HICOM OPTISET FACILITIES

Transcription

1 HICOM OPTISET FACILITIES STANDARD (WITH DISPLAY SCREEN) & ADVANCE PLUS TELEPHONES To Dial - Lift handset or press speaker key or dial straight onto keypad To End - Replace handset or press speaker key To Receive a call - Lift handset or press speaker key IMPORTANT INFORMATION: There is no mute button on the new telephone. The microphone is highly sensitive and if you place your hand over the mouthpiece the caller will be able to hear every word. It is therefore essential that you use your consultation key to put callers on hold. HOLD/TRANSFER FACILITY Putting a call on hold to "consultation?" Caller is automatically put on hold to "Return to held call?" Transfer a call - Unannounced to "consultation", caller is automatically put on hold Key in required extension number Replace handset If the call is not answered within a predetermined time the call will automatically transfer back to your extension number unless the person you are transferring to has a fixed forward. Transfer a call - Announced "consultation". (caller is automatically put on hold) Key in extension number required On answer, announce call and replace handset If there is no answer: to "Dial Again?", key another number if required If busy: to "Return to held caller?" CALLBACK FACILITY Callback on busy If an internal extension number is engaged when called, the number can be stored and will call you back when the called person replaces their handset. To set Dial number required On engaged tone press to "Callback?" Screen will confirm "will callback" Replace handset 1

2 When caller becomes free, your phone will ring to advise that the extension is now free. Check the display, this will show you which callback is ringing back to you. Lift the handset to acknowledge the callback. To cancel a callback request: When the callback request rings back to you to "Cancel Callback?" (NB: If another callback is set it will override last callback) Callback on no answer If there is no answer from an internal extension number, you can activate a callback request in the called persons mailbox. To set Dial number required Hear ringing tone to "Callback?" Screen will confirm "Will Callback" Replace handset Respond to callback request The Call Back button lights up. To display callback request Press lit mailbox key (the request is displayed with the caller s name, time of request and caller s number) Press > once to "Next Call Back" if you wish to go onto the next message Or press > again to "Delete" if you wish to delete callback request Or press > again to "Cancel" if you wish to cancel command and return to standard display CALL ALTERNATING (Toggle) The call alternating feature enables the user to toggle between two calls (Internal or External calls). The above calls can either be calls received by the user or set up by the user. With one call established, for "Consultation". Establish second call Press > to "Toggle", press to alternate between the callers (Use the display for information) To connect calls, replace handset CALL FORWARDING This feature enables the users to direct their extension number to another extension or, if available, voic , mobile numbers or external numbers. Two variants are possible: Fixed Variable 2

3 FIXED/PERMANENT CALL FORWARD To set a fixed call forward You can programme your telephone so that all calls to your extension are diverted to a pre-set destination. When activated, all your calls divert automatically to the programmed telephone number and your phone will not ring at your desk. When de-activated, your calls will only be diverted after a predetermined time (ie. if unanswered after 15 seconds). Press Service Menu to "Destinations?" Press > to "Fixed Call Forwd?" to "New Entry?" Key call forward destination to "Save?" The display will show "Forwarding to XXXX" All calls to the user will now forward to chosen destination. Programming fixed call forward to voic Press Service Menu to "Destinations?" Press > to "Fixed Call Forwd?" to "New Entry?" Key in 1 2 on the keypad followed by your own extension number to "Save?" The display will show "Forwarding to 12 Ext No PROCONNECT MSG" All calls to your extension will now be immediately diverted to voic . IMPORTANT NOTE. When programming a fixed call forward it automatically activates the call forwarding pre-set destination feature and your phone will not ring at your desk. Please remember to deactivate this feature so that your calls will only be diverted if unanswered after 15 seconds. To de-activate the call forward When you have programmed your pre-set destination (fixed call forward) you must deactivate it if you wish to receive calls as normal. The Call Forward button will be lit Press the Call Forward button and the light will go out Your Fixed Call Forward is now deactivated Calls will now be received as normal unless not answered after a predetermined time. If unanswered after 15 seconds the call will be diverted to your fixed/permanent call forward destination. If you are busy the phone will automatically divert to your fixed call forward destination. 3

4 To cancel the fixed call forward destination If you do not wish your calls to be forwarded to another destination you can delete the fixed call forward. Press service key "Destinations?" Press > to "Fixed Call Forwd?" Press > to delete option The fixed destination has now been deleted. Your calls will not divert to another destination but will ring until answered. VARIABLE/TEMPORARY CALL FORWARD Call forwarding - variable destination This will supersede the fixed destination until cancelled. Press Service Menu to "Destinations?" to "Variable call forw.?" Key the chosen destination to "Save" This feature can be used if you are working from another office and wish to take calls from there. Once you cancel the variable call forward the handset automatically reverts to your programmed fixed destination. IMPORTANT: Your variable (temporary) call forwarding automatically deactivates at midnight. If you are going on leave it is advisable to change your fixed call forwarding destination. To deactivate the variable call forward Press "Call Forward" function key Light will go out SAVE NUMBER REDIAL The "Save Number" function key allows you to store a number and redial at a later time. It is not a last number redial. Call the number you require If there is no answer or it is engaged Press the "Save Number" function key You can now make other calls as the saved number remains in the system until you key in another save number (which overrides the previous one). 4

5 SECOND CALL WAITING If this feature is activated the user will receive an indication that a second caller is waiting (DDI or internal). Activate second call Press the "2 nd Call" function key If you are on a call you will hear a warning beep to notify you that you have another incoming call. The caller will not get the engaged tone, they will hear a ringing tone. Answer second call Press the "Call Pickup" key The first call will automatically be held The call alternating feature can then be used to toggle between the calls "Toggle?" will be displayed on your screen If not press > to "toggle?" to alternate between the callers De-activate second call When "2 nd Call" is lit Press it to deactivate "2 nd Call" light will go out and this facility is now deactivated SPEED DIALING INDIVIDUAL SPEED DIALLING Each user has the ability to store 10 destinations via the handset keypad. To store a number: Press Service Menu key to "Destinations" Press > to "Speed Dialling" Key index number 0-9 "Nothing stored new entry" will appear on screen Key required number (remember to include external access code '9') to save To use individual speed dialling number Dial speed dialling access code 63 Key index number SYSTEM SPEED DIALLING The system administrator (Mick Lucette) has the ability to store commonly used numbers centrally and each user on the system can have access to these. (A list of these numbers appears in the internal telephone directory). The access code is 61 followed by the three digits listed. 5

6 To use system speed dialling: Key system speed dialling access code (61) Key index number CONFERENCE CALLS You have the ability to add a third party to an existing call (or a maximum of 8 people, internal or external) With an existing call established Press > to "Start Conference" Establish second call to "Conference" All parties will receive a warning tone All parties will now be included in the Conference. To join another party to the conference Press > to "Add on to Conference" Establish third call to "Conference". All parties will receive a warning tone. All parties will now be included in the Conference Please note:. The user who has instigated the conference will see how many people they have in the conference via their display. The conference controller is the only person able to join another party to the conference and if they hang up, all parties will automatically be disconnected. Release conference participant The display shows the existing conference A position number is shown on the display for each partner included (eg ) The instigator of the conference is position number 1. Select the position number of relevant conference partner you wish to release (If you do not remember which number they are, press a number on the keypad and the details will be displayed (ie. if you press 2 it will tell you caller 2's telephone number if external, or if internal it will display their name and ext. no) Once you have selected the call number Press > to "Release partner?" to confirm Transfer conference call to another participant If you wish to leave the conference call you can transfer the control to another participant. Press > until display screen shows "Transfer conference?" to confirm You have now excluded yourself from the conference Please note: you must have 4 or more people on a conference call to be able to transfer the Conference. 6

7 TIMED REMINDERS This feature enables a user to set a chosen time to be reminded. For example, an appointment. A user can set up to five reminders. To set a timed reminder Press service key Press > to "Reminder" to "New Reminder" Key chosen time (ie: 1430) to "Save" The users handset will now ring at that chosen time and the display will also show the time the reminder was set for. To acknowledge the timed reminder Lift handset 7

8 FACILITIES FOR MANAGER/SECRETARY PHONES Managers are able to set their fixed (permanent) call forward destination to their secretary's phones so that their phones do not ring at their desk, but at their secretary's. Set the Fixed Call Forward destination (see notes on "Fixed Call forwarding") Press the "Call forward" button so it is lit All calls will now ring at the secretary's telephone. The secretary is the only person who can transfer calls to the Manager. DIRECT STATION SELECT (DSS) This feature enables the user to access their manager via a one key operation. Users can also transfer calls using the DSS without pressing "Consultation". The DSS key overrides other functions so that if the Manager is on another call, yet has not set up the "2 nd Call" feature, their phone will give a warning tone when his Secretary phones (see notes on "To use DSS key"). Programme a DSS key Press service key Press > to "Key Function" Press the key that you wish to programme to "Change" the feature Press > to "Direct Station Select" to select to "Save" Although you have specified a DSS key you have not yet saved a number under this key. Programme a number under the DSS key Press service key Press the DSS key to "New Entry" Key internal destination number to "Save" To use DSS key Press relevant DSS key If the LED is lit, then the user is busy If the LED is flashing, it indicates that the extension is ringing and you can pickup the call by pressing the flashing DSS key 8

9 NAME KEYS This feature enables the user to programme frequently used internal or external numbers for one key operation. To programme name keys Press service menu key Press free name key (one of the top two function keys on right, if available) to "New Entry" Key chosen number (include any access codes required) to "Save". To use the name key Press relevant name key VOLUME CONTROL Ringing Volume Press the + key The display will show "Ringer Volume" Use the + and - keys by the side of the handset to adjust the volume to set Ringing Pitch Press the + key The display will show "Ringer Volume" Press > to "Ringer Pitch" Use the + and - keys by the side of the handset to adjust the pitch to set Handset Volume While on call Press the + and - keys to adjust the handset volume Only press the if you wish to set it at this level If you don't press, the handset volume will default back to the normal level Warning Tone The warning tone is the indication for a call pickup Press + key The display will show "Ringer Volume" Press > to "Warning Tone" Use the + and - keys by the side of the handset to adjust the tone to set 9

10 THE FUNCTIONS LISTED BELOW ARE NOT AVAILABLE TO ALL USERS. CALL PARK If you answer a call at your extension and you wish to Park it at another extension within your Pick Up Group. Press your Park key and replace your handset. You may now retrieve your parked call from any of the extensions within your Pick Up Group by pressing Park key which will also have a flashing red light by the side CALL PICKUP The system administrator can programme users into pickup groups. This function will only be available if Managers have asked the system manager for this facility. A maximum of 25 digital handsets can be programmed into pickup groups. A display handset enhances this feature as the user will be able to see which handset is being called and the type of call that is incoming to that handset. To activate call pickup Press Call Pickup key STATION HUNT GROUPS There are two types of hunt groups - Linear and Cyclic Linear A call to a linear hunt group will always be routed to the first station in the hunt group unless that extension is busy/no answer or unavailable, then the call is routed to the next free extension in the hunt group. Cyclic A call to a cyclic hunt group will be routed to the next extension which should receive a call, therefore distributing the calls on an even basis. 10