrast Press the settings button Select Contrast from the Settings menu Press the Up or Down soft keys to set the desired intensity of the display Press the OK soft key to accept your changes To save the contrast setting, press the Save soft key and exit the Setting menu

3 Call Processing Feature Explanation Placing a call Lift the Handset Press Speaker or press the NewCall soft key and dial the number If using a headset, press Headset and dial the number Answering a call Lift the Handset Press Speaker or press the Answer soft key Press Headset, and press the line button of the incoming call Ending a call If using the handset, hang up the handset If using the speakerphone, press Speaker or the EndCall soft key If using the headset, press the EndCall soft key idivert To send call to voic (Either in an idle state or while on a call Press the idivert soft key CallBack Allows you to receive notification when the called extension is available. After calling an extension, press the CallBack key while hearing a busy tone or ring tone. A callback activation confirmation message appears in your display. Press Exit to close the confirmation screen or Cancel to cancel the callback notification. When the called extension is available you will receive an audio and visual alert from your phone. Press Dial to dial the number. Note: The callback notification will fail if you reach voic or if the called party has forwarded all calls to another extension.

4 Pick Up Allow you to answer a call that comes in on a telephone within your group. Steps are: Press a line button or lift handset Press the PickUp soft key Press Answer soft key and respond to call which is redirected to your phone Muting a call Allows you to mute the handset, headset, or speakerphone; preventing the party you are speaking to from hearing what you are saying. To activate mute during a call, press Mute To release mute, press Mute again Placing a call on hold To place a call on hold, press the Hold soft key To return to the call, press the Resume soft key (Note: if multiple calls are on hold use the scroll key to select the desired call before pressing Resume) Transferring a call While on a call, press the Trnsfer soft key, the call is automatically put on hold Dial the number to which you want to transfer the call When it rings on the other end, press Trnsfer again, or when the party answers, announce the call and press Trnsfer Hang up if the party accepts the call If the party refuses the call, press end call and than press the Resume soft key to return to the original call Redialing the last number dialed Lift the handset and press the Redial soft key Press the Redial soft key to activate the speakerphone or headset

5 Forwarding all calls Allows you to forward all incoming calls to another extension Press the CFwdAll soft key, you should hear two beeps Enter the number to which you want to forward all of your calls or press the Message key to forward calls directly to voic To cancel forwarding of all calls, press the CfwdAll soft key Parking a call Allows you to store or park a number at a specified number ( ) and then use any other phone in the SCC phone system to retrieve the call. During an active call, press the More soft key until you see the Park tab Press the Park soft key, the display shows the number to which the call is parked Make a note of the Call Park number, then hang up You have 60 seconds to retrieve the call before it returns back to the phone that parked the call To retrieve the parked call, dial the Call Park number ( ) Placing a conference call Allows you to talk with up to 6 calling parties During a call, press the More soft key and then the Confrn soft key, a new line automatically selected and places the other party on hold Place a call to another number When the call connects, press Confrn again to add this party to the conference call

6 Directory Feature Explanation Viewing or Dialing Missed Calls Steps are: Press the directories button Press the Select soft key to select Missed Calls from the Directory menu, the call history for missed calls is displayed Click the Dial soft key, use EditDial soft key to add appropriate access code(s) Press the Exit soft key twice to exit the Directory menu Viewing or Dialing Received and Placed Calls Steps are: Press the directories button Use the scroll key to select the desired call history option: o Received Calls o Placed Calls Press the Select soft key to display the call history list Press the Dial soft key to dial a number from the call history list o Use EditDial soft key to modify the number if necessary Press the Exit soft key twice to exit the Directory menu Making Calls from a Corporate Directory Steps are: Press the directories button Use the scroll key to select Corporate Directory Press the Select soft key to display the SCC Employee Search options Use the scroll key to select the search option: First Name, Last Name, Number Use the numbers corresponding to the letters on the dialing pad to enter a name or number to find in the directory Press the Dial soft key to dial a number for the corporate directory

7 Meet- Me Phone Conference setup To start the conference call you ll want to hit the speaker button on your phone and then hit the More button on the screen, then select Meet Me. Dial the Meet Me extension you reserved (see below) to start the conference call. After that, everyone else will just need to dial into that number XX or XX and they will be connected. The system is set up for up to 50 outside calls but recommend no more than 10. Internal calls from either campus are unlimited. Meet me numbers can be scheduled through Heidi Andersen in advance to ensure a Meet Me extension is available for your meeting and so you can send that phone number out to your conference attendees. The numbers for Faribault are; The numbers for North Mankato are:

8 Cisco Unity - Setting Up Your Voic Press the messages button or dial 7474 on your Cisco phone Enter in the default password followed by #. After password is entered, the enrollment process will start. When asked to record your name, please be sure to record just your first and last name. After recording the name, the next step will allow you to record a greeting. Most users will accept the default and move on to finish enrollment (keeping in mind that you can always go back in and record the greeting). The next step will allow you to enter in your password (must be at least 4 digits) Listing in the Directory, leave as default. Checking Your Voic To access voice mail from your extension: Press the messages button or dial 7474 Enter the password then # button To access voice mail from another extension or from off campus: Dial or your own work number Press the * button as soon as the greeting starts Enter your 4-digit extension then # button Enter the password + # button Modifying Your Default Greeting or Alternative Greeting The majority of users will just want to utilize a standard greeting. However, there are other greetings, which can be configured and used. Select the following options to re-record your main greeting or one of your alternative greetings: Option 4 Settings 1 - Greetings 1 Re-record your standard greeting 2 Turn on alternate greeting ** 3 To edit other greetings 1 Standard Greeting

9 2 Closed Greeting to be used from 5:00 p.m. to 8:00 a.m. (the time is not adjustable) 3 Alternate Greeting (useful for vacations, etc.) ** 4 Busy Greeting Closed (to be used when you are on the phone) 5 Internal Greeting 6 Holiday Greeting 4 Play all your greetings 0 Help * Exit ** Note that the alternate greeting must be turned on and off as needed. Using an alternate greeting prevents you from having to re- record your standard greeting when you are away for extended periods for training, vacations, etc.. Changing your Voice Mail Password Passwords are required to be at least 4 digits. Directions to change your password: Once inside your voice mail: * - To exit the play messages mode. Option 4 Settings 3 Personal Settings 1 Change Password Enter a new password, then press the # button Enter the new password again to confirm, then press the # button Press * to exit from the change-password interface.

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