Top 6 questions - using your phone every day

 

 

1. How to put a call on hold and how to take it off

 

 

• To place a caller on hold, press the red Hold button

 

• To retrieve a call on hold (from the same phone), press the flashing line key

OR

• To retrieve a call on hold (from a different phone), press the Hold Pick Up button on your first page of options, then enter the extension where the call was placed on hold.

 

2. How to transfer a call and how to get it back

 

While the caller is on the line:

 

1. Press the Trans/Conf button (caller is put on hold)
2. Dial the extension number
3. Announce the caller and hang up

   (If you press Release Me from the on-screen options, the call will be forwarded and you'll be out of the loop.

   However, announcing the caller and the reason for the transfer is generally more polite, and helpful to all parties.)

 

To cancel the transfer and get the caller back, press the Cancel button

OR select Back to Held from the new on-screen options.

 

 

3. How to send a call directly to voice mail

 

While the caller is on the line:

 

• Press the Trans/Conf button and then main voice mail number (5995).
• Press # and then the person's mailbox (extension) number followed by the # key again.

  You must then hang up immediately, as any part of the voice mail greeting you hear is cut off from the caller's end.

 

 

4. How to use the Phone Book feature

 

1. Press Phone Book key
2. Using your keypad, enter the first couple of letters of the last name of the desired party. (See example below.)
3. Press Lookup

 

You can now press Next to scroll through the list of matches (forward scrolling only).

 

Press Call to dial the selected party. Then lift the handset.

 

 

 

 

 

5. Voice mail

 

 

 

 

 

Customizing voice mail for the first time

 

Call voice mail (x5995) from your extension, if you have one.

 

The system will prompt you for the following:

 

*If you need a default password, it is 1111.

 

*Enter your new password, followed by "#"

(may be 4-15 digits, can not start with 0)

 

*Re-enter your new password, followed by "#"

 

 

*Record your Personal Greeting - what answers when you are logged in, but are away from your desk

You may want to read this from something you have written out. See sample voice mail greetings

 

• To accept, press "1"
• To re-record, press "2"
• To delete, press "3"
• To review, press "4"
• To return to the previous menu, press "#"

 

 

*Record your Busy Greeting - for when you are already on the phone and someone calls

 

*Record your First & Last Name

 

You can now listen to any voice mail messages you have.

Press "9" to Exit voice mail.

 

Accessing voice mail

 

At your Phone

*If you have messages (flashing lit Voice Mail button), press the flashing Voice Mail button or the Voice Mail soft key

*If you do not have messages, press the Voice Mail soft key or dial 5995

*Enter your password

 

At another Phone with Voice Mail

*Press the voice mail soft key

*When prompted for your password, enter *##

*Enter your mailbox (extension) number

*Enter your password

 

At a Phone without Voice Mail

*Press the voice mail soft key

*Enter #

*Enter your mailbox (extension) number

*Enter your password

 

Outside the Office

*Dial the general main library phone number

*Enter #

*When prompted, enter your mailbox (extension) number

*Enter your password

 

Using voice mail

 

After accessing voice mail (5995), Press the “P” key (7) to play your messages

Use the system prompts below to manage messages

(Prompts will be played @ the end of the message, but can be used any time during the message)

 

Anytime during a Message:

 

Press (1)............ PAUSE MESSAGE (any key to continue)

Press (2) or “A” ..… ANSWER (reply to internal sender)

Press (3) or “D” ..… DISCARD

Press (4) or “G” ..… GIVE

Press (5) or “K” ..… KEEP, play next message

Press (6) …..........… ENVELOPE (date/time)

Press (7) or “P” ….. PLAY

Press (8) …..........… NEXT MESSAGE

Press (#) …..........… FAST FORWARD (5 sec.)

Press (*) …..........… REWIND (5 sec.)

 

After accessing voice mail, Press the “U” key (8) for User Options

Press (4) or “G” ..… Greetings

--Press (7) or “P” ……… Primary Greeting

--Press (2) or “B” …...… Busy Greeting

--Press (6) or “O” ……... Optional Greeting

--Press (3) or “E” ……... Enable an Optional Greeting

Press (5) or “L”…... Distribution List

Press (6) or “N” ….. Name

Press (7) or “P” ….. Password

 

 

 

Bypass a greeting

Once the person's voice mail greeting beings to play, press "2".

You can skip their greeting and leave a message.

 

 

 

6. How to log in to ACD

ACD (Automatic Call Distribution) is used to log in to answer one line on multiple phones.

 

Your phone must be ACD-enabled to log in as an 'agent'. When there is no agent logged onto an ACD-enabled set, LOGGED OUT is displayed.

 

To log in as an ACD agent:

 

 

1. Lift the handset.
2. Press Log In/Out
3. Press Agent Log In
4. Enter your agent ID using the key pad (Your agent ID will now begin with a "6", plus the last 3 digits of the regular extension.)
5. Press Enter

The text LOGGED OUT should disappear.

 

To log out:

 

1. Press Log In/Out
2. At Agent Logout?, press Log Out

The text LOGGED OUT will reappear. Now you will only receive calls at your local extension.

 

Make Busy

If you will be away from your desk and unable to accept calls, press the Make Busy key. Calls will be routed to the other phones logged in for that extension.

 

When you return, press the Make Busy key again to receive calls again.

 

Queue Status

If lit (solid or flashing), this key indicates that calls are in the queue waiting to be answered.