Difference between revisions of "Phone System Howto"

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#Pick up the receiver.
#Pick up the receiver.
#Dial 9 to get an outside line, then dial '''or''' press a numbered line button without '''>''', then dial.
#Dial 9 ''or'' press a numbered line button to get an outside line.
===Holding calls===
===Holding calls===

Revision as of 16:57, 15 March 2007

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.

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.

Interactive web based tutorial

Some one already made an interactive walkthrough. Check it out here norstar user guide

There's also a quick reference guide to some admin functions of the phone system here.

Making Calls

internal calls using intercom buttons

The phones are set to go directly to an internal line when the handset is picked up.

  1. Pick up the receiver.
  2. A > appears beside an intercom button (second from the bottom on the right side), then dial or press an intercom button without >, then dial.

external calls using numbered line buttons

  1. Pick up the receiver.
  2. Dial 9 or press a numbered line button to get an outside line.

Holding calls

  1. Press HOLD. The > Flashes beside the line on hold.
  2. Press the line button with the flashing > to return to the call.

check the display for confirmation or additional information.

automatic hold

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


Some of the buttons on the standard office phones have been programmed for your phon-y pleasure.

  • 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


  • Total time for messages: 15 min
  • Max message length: 3 min
  • Message retention period: 30 days
  • Max outgoing greeting length: 1 min


  • 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

Select: options 4, 3, 1, 3, then (after message) *

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

  • On an internal line, press the "Voicemail" button, or dial 241
  • When prompted for password, dial your extension number plus password in succession then the # key
  • Use your voicemailbox normally

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