My computer has stopped working since my phone was installed?
How do I set up Voicemail? Where do I get my Voicemail PIN?
How do I pick up a Voicemail message?
I don't have Voicemail - how do I request it?
How do I re-record my Voicemail message?
The Voicemail lights on my phone won't stop flashing after I've listened to my messages
Voicemail good practice guidelines
How do I transfer a call?
How do I divert/forward my line to a colleague's line?
How do I dial an external number (outside line)?
Can I make personal calls?
How do I set up Speed dial buttons?
How do I answer the phone on speaker rather than through the handset?
How do I put a call on hold?
Can I use a headset with my phone?
How do I connect a headset to my phone?
How do I know if I have missed a call?
How do I stop the Voicemail system emailing me every time I miss a call?
How do I make a conference call?
How does 'Call me back' work?
How do I change the ringer to a different tone?
All the numbers and options next to the softkeys in the display area are missing!
The new VOIP telephones are integrally linked to your PC. The network cable from your PC now connects into the back of your VOIP telephone, and then another network cable connects from the telephone to the network socket on the wall. If your PC has stopped getting any access to your network drives, internet and email, the likely cause is one of these network cables has become unplugged. Check the back of the phone and ensure that the network cables are firmly in place, and check that the cables go to the network socket on the wall, and the back of your PC. You can check to make sure your network cables are all connected ok by following these steps on your computer:
To configure your voicemail box (add a tailored message), phone x7777 (internal) or 01786 467777 (external) and follow the instructions.
You will need your PIN which you should have received in an email from Microsoft Exchange entitled ‘Welcome to Exchange Unified Messaging’.
If you cannot locate your PIN, in Outlook 2007 please go to Tools > Options > Voicemail and click the ‘Reset PIN’ button (in Outlook 2010, go to File > Info >Voicemail > Reset PIN). You will then be sent an email with a temporary PIN which you have to change when you first access voicemail.
Please call x7777 and listen to the instructions. You will go through the process of changing your PIN (if you had a temporary PIN sent to you), recording your name for use by the system, recording your personal voicemail greeting. You will only have to do this the first time you contact your voicemail box.
Your voicemail box should be configured to automatically go to voicemail if your line rings about 6 times (ie is unanswered) or is busy.
If you find that this is not the case, please contact Telephone Requests, x7111 to check that re-routing has been setup for you.
The message light on your phone and the large light at the top of the phone both flash when you have a new voicemail.
To retrieve your voicemail message: call x7777 or 01786 467777 and follow the Voicemail prompts to retrieve your message
Open Outlook and you will see an email from the person who left the message, with subject line starting 'voicemail from...' - if you open this, you will be able to listen to a recording of the message through your PC. If you don't have speakers on your PC, you can press the button 'play on phone' from within the email message and enter the extension number you want to play the message on. Your phone will then ring and play back the message to you.
When you have listened to the voicemail message via your email or phone, the red lights on your phone will stop flashing and the message will be deleted from the system. You can however relisten to it, via the email which was sent to you.
Voicemail will have been automatically set up for all staff specified by your department in the initial setting up of the VOIP project.
To find out whether you have been given voicemail, please dial x7777. If you are greeted by your own name and asked to enter your PIN, you have voicemail access and should follow the instructions above to set your voicemail box up.
If on dialling x7777 you are asked to enter an extension number, you do not have Voicemail.
If you don't have Voicemail but have your own extension number and would like to use Voicemail, please contact the Information Centre, x7250 (press 2 for IT)
If you want to change your Voicemail message, you should:
If you have received and read a voicemail but still find that the orange lights are flashing on your phone, try the following fix:
When transferring an external call you should announce the call to the person you are transferring it to and the reason for the transfer. If the person you are trying to transfer to is not available, you should revert to the caller and offer them further assistance. If you are transferring to the switchboard you should inform the switchboard staff of the reason for transfer. Blind transfers (putting a call through to another extension and not waiting to see if it gets answered) are not considered to be good practice.
You can either:
OR you can use the following shortcuts:
This is unchanged from the old system. Press 9 and then dial the number.
Yes, you can use your existing PIN for making personal calls and you will be charged as normal in your next payslip. If you want to set up a PIN for making personal calls or have forgotten your existing PIN, please contact Telephone Requests, x7111.
NOTE: USERS WILL HAVE TO USE AN EXTRA HASH IN THE PIN PROCESS:
Business PINs work in the exact same way.
To answer the phone via the speaker, press the speaker button in the top row of buttons on the telephone. To hang up/end the call, press the X button.
If you need to put a call on hold (for example, while you look for an answer/speak to a colleague etc) you have a couple of options:
Yes, please contact Telephone Requests for information on compatible headsets
The Telephone Requests (x7111) team can advise on which headsets are compatible with the phone system we have. When you have your headset, follow these instructions to programme your phone:
Now press the button for Headset
If you have missed a call, you can see this by pressing the blue menu button and the light next to ‘Call History(Missed calls)’ will be lit up. Pressing this lit button will show you a list of calls you missed when you were away from your desk.
If the caller has got as far as your voicemail then hung up, you will get an email from that person with subject line 'Missed call from xxxx'.
If someone tries to ring you and gets your voicemail but doesn't leave a message, you will get a 'missed call' notification email. If you don't want to receive these, follow these instructions:
The system allows for a conference call with up to 8 participants at the same time. To conference a call:
If you dial an extension that is currently busy, you will be presented with a ‘call me back’ button on your phone. Press this and then hang up. Once the extension has become free, your phone will ring with a short burst ringtone. If you then answer your phone, you will be connected to the no-longer-engaged extension you were trying to reach.
Ensure you have not used one of the navigation keys (those with the back and forward arrows) at the foot of the display area to scroll onto an empty page. 5330 handsets have three pages for string numbers and 5320 handsets have two display pages. Which one you are currently on you can determine by the number at the foot of the display area contained within asterisks **** 1 **** If your display is empty use the navigation key to move back to the previous page.