USER GUIDE USER HELLO! How may we help you?

Transcription

1 USER GUIDE USER HELLO! How may we help you?

2 User Guide topics at a glance Answer a call 3 Dial a call 4 Place a call on hold 5 Transfer 6 Advanced transfers 7 Conference calling/3-way calling 8 Parking 9 Pick up 9 Paging 10 Intercom 10 Call forwarding 11 Cancel call forwarding 11 Apps button features 12 Voic features 14

3 USER GUIDE We re glad you re here. Welcome to the SpectrumVoIP family! We ve designed the easiest-to-use, most streamlined digital phone system available. Have a question? This at-a-glance guide offers succinct explanations of our basic features. If you still need help, getting it is a snap. Our tech support team, located in Dallas, is just a call away-just dial In addition, you can us with less immediate needs at help@spectrumvoip.com and expect a timely response. It s really that easy. If you prefer to see how it s done with your own two eyes, we re pleased to offer a series of training videos to familiarize you with the SpectrumVoIP system. You can access these online anytime at: 1

4 Your questions, answered. A quick scan of the following topics can help you find fast answers to the most common questions about your SpectrumVoIP service. For additional assistance, call our support line at

5 USER GUIDE ANSWER A CALL Ringing Pickup Park Answer FWD Silence Reject ABC 3 DEF MESSAGE HEADSET GHI JKL MNO OK CONF HOLD PQRS TUV WXYZ MUTE TRAN 0 SEND # _ + * RD 2 Use one of three ways to answer calls: HANDSET Pick up handset 1. SPEAKER PHONE Press speaker phone button 2 on phone or answer button on screen. HEADSET Press headset button 3. If headset light is already illuminated, press answer button on screen. 3

6 DIAL A CALL Dial your SpectrumVoIP phone just like you would your cell phone : Pickup Park Send 123 Delete Cancel ABC 3 DEF MESSAGE HEADSET GHI JKL MNO OK CONF HOLD PQRS TUV WXYZ MUTE TRAN 0 SEND # _ + * RD First, enter the number or extension you would like to call. Include the area code, even for local calls. Then, use one of the following to connect: HANDSET Pick up handset 1. SPEAKER PHONE Press send button 2 on phone. HEADSET Ensure the headset light 3 is illuminated, then press the send button 2. 4

7 USER GUIDE PLACE A CALL ON HOLD Held calls are private and can only be picked up on the same phone. Park Talking :12 Pickup Tran Hold Conference EndCall 1 2 ABC 3 DEF GHI JKL MNO OK MESSAGE CONF HEADSET HOLD PQRS TUV WXYZ MUTE TRAN 0 SEND # _ + * RD While on call, press hold button 1 on phone or hold button on screen. To return to the held call, either press blinking line button on phone or resume button on screen. TIP: Pressing another line key automatically puts your current call on hold. 5

8 TRANSFER BLIND TRANSFERS (UNANNOUNCED) When you wish to have a private conversation outside of your call, use the mute feature: Press transfer 1 to initiate (this automatically places the call on hold). Enter the destination number or press a speed dial key. Press transfer 1 a second time, or hang up, to execute transfer. Park Talking :12 Pickup Tran Hold Conference EndCall 1 2 ABC 3 DEF MESSAGE HEADSET GHI JKL MNO OK CONF HOLD PQRS TUV WXYZ 0 SEND # _ + * MUTE RD TRAN 1 6

9 USER GUIDE ADVANCED TRANSFERS SUPERVISED TRANSFERS (ANNOUNCED) Press transfer 1 to initiate (this automatically places the call on hold). Enter the destination number or press a speed dial key. Wait for the call to connect this allows you to speak with the party to whom you are transferring and announce the call to them. Press transfer 1 a second time, or hang up, to execute the transfer. To cancel the transfer, press cancel and then the flashing line key to return to the original call. TRANSFER DIRECTLY TO VOIC Press transfer 1 to initiate (this automatically places the call on hold). Enter 1 plus the extension number or speed dial key. Press transfer 1 a second time, or hang up, to execute the transfer. TRANSFER TO INTERCOM Press transfer 1 to initiate (this automatically places the call on hold). Enter 2 plus the extension number or speed dial key. Press transfer 1 a second time, or hang up, to execute the transfer. TIP: You can even transfer calls to an external number, such as a cell phone. 7

10 CONFERENCE CALLING / 3-WAY CALLING The SpectrumVoIP conference call feature makes it easy to connect two callers and yourself for a group conversation: While on a current call, press the conf/conference button 1 beneath the phone screen. Dial the extension or outside number with which you wish to conference and wait for the call to connect. When the third party answers, press the conf/conference button 1 again to connect all three callers. If you have calls active on two lines, press the conf/conference button 1 to join them. 3 Park Talking :12 Pickup Tran Hold Conference EndCall ABC 3 DEF GHI JKL MNO OK MESSAGE CONF HEADSET HOLD PQRS TUV WXYZ MUTE TRAN 0 SEND # _ + * RD 4 8

11 USER GUIDE PARKING (PUBLIC HOLD) Parking is a convenient option when you ve answered a call at one phone, and wish to continue the conversation from another phone. To park a call: Note that parking only works on an inbound call. Press park button 2 on phone screen. Listen for and take note of the 3-digit park number. Hang up the call (the call is not parked until you hang up). To retrieve the parked call from any phone, dial the 3-digit park number, and press send. Parked calls will ring back after two minutes. PICK UP The pick up feature is used to answer another ringing phone or to retrieve a parked call. Press pick up button 3 on the phone screen (on some phone models the pick up feature is nested under the APPS button). TIP: If you forget the park number, use the pick up feature. 9

12 PAGING This feature allows you to broadcast a message via speaker to all extensions within your SpectrumVoIP system at the same location. Press page 1 button located on the phone screen. Lift handset and speak to share a message with your office network. Paging is one-way audio only. INTERCOM The intercom feature initiates two-way audio to a specific extension. Dial 2 + the extension. Press send button 2 or pick up the handset. Both parties will hear a beep : Pickup Park Send 123 Delete Cancel ABC 3 DEF MESSAGE HEADSET GHI JKL MNO OK CONF HOLD PQRS TUV WXYZ MUTE TRAN 0 SEND # _ + * RD 10

13 USER GUIDE CALL FORWARDING Calls can be forwarded at the number level in the web portal, or at the extension level using the following method. You can forward your extension to another extension or to an external number. Dial 72 + external number or internal extension. * Press send 2 button. Listen for audio cue call forwarding. Your calls will be forwarded to the alternate destination. CANCEL CALL FORWARDING When you wish to discontinue call forwarding: Dial 72 from your SpectrumVoIP phone. * Press send button 2. Listen for audio cue call forwarding canceled. TIP: To avoid excess noise after an announcement, press the end call key prior to cradling the handset. 11

14 APPS BUTTON FEATURES The apps 1 button allows access to a variety of features. Use the up and down arrow keys 2 and OK button 3 on the screen to select from the following: PARKED CALLS Using the arrow keys, select the call you wish to retrieve and press OK 3. PICK UP INCOMING CALLS To intercept a call ringing another extension, select it from the list and press OK 3. SET CALLER ID Select the number that you wish to display as the outbound caller ID for your phone and press OK 3. DO NOT DISTURB Select Do Not Disturb to prevent your phone from ringing and send incoming calls straight to voic . This feature can be toggled on and off. QUEUE AVAILABILITY STATUS If your company utilizes call queuing, you may control your availability in each queue from your phone. You can also see the number of calls currently waiting in each queue. 12

15 USER GUIDE VERIFY YOUR 911 ADDRESS Use this feature to verify the address associated with your phone for emergency 911 calls. Contact your administrator immediately if the address is incorrect. David Jeff Jake Jeff 12:40 pm Tue Apr 21 John Smith Jeremy AJ History Directory Apps Menu ABC 3 DEF MESSAGE HEADSET GHI JKL MNO OK CONF HOLD PQRS TUV WXYZ MUTE TRAN 0 SEND # _ + * RD 2 3 TIP: You can update your 911 address using our web portal. 13

16 VOIC FEATURES RECORD VOIC GREETING Press the message/envelope button 1 or dial * 1. Dial 0 for mailbox options. Press 1 for the unavailable greeting. Follow the audio prompts to record your message. CHECK VOIC Press the message/envelope button 1 or dial * 1. Follow prompts to listen to your messages. CHECK VOIC REMOTELY Call in to your extension so that you hear your voic greeting. Press the * key 2. Enter your voic password (1478 is the default voic password), followed by the # key 3. Follow prompts to listen to your messages. CHECK VOIC FROM WEB PORTAL Log in to and select the message tab. Contact SpectrumVoIP or your system administrator if you don t have your log in information. You can listen to, download, delete, or forward your messages from the system web portal. 14

17 USER GUIDE VOIC TO SpectrumVoIP voic s may be sent to your , enabling you to listen via your computer or smart phone. These.wav files will play like any other sound file on your device. If you would like this convenient option enabled for your extension, please your request to David Jeff Jake Jeff 12:40 pm Tue Apr 21 John Smith Jeremy AJ History Directory Apps Menu 1 2 ABC 3 DEF MESSAGE HEADSET GHI JKL MNO OK CONF HOLD PQRS TUV WXYZ 0 SEND # _ + * MUTE RD TRAN 2 3 TIP: If you would like your voic to be automatically transcribed and ed to you, contact technical support to enable. 15

18 Your questions...answered? While this user guide strives to provide comprehensive insights into your phone system, we understand that questions will arise. Never fear, help is only a phone call away. Our trained technicians are here to help or help@spectrumvoip.com 16

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20 Spectrum VoIP 2900 GATEWAY DRIVE / SUITE 620 / IRVING, TEXAS help@spectrumvoip.com