VoIP User Guide UCLA INFORMATION TECHNOLOGY SERVICES

VoIP User Guide UCLA INFORMATION TECHNOLOGY SERVICES 1

Introduction This guide covers the features that are available with the VoIP telephone system. IT SERVICES 741 Charles E. Young Drive South (CSB 1, 2nd floor, Mail Code: 951363) IT Services supports the following Cisco VoIP models: 7911, 7912, 7940, 7941, 7960, 7970, and 7970g. This user guide will cover specific steps for each model by noting the last two digits of the model number in parentheses. Your model number is displayed on the upper right hand Box 951363, Los Angeles, CA 90095-1363 Voice: 310-825-6285 Fax: 310-206-8460 Web: <http://www.cts.ucla.edu> corner of your VoIP instrument. IT SERVICES REPAIR & HELP DESK If you need disability auxiliary aids or services in using training materials, Voice: 310-206-0008 or 114 or during a training class, please notify the IT Services Training Center ten business days in advance. IT SERVICES CUSTOMER REQUESTS IT Services Administration: voipsupport@cts.ucla.edu VOIP ONLINE TUTORIAL Self Provisioning System: <http://voip.cts.ucla.edu> http://www.cts.ucla.edu/voiptutorial IT SERVICES TRAINING CENTER VOIP QUICK REFERENCE CARD http://www.cts.ucla.edu/ Voice: 310-825-8168 Fax: 310-206-4279 Email: training@cts.ucla.edu Web: http://www.cts.ucla.edu Table of Contents TELEPHONE ADMINISTRATION Buttons and Keys.... 3 Calling Area... 4 Footstand Adjustment... 4 Ring Type... 4 Screen Contrast (7960 Model)... 5 Time and Date... 5 Touchscreen (7970 Model)... 6 Visual Indicators... 7 DIALING INSTRUCTIONS Dialing UCLA Campus and Non-Campus Numbers... 8 Emergency Services... 9 Operator Assistance... 9 Outbound Caller ID...................... 9 ANSWERING AND PLACING CALLS Answering Calls.... 10 Placing Calls.... 10 Online Directory... 10 Call Log.... 11 Auto Answer Back.... 11 TELEPHONE FEATURES Barge... 12 Call Conference.... 12 Call Forward... 12 Call Park... 13 Call Pickup... 13 Call Transfer.... 13 Call Join... 14 Direct Transfer.... 14 Do Not Disturb... 14 Call Waiting on Same Line... 15 Call Waiting on Multiple Line.... 15 Answering Shared Line... 15 Last Number Redial... 16 Message Waiting Indicator.... 16 Personal Dialing Directory... 16 Speed Dial... 17 Web Dialer............................. 17 Self Provisioning... 18 Acceptable Use Statements... 18 2

TELEPHONE ADMINISTRATION BUTTONS AND KEYS DIRECTORIES BUTTON (7940/41/60/70) Provides access to your personal call history, the UCLA Directory, and your Personal Directory to view call information or to place outbound calls. You are able to dial any number displayed by pressing the Dial softkey. LINE AND SPEED DIAL BUTTONS (7940/41/60/70) Press these buttons to access a new line or automatically dial an assigned phone number by way of a Speed Dial button. Line and Speed Dial buttons are located to the right of the screen that also identifies each button. DISPLAY BUTTON (7970) Offered on the 7970 model. Awakens the touchscreen from power-save mode, disables it for cleaning or customized preferences, or enables the MESSAGES BUTTON (7940/41/60/70) Provides one-touch access to the VoiceNet Voice-mail system. Log into your mailbox by following the VoiceNet prompts. touchscreen if previously disabled. HEADSET BUTTON (7940/41/60/70) MENU BUTTON (7911/12) Provides access to directores, settings, messages, help and services. Allows you to answer a call using the headset or switch to the headset during an active call. MESSAGES BUTTON (7940/41/60/70) Provides one-touch access to the Voicemail system. Log into your HELP BUTTON (7940/41/60/70) mailbox by following the Voicemail prompts. Used to quickly access help for specific keys and features. Help information is displayed on your telephone s screen. Press the button twice to access information about using Help. MUTE BUTTON (7940/41/60/70) Mutes the telephone microphone on the handset, headset, or on the telephone set when using the speakerphone feature. Press the button to HOLD (7940/41/60/70) toggle the feature on or off. Hold is located on the touchscreen of the 7970 model or as a sofkey on both the 7970 and 7960 model. It can be activated by pressing the touchscreen button or the designated sofkey. It allows you to place a call on hold and return the handset on the cradle. A call is automatically NAVIGATION BUTTON Use this button to scroll through and select text and menu items on your screen. placed on hold when pressing another line button. To return to the held call, press the Resume screen button or softkey. SERVICES BUTTON (7940/41/60/70) Provides access to informational services such as the UC Campus HOLD (7911/12) Hold button allows you to place a call on hold and return the handset on Directory, the UCLA Campus Directory, weather, roads, stock quotes, or network status. the cradle. SETTINGS BUTTON (7940/41/60/70) Allows you to change the telephone ringer, LCD contrast on the 7960 model or the touchscreen options on the 7970 model. 3

TELEPHONE ADMINISTRATION SOFTKEYS Keys located under the screen that correspond to the option tabs displayed at the bottom of the screen, which change based on the status of your telephone. Softkeys are used to access features or dialing options. RING TYPE Allows you to personalize the telephone ringer to help differentiate between your telephone and another ringing phone nearby, or to differentiate between different lines appearing on your phone. SPEAKER BUTTON (7940/41/60/70) Activates the built-in microphone to conduct a two-way speakerphone conversation while keeping the handset in the cradle. The default ring type will set the ringer for all lines appearing on the set. You can choose from up to six different ring types for individual lines appearing on your telephone. Select the silent ring option to turn your VOLUME BUTTON (7940/41/60/70) ringer off Adjusts the volume of your handset, speakerphone or headset during an active call. To save the volume setting, press the Save screen button or softkey. Also, this button allows you to adjust the volume of your telephone ringer when the instrument is in an idle state. The volume setting is automatically saved. SET DEFAULT RING TYPE (7960) 2. Navigate until Ring Type appears in screen and then press Select 3. Navigate to Default ring type and then press Select 4. Navigate to a ring type name, then press Play softkey to hear selection 5. Press Select CALLING AREA Determines the access privileges and dialing range assigned to a telephone line and can help control abuse. Assignment is arranged with IT Services for each line appearance. SET DEFAULT RING TYPE (7941/70) 2. Navigate to User Preferences then press Select 3. Navigate until Ring Type appears in screen and then press Select 4. Navigate to Default ring type and then press Select 5. Navigate to a ring type name, then press Play softkey to hear selection 6. Press Select FOOTSTAND ADJUSTMENT Footstand Adjustment unlocks the phone base so you can adjust its angle to better view the screen. ADJUST FOOTSTAND (7940/41/60/70) footstand adjustment button located on right side of telephone 2. Gently pull footstand away from body of the phone REMOVE FOOTSTAND (7911/12) SET DEFAULT RING TYPE (7911/12) 2. Navigate to Settings then press Select 3. Navigate to User Preferences then press Select 4. Navigate to Rings then press press Select 5. Navigate to Default ring type and then press Select 6. Navigate to a ring type name, then press Play softkey to hear selection 7. Press Select Squeeze footstand adjustment and pull foot stand away from telephone set 4

TELEPHONE ADMINISTRATION SCREEN CONTRAST TIME AND DATE LCD Screen Contrast allows you to set the contrast level of your telephone screen to improve readability. The current time and date appears at the top of the display screen, which is set by IT Services within the VoIP system. Screen Contrast is not active on 7970 models. CHANGE CONTRAST (7960) 2. Navigate until Contrast appears in screen and then press Select softkey 3. Press Up or Down softkeys to adjust contrast level 4. Press OK softkey to select 5. Press Save softkey to save your change and to exit settings menu CHANGE CONTRAST (7911/12) 2. Navigate to Settings then press Select 3. Navigate to User Preferences then press Select 4. Navigate to Contrast then press Select 5. Press Up or Down softkeys to adjustcontrast level 6. Press Save softkey to save your change and to exit settings menu CHANGE CONTRAST (7940) 2. Navigate to User Preferences then press Select 3. Navigate to Contrast then press Select 4. Press Up or Down softkeys to adjustcontrast level 5. Press Save softkey to save your change and to exit settings menu 5

TELEPHONE ADMINISTRATION TOUCHSCREEN (7970 MODEL) Offers a high-resolution color touchscreen display that serves as a desktop to view and select features. The touchscreen can be customized by adjusting the background image, brightness, or contrast. You can also disable the touchscreen function for cleaning or if you prefer to only use buttons or softkeys. To choose a touchscreen item, press on the item icon using your fingertip. To avoid screen damage, do not use a device or object other than your fingertip. NOTE: The backlight on your touchscreen may become disabled after long periods of inactivity. To wake the touchscreen from the sleep mode, press any button, touch the screen, or lift the handset. BACKGROUND IMAGE SELECTION 2. Select User Preferences, then Background Images 3. Navigate through screen options 4. Press Select for the desired background image 5. Press to select new setting or to revert to previously saved setting 6. Press Exit until menus clear BRIGHTNESS ADJUSTMENT 2. Select User Preferences, then Brightness 3. Press Down or Up to adjust brightness 4. Press Save to select new setting or Cancel to revert to previously saved setting 5. Press Exit until menus clear DISABLE OR ENABLE TOUCHSCREEN and hold for more than one second 2. Button flashes green for several seconds and Touchscreen Disabled or Touchscreen Enabled appears on screen to confirm setting is active 6

TELEPHONE ADMINISTRATION VISUAL INDICATORS Indicators appear on buttons, adjacent to buttons on the screen, and on the handset to identify line activity, call states, and voicemail message status. LINE BUTTON LAMP INDICATORS (7970 MODEL ONLY) Steady green lamp indicates active call Blinking green lamp indicates holding call Blinking orange lamp indicates incoming call ringing Steady red lamp indicates active shared line Clear lamp indicates no call activity LINE BUTTON SCREEN ICONS Speed dial - button is programmed for memory dialing Idle - line is assigned and available Off hook - outbound call is being placed Ringing - inbound call is being received Connected - line is in use Hold - call has been placed on hold Shared line in use - another phone that shares the line has an active connected call New messages waiting - indicates new voicemail messages for the specified line Call Forwarding activated - calls have been forwarded to another destination for the specified line HANDSET LAMP INDICATOR New messages waiting - indicates new voicemail messages for any line appearance that has new messages. The Handset Lamp Indicator will also blink when there is an incoming call. 7

DIALING INSTRUCTIONS DIALING UCLA CAMPUS AND NON-CAMPUS NUMBERS IT Services telephone service provides station-to-station campus dialing for the UCLA community. A campus telephone number is identified by the last five digits of its seven-digit telephone number. UCLA telephone service that extends to UCLA facilities off campus is called Extended Campus Service (ECS). It too is part of the five-digit campus dialing plan and offers most UCLA telephone features. UCLA telephone numbers are located within the 310 area code and encompass one of the following prefixes: 206 267 312 319 794 825 983 To identify the full seven-digit UCLA telephone number, match the last digit of the prefix to the first digit of the five-digit number. IT Services also provides campus-dialing service to Santa Monica-UCLA Medical Center. However, numbers ranging from 92000 to 93999 and from 95200 to 95999 cannot be dialed directly using the 319 prefix. These five-digit numbers can only be dialed from another UCLA campus number or via Santa Monica-UCLA Medical Center Hospital Communications. Access to non-ucla campus numbers requires dialing 8 first. The allowable calling area is based on the telephone line s class of service. CALLING CARD AND COLLECT CALLS 1. Dial 8 + 0 + 0 + area code + seven-digit number 2. Enter calling card number at tone or wait for telephone operator to answer PERSON-TO-PERSON CALLS 1. Dial 8 + 0 + area code + seven-digit number 2. Follow voice prompt instructions or wait for telephone operator to answer INTERNATIONAL DIRECT DIAL CALLS Dial 8 + 0 1 1 + country code (+ city code if necessary) + number INTERNATIONAL COLLECT AND CREDIT CARD CALLS 1. Dial 8 + 0 + 0 + 0 1 + country code (+ city code if necessary) + number 2. Wait for telephone operator to answer, then provide the necessary billing information INTERNATIONAL PERSON-TO-PERSON CALLS 1. Dial 8 + 0 1 + country code (+ city code if necessary) + number 2. Wait for telephone operator to answer, then provide necessary billing information UCLA CAMPUS CALLS Dial five-digit campus number LOCAL DIRECT DIAL CALLS (WITHIN 310 AREA CODE) Dial 8 + seven-digit number TOLL AND LONG DISTANCE DIRECT DIAL CALLS Dial 8 +1 + area code + seven-digit number 8

DIALING INSTRUCTIONS EMERGENCY SERVICES UCLA CAMPUS EMERGENCY - UCPD 1. Dial 911 from an on-campus telephone 2. Provide your name, location, and telephone number to dispatcher MEET-ME CONFERENCE 1. Dial 53333 to obtain Meet-Me Conference reservation and number 2. Follow representative s instructions 3. Do not hang up until instructed to do so UCLA EMERGENCY INFORMATION LINE 800-900-UCLA OUTBOUND CALLER ID UCLA EMERGENCY RADIO AM 810 Outbound Calling Party Number Identification, also known as Outbound Caller ID, sends the digits of a caller s telephone number to the recipient. The recipient is able to view the caller s telephone number when his or OPERATOR ASSISTANCE her telephone is equipped with a display or display unit. You may choose to block your outbound digits on a per call basis by using the Caller ID Block code *67. UCLA CAMPUS INFORMATION OPERATOR Dial 0 Business and residential telephone numbers can automatically reject incoming calls that have blocked the receipt of Outbound Caller ID. Outbound Caller ID blocking does not apply to toll-free numbers or to UCLA MEDICAL CENTER PAGE OPERATOR emergency 911 calls. Dial 68477 UCLA MEDICAL CENTER PAGING SYSTEM BLOCK CALLER ID Press *67 then dial number (include 8 if dialing a non-campus number) Dial 56301 LOCAL AREA OPERATOR (VERIZON) Dial 8 + 0 LONG DISTANCE OPERATOR Dial 8 + 0 + 0 OPERATOR ASSISTED CALLS 1. Dial 8 + 0 + area code + seven-digit number 2. Wait for telephone operator to answer 9

ANSWERING & PLACING CALLS ANSWERING CALLS ONLINE DIRECTORY Incoming calls can be answered using a variety of methods. When managing multiple lines, the ringing line will automatically be answered. If more than one line is ringing on your telephone set, the first line appearance (at top) will be answered unless you press a specific line button. When using a headset, the headset adapter is not needed. You are able to access the UCLA online campus directory from your VoIP telephone to reference campus numbers and place outbound campus calls. Use the dial pad to enter the name of the person you are searching for. For example, press 2 one time for a, twice for b, and three times for c. The cursor automatically advances between letters. If you make a mistake, press the << screen button or softkey to clear your entry. Up to Lift handset to speak privately 32 characters can be displayed when searching directory information. Press Answer to activate speakerphone 7940/41/60/70 MODELS ONLY Press to select line and activate speakerphone Press to activate speakerphone Press to activate headset; press or Answer if necessary PLACE CALL USING UCLA DIRECTORY (7940/41/60/70) button 2. Navigate to UCLA Directory then press Select 3. Enter search criteria using dial pad (partial entries are accepted) 4. Press Search to submit entry 5. Navigate to your desired directory record 6. Press Dial to place call or lift handset PLACE CALL USING UCLA DIRECTORY (7911/12) PLACING CALLS You can place outbound calls by applying any of the following methods while adhering to UCLA dialing instructions. The first line appearing (at top) on your telephone set will be selected to place your call unless you press a specific line button. Numbers can be previewed by first dialing the number before lifting the handset or selecting a dialing method. When 2. Navigate to Directory and then press Select 3. Navigate to UCLA Directory then press Select 4. Enter search criteria using dial pad (partial entries are accepted) 5. Press Search to submit entry 6. Navigate to your desired directory record 7. Press Dial to place call or lift handset using a headset, the headset adapter is not needed. Lift handset to place private call Press New Call to activate speakerphon 7940/41/60/70 MODELS ONLY Press to select line and activate speakerphone Press to activate speakerphone Press to activate headset 10

ANSWERING & PLACING CALLS CALL LOG AUTO ANSWER BACK Your VoIP telephone will record incoming and outgoing call history in three directories: Received Calls, Placed Calls, or Missed Calls. You can view call records to place calls using any of the call log directory options. A limit of 32 call records per directory can be stored. When this limit is reached, the newest record replaces the oldest record. If you chose to Allows a call to be answered automatically without having to take an action such as lifting the handset. When a new call arrives, the handset red light strip flashes and the speakerphone is automatically enabled. To speak privately, lift the handset. IT Services assigns this option to your telephone on request. delete call records, all three directories will be cleared. PLACE CALL USING LOG (7940/41/60/70) button 2. Navigate to desired directory then press Select 3. Press EditDial to add digits to number string (if necessary) 4. Press Dial to place call or lift handset CLEAR CALL LOGS (7940/41/60/70) button 2. Press Clear; all call records are deleted PLACE CALL USING LOG (7911/12) 2. Navigate to Directory then press Select 3. Navigate to desired directory then press Select 4. Press EditDial to add digits to number string (if necessary) 5. Press Dial to place call or lift handset CLEAR CALL LOGS (7911/12) 2. Navigate to Directory then press Select 3. Press Clear; all call records are deleted 11

TELEPHONE FEATURES BARGE CALL FORWARD Barge is used to join a conversation that is taking place on a shared line. A shared line is one number that appears on multiple VoIP telephone sets. When the feature is activated, a beep tone is heard to warn that a new caller has joined the conversation. When a party leaves the Redirects all incoming calls to another telephone number for your first line appearance (top line button). Calls can be forwarded to any number your telephone s calling area allows. When the feature is activated, the forwarding number appears towards the bottom of the LCD screen and conversation, a double-beep tone is heard. The Barge feature must the call forward icon appears next to the forwarded line. be turned on by IT Services to utilize this feature. Contact your IT You are still able to place outgoing calls after feature activation. department to request the Barge feature. ACTIVATE BARGE (ALL MODELS) 1. Lift handset and navigate to the busy line you want to join 2. Press Barge to join call; listen for conversation 3. Press EndCall to exit ACTIVATE CALL FORWARD (ALL MODELS) CFwdAll; special dial tone is heard 2. Enter number to which calls will be forwarded (follow UCLA Dialing Instructions); indicators appear DEACTIVATE CALL FORWARD (ALL MODELS) Press CFwdAll; indicators clear CALL CONFERENCE Allows you to establish a multi-party conference call with up to a total of six campus or non-campus numbers. The destination to which you may place the conference call is based on your telephone line s class of service. Toll charges will be billed to the originating campus number. For conference calls that exceed six parties, call Meet-Me Conference Services at 310-825-3333. PLACE CONFERENCE CALL (ALL MODELS) 1. Place or receive initial call 2. Press More and then Confrn; new line indicator is on and your initial call is placed on hold 3. Dial third party s number (follow UCLA Dialing Instructions) 4. Wait for third party to answer then announce conference call CALL JOIN Call Join creates a Conference Call by joining calls that are already connected on a line. If you do not wish to continue in the conference call, use the Direct Transfer feature instead. CALL JOIN (ALL MODELS) 3. Make sure there are two or more calls on a single line 4. Navigate to highlight the call that you want to add to the conference 5. Press Select; a checkmark icon displays next to the selected call 6. Repeat this process for each call that you want to include in the conference call 7. (You may need to press the more softkey) From one of the selected calls, press Join 5. Press Confrn to establish three-way conference 6. Repeat steps 2 through 5 to add additional parties Note: The active call is automatically selected. Be sure that you have selected at least one call in addition to the active call. 12

TELEPHONE FEATURES CALL PARK CALL TRANSFER Allows you to hold a call to another number and retrieve the call from another telephone line. While the call is parked, the caller will hear music. If the parked call is not retrieved after 60 seconds, it will ring at the originating campus number. Allows you to transfer calls to campus or non-campus numbers. When a busy signal or no answer is received, you can cancel the transfer and return to the original call. If transferring a call to a non-campus number, toll charges will be billed to the originating number (transferring telephone). Non-campus calls cannot be transferred to non-campus PARK CALL (ALL MODELS) numbers. More during call 2. Press Park to park call; screen displays the number where the call is parked 3. Make a note of the five-digit campus number to which the call was parked (the full ten digit number will be displayed) RETRIEVE PARKED CALL (ALL MODELS) Dial the five-digit campus call park number TRANSFER CALL (ALL MODELS) 1. Advise caller that you are going to transfer his or her call 2. Press Transfer; new line indicator is on and the call is placed on hold 3. Dial number (follow UCLA dialing instructions) 4. Wait for second party to answer then announce call 5. Press Transfer again to complete transfer CANCEL TRANSFER (7940/41/60/70) CALL PICKUP Involves a group of VoIP campus numbers that are linked together by the assignment of the Call Pickup Group feature. Allows you to answer an incoming call that is ringing at a colleague s VoIP telephone set within your group. Calls are picked up in the order that they entered the group. You cannot select a specific call to pick up. 1. Listen for busy signal or no answer 2. Press Endcall 3. Press Resume to return to original call CANCEL TRANSFER (7911/12) 1. Listen for busy signal or no answer 2. Press Endcall 3. Press Hold button to return to original call PICKUP CALL (ALL MODELS) 1. You hear a ringing telephone within your pickup group 2. Press a free line button 3. Press More 4. Press Pickup; caller s information is displayed and call is now ringing on your telephone 5. Press Answer to answer call 13

TELEPHONE FEATURES DIRECT TRANSFER DO NOT DISTURB (DND) Direct Transfer will connect two parties who are already connected on the same line and terminate you from the other two callers, leaving them connected. If you wish to stay on the line with the callers, use the Call Join feature instead. DND allows users to turn their phone ringer on or off. When DND is active the phone will display the message Do Not Disturb is Active on the LCD screen and the phone will beep once when a call is received. The DND feature must be turned on by IT Services to utilize this feature. Contact your IT department to request the DND feature. DIRECT TRANSFER (ALL MODELS) 1. Navigate to highlight the call you want to perform the Transfer with 2. Press Select; a checkmark icon displays next to the selected call 3. Repeat this process for the second call 4. (You may need to press the more softkey) With one of the selected calls highlighted, press DirTrfr. The two calls connect to each other and you are dropped from the call. ACTIVATE DND Press the DND soft key DEACTIVATE DND Press the DND soft key 14

TELEPHONE FEATURES CALL WAITING ON SAME LINE Informs you that a second call is waiting on the line that you are currently on. You hear a call waiting tone and a ringing telephone icon appears on the screen with incoming caller identification information. You may choose to answer the new call or ignore it. ANSWER CALL WAITING (7940/41/60) Answer; original call is placed on hold 2. Speak with new caller 3. To toggle between calls, press the Navigation button up or down to highlight line then press Resume ANSWER CALL WAITING (7970) CALL WAITING ON MULTIPLE LINE Informs you that a second call is waiting on a different line. You hear a call waiting tone and a ringing telephone icon appears on the screen with incoming caller identification information. You may choose to answer the new call or ignore it. Not available on 7911 and 7912 sets. ANSWER CALL WAITING (7940/41/60/70) to select line; original call is placed on hold 2. Speak with new caller 3. To toggle between calls, press the line key to select line of the line you wish to speak on Answer; original call is placed on hold 2. Speak with new caller 3. To toggle between calls, press Line Information on touchscreen, then press Resume ANSWER CALL WAITING (7911/12) Answer; original call is placed on hold 2. Speak with new caller 3. To toggle between calls, press the Navigation button up or down to highlight line then press the Hold button ANSWERING SHARED LINE For telephone sets with a shared line, you are able to place a call on hold, then retrieve the call from a different telephone set that has the same shared line. ANSWERING SHARED LINE (7940/41/60/70) Hold soft key to place call on hold 2. From the other shared line telephone(s) lift handset and Press (line) button to answer the shared line ANSWERING SHARED LINE (7911/12) Hold button to place call on hold 2. From the other shared line telephone(s) lift handset and press navigation button up to highlight the call on hold 3. Press button to answer the shared line 15

TELEPHONE FEATURES LAST NUMBER REDIAL PERSONAL DIALING DIRECTORY Allows you to redial the last number called from your telephone set, regardless of the campus number used to place the call. Last Number Redial will not redial authorization codes or calling card numbers. It will redial Speed Dialing numbers. Allows you to store up to 99 telephone numbers that can be dialed from your personal directory listing. Numbers are assigned an index code of 1 to 99. Your personal dialing directory is built by using the selfprovisioning system at <http://voip.cts.ucla.edu>. REDIAL NUMBER (ALL MODELS) Press Redial USE PERSONAL DIALING DIRECTORY (7940/41/60/70) 2. Navigate to Your Last Name Directory 3. Select desired index code; call information is displayed MESSAGE WAITING INDICATOR The red light on your handset is on and displays next to the associated line button that has new voicemail messages waiting. To retrieve messages, follow the instructions for mailbox access in your USE PERSONAL DIALING DIRECTORY (7911/12) 2. Navigate to Directory then press Select 3. Navigate to Your Last Name Directory then press Select 4. Select desired index code; call information is displayed Voicemail User Guide available online at <www.cts.ucla.edu/ trainingliterature>. ACCESS VOICENET (7940/41/60/70) ; UCLA VoiceNet is dialed 2. Follow VoiceNet prompts; indicator is off when all new messages have been played ACCESS VOICENET (7911/12) Msgs softkey 2. Follow VoiceNet prompts; indicator is off when all new messages have been played 16

TELEPHONE FEATURES SPEED DIAL Each speed dial button allows one-touch memory dialing for a campus or non-campus number. Programming information appears on the screen to the left of the speed dial button. Speed dialing is programmed by using the self-provisioning system at <http://voip.cts.ucla.edu>. USE SPEED DIAL (7960/70) Press desired speed dial button; call information is displayed USE SPEED DIAL (7911/12) the up arrow on the Navigation button 2. Navigate to a speed dial entry 3. Press Dial ACTIVATE/DEACTIVATE WEB DIALER 1. Right click on your Web Browser s toolbar and select UCLA VoIP Web Dialer 2. Click the Connect a Phone icon. 3. Sign in using your UCLA Logon ID 4. You will remain signed-on until you clear your internet cache or turn your computer off SEARCH AND DIAL Dial a number by entering it in the text box provided, then press the Enter key. Remember to follow UCLA dialing instructions; your phone s speakerphone activates and dials. -or- Search for names or departments by typing. Partial entries are accepted. After pressing the Enter key, a list of results WEB DIALER display. Click an entry and click the Dial button to call; your phone s speakerphone activates and dials. To hang up, press the Hang Up icon Web Dialer is a tool bar that you may install on your web browser and connects to your VoIP telephone. The Web Dialer allows you to enter numbers directly into your Web Browser or search for numbers and then your VoIP phone automatically dials the number by activating its speaker phone. The Web Dialer is compatible with Internet Explorer and Firefox. OPEN VOIP DIRECTORY / EDIT DIRECTORY AND SPEED DIAL BUTTONS From the toolbar, you are able to quickly access your speed dial and personal directory entries. Click these icons to access these entries and update, add, or dial directory from your internet browser. INSTALL WEB DIALER Installation of the Web Dialer and registration with Self Provisioning (See Self Provisioning section) is required. 1. Go to http://voip.cts.ucla.edu/portal/ 2. Click the Web Dialer Link under the Features section 3. Click the Get it here link 4. Follow the onscreen instructions to complete the installation 5. If you have questions or problems during installation, please contact your IT Department 17

TELEPHONE FEATURES SELF PROVISIONING The Self Provisioning Tool allows VoIP users to configure settings on their telephones. A UCLA Logon ID is required to use Self Provisioning. When changes are made via Self Provisioning your VoIP telephone will perform a soft-reset to apply the new changes. MUSIC ON HOLD AUDIO SELECTION Music on Hold allows you to change the music a caller hears when they are placed on hold. 1. Click the Change button 2. Select a music source REGISTER VOIP PHONE WITH SELF PROVISIONING Registering your VoIP phone with the Self Provisioning website is 3. Click the play button to preview 4. Click the Update button to save required before you are able to make any changes. This one-time registration requires a UCLA Logon ID that can be obtained from www.bol.ucla.edu. 1. Access http://voip.cts.ucla.edu 2. Click Login button 3. Enter UCLA Logon ID and Password; click the Sign In button 4. Click Click Here to Add a Phone To Your Account 5. Enter your 10-digit number in the second textbox; click the Continue button 6. Select Services button on your telephone 7. Select Tools; Select Identify This Phone 8. Enter code that appears in web browser into your telephone; press Submit key 9. Return to web browser; click Continue 10. Click Continue again 11. Verify information; click Continue SELECT A NUMBER Lists all the VoIP telephones registered to your UCLA Logon ID. Click PERSONAL DIRECTORY AND SPEED DIALS Personal Directory and Speed Dial settings allow you to program and store numbers into your VoIP telephone for quick dialing. Personal Directory numbers are stored in the Directories button under a folder named (your last name) Directory. Speed Dial numbers are stored directly on the VoIP screen next to any available Line Button(s). 1. Click the Change button 2. Click the Add button 3. Enter the Name as you want it to appear on your telephone 4. Enter the Number, follow UCLA dialing instructions 5. Click and drag entries to rearrange, if necessary 6. Click the Apply button to save 7. Click Close when finished SELECT A NUMBER If multiple telephone numbers appear on your phone, use the drop down to select the specific number you wish to update. on the phone you wish to update. 18

TELEPHONE FEATURES CALLER ID Caller ID allows you to change the number and name (on-campus only) that appears on the receiving telephone when placing a call. 1. Click the Change button 2. Type Name that will appear to the receiving party for all oncampus locations 3. Select the telephone number that will appear to the receiving party. 310-825-4321 is the generic UCLA Campus Number and No Calling Line ID (CLID) will not display any number. 4. Click the Update button to save CALL WAITING Call waiting allows you to receive calls when your telephone is in use. 1. Click the Change button 2. Select your desired Call Waiting choice. 3. Click the Update button to save 4. Click Close when finished RING SETTINGS Ring Settings allows you to configure how your telephone will notify you of an incoming call when it is idle and when receiving Call Waiting. CALL FORWARDING Call Forward allows you to redirect all incoming calls to another number or to Voicemail. There are 3 types of Fall Forward: Call Forward All redirects all calls to the specified number, Call Forward Busy redirects calls to the specified number in lieu of receiving a busy tone, Call Options include Ring Once, Ring, Flash Only, or Disable. 1. Click the Change button 2. Select your choice for Idle calls and Busy calls. 3. Click the Update button to save 4. Click Close when finished Forward No Answers redirects all calls to the specified number if no one answers the call. If Call Forward All is selected, Busy and No Answer are not applicable because all calls will automatically be forward to the specified number and your telephone will not ring. 1. Click the Change button 2. Select the checkbox for the Call Forward setting you wish to activate 3. In the adjacent fields, select voicemail to forward to voicemail or select Number and enter the forwarding number. Remember to follow UCLA dialing instructions 4. Click the Apply button to save 5. Click Close when finished LINE LABEL Line Label allows you to change the label that appears next to the Line Button on your telephone. 1. Click the Change button 2. Type the label as you wish it appears on your telephone 3. Click the Update button to save 4. Click Close when finished AUTO ANSWER Auto Answer, when enabled, will automatically activate your telephone s speakerphone or headset when receiving an incoming call. CALL FORWARD TIME OF DAY Call Forward Time of Day allows you to automatically configure your phone to forward during specific days and times. 1. Click the Change button 2. Click the Add button 1. Click the Change button 2. Select Off/Disabled, or select which speaker to active when enabling Auto Answer 3. Click the Update button to save 4. Click Close when finished 3. Select the Days when Call Forwarding settings will be active 4. Select the Start and End time Call Forward settings will be active 5. Configure the forwarding settings (All, Busy, and/or No Answer) 6. Click the Apply button to save 7. Click Close when finished 19

ACCEPTABLE USE STATEMENTS CALL HARASSMENT Annoying or threatening telephone calls are illegal under Section 653m of the California Penal Code. As a victim, you have the right to file a formal complaint. The UCLA Police Department (UCPD), which can be contacted at 310-825-1491, will investigate complaints regarding any calls that are in violation of the law. FRAUD The UCLA telephone system tracks all outgoing calls. Tampering with telephone equipment, the false use of IT Services Authorization Codes, or misuse of telephone services is strictly prohibited. IT Services will investigate any fraudulent calls that may be reported. Upon completion of a fraud investigation, a Fraud Investigation/Rebilling fee, as well as the rebilling of unauthorized calls, will be charged to the actual caller. COMPLIANCE WITH POLICIES, LAWS, AND REGULATIONS As a user of UCLA s telephone services, you are required to comply with all applicable state and federal laws and regulations as well as applicable University policy. The misuse of telephone services and equipment provided by UCLA Communications Technology Services (IT Services) is strictly prohibited. 20