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Telephone Message Log Template - DOC

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					      Information Technology
            Department




Objective………………………………………………………………………….       2

User Information…………………………………………………………………   4

Speed Dials………………………………………………………………………      12

NBX Messaging………………………………………………………………….     17

Ringer Tones…………………………………………………………………….     20

Directory………………………………………………………………………….      21




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Objective
At the end of this class the user would be able to use the NBX utility, which is
another tool that can help us to administrate our telephone system.

The NBX NetSet administration utility has two interfaces:
   1. Administrator — Your administrator logs in with a special password and
      uses the NBX NetSet utility to manage and configure system-wide telephone
      settings and many of the settings for your telephone.
   2. User — As a telephone user, you log in to the NBX NetSet utility with your
      own system ID (your extension) and password to:
          1. View and change your telephone’s personal settings, such as speed
             dials, ringer tone, and specify where you want your calls to go when
             you cannot answer them (your call coverage point).
          2. Listen to and delete your voice messages from your computer as an
             alternative to managing calls on your telephone.
          3. View your call permissions, certain current feature settings, and the
             internal user directory to call other users on your system.
          4. Log in to and out of one or all hunt groups and calling groups of which
             your telephone is a member.


To use the NBX NetSet utility, you need a computer that is connected to your local
area network (LAN) and that has a web browser. (You do not need Internet access.)
To start the NBX NetSet utility:
   1. Enter the IP address (http://nbx.offgroup.com) in the Address field, and then
      press Enter on your keyboard. The NBX NetSet login screen appears.




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2. Click User to log in as a user. The password dialog box appears.




3. Type your NBX NetSet user identification (always your 3-digit or 4-digit
   telephone extension) and your NBX NetSet password (which is the same as
   the password to access your voicemail), and then click OK.

Once we type the user name and password we will access the NBX NetSet
utility. The first screen we will see is the User Information and it will show if we
have voice mail messages. This is the first of 5 tabs and each one contains
important information that will see in this guide.




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                           User Information
Call Permissions
My Calling Privileges > Call Permissions

This window shows the types of calls and features that are allowed on your
telephone, including different permissions for day (business hours) and night (after
business hours). The administrator can change these settings.
Open, Closed, Lunch, and Other describe at which times of day you may make
particular types of calls. For example, you may be permitted to make long-distance
calls during normal business hours (Open), but not during lunchtime (Lunch) or on
weekends (Closed).




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Call Forward
Call Forward > Call Forward

How many times do you want your phone to ring before the call is forwarded? Where
do you want calls to go when you cannot answer your phone? To set your
preferences, use the Call Forward screen:

   1. Select how many times you want your phone to ring before calls are
      forwarded. The default is 4, but you may want to set a lower number to avoid
      disturbing coworkers when you are not at your desk or a higher number if you
      sometimes answer from a short walk away and typically need more time to
      get to the phone.

   2. Select the call coverage point that you want: Voice Mail, Auto Attendant,
      Phone Number or Disconnect.
          The default setting sends your unanswered calls to Voice Mail.
          When you want unanswered calls to go to the Auto Attendant, specify
            which attendant from the drop-down list. By default, the system
            includes these choices: the Default Menu, for incoming call coverage,
            and the VoiceMail AutoAttendant, for employee access to voice
            mailboxes.
          When you want the system to forward unanswered calls to a Phone
            Number, enter the phone number in the Phone Number field. Do not
            use parentheses, hyphens, or spaces. For external calls, enter a 9 or 8
            or any other digit that you use to access an outside line. Example:
            92815551212 dials (281) 555-1212. The telephone number that you
            specify may be limited by your call permissions. For example, you may
            be allowed to forward calls only to toll-free telephone numbers or only
            to internal extensions.
          When you want the system to Disconnect (no coverage) unanswered
            calls, the caller is disconnected after the telephone rings the specified
            number of times. This setting may be appropriate for a telephone that
            is located in a conference room.

   3. Click OK.

   4. Notes
    If you change the default setting to something other than voice mail, all of
      your calls are forwarded to the new location when you are not available to
      answer your telephone. Callers are unable to reach your voice mailbox unless
      forwarded to it by another user through a Direct Mail Transfer.




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   You can answer your call on another telephone by using the Directed Pickup
    feature. The other telephone and your telephone must be part of the same
    pickup group, or your telephone group must allow nonmember pickup




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Feature Settings
My Calling Privileges > Feature Settings

You and your administrator can view the current status (On or Off) of these feature
codes for your telephone. Here are some listed:
    Caller ID Restriction (CLIR all calls) - When you use Feature Code 889, you
      prevent the NBX system from sending out caller ID information when you
      make calls. This feature remains in effect until you cancel it by using Feature
      Code 889 again.
    Do Not Disturb - When you use Feature Code 446 on your telephone, you
      activate the Do Not Disturb feature. This feature stays in effect until you
      cancel it by using Feature Code 446 again.
    Forward All Calls to VM - When you use Feature Code 440, you instruct the
      NBX system to forward all calls directly to your voice mailbox. This feature
      stays in effect until you cancel it by using Feature Code 440 again.
    Lock/Unlock Telephone - When you use Feature Code 432, you lock your
      telephone and prevent others from dialing unauthorized calls from it. This
      feature stays in effect until you cancel it by using Feature Code 432 again. In
      the display panel on an NBX Business Telephone or an NBX Basic
      Telephone, a padlock icon appears when the telephone is locked.




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Hunt Groups
Group Membership > Hunt Groups

Your administrator may have set up hunt groups or calling groups that establish an
informal "call center" and ensure that calls are more likely to be answered.
To log in to or out of a hunt or calling group:
    1. Select the hunt group or calling group to which you want to log in. Click each
       column heading to arrange the information in ascending or descending order.




   2. Click Log In or Log Out as required.




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3. To view which users are logged in and out of the group, and whether they are
   locked in or out, select the group and click the extension number.




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Directed Pickup
System Group Settings > Directed Pickup

Directed pickup allows you to answer a call that is ringing on any telephone for
which either of these circumstances is true:
    Belongs to a Directed pickup group of which your phone and the ringing
       phone are members.
    Is a member of a Directed pickup group that allows nonmember pickup




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NBXTSP
Resources > NBXTSP

Your NBX system has Computer Telephone Integration features that allow you to
integrate certain software on your computer with your telephone. You must install
the NBX TAPI Service Provider (NBXTSP) on the computer on which you want to
run a TAPI-enabled application.




Telephone Quick Reference
It shows us a quick reference in how to use the telephone. Click on the Telephone
Quick Reference and it will open in a new window.




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                               Speed Dials
One Touch
Directory > One-touch Speed Dial

To assign one-touch speed dials on the 3Com Business or Manager's Telephone:
   1. Click on the Directory menu and click on the One-touch Speed Dial tab. An
      available Access button has an asterisk (*) beside the Number/Description
      field.
   2. In the Number field that corresponds to an available Access button, enter an
      extension or full telephone number (including the 9).
      If you need to assign a one-touch speed dial number that includes an existing
      account code, use the following syntax in the Number field. The brackets ( [ ]
      ) are mandatory:
      [888]+Account_code+#+Destination_number
   3. In the Description field, type a brief comment, usually a name.
   4. Click Apply.




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Personal Speed Dials
Directory > Personal Speed Dial

You can create up to 99 personal speed dials that are available from only your
telephone. Personal speed dials are useful for long telephone numbers, such as
international numbers or numbers that you dial frequently.
To create a personal speed dial:
    1. The Personal Speed Dial List screen shows your current personal speed
       dials. Click each column heading to arrange the information in ascending or
       descending order.
    2. Select one of the unused speed dial extensions from the list.
    3. In the Destination Number field, enter the telephone number that you want to
       add. Use numbers only. Include the 9 that you must dial to place an outside
       call. Do not use spaces, commas, or hyphens.
    4. Enter an account code, if one is needed.
    5. Enter a description of the number in the Comment field.
    6. Click Apply to add the new speed dial to the list.
To use a personal speed dial, select the method appropriate for your phone:
    1. Pick up the handset, or press the Speaker button.
    2. Do one of the following:
        Press the Feature button plus the 3-digit personal speed dial code for the
           number that you want to call.
        Scroll to Personal Speed Dials on the display panel, press Slct, scroll to
           the number that you want to dial, and press Slct again.
        Scroll to Personal Speed Dials on the display panel, press the Select
           button, scroll to the number that you want to dial, and press the Select
           button again.




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System Speed Dial
Directory > System-Wide Speed Dial

Your administrator can:
     Create up to 100 system-wide speed dials for numbers that are frequently
      dialed by many users in your organization.
     Assign a system-wide speed dial number as a one-touch speed dial on all
      telephones or on a group of telephones on the system.
The System-wide speed dials window is a directory of the speed dials that are
maintained by your administrator. Click each column heading to arrange the
information in ascending or descending order.




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Personal Directed Pickup Speed Dial List
System Group Settings > Directed Pickup

Directed pickup allows you to retrieve a call that is ringing on another telephone that
either:
     Belongs to a call pickup group of which your phone and the ringing phone are
        members. (You can view the groups of which you are a member on the
        Personal Settings > User Information > Call Pickup screen.)
     Is a member of a call pickup group that allows nonmember pickup
The difference between Call Pickup and Directed Call Pickup is that, in Directed Call
Pickup, you specify a single directed pickup extension.
To assign a directed pickup extension:
    1. Select one of the available directed pickup extensions from the Directed
        Pickup One-Touch Settings list. Click each column heading to arrange the
        information in ascending or descending order.
    2. In the Extension field, enter the telephone extension from which you want to
        retrieve calls.
    3. In the Comment field, enter a descriptive name.
    4. Click Apply.
    5. Ask your administrator to assign one of the Access buttons on your telephone
        as a one-touch directed pickup for your telephone.
You can answer a call that is ringing on a specific user's telephone using the feature
code:
    1. Pick up the handset.
    2. Press Feature + 455 and the user's extension. The call is directed to your
        telephone.




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LabelMaker for Telephones and the Attendant Console
    To create a set of labels for your phone, click the Telephone Labels button.
    To create a set of labels for the 3Com Attendant Console, click the Attendant
       Console Labels button.
These buttons start a download of the LabelMaker utility, which is a Windows
program file. If you use an operating system that cannot run Windows programs, you
can get a PDF version of the LabelMaker. See your system administrator.
To use the LabelMakers:
   1. Click Telephone Labels or Attendant Console Labels.
   2. If the Windows File Download dialog appears, click Save, and then specify a
       location in the Save As dialog to save the LabelMaker file. If you click Open
       from the File Download dialog, Windows puts the LabelMaker file in a default
       location on your hard disk.
   3. Locate and launch the LabelMaker by double-clicking the file named
       labels.exe using one of these methods:
        Open Windows Explorer and navigate to the file.
        Double-click My Computer and navigate to the file.
   4. Find the page in the LabelMaker that has labels for your telephone.
   5. Edit the label template by clicking any of the label text boxes, and then typing
       new text.
   6. Press Tab to move to the next text field in the label.
   7. Click the Print button at the top of the LabelMaker screen to open the Print
       dialog. Specify which page you want to print. Typically, the default is to print
       all pages.
   8. Click Print.
   9. Cut out the labels and put them in the label holders of your 3Com Telephone
       or your Attendant Console.
   10. To save the edited LabelMaker, click the Save button at the top of the
       LabelMaker screen. Or you can click File > Save As to save the LabelMaker
       to a new location.

NOTE:
To reuse your saved LabelMaker, you must run the file you saved to your computer.
If you download the LabelMaker from the NBX NetSet utility again, you get the
default version, and the download might overwrite your saved LabelMaker. To create
a Windows Desktop shortcut to your saved LabelMaker, right-click the saved file and
then click Send To > Desktop (create shortcut).




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                          NBX Messaging
Change Password
My Messages > Change Password

To change your password:
   1. Enter your current password in the Old Password field.
   2. In the New Password field, type a new 4 to10 digit numerical password (Do
      not use the * or # symbols)
   3. In the Confirm New Password field, retype your new password to confirm it.
   4. Click Save.




Changing Your Password Using the Telephone:
Message button + current password+ #+ 9+ 2+ follow the prompts




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Off Site Notification
NBX Voice Mail Settings > Offsite Notification

When you enable off-site notification, the NBX Messaging system notifies you by
means of e-mail, voice mail, or pager that you have received voice mail on the NBX
system. You can then retrieve your messages.
Off-site notification consists of one cycle of up to five attempts to reach you, one
attempt for each Attempt row that you configure in the Off-Site Notification screen.
To configure off-site notification for your NBX voice mailbox:
    1. Verify that your system administrator has enabled off-site notification for the
        NBX system and for the Class of Service group to which your telephone
        belongs.
    2. Check Enabled.
    3. If you want to be notified only about urgent voice mail messages, also check
        Urgent Messages Only.
    4. In the first Attempt row, in the Method drop-down list, select Pager, VoiceMail,
        or EMail.
    5. In the Number/Address field:
            If you selected Pager for Method in step 4:
                       o Enter a pager number. Do not use parentheses, hyphens, or
                          spaces. After you are notified by pager, you must call in to
                          your voice mail to listen to your messages.
                       o In the Numeric Page field, indicate what you want the pager
                          to show.
            If you selected VoiceMail for Method in step 4:
               Enter the telephone number at which you want to be notified. Do not
               use parentheses, hyphens, or spaces.
               When you choose to be notified by voice mail, the NBX system calls
               the number that you enter in this field. After the system announces that
               you have a new voice message, follow the prompts (or log in to the
               NBX NetSet utility) to access your voice mailbox and listen to and
               delete your messages.
            If you selected EMail for Method in step 4:
               Enter the e-mail address at which you want to be notified. You can use
               different e-mail addresses for different Attempts.
               When you choose to be notified by e-mail, the NBX system sends you
               one e-mail message for each voice mail message that you receive.
               The voice mail message is attached to the e-mail message.
               You can listen to the messages using your PC if it has a sound device.
               If you delete the e-mail notice with its attached WAV file after you listen
               to the message, you delete only the copy; the original voice mail
               message remains in your NBX voice mailbox. You must log in to the



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          NBX voice mail system by telephone or through the NBX NetSet utility
          to delete your messages.
6. From the Interval drop-down list box, select the number of minutes that you
    want the system to wait after each attempt before it moves to the next
    attempt.
7. Click Apply.
8. Repeat steps 4 through 7 to set up additional attempts if you want.
9. When you have configured all of the Attempt rows that you want, click OK.
    The NBX Messaging tab appears.
10. Test your off-site notification settings by leaving yourself a voice mail
    message.




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                              Ringer Tones
Telephone Programming > Ringer Tones

To help you to distinguish the ring tone of your 3Com Business, Basic, or Manager's
Telephone from the sound of other phones, use the NBX NetSet utility to select one
of nine ringing tones.
To listen to the ringer tones, click each Sample Ringer Tone button.
To change your ringer tone using the NetSet utility:
    1. Select the number of your preferred ringer tone from the drop-down list. The
        default tone is Ring Tone 1.
    2. Click Apply.

Silent Ring
You can also disable the ringing entirely. The other features of your telephone
remain active, but the ringer is not audible.
To disable the ringing:
    1. Click on the Silent Ring radio button. The status light (Business Telephone) or
       the display panel icon (Basic Telephone) flashes when a call arrives, but the
       telephone never rings.
    2. Click Apply.




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                                  Directory
Directory > Directory

The Directory screen shows the internal user directory so that you can find
telephone extensions and other information for any user on the system. Only the
administrator can modify or block an extension in the directory.
To find a user:
    1. Select a user from the scroll box. Click each column heading to arrange the
       information in ascending or descending order. To search for a particular user,
       click Search.
    2. Click Details. The information about a user appears below the scroll box.
Click the Phone Guide icon for instructions on how to view and dial from the
directory on your 3Com Telephone.




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Directory Search
Directory > Directory

You can search through the user directory by first name, last name, title,
department, extension, or location. The “Search” button is located on the bottom of
the directory page.
   1. In the relevant field, enter the detail for which you want to search.




   2. Click Find.
      The system shows the search results. Click each column heading to arrange
      the information in ascending or descending order.

   3. To search for another user in the directory, click Clear and enter the new
      details.




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