VOIP PHONE SYSTEM USER GUIDE

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1 VOIP PHONE SYSTEM USER GUIDE PHONOSCOPE SERVICES INC. 12/11/2012

2 Welcome to Phonoscope! We are delighted that you have chosen us to provide your VOIP needs! We have put together a guide to our most frequently asked questions regarding our VOIP system. If this guide doesn t cover a particular question that you may have, please feel free to contact us at or send an to so that we may assist you further. Page 2 of 8

3 BASIC FUNCTIONS Placing a Call There are two ways that you can place a call on Phonoscope s VOIP system. 1. Pick up the receiver, and then enter the number. 2. Enter the number first, and then select dial on digital screen. This method will automatically place your phone on speakerphone. To take the phone off of speaker, simply pick up the receiver. Receiving a Call There are two ways that you can receive a call on Phonoscope s VOIP system. 1. Pick up the receiver once the phone begins ringing. 2. Select Answer on the digital screen when the phone rings. This method will automatically place your phone on speakerphone. To take the phone off of speaker, simply pick up the receiver. Placing a Call on Hold In order to place a call on hold, simply press the Hold button on your digital screen. Resuming a Call That Was Placed On Hold To resume a call that was previously placed on hold, simply press the resume button on your digital screen. Transferring a Call There are three methods to transfer a call. 1. Using the Transfer key on the Digital Screen While connected on a call, press Transfer Enter the number that you wish to transfer the call to. Once the person picks up the phone, announce the call to them. When they are ready to receive the call, press send to complete the transfer. 2. Using the hard Transfer key on the side of the phone. While connected on a call, press Transfer Enter the number that you wish to transfer the call to. Page 3 of 8

4 (continued ) Once the person picks up the phone, announce the call to them. When they are ready to receive the call, press Transfer to complete the transfer. 3. Transferring a blind /Unannounced Call While connected on a call, press Transfer Select Blind Transfer on the digital screen. Enter the number you wish to transfer the call to and select send on the digital screen. 4. Transferring a call directly to voic While connected on a call, press the pound key twice, the star key once and enter the four digit extension you wish to transfer the call to. (Ex: ##*5555) Select the Transfer key on the digital screen. Making a Conference Call 1. While connected on a call, select the Conference key on either the digital screen or the side panel of your phone. 2. Enter the number that you wish to hold a conference call with. 3. Announce the call to the person that you wish to conference in. 4. Select the Conference key again, on either the digital screen or the side panel of your phone, in order to begin your conference call. ***Please note that your desktop phone will only allow you to conference with up to two other parties. If you find that you need greater conferencing capabilities, please contact your Phonoscope sales rep for additional options. *** Viewing Call Records 1. To view Missed calls, select the down arrow on the side panel of your phone. 2. To view Received calls, select the left arrow on the side panel of your phone. 3. To view Placed calls, select the right arrow on the side panel of your phone. 4. To view Speed Dial info, select the up arrow on the side panel of your phone. Page 4 of 8

5 Voic ***Please note that your voic password will be your phone extension until changed *** Recording a personalized Greeting Voic allows you to record a personalized greeting for callers to listen to when you are unavailable to answer the phone. In order to record your personalized greeting, please follow the instructions below: 1. Select the messages key on the side panel of your phone. 2. Select the Connect/Line key on the digital screen. 3. Enter your 4 digit password when prompted 4. Press 0 to record your unavailable greeting. Accessing Voic There are multiple methods that you can use to access your voice mail. 1. Accessing your voic from your phone. Select the messages hard key on the side of your phone. Select the Connect/Line key on the digital screen. Enter your 4 digit password when prompted New messages should begin playing. 2. Accessing your voic from another phone in your office. Pick up the receiver and enter *98 and your extension. Select the Connect key on your digital screen Enter your 4 digit password when prompted New messages should begin playing 3. Accessing your voice mail from outside the office. Dial your ten digit direct phone number During your personal voic greeting, press the star (*) key. Enter your 4 digit password when prompted. New messages should begin playing. 4. Accessing your voic through your via Unified Messaging Open the message from the voic system Double click on the attached Windows Media File. The message plays through speakers/headphones connected to your computer. Page 5 of 8

6 ADVANCED FUNCTIONS Parked Calls At times, you may need to place a call on hold to be picked at any location in the office. Parking the call allows you to do this. To Park a call, please follow the instructions below: Placing a call on park : 1. While connected on the call, select the Transfer key. 2. Enter Select Send on the digital screen 4. Wait for the automated voice to give you a number (usually 71, but not always) 5. Select transfer on the digital screen. The phone should then go to an idle screen. Picking up a parked call: 1. Enter the number assigned to the parked call. 2. Lift handset or select the Dial key on the digital screen. ***Please note: the Parked Call function is not intended as a substitute for transferring a call to another phone. In order to insure that a call is transferred to another party properly, please be sure to use the transfer call function that was previously outlined in this guide. *** Using the Intercom To make a call over the intercom to a particular office, please follow the instructions below: 1. Dial *80 plus the four digit extension that you are trying to reach (Ex: * ) 2. You should now be able to speak over the intercom. Phone Directory Your phone has a directory that allows you to have easy access to your contacts information. To add contacts to your directory, do the following: 1. Select the Directories key on the side panel of your phone. 2. Select Contact Directory on the digital screen. 3. Select More and then Add on the digital screen. 4. Type in the contacts first and last name. 5. Select Save on the digital screen. 6. Your contact is now saved in your directory. Page 6 of 8

7 Buddy Watch Buddy Watch is a feature that allows you to have the capability to see if other phone users are available or on the phone at any given time. Below are the instructions to set up Buddy Watch on your phone. (Please note: the contact that you wish to watch must already be in your phone s directory. For instructions on adding a contact to your phone s directory, pleases see the Directory section.) 1. Select the Directories key on the side panel of your phone. 2. Select Contact Directory on the digital screen. 3. Scroll down until you find the contact that you want to watch and select Edit. 4. Scroll down until you get to the Watch Buddy field. It should say Disabled. 5. Press the right arrow on the side of your phone to switch it to Enabled. 6. Press the Save key on the digital screen. 7. To view status of saved Buddies, select the Buddies key on your digital home screen. My Stat My Stat is a feature that is not currently programmed. This feature will be deployed once the software becomes available. Remote Call Pickup Remote Call Pickup will allow you to answer a call ringing in another office. To use this feature, please follow the instructions below: 1. Push the star key twice and then enter the extension you wish to pick up (Ex: **5555) 2. Push the send key on the digital screen. Trouble Shooting In the case of technical difficulties, you may need to reboot your phone in order to reset the software. Rebooting your phone will always be the first step in fixing any issues. Please follow the instructions below to reboot your phone: 1. Disconnect the CAT5 cable that is inserted into the LAN port on the back of the phone. 2. Reconnect the cable into the LAN port and then wait for the phone to boot back up. 3. If rebooting doesn t solve the problem, please contact us at *** Please note that all call records are cleared when the phone is rebooted*** Page 7 of 8

8 Thank you for choosing Phonoscope for your VOIP needs! If you require additional assistance after reading through this user guide, please contact your Phonoscope Support team at , or open up a trouble ticket by sending an with an explanation of the issue that you re having to You may also view user tutorials for your phone at Thank you and we appreciate your business! PHONOSCOPE 6105 Westline Drive, Houston TX Page 8 of 8

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