3CX Phone System User Guide

Transcription

1 3CX Phone System User Guide 31 Gloster Court, Dartmouth, NS B3B 1X9 Canada Toll free: Tel: Fax: cabco.ca

2 Contents Page Quick Start Guide 3 Voic User Guide 4 Call Parking 7 My Phone User Guide 8 Conferencing Bridge 21 Softphone User Guide 23 Changing Greetings 30 Setting Office Hours and Holidays 32 2

3 Quick Start Guide You must dial 9 to get an outside line. Transfer: While on the call you wish to transfer press the Transfer button on your phone, dial the three digit extension you wish to send the call to and hang up your handset. Put a Call on Hold: While on the call press the Hold button on your phone. Call Another Extension: Pick up your handset and dial the three digit extension of the person you wish to speak with. Voic Press your message envelope button on your phone to retrieve and manage your voic box (see attached for more details on managing your voic and remote access). Voic From Another Extension: Press the voic button, when the attendant prompts for the the PIN press #, you will then be prompted for your mailbox followed by your PIN. 3

4 Voic (an easy step-by-step guide) If you are unavailable to take a call, 3CX Phone System can record a message from the caller. These messages can be heard in the following ways: You can have the voice mail message ed to you as a WAV attachment which can be played by Windows media player. You can have a notification message ed to you so that you can dial the voice mail system and listen to the voice mail by phone. You can retrieve your personal voic from your phone by pressing the message button or dialling 999 and pressing send. Retrieving voice mail by phone To retrieve your voice mail by phone: 1. Press your message button. 2. Enter your peronsal ID number (default 1234) 3. A prompt will be played with the number of read and unread messages in your voice mailbox. 4. Press * to play your unread messages. 5. During playback of voice mail, you have these options: 0 Skip to the next message 1 Skip to the previous message. 2 Repeat current message. 3 Delete the current message and automatically go to the next message. 4 Call Back this will trigger a call to the caller ID of the person who left the message. 5 Forward message to another extension 9 To go to the Voice mail options menu (see below) # To hang up the call 4

5 Voice mail options menu The voice mail options menu allows you to set your status, configure your pin code and delete all read messages. It can be reached by entering 9 during message playback or during the welcome prompt. The following options are available: 1 to set your status 3 to dial an external number or internal extension 4 to delete all messages 5 To record your name (used for call by name) 6 To play mailbox information 7 To change pin number 8 To change your voice mail greeting (see below) 9 To repeat the prompt # To exit the call Change Your Voic Greeting Changing your personal greeting is accessed through your mailbox by accessing your mailbox and going to the voic options menu (option 9), and selecting to change your voic greeting option Press the message button on a phone setup for voic . 2. Enter your personal ID number (default 1234). 3. When the voic options start to play press 9 4. When the mailbox options start to play press 8. a. Press 0 for new greeting i. Record at the tone, when done press # ii. Press 0 to save recording iii. Press 1 to re-record iv. Press 2 to listen v. Press # to exit b. Press 1 to restore factory default greeting c. Press 2 to listen to current d. Press # to exit 5

6 Retrieving and Managing Voic From Outside the Office You can access your voic box and check messages and manage voic settings from outside the office. There are two ways to do this depending on how your system is configured. Configured with Digital Receptionist (DR) 1. Call into a line that is answered by a Digital Receptionist (Auto Attendant). 2. When the DR answers, dial 999. a. Depending on your extension length, the access code may change. Two digit extensions use: 99, Three digit use: 999, Four digit use: When prompted for your mailbox number key in your extension. 4. When prompted for your PIN enter your voic password (default 1234). Configured without Digital Receptionist (DR) 1. Call into a line that is answered by any voic box. 2. When the voic answers dial #. 3. When prompted for your mailbox number key in your extension. 4. When prompted for your PIN enter your voic password (default 1234). 6

7 Call Parking (Grandstream) Call Park slots are open hold slots that anyone can put a call into, or, retrieve a call from (unlike your Hold button which is an exclusive hold). Placing a call into Park When you have an active call press transfer and press the Park1 or Park 2 button The caller will be transferred into the park slot and you can hang up your handset Retrieval Pick up your handset and the appropriate Park button 7

8 MyPhone Web Interface 3CX MyPhone is a web based utility that allows you to easily manage your extension with a few mouse clicks. You can make changes to your user status, forwarding and voic rules, edit your extension settings as well as manage your voic and start multi party conference calls. For the Full user guide please visit: Accessing 1. Open your web browser 2. In the address bar type in the address: :5000/MyPhone a. You may be prompted to install Microsoft Silverlight, please do so. 3. When the page loads you will prompted for your extension and PIN (default PIN is 1234). Usage Main Screen The main screen shows the active calls in the system (it will show all the calls you have rights to see) as well as a list of all the extensions in the system, grouped by extension group. You can perform an action on a call or extension by right clicking it. Active Call Status Internal calls Shown in purple. External calls Shown in dark blue. Parked calls Shown in dark red. Extension Status/Presence Green User is available for calls. Grey Not registered User does not have a phone registered to take calls. Red Away User s status is set to Away. Calls will be diverted based on his/her preferences. Dark Orange User s status is set to Out Of Office. Calls will be diverted based on his/her preferences. Yellow User s phone is ringing or dialing. Purple User is on an internal call. Blue User is on an external call. 8

9 MyPhone Web Interface (Continued) Call History Tab The Call History tab shows all your outbound, inbound and missed calls. For each call you can see the date and time, the number, the caller name (if known) and the status. You can filter the calls by selecting Missed, Outbound or Received Calls. To launch a call, double click on a number, or click once to make the number appear in the Dial box so that you can edit it before calling. Voic Tab The Voice Mail Tab allows you to view and play voice mail messages. All voice mail messages stored on 3CX Phone System are listed. You can delete messages, mark them as heard, or click Play on Phone to listen to your voice mail message on your extension. Phonebook Tab The personal phonebook allows you to create a list of personal numbers which you can use from the dial edit box in 3CX MyPhone. You can specify all or part of the contact name and 3CX MyPhone will then autocomplete the number. You can manage your contacts from the phonebook tab. Add, Edit or Delete entries by clicking the appropriate toolbar buttons. To trigger a call to a person in the phonebook, double click on the contact or click and select the Call button. 9

10 MyPhone Web Interface (Continued) Settings Tab The Settings Tab has several sub tabs that allow you to edit your extensions details, setup voic handling and handling miscellaneous extension settings and dial rules. Extension Details: This section allows you to change basic user information; Name and address. Outbound caller ID is the number displayed when you call someone (not available on analog lines). Mobile number is used to allow other extension users to call you directly on your mobile. If you use 9 for dialling an outside line prefix your number with this as well. Forwarding Rules: This section allows you to change voice mail settings: Specify whether you want to play the caller ID of the person who left you a message. Play the time the message was received. Specify whether you wish to receive voice mail by . Change your PIN. 10

11 3CX MyPhone User Guide First Time Connecting To start the 3CX MyPhone, Open an Internet Browser and type in where xx.xx.xx.xx is the IP address of your 3CX server. It will bring up a Login Box. Enter your extension and your voic PIN. You can get these details from your 11

12 3CX MyPhone User Guide This will bring up the 3CX MyPhone Window. 12

13 3CX MyPhone User Guide Extension Status of Phones Setting Your Status Here is what others see depending on your forwarding rules. 13

14 3CX MyPhone User Guide Phone Status Colors Phone not Logged in Grey Available Green On a Call Inside line Purple On a Call Outside Line Blue Receiving a Call Yellow 14

15 3CX MyPhone User Guide Installing Myphone Locally on your Personal Computer To install the 3CX MyPhone locallyon your computer, rightclick with your mouse over the 3CX window and click install 3CX MyPhone onto this computer. It will look like this when installed localally. 15

16 3CX MyPhone User Guide Call History Tab The call history tab will give you details on phone calls made, received and missed calls. 16

17 3CX MyPhone User Guide Settings Tab The extension details is so you can configure your extension details, forwarding rules and MyPhone preferences. 17

18 3CX MyPhone User Guide Voic Tab The voic tab is so you can play, delete and change played status of your voic as well as return a call. 18

19 3CX MyPhone User Guide PhoneBook Tab The voic tab is so you can play, delete and change played status of your voic aswell as return the call. 19

20 3CX MyPhone User Guide Conferencing Tab The conferencing tab is so you can create a phone conference. Ist give the conference a name, then using the arrows choose and select people you want in the conference and move them into the conference participants window. External numbers can be added by typing them in then moving them to the participants window. For more information on using the 3CX Myphone, please use the following website: 20

21 3cx Conference Bridge Call conferencing allows you to easily setup a conference call for up to 32 callers (license permitting). Although many conference call services exist, it s often easier and cheaper to host your own audio conferences. Conferences can be set-up ad hoc, without the need to reserve a conference room. This has been done to simplify the set-up of conference calls. Creating a call conference You can create a conference call by dialing the conference number directly by phone, or by using the 3CX Assistant. Creating a conference from your Phone To setup a conference call from your phone you will need to inform the other participants of the number they need to dial and the conference ID. For example, internal callers will need to dial 700 but external participants will need to dial a specific DID or else dial 700 at the IVR menu. After that they need to enter the conference ID that you will use for the conference call. To setup a call conference directly from your desk phone: 1. Dial the conference extension number, by default this is You will be requested to enter a conference ID. This can be any number, for example All callers that wish to join the conference must specify the same conference ID! 4. If your administrator has configured that 3CX requires a PIN to create a conference, enter it now. This PIN will only be required by the person creating the conference 5. If you are the first participant, the conference system will ask you to confirm creation of the conference. Press * to confirm or # to cancel 6. You will be asked to speak your name after the beep and press a button to continue. 7. You will now enter the conference. If you are the first caller, you will hear music on hold, whilst you wait for the other callers. As soon as another caller joins, his name will be announced. 21

22 3cx Conference Bridge (continued) Creating a conference from 3CX Assistant 1. Select one of the conference participants in 3CX Assistant and right click. 2. Select Create Call Conference. 3. The Create Call Conference dialog will appear with yourself and the selected party as a participant. You can add additional participants by selecting one or more extensions on the left hand side and selecting Add to Conference. 4. You can add External Participants by including their telephone number (including any prefix that may be required) 5. Click OK to create the call conference. 6. All participants will be called by the PBX, they just need to answer the phone to join the conference. 22

23 SOFTPHONE USER GUIDE To start the 3CX Softphone, Click on the 3CX Softphone icon. If you had hit the exit button, the 3CX softphone will minimize down by the PC clock, but it is still running. To stop the softphone application, go to the Menu Button then click Exit. To dial an extension, enter the extension number and press the Dial Key or press the soft key. Soft Keys Dial Key To dial an outside number, press 9, enter the number, press the Dial Key (green). To disconnect a call, press the Dial key which is red while on a call. To put a call on hold, note the active line then press the hold key. To recover the call, press the line key that the caller is on. To transfer a call, press the transfer button, enter the extension (or soft key), then press the Dial Key. To park a call, check for an un-used park key, press the park key you want to use, then notify the person who the call is parked for. To mute a call, press the mute key. To Answer a call, click on either the green answer, red busy or blue send to voic button. 23

24 SOFTPHONE USER GUIDE Main Screen 24

25 SOFTPHONE USER GUIDE Video Screen Soft Key Buttons 25

26 SOFTPHONE USER GUIDE Main Menu Preferences Screen 26

27 SOFTPHONE USER GUIDE Account Settings Account Information When you setup an account, you will need to get your account information from your system administrator. The account name is the name you want to call it and the caller ID is what you want an outside number to see. Depending on your phone line provider, the caller ID information may not show. The extension is your phone extension; the ID is used for logging in along with the password 27

28 SOFTPHONE USER GUIDE Soft Keys Soft keys can be programmed two different ways: under the 3CX Management Console and under the softphone accounts menu. You can program shared park keys, speed dials and Busy Lamp Field s (BLF). BLF s are for extensions in the system and will turn different colors depending on what the caller is doing. Green means the user is not on a call, orange means they are on a call, and flashing means their line is being called. 28

29 SOFTPHONE USER GUIDE Soft Key Examples 29

30 QUESTIONS? For technical questions or service support, please contact the Cabco Technical Support Team at Visit the 3CX Website for additional information and user guides at 31 Gloster Court, Dartmouth, NS B3B 1X9 Canada Toll free: Tel: Fax: cabco.ca