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1
Unified CommunicationsTelephone Orientation
http://ucsupport.kent.edu
February 2014
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.
2
Messagewaiting
Scroll
Soft Keys
Volume
Speaker
Mute
Adjust
Lines
Options
Explore your new phone
Try the Softkeysmore
• Press the button beneatha softkey.
• Softkey options change.
• Select more to see more menu options.
• Pressing more scrolls through all options.
Try the Help Key?
• Press ? then press
any key
• Read on‐screen help.
• To end, press ? again
Or press Exit.
?
ExtraSlide
3
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
Change the Screen Brightness
• Press the Settings button.• Press 1 for User Preferences.• Press 4 for Brightness.• Use the Volume buttonto adjust the brightness.
• Press Save to keep your setting.• Press Back and Exit to leave the menus.
Settings
ExtraSlide
4
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.
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Caller ID
5
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.
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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
7
Conference Call Tips
• Only the call initiator may dial additional participants into the call.
• A participant can Transfer their place in the conference call to another person.
• Participants may Hold/Resume, use Speaker, Mute.
• If the initiator of the conference call hangs up, the other parties remain on the call.
ExtraSlide
Join two Calls
more, Join
1) On the first (active) call, press more, Join.
2) Select and resume the second call.Press more, Join.
To add a person to a conference call when the call initiator has left the call:
Put the conference line on hold, press New Call,Dial the additional party and Join the calls.
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ExtraSlide
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.
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BACKSPACE KEY
8
View/Dial From Call Logs
Directories
22
Press Directories.
Highlight a call log, press Select to view the call records.
*
View/Dial From Call Logs, continued
23
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
24
Press Directories.
Select Corporate Directory.
Press the Select softkey.
9
Dial from Phone Directory, continued
25
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
26
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.
More Useful Softkeys
• DND or Do Not Disturb quiets the ringer. You get one alert beep and flashing line lamp.
• iDivert or Immediate Divert, will send an incoming call directly to voice mail.
27
ExtraSlide
10
Tips for Managing Calls
• Use DND to reduce ringing and to screen calls
• Use iDivert to send calls to voice mail
• Forward calls to another phone number
• Forward calls to voice mail (2‐7777)
• Record a greeting that encourages callersto leave a message
• Listen to messages and respond via Outlook
• Turn ringer volume down, line light flashes28
ExtraSlide
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
11
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.
12
Check your phone listing in the KSU directory
Use the call management features on your phone to screen callers.
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
13
Action: Add a Contact Type a last name in the search field:
Click the + icon on a contact entry
Create a New Group and Add
Right‐click on the contactand View Profile
ExtraSlide
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
Action: Show your Availability
Select a status message from the menubelow your name
Click on the status message andtype over a custom message
Statuses will follow your Outlook Calendar
ExtraSlide
14
3. Chat with Colleagues
Chat with KSU employees who use Jabber.
Chat logs are NOT saved
Hold a group chat
Action: Chat with a Colleague
Search for someone you knowwho is active in Jabber
Double‐click on their contact entry
Type in the lower field
Press Enter to send
ExtraSlide
4. Spellcheck
Spellcheck can be set as a preference to correct common spelling errors
Several languages are available in the spellcheck options
15
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
Action: Dial using Jabber
Set Jabber to Use my Phone for Calls(phone settings menu is in the lower right corner)
Click the phone icon in a person’scontact entry, and converse, or
Type a number into the Search field,
press Enter to call
ExtraSlide
16
Action: Call using Jabber
Set the Phone status menuto Use my computer
Call a colleague(you must have a mic and speakers, or a headset)
Explore the icons and menu optionsin the active call window
ExtraSlide
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
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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
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Action: Explore the Features Menu
Click the left menu icons and view:
Call Logs
Messages
Outlook Calendar
Help links
ExtraSlide
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
19
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