Telephone & Voice Mail End User
Training
Overview
 The new system should be fully live & receiving incoming calls on Wednesday
morning, August 13th.
 The new Cisco system runs on the data network. The new phones plug into data
jacks and end users plug their computers into the back of the phones.
 Telephone moves can be done by end users. If moving to an office that has a
phone in it already, please return that phone to ITS.
 Extension numbers, fax and telephone numbers have NOT changed.
 The University has decided not to implement authorization codes for long
distance calling.
 All users with voice mail must initialize their new mailbox. The default voicemail
PIN is 1234.
 Messages in the current voice mail system cannot be moved to the new system.
It is recommended that old messages are deleted.
 Old phones will be collected in late August/September.
 Verify the name on your phone by calling yourself or someone else.
 Telephone questions or problems should be directed to ITS department for
resolution: trp@hartford.edu
 Phone tips and user guides: http://uhaweb.hartford.edu/newphone/
Overview of New Features
 Unified Messaging: In the future, users will have the
choice to receive a copy of voice mail messages in
their email as a .WAV attachment. To be rolled out by
ITS.
 Jabber Instant Messaging will give users access to
instant message & status information for logged in
users. To be rolled out by ITS.
 Mobility allows calls to ring a your desk extension &
on a mobile device. Unanswered calls go to your
University voice mail, not the cell VM. To be rolled
out by ITS to users who need this functionality.
Telephone Models
Magnetic bezel.
7821/7841
2 or 4 Line
speakerphone.
8961
5 Line
speakerphone.
3905
Single-line
speakerphone.
Line Keys & Session keys
Line Keys are the 2 or 4 buttons on
the left & right side of the display on
model 7821 & 7841 phones. 5
buttons on the left hand side of the
phone on model 8961’s.
NOTE: The primary line on any
phone is always the top, left button.
Line Keys
Session Keys are the 5
buttons on the right side of
the display. Session keys
only apply to model 8961
phones. Calls stack up on
the session keys.
Soft Keys vs. Fixed keys
Soft Keys are 4 buttons below
the display. Soft keys change
depending on the state of the
phone. Soft keys can be used
for features such as: Call
Pickup, Redial, Divert, Call
Forward & etc.
Fixed keys functions never
change. Fixed keys are:
Transfer, Hold, Conference,
Applications, Messages,
Contacts, Speaker, Headset,
Mute and Volume up/down.
Model 7821/41
Navigation Key is used to scroll through menus on the phone display.
Model 8961
Need to know…
•
Dialing out – Dial 4-digit extension or 9 and an outside number.
•
Hold & hold retrieve – HOLD key
on models 7821/7841 or HOLD key
on 8961.
Press Hold fixed key to put a call on hold.
Press Resume soft key or Press the blinking Line key to retrieve the call.
Note: If a line is shared by other phones, they can pick up a holding call from another phone.
If the line is not shared, HOLD is exclusive to the phone where the call is holding.
•
Transferring calls –
While on a call, press TRANSFER key, dial a 4-digit extension and press
TRANSFER again or hang up to complete the transfer. Calls may be announced if you
allow the party to answer before you press TRANSFER again or hang up.
•
Transfer to VM – While on a call, press TRANSFER, press *, dial extension & press TRANSFER
again or hang up.
•
Call Pickup – Press PICKUP soft key to answer a call ringing in your group.
Refer to the complete quick reference guide for features.
Need to know…
•
Accessing voice mail from your phone
Press MESSAGES key on your phone.
Enter your PIN and #.
AS A NEW USER, your default PIN is:
1234 #
New users will be taken through a tutorial.
You will be instructed to:
Record your name for the directory
Record your standard greeting
Enter a new PIN (Minimum is 4-digits.)
•
Model 7821/41
Messages Key
Accessing voice mail from a different phone
Press MESSAGES key or dial 5522 or 7787 at any phone and press * (star)
Enter your ID and press # (ID is your 4-digit mailbox number)
Enter your PIN and #.
•
Access voice mail from outside the office
Call 860-768-5522 or 7787.
Press * when you hear the greeting.
Enter your ID, which is your 4-digit extension, and press #.
Enter your PIN and #.
Refer to the complete quick reference guide for features.
Model 8961
Good to know…
•
PARK:
•
RETRIEVE PARKED CALLS:
•
CONFERENCE CALLS
While on a call, press CONFERENCE key
Dial 4-digit extension or dial 9 and an outside number.
Press the CONFERENCE key again to join parties
together.
•
ALL CALL FORWARD
Press MORE soft-key, press FORWARD ALL soft-key.
Dial 4-digit extension or press MESSAGES to call
forward your line to voice mail.
Press MORE soft-key & FWD OFF soft-key to
disable forward.
While on a call, press MORE soft-key and PARK
soft-key & note the number the call is parked on
in the display – valid numbers are 290 – 299 .
Go to any phone & dial the 3-digit number that
call is parked on.
Refer to the complete quick reference guide for features.
Contacts & Applications
 Contacts key is to access the corporate directory. Search by
first name or last name. Use the navigation key to scroll and
select person to dial. Press Contacts key again to exit.
 Applications key used to customize ring tone and display
brightness or access call history (up to 150 records.) Use the
navigation key to scroll and select. Use soft keys to view
Details about a call record. Press the Applications key again
to exit.
Note about Call History: Calls can be made from Call History records by
highlighting the record and selecting the CALL/DIAL soft-key. Some calls may
need to be edited before dialing out, for instance to add a “9” in front of the
outside number. Press the MORE soft-key & EDITDIAL soft-key to add a “9” to a
selected call history record.
Voice Mail Flow Chart
MAIN MENU
LISTENING TO MESSAGES
During Message:
Review Message
SAVE
DELETE
Slow Playback
Change Volume
Fast Playback
Rewind
Pause/resume
Fast Forward
Fast Forward to End
Save as New
1
2
3
4
5
6
7
8
9
#
##
After Message:
Repeat Message
SAVE
DELETE
Reply (record or live reply)
Reply ALL
Forward Message
Mark as New
Skip Back
Message Properties
(Date & Time)
USE THESE KEYS
ANYTIME
1 Listen to new messages
3 Listen to saved & deleted
messages
2 Send a message
4
Set up options
5 Find a specific message
6 List Meetings
(Only available with Unified Messaging.)
7 External Messages
SENDING A MESSAGE
1
2
3
4
42
5
6
7
9
Help
0
Cancel/Back up
Skip/Move ahead
*
#
Record Message & press #.
Enter extension & press #.
 # Send Message
 1 Mark Urgent
 2 Return Receipt
 3 Mark Private
 4 Set Future Delivery
 5 Review Message
 6 Rerecord Message
 7 Add to Message
 91 Add Names
 92 Delete Names
 95 Copy Yourself
SET UP OPTIONS
Greetings
1
 1 Rerecord
 2 Turn on Alternate
(After enabling greeting, press 1 to set an end
date or 2 to turn off manually.)
 3 Edit other Greetings
 4 Hear all Greetings
Message Settings
2
 1 Change Message
Notification
 3 Change Menu Style
 4 Edit Private Lists
(1-25)
Preferences
3
 1 Change PIN
 2 Change Name
 3 Directory Listing
Transfer Settings
4
 1 Standard Transfer Rule
 2 Alternate Transfer Rule
 3 Closed Transfer Rule
 4 Personal Transfer Rules
(Feature only applies to callers who dial extension
from auto attendant, not calls on direct lines.)
Alternate Contact Numbers
5
 # Edit Transfer Number
(Feature must be enabled by a system
administrator.)
QUESTIONS?