NWIRP Phone System Quick Start Guide Version /07/2009
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- Prudence Crawford
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1 NWIRP Phne System Quick Start Guide Versin /07/2009 Switchvx Website Basics (Fr everyne) **Nte: This will nt cver 100% f the ptins available in the new system, just the basics.** Managing yur extensin: Every individual manages their extensin directly nline. Granger users: gra pbx.nwirp.rg Seattle users: sea pbx.nwirp.rg Tacma users: tac pbx.nwirp.rg NWIRP s Intranet is yur best surce fr up t date phne system inf: Accept/Install the Security Certificate Mzilla Firefx users: Click n Add an exceptin and Get Certificate and Cnfirm Security Exceptin even thugh yu receive a warning regarding an invalid security certificate Internet Explrer users: Click n Cntinue t this website if prmpted Extensin = Yur 3 digit extensin; Passwrd = Yur 3 digit extensin Nte: Yu must change yur passwrd n yur first lgin and relgin with yur new passwrd. Nte: T ensure yur vic is secure use a six digit number that is nt yur extensin. Settings tab: Nt currently cvered in this quick start tutrial. Vic tab: Only essential features cvered in this tutrial. Mailbx: This is where users: Access and listen t vic s File vic s int flders Frward vic s t ther NWIRP users Vic ptins: This is where yu need t recrd yur: Full name fr the directry Unavailable greeting fr callers t hear when yu dn t answer the phne Optinal: Busy greeting fr callers t hear when yu dn't answer and are n the phne Call Histry tab: Nt cvered in this quick start tutrial, but yu are welcme t play arund with these features if yu want t view reprts f yur call lg r get call stats. Switchbard: Nn essential feature available nly in Seattle since Granger and Tacma are helping NWIRP save mney by running the free versins f the sftware. This is a real time feature that allws a user t manage calls, much like the current phne switchbard utilized by the Seattle frnt desk. Switchvx Phne System Basics (Fr everyne) Vic In additin t checking vic frm the cmputer yu can check vic frm yur phne by dialing the extensin r frm utside f the ffice by dialing the full phne number. Granger Users: 689 (206) Seattle Users: 199 (206) Tacma Users: 559 (206) Cnference rms: An easy way t set up a cnference call whereby multiple parties call the same number and meet at the given cnference rm. Frm within NWIRP dial 155 t access the Cnference Rm and then enter the rm number
2 Outside callers dial (206) and then enter the rm number Granger Cnference Rm Number: TBA Tacma Cnference Rm Number: TBA Seattle Users: Each user may setup their wn rm n the Switchvx Website under Settings > Cnference Setup. Tell the calling parties t dial the rm number yu set up in this menu. Call parking: Yu can park a call n hld by transferring the call t extensin 700. If yu wish t retrieve the call at a different phne, dial the extensin that is repeated t yu t retrieve the parked call. Intercm: T page all phnes in yur ffice, dial 799 Plycm Desk Phne Basics (Fr users with a Plycm hard phne n yur desk) Sft buttns vs. hard buttns: Tw kinds f buttns exist n Plycm phnes. A hard buttn is a permanent buttn which always serves the same purpses. Sft buttns are lcated next t the screen and change their purpse based n the current cntext. Their functin is indicated n the screen adjacent t them. Nte: Different phne mdels have slightly different sft/hard buttn cnfiguratins. Nte: If there are mre ptins than will fit n the screen a Mre sft buttn is displayed. Managing multiple calls: Nt currently cvered in this quick start tutrial. Basic Menu peratin (arrw keys, select/checkbx key): Nt currently cvered in this quick start tutrial. Placing a call: Lift the handset, press the Headset, Speakerphne, Line, r New Call buttn. Then dial the phne number r extensin and pause r press the Dial buttn. After entering 3, 7, 10, r 11 valid numbers the phne will autmatically dial after a pause. Lng distance calls may require a 3 digit lng distance cde t be entered after the tne. Nte: When n a call, a slid green light will appear next t the buttn crrespnding t the line n which the call was placed. Nte: The << sft buttn is backspace and deletes entered numbers. Vic In additin t checking yur vic frm the internet, yu can check frm yur phne. The tp right blinking red light indicates that yu have new vic . Press the Msgs sft buttn r n sme phnes the Messages buttn t dial the vic system. If yu have n new messages dial the Vic extensin listed abve. Transferring a call t anther extensin r phne number: While yu are already n the call, press the Trans r Trnsfer sft buttn. Dial the destinatin extensin r phne number. The phne will ring and yu may speak privately t the destinatin befre transferring the call. Yur caller will nt be cnnected until yu press the Trans r Trnsfer buttn nce mre. Placing a call n hld: Nte: At any time while transferring the call yu may press Cancel t return t the caller. Nte: Yu may transfer a call t an external phne number but remember NWIRP will be respnsible fr any lng distance charges that may apply. Press the Hld buttn nce t place the call n hld. Pressing the Line r Cnf buttn will autmatically place the call n hld and allw yu t make a new call. NWIRP Phne System Quick Start Guide Versin /7/2009 Page 2
3 Nte that the call is held n the phne line that is nw blinking red. T retrieve the call n hld, press the Line buttn crrespnding t the blinking red line. Three way cnference frm the phne: A cnference call with yurself and tw ther callers can be dne directly frm the phne by using the Cnf sft buttn t start a new call r the arrw keys t select a call that is n hld and then pressing Jin. DND (D Nt Disturb): DND turns the ringer ff. Calls will silently ring and then g t yur vic . Press Menu, select Features r press 1, select DND r press 2 t tggle DND n and ff. If yur phne has a D Nt Disturb buttn it can be used as a shrtcut. Mute the micrphne n yur phne: Press the red buttn t tggle mute n and ff. Using a headset: Nt currently cvered in this quick start tutrial. X Lite Basics (Fr users with nly a sft phne and n desk phne) Open X Lite: Duble click n the icn that is 1) On yur desktp; 2) Start > Prgrams > X Lite Beta; 3) On the taskbar near yur clck. Nte: The prgram is currently set t autmatically startup when yu lg n t yur cmputer. Shutdwn X Lite: Click X Lite > Exit; this cmpletely turns ff yur phne (althugh callers can still leave yu vic .) Nte: Clicking the Clse buttn (X) n the sft phne minimizes X Lite t the system tray (keeps it running in the backgrund); it des nt shutdwn. Placing a call: Dial pad r cmputer keybard: Click n the call entry field and enter the number using the dial pad r the cmputer keypad, then either press enter r click the Call buttn. Nte: If the dial pad is nt visible, click the Shw/Hide dial pad buttn. Cntacts r Histry tab Drag an entry frm the Cntacts r Histry tab; if the tab cntains many cntacts, first search r filter the list. Right click an entry frm the Cntacts r Histry tab and chse Call. Duble click an entry t call. Redial buttn When the call entry field is empty, click the Call buttn t redial the last number. Click the arrw in the call entry field and select a recent call. Placing a secnd call: Withut hanging up n the current call, simply make the call in the nrmal way abve. A secnd call panel pens. The first call is autmatically put n hld. Switch between the different calls by clicking Resume n the desired call panel. That call becmes the active call and all ther calls are n hld. Placing cnference calls: Use the Switchvx cnference rm feature utlined abve. Incming Calls: Answer: Click Answer when the call panel (n the actual phne) r call alert bx (a little ppup at the bttm f yur screen) alerts yu t a new call r press Enter n the keybard if X Lite is the active applicatin n yur cmputer. Decline: Click Decline and the caller will be autmatically frwarded t yur vic . Ending calls: Click the red End call buttn n the Call panel (the call can be active r n hld). Cntacts Tab: Managed by yu fr yur extensin. T shw Cntacts, click n View > Shw Cntact. Nte: These cntacts d nt aut sync with yur Outlk cntacts, s their usefulness is limited. It is recmmended that yu d nt spend a lt f time entering all f yur cntacts int X Lite. Just manually dial them like yu wuld n a nrmal phne, lking fr the phne numbers either in yur Outlk Cntacts, yur cheatsheet staff directries r n physical business cards. Histry Tab: Click t see call histry, srted by: All, Missed, Received, Dialed Hw t d initial setup: Nt currently cvered in this quick start tutrial. NWIRP Phne System Quick Start Guide Versin /7/2009 Page 3
4 Quick Numbers Switchvx User Website Granger Users gra pbx.nwirp.rg Seattle Users sea pbx.nwirp.rg Granger Users tac pbx.nwirp.rg Checking Vic Granger Users 689 (206) Seattle Users 199 (206) Tacma Users 559 (206) Cnference Rms 155 (206) Granger Rm Number Tacma Rm Number Main Incming Lines Granger 600 (509) / (888) Seattle 100 (206) / (800) Tacma 500 (253) / (877) Fax Numbers Granger (509) Seattle (206) Tacma (253) Internal Extensins Call Park 700 All phne Intercm 799 NWIRP Phne System Quick Start Guide Versin /7/2009 Page 4
5 Minimize t task bar X-Lite Menu Availability Shw/hide Dialpad Call entry field Clse t system tray Vic ntificatin Speakerphne (if enabled) Missed call ntificatin Call buttn Dialpad Call panel Vlume cntrl Vlume indicatr f yur caller Hld buttn Mute buttn Vlume indicatr fr yur micrphne End call buttn View Cntacts r Histry Call histry tab Call histry filter Resize Phne Call alert bx NWIRP Phne System Quick Start Guide Versin /7/2009 Page 5
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