Remember, to learn how any feature works, just press the “HELP” button followed by “3”. Then you can select the buttons of the features you wish to learn more about. Your phone will verbally guide you. Try it!
Your new system features a unique electronic Rolodex built into every system phone. Please review the “Quick Reference Guide” provided with your phone. You may also place a one-touch speed dial on any spare button on your phone. System speed dial numbers have 3-digit codes ranging from 600 to 699.
Just above the touch-tone dial pad there are two “arrow” buttons. These may be used to increase or decrease the volume of the other person when you are on a call. These buttons will adjust the speakerphone and the handset independently. They do not adjust your volume to the other person. When you adjust the volume it remains at that level for all calls until you adjust it again.
Sometimes you may have a second call transferred to you or someone internally may call your phone when you are already on call. Now you can relax, just press the “Virtual Answer” key and the second caller will hear a personal message from you. When you want to connect to them, just press the FLASH key.
There are a couple of ways to “HOLD” calls. To hold a call just at your phone – Press the red “HOLD” key and hold it down for 2 seconds. To return to the held call, press the “HOLD” key again.
To hold a call so any phone can pick it up – press the “HOLD” key and look on your display to see the “NUMBER” where the caller was placed. To retrieve the call, go to any phone and press the “HOLD” key and enter the “NUMBER” using the touchtone dial pad.
If you have a button for that extension on your phone, simply press the button of the person you wish to speak with. If you don’t have a button for them on your phone, just dial their extension number.
If you have a button for that extension on your phone, simply ask the caller to hold and press the blue VOICEMAIL button, then press the button of the phone you are transferring to and simply hang up. If you don’t have a button for the voicemail you want to transfer to, press the blue VOICEMAIL button, dial the extension number and then hang up.
If you have a button for that extension on your phone, simply ask the caller to hold and press the button of the phone you are transferring to. You may stay on the line to announce the call or hang up to complete the transfer. As an alternative, you may also press the “TRANSFER” button and dial the receiving extension number. If you need to return to the caller, simply press the “FLASH” button before you hang up and you may speak to the person. The transfer will be cancelled.
If you are on your phone and a second call arrives at your phone you will hear a “call waiting” tone. Press the “FLASH” button to place the first caller on hold and answer the second call. Press the “FLASH” key again to return to the first caller.
When another phone rings you may see their button flashing on your phone. Press the “*” (pick up) button, Then press the button of the ringing phone. You may also press the “*” button then enter the extension number of the ringing phone.
When your phone rings just lift the handset or press the “SPEAKER” button. (you will hear two quick beeps and you may speak)
If the system answers automatically, when you begin to hear the system greeting, press “#” followed by the other person’s mailbox number. This will take you right to their mailbox to leave a message. You may press “1” followed by the “#” key to bypass their greeting.
To leave messages for more than one person (from off-site, leave the message for the first person and press “1”, then press “8”. This will take you to the main greeting.
If the system answers automatically, when you begin to YOUR VOICEMAIL hear the system greeting, press “*” followed by your mailbox number.
You have a couple of options for this. The “Quick Group” feature lets you press the “Voicemail” button, then press any number of station buttons on your phone – just follow the prompts. You may also create a message from your mailbox and select those you wish to send it to.
We urge you to protect the security of your messages. It is important to have a “password” that is required to hear messages. You may create a password by pressing the “PROG/HELP” button, then “5” and follow the prompts. After you setup your password, be sure to listen to Option 4 to “change your password level”. Listen to the options, select your level, then hang up.
It’s best to create a personalized greeting so callers know they went to the correct mailbox. There are two ways to do this. You may press the “PROG/HELP” button, then “1” and follow the prompts. If you have a “PERSONAL GREETING” button on your phone, just press that button followed by the “RECORD” button and follow the prompts.
Virtual Answer Greeting: This is a special feature that allows you to give a second caller a brief message while you are already on the line with a caller. From your virtual answer greeting callers may dial press “1” to leave you a voicemail message, dial any other extension or dial “0” for assistance. The following is a sample greeting. Remember, too many choices may confuse callers. I try to say this message in a more personalized tone than my voicemail greeting.
Virtual Answer Greeting: Hi, this is Chris. I’m on the phone, but I saw your call come in and I want to speak with you, so I have placed you on hold for a moment. If you just want to leave me a voicemail message, you may press “1” at any time, or please stay on the line and I’ll be right with you. Thanks.
Remember: You may have up to 2 virtual answer buttons on your phone. One may be for normal use as suggested above, and another for special situations. An example may be to route that second call directly to another phone to cover the call. Virtual answer buttons may have many uses. Use your imagination to customize a greeting to meet your specific needs.
Personal Greetings: These are for the individual employee mailboxes. From your greetings (and before the beep) callers may dial any other extension, dial “0”, or dial “8” to be returned to a main greeting. We typically recommend that you mention the “0” option. Too many options may be confusing and make your greeting too long.
Out Greeting: Hi, this is Chris. I’m not in the office at this time. If you need personal assistance, please dial “0” now, otherwise, at the tone, please leave your name, number and a brief message and I will return your call as soon as possible.
In Greeting: Hi, this is Chris. I’m either on the phone or away from my desk. If you need personal assistance,
please dial “0” now, otherwise, at the tone, please leave your name, number and a brief message and I will return your call as soon as possible. Thank you.
Remember: You may have a third greeting that you may use as a “flexible” greeting or for another special purpose. This greeting may also be programmed as a button on your phone.
From Any System Display Phone:
1. Press the Blue Voice Mail Key, followed by the * Key.
then Enter Your Mailbox Number.
2. If asked, Enter your Password followed by the # Key.
From Off Site – Using an Auto Attendant:
1. Call into the phone system.
2. When the system answers Press the * Key,
followed by Your Mailbox Number.
3. If asked, Enter your Password followed by the # Key.
From Off Site – When Someone Answers:
1. Ask them to Press the Blue Voice Mail Key
then they should hang up or press Release.
2. When the system answers Press the * Key,
followed by Your Mailbox Number.
3. If asked, Enter your Password followed by the # Key.
Saving Messages:: Pressing “9” or “(#” saves a message as “old”. You may press “99” to save a message as “new” and keep it as a high priority under your flashing message waiting light.
Recovering Deleted Messages:: Press the “Program” Key, followed by “9”. You may recover the last 10 deleted messages.
