Difference between revisions of "Phone System Howto"

Latest revision as of 17:45, 29 February 2012

This page will contain instructions on how to operate the phone system at freegeek, including paging, transferring, etc. You may also be interested in reading about Answering the phone, and Changing the Phone Greetings.

Notes about admin stuff can be found here: Phone Administration

Making Calls

Internal calls from display phones

The phone system will automatically route calls internally when the handset is picked up.

Pick up the handset
Dial your desired party's extension

External calls from display phones

Pick up the receiver.
Press a numbered line button towards the top of the display phone.

Transferring Calls

When currently in a call and you want to transfer the call to another party, do the following.

Press the "Transfer" button on the bottom of the display phone
Enter the desired party's extension number
Hang up the handset and go on with your life

Automatic hold

Calls are automatically put on hold when switching from one line to another.

Paging

The page feature is a way to make an announcement over the speakers throughout the building, i.e. to call someone up to the front desk. Follow these instructions for paging. Note: some easily accessible phones in the building have paging disabled.

Lift the handset
Press the page button. (second row on most display phones)
Speak your announcement
Hang up the handset

Buttons

Here is a brief description of what some of the buttons on your phones may do. Some phones may be different. We can program any button on any phone to do almost anything. See a phone admin for programming buttons.

Line 1-4 - These buttons are to select an external line
Speaker Button - Use this button for using the external speaker rather than the handset for calls. Note: you will also need to press the mic button in order to activate the external microphone.
Dir - This is a directory of internal extensions. To utilize this feature, press the Dir softkey, then press the Ext. softkey and use the up and down arrows to find your desired party

NEC InMail (Voice Mail)

To access an InMail box setup to a display phone, first press the VMsg softkey, then enter your security code. If you are on a display phone that does not have a voicemail box setup to it but have access to a box. Press the VMsg softkey, enter the box # and then enter the security code.

Accessing InMail From Outside Free Geek

Dial our main line (503)232-9350. The automated attendant will answer.
Press # and you extension number
You will be asked for your security code. Enter it and press # again.

Listen to the voice instructions

Problems & Solutions

More information will soon be added. In the meantime, if you have any questions please see a phone admin. Please report any issues you experience.

@@ Line 1: / Line 1: @@
-This page will contain instructions on how to operate the phone system at freegeek, including paging, transferring, etc. You may also be interested in reading about [[Answering the phone]], and [[Current Phone Message]].
+This page will contain instructions on how to operate the phone system at freegeek, including paging, transferring, etc. You may also be interested in reading about [[Answering the phone]], and [[Changing the Phone Greetings]].
-Shawn is the person on staff who knows a little bit about administrating the phone system.  We also have a couple volunteers more expert at it who can be called.  Notes about admin stuff can be found in fgstaff/phones.
+Notes about admin stuff can be found here: [http://securewiki.freegeek.org/index.php/Phone_Administration Phone Administration]
-==Interactive web based tutorial==
-Some one already made an interactive walkthrough.
-Check it out here
-[http://www.phoneuserguide.com/norstar/  norstar user guide]
-There's also a quick reference guide to some admin functions of the phone system [http://66.102.7.104/search?q=cache:8QfE6kRSN5sJ:www.jandjcommunications.com/Quick_Reference_Guides/startalk/startalk.pdf+Norstar+StarTalk+administrator+manual&hl=en&client=firefox here].
 == Making Calls==
-===internal calls using intercom buttons===
+===Internal calls from display phones===
+The phone system will automatically route calls internally when the handset is picked up.
-The phones are set to go directly to an internal line when the handset is picked up.
+# Pick up the handset
+# Dial your desired party's extension
+===External calls from display phones===
 #Pick up the receiver.
-#A '''>''' appears beside an intercom button (second from the bottom on the right side), then dial '''or''' press an intercom button without '''>''', then dial.
+#Press a numbered line button towards the top of the display phone.
-===external calls using numbered line buttons===
+===Transferring Calls===
+When currently in a call and you want to transfer the call to another party, do the following.
-#Pick up the receiver.
+#Press the "Transfer" button on the bottom of the display phone
-#Dial 9 to get an outside line, then dial '''or''' press a numbered line button without '''>''', then dial.
+#Enter the desired party's extension number
+#Hang up the handset and go on with your life
-===Holding calls===
+====Automatic hold====
+Calls are automatically put on hold when switching from one line to another.
-#Press HOLD. The '''>''' Flashes beside the line on hold.
+===Paging===
-#Press the line button with the flashing '''>''' to return to the call.
+The page feature is a way to make an announcement over the speakers throughout the building, i.e. to call someone up to the front desk.
-check the display for confirmation or additional information.
+Follow these instructions for paging. Note: some easily accessible phones in the building have paging disabled.
-====automatic hold====
-Calls are automatically put on hold when switching from one line to another.
+#Lift the handset
+#Press the page button. (second row on most display phones)
+#Speak your announcement
+#Hang up the handset
 ==Buttons==
-Some of the buttons on the standard office phones have been programmed for your phon-y pleasure.
+Here is a brief description of what some of the buttons on your phones may do. Some phones may be different. We can program any button on any phone to do almost anything. See a phone admin for programming buttons.
-* '''Bottom right''': Speakerphone
-* '''2nd from bottom on right''': "Intercom" or internal line
-* '''3rd from bottom on right''': Voicemailbox for that extension
-* '''4th from bottom on right''': Redial
-* '''Top 4 buttons on right''': Lines 1-4 (although line 4 can't be accessed: it's reserved for credit cards, fax, and modem testing.  It's left unprogrammed because we may eventually add another line for general use)
-* '''Rls''': Hangs up whatever line you're on
-==Voice Mail Boxen==
-Features:
-* Total time for messages: 15 min
-* Max message length: 3 min
-* Message retention period: 30 days
-* Max outgoing greeting length: 1 min
-===Setup===
-* From your extension on an internal line, press the "Voicemail" button, or dial 241
-* It will ask you for the password.  Get that from Shawn.
-* It will ask you to change your password.  Do that, too.
-* It will ask you to record your name (this isn't the outgoing message).  Go for it.
-* To record your outgoing message, change your name or password, press 8 from the main menu.  To change outgoing message, press 2 and follow prompts for the primary message (if you want to record an alternate, too, like for after hours, you can go into the system and switch between the two).
-* In general, press * to go up one menu
-===Accessing Your Messages===
-====From Your Extension====
-* From your extension on an internal line, press the "Voicemail" button, or dial 241
-* When prompted, dial your password then press #
-* Follow the prompts to retrieve, save, and delete your messages.  You can also send a message to another voicemailbox (or your own) or press 8 to change your personal options like outgoing message.
-* In general, press * to go up one menu.
-''Note'': the middle phone at the Front Desk (Extension 222) will receive the voicemail from people needing general info.  But, since our voice system can only answer 4 lines at once, and on occasion 5 people call at about the same time, sometimes a caller may be routed to our Qwest voicemail.  So, front desk workers will need to continue checking the Qwest voicemail on occasion.
-=====To Access Qwest Voicemail=====
-Dial: 503-233-9977
-Enter: 503-232-9350
-Enter: security code
+* Line 1-4 - These buttons are to select an external line
+* Speaker Button - Use this button for using the external speaker rather than the handset for calls. Note: you will also need to press the mic button in order to activate the external microphone.
+* Dir - This is a directory of internal extensions. To utilize this feature, press the Dir softkey, then press the Ext. softkey and use the up and down arrows to find your desired party
-Select: options 4, 3, 1, 3, then (after message) *
+==NEC InMail (Voice Mail)==
+To access an InMail box setup to a display phone, first press the VMsg softkey, then enter your security code.
+If you are on a display phone that does not have a voicemail box setup to it but have access to a box. Press the VMsg softkey, enter the box # and then enter the security code.
-End recording with #
-=====General Mailbox=====
-Calls routed to an extension without a mailbox or with a mailbox that hasn't been set up will go to the "general mailbox".  This mailbox has an extension of 100, and reception should check it on occasion.
-* Press voicemail button from one of the front desk phones
-* Press the '''other''' button
-* Dial 100xxxx (xxxx is the password for the general mailbox), then #.
-* Check away!
-====From Not Your Extension====
+====Accessing InMail From Outside Free Geek====
-* On an internal line, press the "Voicemail" button, or dial 241
+* Dial our main line (503)232-9350.  The automated attendant will answer.
-* When prompted for password, '''dial your extension number plus password in succession''' then the # key
+* Press # and you extension number
-* Use your voicemailbox normally
+* You will be asked for your security code. Enter it and press # again.
+# Listen to the voice instructions
-====From Outside Free Geek====
-* Call our regular number (503)232-9350.  The automated attendant will answer.
-* When the voice says, "If you know your party's extension, you may dial it now", dial '''241'''
-** Or, press the # key.
-* You'll be prompted for your mailbox number and password.  Enter them in succession, followed by the # key.
-* Use your voicemailbox normally
+==Problems & Solutions==
+More information will soon be added. In the meantime, if you have any questions please see a phone admin. Please report any issues you experience.
-==References==
-* http://www.micromerl.com/
-* http://www.ghtrout.com/ghtrout/
-* http://nortel.pbxinfo.com/index.php?module=ContentExpress&func=display&ceid=80
 [[Category:Howto]]
+[[Category:Front Desk]]
+[[Category: Phones]]