Adding the Cordless Desk Phone to Your OfficeSuite Simplicity System BVNDESK 5

Transcription

1 Adding the Cordless Desk Phone to Your OfficeSuite Simplicity System BVNDESK 5

2 Welcome to OfficeSuite Simplicity Your new OfficeSuite Simplicity all-inclusive communication system is ready to be put to use. This complete system includes a state-of-the-art cordless phone system with dozens of advanced features, a toll-free phone number and service, as well as unlimited calling within the United States, Canada, Puerto Rico and the US Virgin Islands. It also includes online fax service so you can send and receive faxes from virtually any internet connected device, even your smartphone. You also have the ability to meet face-to-face via video conferences, or host a conference call with OfficeSuite HD Meeting. Simply put, we provide everything you need to stay in touch with your employees, customers and partners, no matter where you are or what device you use. TO: FROM: Online Fax 2

3 Table of Contents What is in the Box...4 Available Phones...5 Connecting Your Phone to an Existing Base Station...6 Using the OfficeSuite Simplicity Website Setting Up and Getting Voic Activating and Using Your Voic App Troubleshooting and Getting Help Adding More Services Using Your Phone

4 What is in the Box All of the items below are included in this purchase. If you are missing any items, please be sure to contact us immediately at Desk phone Handset Phone cord Phone stand Power cord for phone 4 *A cordless base station is required.

5 Available Phones Cordless Phone Put cordless phones anywhere you need them and give your employees the freedom to move around the office. Base station Connect up to 12 phones within 150 feet using two base stations. Cordless Desk Phone Cordless desk phones feature an enhanced speakerphone and 12 additional one-click speed dials that put your employees in control. 5

6 Connecting Your Phone to an Existing Base Station Installing the OfficeSuite Simplicity system is easy and should only take a few minutes. It is important that you follow these steps in order. Instructional videos are also available by clicking on the Help tab on the website or by visiting Set up the phone Connect the power adapter to the phone and plug it into a wall outlet, no more than 150 feet from the base station. Connect the short end of the phone cord to the bottom of the handset and the long end into the port on the back of the desk phone. Installing the Phone Stand There are two options for attaching the stand to the phone: To have your phone display in a more upright position: Insert the connector tab on the stand with the square cutouts into the large opening on the top of the back of the phone, be sure it locks in place. To have your phone display at a lower angled position: Insert the connector tab on the stand with the square cutouts directly underneath the large opening on the back of the phone, be sure it locks in place. 3 Set the base station to registration mode On the base station, press and hold the Page Key on the side of the base for about seven seconds until the LED blinks amber and blue. Release the Page Key. The base is now in Registration Mode. If you press the Page Key and the phones begin to ring, then the base is not in Registration Mode, but rather is in Misplaced Phone Mode. Answer one of the phones to silence it and repeat step 3, being sure to hold the Page Key until the LED blinks amber and blue. 6

7 1A Wall Outlet Connector Tab OR 2 Page Key 3 Base Station (sold separately) Stand Desk Phone (back) LED Light 1B Desk Phone (front) Connecting Your Phone to an Existing Base Station 7

8 4 Connecting the Phone to the Base Station Press the OK button on the phone to get to the Select Base screen. Use the up/down navigation keys on the phone to select BS1 and press the Select soft key. The phone will display Registering while it attempts to connect to the base. When successful, the phone will beep and display Registered. On the home screen, the phone will display the phone s number, e.g. PH2. It may display No Service briefly until the phone has received settings from the base. When No Service disappears, the phone is ready for use. If connecting fails, ensure that the base station is still in Registration Mode (with the LED blinking amber and blue) and that the phone and base station are in close proximity. Repeat step 4. System Updates From time to time, Broadview Networks will make updates to your system via software changes on our network. To ensure that your system is up-to-date with the most current software, momentarily disconnect power from the Simplicity base station (leave the Ethernet cable connected) and then reapply power. If new software is available, the base station will download it from Broadview s servers and install it on the base station and the phones. During the software upgrade process, the base station LED will blink amber and then blink blue for several minutes. The display on the phones will read Provisioning and then Rebooting System. Do NOT remove power during the process. Wait until the LED on the base station glows steady amber for a few minutes and the phone display has returned to normal before making any calls. You may repeat this process occasionally to be sure your software is always up-to-date. 8 Connecting Your Phone to an Existing Base Station

9 OK Button 4 Base Station (sold separately) Desk Phone Navigation Keys LED Light Connecting Your Phone to an Existing Base Station 9

10 Using the OfficeSuite Simplicity Website Sign in to your OfficeSuite Simplicity account at with your address and password you used to create your account. If you forgot your password, you may click Forgot your password to reset it. Once logged in, you are presented with the Simplicity Dashboard from which you manage the phone system and your services. Across the top of the Dashboard is a series of tabs with different functions and in the center of the Dashboard are widgets from which you can make changes to the system and services. Each widget has an information icon describing its function. To customize the presentation of the Dashboard, click on Customize Dashboard to add, remove, or reorder the widgets according to your preference. Setting Up How Calls Come Into Your System All incoming phone calls are sent to a specific phone number in the system. Calls can be sent to individual phones, to a digital receptionist, or to a call group. The first step is to make sure that your phones and phone numbers are set up the way you wish. Assigning Phones to Your Extensions OfficeSuite Simplicity is so flexible that any phone can be assigned to any extension. To assign or change phones and extensions, go to the OfficeSuite Simplicity website, click the Phone System tab and choose Manage Cordless Phones. A single phone can be assigned an extension (dedicated) or multiple phones can be assigned to the same extension (shared). All phones with the same extension will ring when the extension is called. As long as a line is available, even if a shared extension is in use, other phones with the same extension can continue to make and receive calls. Changing the Name Displayed on Your Phone To change the name displayed on any phone, click on Manage Cordless Phones from the Phone System tab and select Settings, then select Personalize Phones. Enter the name for each phone and press Save. Press Save again on the Manage Cordless Phones page. You will be prompted to restart your base station by unplugging the power cord (be sure to keep the Ethernet cable connected). Wait about 5-10 seconds 10 Using the OfficeSuite Simplicity Website

11 and plug the cord back in to restore power and reset the base station. In a few minutes, your phones will restart with their new settings. Setting Up Your Business Hours The OfficeSuite Simplicity system lets you pre-set your business hours so you can send callers to different extensions, groups, or digital receptionists during open, closed, lunch and special times. From the Business Hours widget, click Configure Business Hours to get started. You can also set up multiple Business Hour profiles, which will be useful if different departments work different hours. Creating Groups of Extensions or Call Groups Unlike shared extensions, Call Groups can be created so that incoming calls can be sent to multiple extensions, which ring all of the phones sharing that extension at once. Setting up a Call Group is easy with OfficeSuite Simplicity. Simply click the Manage Call Groups button on the Call Groups widget. Descriptions of each type of call group are displayed on the website. Using the OfficeSuite Simplicity Website 11

12 Setting Up and Getting Voic The future of voic is here! OfficeSuite Simplicity comes with advanced voic features that allow you to access messages from your new phone, via , any web browser, or your smartphone. 1. Press the key on your phone. 2. Enter the temporary passcode of Follow the voice prompts to set up your mailbox, change your passcode and listen to messages. Note: Please choose a secure passcode, one that is very difficult to guess. Voic Transcription Receive your voic messages via along with a transcription of the audio. Check the box for Send Voic Notification and then click the button to Include audio file w/transcript. Pricing for the voic transcription service is posted in the widget under the Pricing link. Get Messages Anywhere Via and Text OfficeSuite Simplicity can send your voic message to any address and notify you via Listening Shortcuts 1 - Replay 9 - Play Next Message 2 - Save # - Message Menu 3 - Delete 0 - Help 6 - Message Information 12 Using the OfficeSuite Simplicity Website

13 text/sms of new messages. To enable this, visit the OfficeSuite Simplicity website and click on the Voic widget, choose your extension and click the box that reads Send Voic Notification. Now, select to receive either just an audio file or to include a transcript with the audio file. Then enter your address(s) and click Save. From Any Phone Outside Your Office 1. Call your own phone number. 2. During your voic greeting, press the star (*) key and then follow the prompts. Activating and Using Your Voic App The OfficeSuite Mobile Voic App is included in your OfficeSuite Simplicity purchase. The Voic App allows access to your OfficeSuite voic messages on your mobile device and displays a list of all of the messages in your voic box, indicating the time, caller and status. The app allows you to listen to your messages, including touch-controlled fast forward and rewind. It also allows callback, forwarding and general integration with the contacts on your smartphone. The app is integrated with the Message Waiting Indicator on your OfficeSuite phone, so listening to a message in the app marks it as listened to and the message waiting light on your OfficeSuite phone will go out @message... To get the app, simply download it from your smartphone and follow the simple instructions at: /support. Using the OfficeSuite Simplicity Website 13

14 Assigning Phone Numbers to Extensions To assign which phone numbers ring an extension at certain times of day, press Configure Call Routing on the Incoming Call widget. To change the assignments, select the phone number to edit and then select the target for that number, depending on the time. Business Hours can be updated in the Business Hours widget. Creating a Digital Receptionist to Answer Calls A digital receptionist can answer calls coming into any of your phone numbers, including your toll-free numbers. Many organizations use digital receptionists to automate call routing, presenting options such as: Press 1 for X101, Press 2 for X102, Press 3 to hear a company directory by last name and Press 4 to repeat this menu. Each prompt can be assigned to a phone, call group, or another digital receptionist. Click the Configure button on the Digital Receptionist widget on the My Account Dashboard tab to begin. Take time to establish your Emergency Override Routing for each phone number. In an emergency, like a power outage or office closure, simply click Enable All Overrides to temporarily re-route calls. Then, when the event is over, click Disable Emergency Override Routing. 14 Using the OfficeSuite Simplicity Website

15 Once a new digital receptionist has been created, you will configure each key (Press 1, Press 2, Press 3) with a result and if needed, an extension where calls will be sent. In this example, callers that press 1 or 2 will be directed to user extensions, those who press 3 will go to the Last Name Directory and 4 will repeat the options. Click the Save Menu Keys button when you are satisfied with the menu setup. The next step is to record what the callers hear when calling the digital receptionist. Recording Your Digital Receptionist Greeting With OfficeSuite Simplicity, you can record your own greeting for the digital receptionist by uploading a.wav or.mp3 file on the Digital Receptionist widget. To record a.wav file on most Windows PCs that have a microphone, open the Sound Recorder Program and click Start Recording. For Apple Macintosh, you can use Audacity or a similar program that can record.wav and.mp3 files. Both the Apple and Google app stores also have several apps that can record.wav or.mp3 files. Record and send yourself an with the file, then save the file to your desktop. Click the Upload a.wav file or.mp3 file radio button under Audio File Options on the Digital Receptionist widget. Click Browse, choose your file, then click Use This Audio File. You can also use the OfficeSuite Simplicity Text-To- Speech option to automatically record your greeting. Click the Use Text-to-Speech radio button, then choose a male or female voice by clicking the appropriate radio button. Type your script in the Message Box (it may be helpful to spell words phonetically to ensure they are pronounced accurately) then click Create Recording. After the recording is complete, an option will be presented so you can listen to your recording. If you are satisfied, click the Use this Recording button. If you want to change the recording, modify your written text in the Message Box and repeat the steps above. Using the OfficeSuite Simplicity Website 15

16 Setting up Call Forwarding for Unanswered Calls Call forwarding can redirect a caller to voic , a digital receptionist, or to another phone. Use the Call Forwarding widget on your Simplicity My Account Dashboard tab to manage call forwarding for each extension. Click the extension from the drop-down list, choose the number of rings before forwarding, then choose the desired location by clicking on the appropriate radio button. If you select another phone, select either an extension from the drop-down list, or enter an external number starting with the area code. Press Save when you are done to save your call forwarding configuration. Your Phone Numbers A list of your phone numbers and any temporary phone numbers assigned while your phone numbers are moving to your new phone system can be found by clicking the Phone Numbers tab in My Account. The process of moving phone numbers from your previous telecommunication provider to Broadview is called porting and can take up to two weeks to complete. You can add additional phone numbers on this page by clicking on Buy More Phone Numbers. Seeing Your Call History Viewing your call history data is a good way to measure many aspects of your business. The Call History tab on the My Account Dashboard allows you to review all the calls that have come in and out of your business. You can search for specific phone numbers and set your own date ranges to filter results. You can also download data into Excel for further analysis Using the OfficeSuite Simplicity Website

17 Setting Up Music on Hold Use the Music on Hold widget on the My Account Dashboard to set up what music callers hear while on hold. You can listen to and select from a wide range of music, including holiday instrumentals. Choose a music option from the drop-down list, then click the Play button to hear the music. Click Save Music on Hold after making your music selection. Allow All Calls. Choose the Outgoing Call Permissions widget on your My Account Dashboard. Choose an extension from the drop-down list, then select one of the call options from the Status drop-down list and click Save. If you want to select different call permissions for different extensions or view a list of extensions with their current permissions, click View Details. A list of extensions with their permission level will be displayed. Choose the appropriate permission in the drop-down list across from each extension you want to modify, then click Save Call Permissions. Setting Up Calling Permissions Certain types of outgoing calls can be blocked on any extension. The types of call permissions are: Block All Calls, Allow Local Calls Only, Local/LD (no international), Using the OfficeSuite Simplicity Website 17

18 Your Caller ID The number displayed to the parties you call can be set up from the Outgoing Caller ID widget on the My Account Dashboard. Select the extension from the drop-down list and then select the Outgoing Caller ID you would like to use from the drop-down list. The Caller ID can be any phone number on your system. This is particularly helpful when you would like to present one number from all phones Coworker Presence The Coworkers tab on the My Account Dashboard allows you to set your own presence and see who else is available in the office. You can even initiate a call to your phone and another extension by clicking the phone icon next to a searched for extension. Also, you can edit the names assigned to extensions by selecting the First or Last Name of your coworker and selecting Reset. To change the names in the directory, click on Directory Settings and then edit the names individually or click Edit All to modify all the names in the directory. Press Save when done. Reviewing Service Charges and Paying Your Bill You can quickly and easily review all charges and pay your bill online by clicking on the Billing tab on the My Account Dashboard. You can download a copy of your bill, review your billing history and more. 18 Using the OfficeSuite Simplicity Website

19 911 Calls The OfficeSuite Simplicity service is fully compliant with all E911 regulations. This means that, in the event of an emergency, if 911 is dialed, the system will present authorities with location data about your system. If you move the system and need to update the address information or would like to review the address information, click the Settings tab on the My Account Dashboard. Your information is found under My Service Address. A copy of the E911 Policy can be found at Making a Call If your International call does not connect, please ensure that International calls are allowed for your extension by checking under Status in the Outgoing Call Permissions widget found on the My Account Dashboard. Using the OfficeSuite Simplicity Website 19

20 Placing Anonymous Calls To place anonymous outbound calls, locate the Outgoing Caller ID widget on the My Account Dashboard, then select Private from the Outgoing Caller ID drop-down list for each extension you would like to designate as anonymous. All calls made from that extension will not send a calling number to other parties. Never Miss a Call OfficeSuite Simplicity s Call Twinning feature allows incoming calls to ring your office phone and any other phone simultaneously. This means you never miss an important call if you are away from your desk. From the My Account Dashboard s Call Twinning widget, select the extension from the drop-down list and enter the phone number you want to ring simultaneously. Slide the Call Twinning for This Extension toggle to ON and click the Save Twinning Settings button Using the OfficeSuite Simplicity Website

21 Managing Unanswered Calls Unanswered calls can be forwarded to voic , a Digital Receptionist, or another phone. You must use the Call Forwarding widget on the My Account Dashboard to set up call forwarding. Select the extension you wish to forward from the drop-down list, then select the number of rings (from 1 to 10) and choose one of the forward options by clicking the appropriate radio button. Recording Your Name for the Phone System Directory You may choose to allow callers to select an extension based on the phone system directory. The names in the phone system directory were established when you first created the extension and can be modified by clicking the Coworkers tab and editing the information in Directory Settings. If you select Another Phone, either select an extension on the system from the drop-down list, or enter an external number starting with the area code. Press Save when done to save your call forwarding configuration Using the OfficeSuite Simplicity Website 21

22 To give callers the best experience when dialing via the Name Directory, each user on the system should record his or her name spoken in his or her voice. You can record the spoken names for the Directory using the Phone System Directory widget on the My Account Dashboard. First select the extension to record and the phone you would like to record from in the dropdown lists and then click the Record Name button. The system will call the extension and prompt you to complete the recording. Activating and Using Your Online Fax Account OfficeSuite Simplicity includes an online fax service that allows you to send and receive faxes from any client. To activate and start using this service, log in to the OfficeSuite Simplicity My Account Dashboard at and click Activate Service on the Online Fax widget on the dashboard. Then, select the Broadview Fax 400 package. You can select a new number for your online fax service or use an existing number. Regardless of which option you choose, someone from the Broadview staff will contact you to assist you with transferring your number. Finally, enter the address where you wish to receive incoming faxes. For simple instructions on how to use this service, read the Broadview Fax Quick Start Guide, which can be found under the Help tab. To upgrade your fax service or to purchase and activate additional fax accounts, click the View Details or Buy More buttons from the Online Fax widget. johnsmith@johnsmith.com 22 Using the OfficeSuite Simplicity Website

23 Activating and Using Your OfficeSuite HD Meeting Account OfficeSuite Simplicity includes one free HD Meeting account, which allows you to host unlimited HD Video, web and audio conferences with up to 25 participants at once. Activating your account is simple; log in to the OfficeSuite Simplicity website at and click on Activate Service in the HD Meeting widget on the My Account Dashboard and enter your first name, last name and address. You will receive an with instructions on how to complete the activation process. For more information on how to get started and how HD Meeting works, view our Quick Start Guide, which can be found under the Help tab in the Simplicity website. Activating and Using Your Toll-Free Number and Service OfficeSuite Simplicity includes a toll-free number with 1,000 free minutes each month in your monthly fee. This is almost 17 hours of free talking time per month. Additional minutes are just available. To activate your number, log in to the OfficeSuite Simplicity website at and locate the Toll-Free Services widget on the My Account Dashboard. Then, click Configure Included Toll-Free Service Using the OfficeSuite Simplicity Website 23

24 You can choose a new number or use an existing one. Then, enter the phone number you wish to point to the toll-free number. This phone number will answer the toll-free calls. Follow the associated steps online. Regardless of which option you choose, someone from the Broadview staff will reach out to you to complete your activation. Broadview allows you to keep your existing numbers if you prefer, which we call porting. If you decide to re-use an existing phone number for your new phone system, a staff member for Broadview will reach out to you shortly to assist you with the process. Troubleshooting and Getting Help The OfficeSuite Simplicity website offers a comprehensive help section with complete guides and instructions, FAQs, and helpful videos. To access the help section, visit and click the Help tab within the OfficeSuite Simplicity website. You can test the speed of your internet with the Connectivity Test widget on the OfficeSuite Simplicity website at Then, use the Connectivity Test widget. The speed required for optimum performance is 88 kbps. If you wish to purchase additional toll-free numbers, you may do so after activating your free one. You can change which phone number you d like to have answer the toll-free calls. This is referred to as pointing. Log in to the OfficeSuite Simplicity website at and locate the Toll-Free widget. Click on Repoint and enter the number you d like to retrieve the calls, then press Save. 24 Using the OfficeSuite Simplicity Website

25 Adding More Services At anytime you can quickly and easily grow your system by adding new phones, extensions or base stations, as well as additional HD Meeting accounts, fax lines and toll-free numbers. To purchase additional services, log in to the OfficeSuite Simplicity My Account Dashboard at Phones, Extensions and Base Stations: To add additional phones, base stations, or extensions, locate the Phone System widget on the My Account Dashboard tab. Click on Buy More and click on the Add button that pertains to your needs and click Save & Proceed to Checkout. Fax Service: Locate the Online Fax widget on the My Account Dashboard tab. Click on Buy More and Purchase Another Fax Line and follow the simple instructions. Toll-Free Service: Locate the Toll-Free widget on the My Account Dashboard tab. Click on Buy More and Purchase Another Toll-Free Number and follow the simple instructions. HD Meeting: To purchase additional HD Meeting accounts, you must first activate your free HD Meeting account. Locate the HD Meeting widget on the My Account Dashboard tab. Click on Activate Service and follow the steps. Once your free account is activated, you can click on Purchase More HD Meeting accounts in the same section and follow the simple instructions. Using the OfficeSuite Simplicity Website 25

26 Using Your Phone Soft Keys Programmable Memory Keys Line Appearance Keys Speaker Access Voic Call Redial Activate Headset Missed Call Log Message Indicator Navigation Keys OK Button Adjust Volume Speakerphone On/Off Mute Microphone 26

27 Personal Programmable Keys The cordless desk phone has twelve programmable memory keys that can be used as one-touch speed dials. To program memory keys: Press the Menu soft key on your phone and select option 1 for Services. Then, select option 8 for Direct Access Key, followed by option 1 for Program. Select one of the programmable keys (1-12), then select option 2 for Speed Dials. Scroll to option 2 called Enter Name and use the phone keypad to enter the first 5 characters of the name. Then select option 3 called Enter Number and using the phone keypad, enter the number or extension and press Save. Repeat these instructions to program each memory key. To make a call via the Memory Keys, long press the key, or press any one of the twelve keys to display the status of each one on the LCD screen, and then press the appropriate key to call the party. Making and Receiving Calls Your system includes unlimited calls within the office and across the United States, Canada, Puerto Rico and the US Virgin Islands. For International calls, charges apply and you must first dial 011, then the country code, then the number. Making a Call You can make a call by picking up the handset and dialing directly or by using the programmed memory keys. To place a call via the speakerphone, enter the number or select a record in the phonebook/call log list. Then, press the Send soft key or OK key. If the phone is assigned with a single line, it will be selected automatically to make a call. If multiple lines are assigned, the default outgoing line will be selected automatically for the call. You can also press the Speakerphone key first and then dial the number. Making a Call From Another Line If your phone has multiple lines associated with it and you would like to use a line other than the default line, then you must select the second Line Appearance key before dialing. You may also select a record from the Calls Log or Phonebook and then press the second Line Appearance key. Using Your Phone 27

28 Using the Speakerphone During any call, simply press the speakerphone icon to enable the speakerphone. The speakerphone is located on the lower right corner below the volume settings and the microphone is located below the keypad. The speakerphone is full duplex, meaning that you can have a two-way conversation instead of waiting for the other party to finish speaking. Answering Calls When there is an incoming call, pick up the handset and press the Accept softkey or the Speakerphone On/Off key. If you want to continue a call in speaker mode having originally answered it via the handset, then press the Speakerphone On/Off key and return the handset to the cradle. If Using a Headset Making a Call: Enter the phone number and press OK or Send, then press. Accepting a Call: Press. Rejecting Calls When there is an incoming call, press the Silence soft key or Reject soft key to reject the call. When you reject a call, calls will be unanswered and are forwarded to your pre-set forwarding destination. Using Your Phone s Intercom Phones connected to the same base station can instantly connect by pressing the Menu key and selecting option 1 for services, then option 5 for intercom. Then, use the directional navigation to select the target phone (e.g., HS2, HS3, HS4) and press OK. If the other phones on your system have individual extensions, you may also opt to dial them by their threedigit extension. Calling Another Extension on the System Instantly connect with any extensions on the system by simply dialing the extension (e.g., 102) and pressing the Send soft key or Speakerphone key. Remember that multiple phones can have the same extension, so multiple phones may be called. 28 Using Your Phone

29 Mute The mute button is located in the lower right corner of the phone next to the speakerphone button and below the volume controls. Press the Mute button. A microphone icon with a slash through it appears on the display. Press the button again to unmute and the microphone icon disappears. Call Waiting Enable or disable your call waiting tone via the Menu. First, select option 1 for Services, then select option 3 for Call waiting. Make your selection and press Save when you are done. With call waiting enabled, when a second call comes in, you will hear a call waiting tone and then you can: Press the Accept soft key to answer the second call and put the current call on hold. Press the Reject soft key to reject the call and send it to your forwarding destination. Once you ve accepted the second call, you can switch back and forth between both callers using the Line Appearance keys or Switch soft key. To join the two parties into a 3-way call, press the Conference soft key. Transferring a Call When active in a call, press the Trans soft key, then enter the full phone number of the party with the area code or three digit extension and press Trans again. The call will be transferred immediately. If you would like to do a soft transfer so that you can announce the transfer, use the second Line Appearance key to activate a second call. Enter the phone number or extension and press Ok or the Dial soft key. Wait for the other party to answer and then highlight Transfer and press OK to transfer the call to the other party. If you have multiple phones sharing a single extension and wish to transfer a call answered on one phone to another phone with the same extension, press the 2nd Call soft key and then select Intercom from the next screen. Use the up/down navigation to select the handset number (e.g., HS2) and press OK. When the other party answers, highlight Transfer and press OK. Using Your Phone 29

30 Call Conference or 3-way Calling When active in a call, select 2nd Call, then External Call. Enter the number of the party to conference and press the Dial soft key. After the call is answered, press the Conf soft key to activate the 3-way conference. To remove the second party during the call, press the Split soft key and select Release. This will drop the second party and you will remain connected to the first caller. To remove yourself from the conference and allow the other two parties to continue, press the Split soft key and then select Transfer. You will be dropped from the call and the other two parties will remain connected. Call Hold To put an active call on hold, press the Hold soft key or the second Line Appearance key. To take the call off hold, highlight Unhold or the first Line Appearance key. The OfficeSuite Simplicity system has many unique features that can be accessed from your phone services menu. To review, edit, or activate these features, click OK on your phone and then select one of the options below. Do Not Disturb Use the Do Not Disturb feature when you do not want your phone to ring, like during a meeting or when a project is due. Press Menu and select option 1 for services and option 2 for DND, then the account you want to enable/disable DND, then choose the extension you want to enable or disable DND. Press Save to confirm. A DND icon will appear on the phone s LCD screen. All incoming calls will be rejected on this phone until DND is disabled by following the same instructions to turn it on. Note: Only the master phone on the line may enable/ disable DND. Contacts OfficeSuite Simplicity allows you to have a Private Phonebook (phone only) and a Shared Phonebook (for all phones on the system). To access the phonebook, press Menu and select option 2 for Contacts and then select the phonebook you would like to access. You can quickly add, edit, or dial entries in the phonebook. 30 Using Your Phone

31 Calendar, Alarm and Notes Use the calendar icon to access the calendar features or to set up an alarm based on time and date. You can also add, edit, or delete notes that you may have saved. Call Lists and Call Logs The Call List or Logs features allows you to see Missed Calls, Outgoing Calls and Accepted Calls. The Outgoing Calls List can be accessed by pressing the Redial key. The Missed Calls List can be accessed by pressing the Missed Calls button on the phone. You can also press the Logs soft key and then select from all three calls lists, or you can press Menu and select option 3 for Calls List. Within any of the calls lists, you may scroll up and down to find the desired party and press the Options soft key to save the number in the phonebook, view the call record, or delete one or all of the records. Finally, you can dial from the calls list by pressing option 5 for Predial and then the Send soft key. setting, as well as the date and time format, by following the prompts. System Settings The System and Status settings found on the phone s menu may be used when troubleshooting issues with a Broadview support representative. Do not make any changes to these settings unless instructed to do so. Setting Up Your Time and Date The Time and Date is synchronized automatically with Broadview s network. If you would like to edit these settings manually, press Menu and select option 5 for Settings, then select option 1 for Time and Date. From there, you can select Automatic or Manual Using Your Phone 31

32 We are here to help! Please contact us at: Customer Support Phone: