Bath CSD Phone System User Manual

Bath CSD Phone System User Manual Documentation and Directions Updated May 27, 2003

TABLE OF CONTENTS I. PHONE CONNECTIONS...1 II. PLACING A CALL (SEE APPENDIX FOR SPECIFIC DIALING INSTRUCTIONS)...1 IV. ENDING A CALL...2 V. TRANSFERRING A CALL...2 VI. FORWARDING ALL CALLS...2 VII. PLACING A CALL ON HOLD...3 VIII. MUTING A CALL...4 IX. CONFERENCE CALLS...4 X. USING CALL PICKUP (OFFICES ONLY)...5 XI. USING GROUP PICKUP (OFFICES ONLY)...5 XII. REDIALING A NUMBER...5 XIII. ACCESSING ONLINE HELP FEATURE...5 XIV. USING CALL HISTORY...6 XV. XVI. SCHOOL DIRECTORY...7 ACCESSING VOICE MAIL...7 XVII. SETTING UP YOUR VOICE MAIL ACCOUNT (FIRST TIME ONLY)...8 XVIII. ACCESSING YOUR VOICE MAIL ACCOUNT...8 1. FROM YOUR PHONE...8 2. FROM ANOTHER PHONE (INSIDE THE DISTRICT ONLY)...8 3. FROM OUTSIDE THE DISTRICT...8 XIX. HANDLING YOUR VOICE MAIL MESSAGES (AFTER ACCESSING YOUR VOICE MAIL ACCOUNT)...9 1. CHECKING YOUR MESSAGES...9 2. REPLYING TO MESSAGES...9 3. FORWARDING MESSAGES...10 XX. CHANGING PERSONAL SETTINGS (SETUP OPTIONS ONLY)...11 1. CHANGING YOUR RECORDED NAME (FIRST AND LAST NAME)...11 2. CHANGING YOUR PASSWORD...11 3. CHANGING YOUR GREETING(S)...11 i. To Record a New Greeting (Standard or Alternate; or to switch between them)...12 DIALING INSTRUCTIONS FOR THE BATH CSD PHONE SYSTEM...13 LOCAL EXCHANGES FOR BATH CENTRAL SCHOOL...13 EMERGENCY CALLS...13 1

I. Phone Connections 1. Connect an Ethernet cable from the wall to the Network port (middle) on the phone 2. Connect the handset and/or headset to their respective ports 3. Connect an Ethernet cable from the Access port to the computer Please note: Each classroom/office has a specific port configured for the phone. Please contact the Help Desk if you need to move your phone to another port or your phone does not appear to be working. II. Placing a Call (See Appendix for specific dialing instructions) 1. Lift the Handset and dial the number 2. Press a Line button and dial the number 3. Press the Speaker button and dial the number 4. Press the Headset button and dial the number 5. Press the NewCall soft key and dial the number 6. Press a Speed Dial button 7. Dial the number then lift the Handset 1

III. Answering a Call 1. Lift the Handset 2. Press the Answer soft key 3. Press the Speaker button 4. Press the Headset button IV. Ending a Call 1. Hang up the Handset 2. Press the EndCall soft key 3. Press the Speaker button 4. Press the Headset button V. Transferring a Call 1. To transfer a call to another phone, press the Trnsfer soft key (This will put the caller on hold automatically) 2. Dial the number to which you are transferring the call 3. When you hear ringing press Trnsfer again (blind), or when the party answers, announce the call and when the other party is ready to receive the call, press Trnsfer (supervised) 4. Hang up to end your participation in the call VI. Forwarding all Calls 1. Press the CFwdAll soft key 2. Dial the 4-digit extension to which you want to forward your calls to 3. Press the Messages key to forward directly to Voicemail 4. To cancel the forwarding of all calls, simply press the CFwdAll soft key 2

Note: An animated icon in the upper left corner of the LCD will indicate that your phone is forwarded VII. Placing a Call on Hold 1. During a call, press the Hold soft key 2. To return to the call, press the Resume soft key Note: For Multi-line phones, simply toggling between the lines using the Line buttons will automatically put the caller on hold and resume the call Multi-line Phone 3

VIII. Muting a Call 1. During a call, press the Mute button 2. To return to the call, press the Mute button again Note: When in Mute, you can hear the caller, but the caller cannot hear you. Especially useful for conference calls IX. Conference Calls 1. During a call, press the More soft key and then the Confrn soft key. This opens a new line while placing the other party(ies) on hold 2. Place a call to another party 3. When the call connects, announce the conference and press the Confrn soft key again to add this party to the call 4. Repeat the first three steps to add another caller (up to six) Conference Call Notes i. Only the conference call initiator can add more callers ii. When three or more people are on a conference, when adding more callers, the participants on hold can talk to each other iii. Outside callers (local and long distance) can be added to calls if necessary. Just remember to dial 9 and access codes iv. When the conference call initiator hangs up, the conferees are still able to talk to each other. This can be a problem if you have a long distance caller on the call on your dime 4

X. Using Call PickUp (Offices Only) 1. As a phone rings within your call group (if applicable) press a Line key or pick up your Handset 2. Then press the More soft key, followed by the PickUp soft key 3. The call will then be transferred to your phone, answer accordingly Note: If more than one phone is ringing within the call group, the first one to start will be the one transferred XI. Using Group Pickup (Offices Only) 1. As a phone rings outside your call group (if applicable) press a Line key or pick up your Handset 2. Then press the More soft key, followed by the GPickUp soft key and dial the group number 3. The call will then be transferred to your phone, answer accordingly Note: If more than one phone is ringing within the call group, the first one to start will be the one transferred XII. Redialing a Number 1. Lift the Handset and press the Redial soft key- OR -- Press the Redial soft key to place the call by Speakerphone Note: Phones are usually in public places. Be sure you know what the last number dialed was. XIII. Accessing Online Help Feature 1. Press the i button and then press any key to display help for that key 5

2. Press the i button twice quickly to display information about the selected feature i Button XIV. Using Call History 1. Press the Directories button to display the directory menu i. Missed Calls ii. Received Calls iii. Placed Calls iv. School Directory 2. Use the Scroll key to highlight the desired history then press the Select soft key 3. Use the Scroll key to highlight the desired number then press the Dial soft key or pick up the handset to place the call Note: You must use the EditDial soft key to add a 9 for an outside line 6

XV. School Directory 1. Press the Directories button to display the directory menu 2. Use the Scroll key to highlight the School Directory then press the Select soft key (or press 4) 3. Use the Scroll key to highlight the desired number then press the Dial soft key or pick up the handset to place a call Note: You can also highlight the phone number and just lift the handset. The call will be placed automatically XVI. Accessing Voice Mail 1. The red light (Message Waiting Indicator (MWI)) lights up when you have a voice mail message and the LCD displays the number of messages you have received Note: You may notice that your messages also end up in your Email Inbox. This is normal, however, depending on your personal settings, the MWI may not light. Message Waiting Indicator 7

XVII. Setting Up Your Voice Mail Account (First Time Only) 1. Press messages button 2. After Unity greeting, enter default password of 12345 (or bath) followed by # 3. You will be asked to record your name, record a standard greeting, set a new password, and then to re-enter the password to confirm. Note: if you do not record a new greeting, the system default greeting (with your recorded name) will be used XVIII. Accessing Your Voice Mail Account 1. From Your Phone i. Press the Messages button ii. After the Unity greeting, enter your password 2. From Another Phone (Inside the District Only) i. Press the messages button, pause until you hear recording, then press * key or dial 1060 ii. Enter your ID (your 4 digit voice mail extension) when prompted iii. Enter your password when prompted 3. From Outside the District i. Dial the main number (776-3301) and wait for autoattendant to pick up, then press * key or 6 for the Bath CSD Voice Mail System OR you can connect directly to the voice mail system by dialing 622-1060 ii. Enter your ID (your 4 digit voice mail extension) when prompted. For classroom teachers, this number will be 8

your voice mail extension which begins with 7XXX. For support staff, this number will be your primary extension. iii. Enter your password when prompted Note: follow same steps above to access workgroup voice mail using workgroup extension XIX. Handling Your Voice Mail Messages (After Accessing Your Voice Mail Account) 1. Checking Your Messages i. Press 1 to hear new messages, or ii. Press 3 to review old messages, or iii. Press 2 to send a message (Not covered in basic training) Keys to Use During a Message Playback: 1= Repeat 2= Save 3= Delete 5= Change volume 7= Reverse 8= Pause or continue 9= Fast-forward to end Keys to Use After Message Playback: 1= Repeat 2= Save 3= Delete 4= Reply 5= Forward message 6= Mark as new 7= Reverse 9= Hear summary Keys to Use Anytime: * = Cancel or backup # = Skip or move ahead 2. Replying to Messages i. After listening to the new or old message, Press 4 ii. Record your reply iii. Press # to send the reply, or iv. Press 1 for message options 9

v. Follow the Unity conversation to handle the original message 3. Forwarding Messages Please note: Messages can only be forwarded to staff or students that have voice mail and/or e-mail accounts on our system. Messages can not be forwarded users outside our network. i. After listening to the new or old message, Press 5 ii. Follow the Unity conversation to address the forwarded message iii. Press # to forward the message as is, or iv. Press 2 to record an instruction, or v. Press 3 for message options (same as in b), or vi. Follow the Unity conversation to handle the original message Note: when asked to key in name, hit ## to get option to enter extension number instead Keys to Use for Message Options: 1= Change addressing 2= Change recording 3= Set special delivery 4= Review message Keys for Recording Greetings: 8 = Pause of Continue # = End Recording 10

XX. Changing Personal Settings (Setup Options Only) 1. Changing Your Recorded Name (First and Last Name) i. Call unity and log on ii. Press 4, then 3, then 2 iii. Follow the Unity conversation to complete operation iv. Remember: after recording your name, immediately press # v. Remember: press * after making new recording to keep (save) it 2. Changing Your Password i. Connect to the voice mail system and log on ii. Press 4, then 3, then 1 iii. Enter a new 5 digit password and press # iv. Enter new password again to confirm it and press # 3. Changing Your Greeting(s) You can record your standard, closed, and alternate greetings, and enable or disable your alternate greeting by phone. Standard greeting plays by default unless Alternate is enabled Closed greeting (deactivated at system, do not bother creating a closed greeting) Alternate greeting overrides standard, use this if you have a second greeting that you frequently use, thus avoiding the need to constantly re-record the standard greeting. 11

i. To Record a New Greeting (Standard or Alternate; or to switch between them) 1. Call unity and log on 2. Press 4, then 1, then 1 (the greeting currently active is stated, and it will be played) 3. After Unity plays your current greeting, press 1 to rerecord it, or 4. Press 2 to enable or disable your alternate greeting, or 5. Press 3 to record a different greeting 12

Appendix Dialing Instructions for the Bath CSD Phone System The exchanges listed below only require 9-XXX-XXXX to be dialed. All other exchanges will require users to dial 9-X-XXX-XXX-XXXX and enter a 5 digit pin code or use a calling card. Local Exchanges for Bath Central School Local Exchanges Town 566 Avoca 325 Bath 622 Bath 664 Bath 776 Bath 695 Cameron 527 Campbell 569 Hammondsport 522 Prattsburgh 583 Savona Emergency Calls Users can dial 911 from any phone in the district and they will be connected to the Bath Police/Fire Dispatcher. 13