unified communications telephone orientation 101 2016-08c.pdfhold-resume press the hold softkey. to...

Unified CommunicationsTelephone Orientation

http://ucsupport.kent.edu

August 2016

Set up Voice Mailbox

• Press Messages

• Press * (star key)

• Enter your 5-digit extension, # (pound sign)

• Enter 2010, # (pound sign)

• Follow the menu prompts

2

Support

• Test your phone and request help from your desktop support staff person.

• See http://ucsupport.kent.edu for guides, Movies, FAQs, and more.

• Phone Orientation is held every week. See the HR Events Calendar to register.

• Office lines may be programmed to behave differently, see your office manager for details.

Messagewaiting

Scroll

Soft Keys

Volume

Speaker

Mute

Adjust

Lines

Options

Explore your new phone

Messagewaiting

Scroll

Soft Keys

Volume Speaker

Mute

Lines

Explore your new phone 8861

More OptionsSettings

Options

Try the Softkeysmore

• Press the button beneatha softkey.

• Softkey options change.

• Select more to see more menu options.

• Pressing more scrolls through all options.

Change the Ring

Settings

• Press the Settings button.• Press 1 for User Preferences.• Press 1 for Rings.• Press 1 to set the Default Ring.

Settings

Scroll

• Scroll to highlight a Ring Type.• Press Play softkey to listen.

• Press Select to choose the ring.• Press Save to save your choice.• Press Settings to leave the menus.

Assign the Delay 10 ringtone to a line that you answer only occasionally (it is the last ring in the list.)

This sets a delay before the call rings on your phone. The line owner has a chance to answer the call first.

Delay the Ring on a Line

Place a CallLine Buttons

Speaker

Headset

Lift the handset and Dial.

Press the NewCall softkeyand Dial.

Press a Line button and Dial.

Press Speaker and Dial.

Press Headset and Dial.

Or dial the number,and press the Dial softkey.

Any combination works, too.

•

Dial a Number

Dial a KSU 5-digit extension

Off campus calls: dial 8 firstLocal calls: 8 + numberLong Distance: 8 + 1 + #

Emergency: dial 8+911 or 911

Incoming calls go to voice mail after 4 rings.

When a KSU employee calls,you see their name and extension.

Off-campus calls display the phone number.

13

Caller ID

Place a Call on Hold

Hold-Resume

Press the Hold softkey.

To return to the call, press Resume softkey.

Active : On Hold:

With a call on hold, you may answer another call, place a call, or hang up the handset.

Watch the screen for calls.Hold/

Resume

Manage Two or more Calls

Scroll-Hold-Resume

When a second call rings in, you will see the ANSWER key –which holds call 1

and answers call 2

When you have 2 or more calls :Scroll to select a call

Use Hold and Resume to control the conversation.

Scroll

Answer

Transfer an Incoming Call:

Trnsfer-Dial-Trnsfer

(or Trnsfer--Dial--Hang up the handset)

1. Press Trnsfer to hold the call.

2. Dial the number to which the call will be transferred.

3. Press Trnsfer again (cold transfer)

Or announce the call, then press Trnsfer (warm transfer).

If the transfer is refused, EndCall,press Resume to rejoin the 1st call.

Transfer an Incoming Callto Voice Mail

Trnsfer--*-- Dial--TrnsferPress Trnsfer-- star key to send the caller

to the recipient’s voice mailbox. The recipient’s phone will not ring.

Forward all Calls

CFwdAll

Forward incoming calls to another extension:

1. Press the CFwdAll softkey.

2. Dial an extension.

“Forwarded to #####”appears on the screen.

To Cancel, press the CFwdAllsoftkey again.

Forwarded to ####

You can forward to: • Any KSU number• Any 330 number• 2-7777 voice mail

Ad-Hoc Conference Call

more, Confrn-Dial-Confrn

1. Place 1st call, ask person to wait.

2. Press more , Confrn, dial 2nd person.

3. When 2nd person answers, press Confrn. The calls merge.

4. Dial 3rd person, press more, Confrn, etc.

Continue to add up to 7 parties, or 8 participants total, including yourself.

Softkeys

AutoDial

Redial dials the last number called.

Press a number key to displaysimilar recently-dialed numbers.

Press the down arrow to view recently-dialed numbers. Scroll to a number and press the Dial softkey.

The backspace key << corrects misdialing.

22

BACKSPACE KEY

View/Dial From Call Logs

Directories

23

Press Directories.

Highlight a call log, press Select to view the call records.

*

View/Dial From Call Logs, continued

24

Scroll to select a call, press Dial to call back, or press More, Details to see call details.

The call extension, date and time appear beneath the list.

Dial from the Phone Directory

Corporate Directory

25

Press Directories.

Select Corporate Directory.

Press the Select softkey.

Dial from Phone Directory, continued

26

Use the dial pad keys to enter the First Name initial and 3-4 letters of the last name.

Press Search to view the matching entries.

Select an entry, press Dial.

Park & Retrieve a Call

27

On an active call, press the more, Park softkeys.

Note the 5-digit code that displays on the screen.

(The caller is placed on hold.)

Go to another phone, dial the 5-digit code to retrieve the call.

Unity Voice Mail

5 ways to retrieve voice mail messages:

Message button on your new phone

Dial 2-7777

Dial your own extension

From your Outlook mail inbox

From Jabber.

Get Messages on Your Own KSU Phone

1. Press the Messages button.

2. Enter your PIN and press # (pound sign).

3. Follow the voice prompts.

Red Light: Message Waiting

Playing a new voice message automatically saves the message.

Messages

Get Messages on any other phone

1. Dial 2-7777, or dial your own KSU number.

2. When Voice mail answers, press *.

3. Enter your 5-digit extension, press #.

4. Enter your PIN, press #.

Follow the voice prompts.

Visual Voice Mail in Outlook

Messages appear in your Outlook Inbox with Caller ID.

Click the Wav file icon to play the message.

Open the message as usual. There is no text.

Manage voice mail

• A phone and email message are the same data file –delete one, and the other is deleted.

• Unread Inbox voice mail is deleted after 30 days.

Notification is sent before deletion.

• Drag a message into another mail folder to keep it.

• A message may be forwarded with the WAV attachment, or the attachment may be downloaded.

• In Outlook, you can Reply and type an email message to a KSU employee, in response to a voice message.

Check your phone listing in the KSU directory

Check your phone listing in the KSU directory

12 Keys to Using Cisco Jabber

http://ucsupport.kent.edu

1. Build Your Contact List

Jabber will search :

People you have added to the contact list

Your Outlook contacts

Everyone in the KSU Directory

2. See Who is Available

See the availability status (Presence)of your contacts

Request an Alert when Available

Show your availability to others

Customize your status message

3. Chat with Colleagues

Chat with KSU employees who use Jabber.

Chat logs are NOT saved

Hold a group chat

4. Spellcheck

Spellcheck can be set as a preference to correct common spelling errors

Several languages are available in the spellcheck options

5. Use Jabber as a Phone

Your work or home computer is a phoneSet: Use my Computer for Calls

Works within the KSU FlashZone,

or use Kent VPN when off-campus.

Autodial your desk Phone

Autodial a contact using Jabber.

Set: Use my Phone for Calls

The call audio goes to your phone

6. Use Outlook to Initiate Communication

From an open e-mail:

Respond with an Instant Message

Respond with a Call

Start an Impromptu Chat Meeting

7. Use Jabber on Android and iOStablets and smartphones

Download Cisco Jabber and Cisco Anywhere from your app store

Open a Help Desk requestto set up your mobile device

or contactyour desktop support person

8. Jabber has full Call Handling Features

Place a call on hold

Mute a Call

Transfer a call

Initiate a conference call

Other Call Options

Set call forwarding through Jabber

Jabber remembers the last number used when forwarding calls

Do Not Disturb (DND) can be set as a preference to suppress audible and

visual notifications

9. Jabber has full Telephone Features

View Call Logs (missed, placed, received)

Listen to messages

Change your greeting

10. Customize Jabber

Click the File menu, select Options to:

• Auto-boot Jabber

• Automatically set your statusto ‘away’ when computer is inactive

• Set Privacy – controls who can see your status and message you

11. Place Two-Party Video Calls

Both parties must have new phonesand Jabber.

Both parties set Use my computer…

Currently works on PC, iPad, iPhone

with a camera and Jabber

12. Video Desktop Share

On a chat, you can choose to share the view of your desktop with another Jabber user

Control of your desktop can be handed over to another user