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KEYS AND LAMPS

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KEYS AND LAMPS Powered By Docstoc
					Deerfield Academy
IP Telephone & Voicemail Guide

        KOCH CENTER
      Faculty & Staff




        Prepared for the
     2006-2007 School Year
If you should receive a malicious, obscene or harassing telephone call or voicemail message,
please note the time and date and report this information immediately to the Dean of Students
Office, Extension 1452.
TABLE OF CONTENTS
  GENERAL INFORMATION

  TELEPHONE
  Keys and Lamps .................................................................................... 5
           Programmable Keys
           Function Key Activities
  Soft Keys ............................................................................................... 7
  VOICEMAIL
  Accessing Your Voicemail ................................................................... 9
         Initial Setup
         Calling from Your Extension
         Calling from Another Extension
         Calling from Off Campus
  How to Change Your Greeting ........................................................... 10
  Setting Calls to Forward to Another Ext. or Voicemail ..................... 10
         When Extension is in Use/Busy
         When Call is NOT Answered
         When Want ALL Calls to Forward
  Voicemail Shortcuts ............................................................................ 11
         Bypass Voicemail Greeting
  Create/Modify a Distribution List ....................................................... 12
  Calling Directly into Voicemail .......................................................... 12
         Make a Message for Another Ext.or Distribution List
  Retrieving Deleted or Saved Messages .............................................. 12
  Additional Options for Recording a Message..................................... 13
  TROUBLESHOOTING
  No Dial Tone ....................................................................................... 14
  Calls Not Forwarding to Voicemail .................................................... 14


                                                                                                                3
GENERAL INFORMATION

Administrative staff are provided a telephone, a direct telephone line, and a
personal voicemail box. All telephones allow internal (on-campus), local, and long
distance calling privileges.

Long distance telephone service billing is managed through Campus
Communications, Inc. Administrative staff receives a Personal Identification
Number (“PIN”) that allows them to make long distance telephone calls. PINs are
required to make all long distance calls but are not required for toll free numbers.

Calls to 900, 950 numbers are blocked.

Calls may not be charged back to any Academy phone number.

You may not accept collect calls on any Academy extension. The charge for the
call and a $10 fee will be assessed per call.

Once a month, a bill for all long distance calls made with your PIN will be
delivered to you. You are responsible for all personal calls made with your PIN.
Once you have identified which charges are your responsibilities and have returned
your bill to the switchboard, you will be notified of the total amount due (including
tax). Payment should be made to the switchboard.




                                -4   -
TELEPHONE
KEYS (for DTerm IP phones only)
RECALL
Press key to terminate established call and obtain new internal dial tone.

CONF (Conference)
Dial the first number to be included in a conference call.
Press TRANSFER and at the dial tone Dial the second number to be in the
conference call.
Press CONF to connect all calls together.

Our system allows 3 callers to participate in a conference call; this includes internal
and/or external calls.

REDIAL
Press Redial key, then Press * to redial last number called

ANSWER
When this LED is lighted, press this key to answer a waiting call.
(Requires CALL WAITING, not VOICEMAIL WHEN BUSY to be ACTIVATED)

SPEAKER
Controls the built-in speaker which can be used for Hands-Free dialing. When used
in combination with the MIC button, it can be used for Hands-Free conversation.

TRANSFER
To transfer call to another extension, have caller on the line, press TRANSFER, dial
the extension, and then hang up.

UP / DOWN (▲ / ▼)
 LCD Contrast - Press▲ or▼ while idle
 Speaker / Handset Volume      - Press ▲ or ▼ during conversation
 Ringer Volume      - Press ▲ or ▼ during ringing




                                 -5   -
FEATURE
Press to initiate one of the features below:

FUNCTION KEY ACTIVITIES
Feature + 1 = Turns microphone on or off.
Feature + 2 = Adjusts handset receiver volume.
Feature + 3 = Selects ringer tone.
Feature + 4 = Adjusts transmission/receiving volume.
Feature + 5 = Activates hands-free operation.
Feature + 6 = Deactivates hands-free operation.
Feature + 7 = Turns call indicator lamp on or off for incoming call notification. (If
turned off, this lamp will still light to indicate message waiting.)
Feature + 8 = Turns Dynamic Dial Pad on or off.
PROGRAMMABLE KEYS
Extension/Phone Line
Programmed by the administrator, and can be set to ring or not. Allows ability to
answer other phone extensions and view when they are in use.

Speed Dial
Functionality programmed by the administrator, but then defined programming by
the individual. Use to dial common used numbers quickly.

Logout
Press twice if you want to deactivate your phone. Logging in then required to use
the phone at all.


To log into the phone (if logged out OR if just connected the cable)
After a short initialization you will see a screen with “Login:” and “Passwd:”.
Type in the phone extension you are using at “login”. Press the button below the word “SET”.
Type in the password, (set to the extension by default). Press the button below the word “OK”.
If you Pressed the wrong button, you will see: Unauthorized, Retry? Then Press the button below the word
“Yes”


                                         -6   -
SOFT KEYS
The Soft Keys on the Dterm® Series i/Dterm IP provide a set of functions on the
LCD that adapts to the changing state of the telephone. The Soft Keys displayed can
vary, depending on the state of the phone and/or when the Next/Previous button is
pressed.

Exit Key
Press the Exit key to exit the Help program.

Help Key
Press the Help key. Press desired Soft Key for helpful information about that key.

MIC (Microphone)
Press the Soft Key below “MIC” to activate or deactivate the Microphone. LED on
MIC key will illuminate when MIC is on.

DND (Do Not Disturb)
Press the Soft Key to allow denying access to the station line for incoming calls.

SOFT KEY FEATURES
When the Soft Key corresponding to a desired function name is operated, the
selected function name starts to blink on the LCD. The blinking display of available
functions takes precedence over the display of functions specified by the Soft Key
pattern.

FDB (Call Forwarding – Busy)
Permits a call to a busy station to be immediately forwarded to a predesignated
station. This is generally set to forward to voicemail (x1440)


FDN (Call Forwarding – No answer)
Permits a call that goes unanswered to be forwarded to a predesignated station.
This is generally set to forward to voicemail (x1440)

>>> (Move to Next Screen)
Press to see more options or next screen on the display.

                                -7   -
  System Features
  Call Forwarding to Voicemail Box
  Calls are automatically forwarded to your voicemail box when you do not answer
  your phone.

  Option When Placing an Internal Call
  Press # to bypass the greeting before leaving a message.

                                                              CALL INDICATOR
                                                              LAMP

                                           SOFTKEYS

                           LCD
                                                      HELP
                      HELP                                       PROGRAMMABLE
                      EXIT                                       KEYS
                                                                 Flexible Line/Feature
                                                                 Keys, programmable by
                                                                 telephone system
                                                                 administrator. One
                                                                 touch Speed
  FEATURE
                                                                 Dial/Feature Keys,
                                                                 programmable by user.



   RECALL
                                                                 DIRECTORY



                                                                  MESSAGE
CONFERENCE


                                                                    MIC

 REDIAL


                                                               VOLUME/CONTRAST
                                                               CONTROL
            HOLD                                ANSWER
                           TRANSFER
                                                             BUILT-IN
                                 SPEAKER                     MICROPHONE
                                  -8   -
Programming Speed Dial (for DTerm IP phones)
DO NOT PICK UP THE HANDSET OR PRESS YOUR SPEAKER BUTTON
1. Press FEATURE button
2. Press the button on which to store the number (Programmable Key)
3. Enter desired telephone number to be stored including 9, if appropriate (will
show on the display)
4. Press the FEATURE button again to save the number
   Successful programming will display “SPEED SET”

VOICEMAIL
Accessing Your Voicemail
INITIAL SETUP: PASSWORD 7720241
Calling from your extension
1.Dial 1440
2.At prompt, enter password
Calling from another extension
1. Dial 1440
2. As soon as you hear “Hello, Welcome to the NEAX …,” press *
3. When prompted for your ID, enter your voicemail extension
4. At prompt enter password

Calling from Off-Campus
1.Dial (413) 774-1440
2.As soon as you hear “Hello, Welcome to the NEAX Voicemail System…,” press
*
3.When prompted for your ID, enter your voicemail extension
4.At prompt enter password

The attendant will walk you through the steps of recording your name, recording
your greeting, and setting a new password.


                               -9   -
Six incorrect password attempts will lock you out of the voicemail system for 30
minutes. Call the Help Desk at (x1444) if this does not reset.
  From now on when accessing your voicemail box, use your new password.

How to Change Your Greeting
1. Enter your voicemail box
2. Press 8 for Setup Options
3. Press 1 for Greetings and Call Transfer
4. Press 1 to Change Greeting

Setting Calls to Forward To Another Extension or Voicemail
[Note: Busy & unanswered calls are set to forward to extension 1440 (voicemail)
by default when your extension is originally set up.]

When your extension is in use/busy: Calls roll to another extension if your line is
in use.
To Set Calls to Forward                      To Cancel
1. Dial * 6                                  1. Dial # 6
2. Dial the extension and Hang up            2. Hang up

When you don't answer: Calls forward to another extension if you don’t answer
after 4 rings.
To Set Calls to Forward                      To Cancel
1. Dial * 4                                  1. Dial # 4
2. Dial the extension and Hang up            2. Hang up

When you’d like ALL calls set to forward
All calls forward to another extension, without ringing at the phone.
To Set Calls to Forward                      To Cancel
1. Dial * 2                                  1. Dial # 2
2. Dial the extension and Hang up            2. Hang up

To forward to Voicemail, forward to Ext 1440
                                - 10   -
VOICEMAIL SHORTCUTS
TASK                                         KEY
 Hear new messages                             7
 Send a message                                6
 Review old messages                           3
 Setup options                                 8
 To change your greeting                    8, 1, 1
 To change your password                    8, 3, 1
 To change your recorded name               8, 3, 2
 Edit private distribution lists            8, 2, 4
 Switch between full/brief menus           8, 2, 3, 1

Press during a message:
 Change volume                                 5
 Reverse                                       7
 Pause or continue                             8
 Fast forward in message                       9
 Fast forward to end of message                #
 Forward message to another extension          4

Press after hearing a message:
 Repeat message                                7
 Save message                                  5
 Reply to message                              2
 Delete message                                3
 Hear message summary (time, date, etc.)       9
 More message options                          0
 Forward message to another extension          4

To skip another person’s greeting (Bypassing the voicemail greeting)
 When leaving them a voicemail                #

                              - 11 -
Create/Modify a Private (Personal) Distribution List
1.   Enter your voicemail box (dial 1440, then your password)
2.   Press 8 (Setup Options) from the Main Menu
3.   Press 2 (Message Settings) from the Setup Options Menu
4.   Press 4 (Edit Private Lists) from the Message Settings Menu
5.   Press 1 (Hear Lists) to Hear Your Private Lists
6.   Press 2 (Change Names on a List) to Modify a List
7.   Enter the number of the distribution list (1, 2... 20, etc.)
8.   Press # when list names are finished
9.   Press 4 to record Name for List. The system will play this name each time
     you address messages to this distribution list.

Calling Directly Into Voicemail: Make a Message for another
Extension (Mailbox) or Distribution List
1.   Dial 1440
2.   Enter your password
3.   Dial 6 to make a new message
4.   Enter the mailbox number for which you want to make a message, press #
5.   To add another recipient, press 1.
     Continue to enter additional mailbox recipients, followed by # until all
     addressees are added
6.   Press # to record your message
7.   At the prompt, press 1 for message options, if appropriate (See Additional
     Options Below)
8.   After recording your message, and press #
9.   Press # to send message

Retrieving Deleted or Saved Messages
1. Enter your voicemail box
2. Press 3 to listen to Old Messages
   Press 1 for Saved Messages, or
   Press 2 for Deleted Messages

                                - 12 -
Additional Options for Recording a Message
1. Enter your voicemail and choose option 6 to record a message.
2. Once you have recorded a message, you can press:
       1, 4       to review the message
       1, 2 to append to the message
       * to delete the message and start over
       1, 1       to enter message addressing options
       1 to add a name
       2 to hear all names
       3 remove a name
       1, 3       to enter message urgency options
            1=Urgent
            2=Return receipt
            3=Private
            4=Future delivery




                               - 13 -
Troubleshooting
No Dial Tone
1. Unplug and then replug your phone line cord from the phone and the wall jack
2. Plug a working telephone and line cord into the wall jack
3. Contact the Help Desk Ext 1444 with your findings

Calls Not Forwarding to Voicemail
If you suspect that your telephone calls are not going to your voicemail when
your line is busy or calls are not answered, please do the following:
1. Get a new dial tone,
2. Dial *2 1440,
3. Hear confirmation tone and hang up.
4. Get another new dial tone,
5. Dial * 4 1440,
6. Hear confirmation tone and hang up.

If you hear an error tone when attempting Step 2 or 5, your call forwarding is
already set correctly.




                                - 14 -
   For further assistance, call:
Information Technology Services
           Help Desk
          Ext 1444

				
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