Quick Reference Guide for Desktop Phone System

Quick Reference Guide for Desktop Phone System

Contents Getting Started with Desktop 3 Logging In 3 Changing your Pin 3 The Desktop Interface 3 Desktop Setup Wizard 4 Setting up your Mailbox 4&5 RNZCGP Greetings 5 Recording Different Greetings for Different Presence Profiles 5 Viewing Different Screens on your Desktop 6 Presence Functions 6 Setting you Presence Profile 7 Setting your ETR (Estimated Time of Arrival) 7 Answering a Call 7 Transferring a Call 7 Presence Buttons and Symbols 7

Getting started with Desktop Logging in to Desktop Desktop gives you as a user the ability to manage your phone calls all from one easy to use application on your PC. Changing your PIN The first time you start Desktop, the Desktop Setup wizard will run automatically and you will be prompted to change your default PIN as part of this wizard. Refer to the User System Setup Quick Reference Guide fordetails. At any other time use the following steps to change your PIN. Note: Your default start-up PIN will be 2222 until a new PIN is created. 1. In the menu bar, click File > Change PIN... 2. Enter the Old PIN. (default PIN = 2222) 3. Enter the New PIN. 4. Enter Verify New PIN. Note: Remember to enter your new PIN the next time you open Desktop. The desktop interface Main Menu Telephone Control Tool Bar 1. Double-click the Desktop shortcut icon on your PC Desktop. 2. Enter your full name into the Login Name field. You may notice that your name displays automatically after you enter a few letters. 3. Enter your PIN number into the PIN field. Initially your PIN will be 2222 until you change it to a unique number. 4. Optionally check the Remember me checkbox to save your Login Name for the next time you start Desktop. Voice Messaging Tool Bar Functions List Function Pane Status Bar 3

Desktop Setup Wizard The first time you login to Desktop the Desktop Setup Wizard will run automatically. You will be asked to change your PIN and select and configure some basic voice messaging settings. Do NOT skip thiswizard! 1. Click Next on the Welcome to Desktop Setup screen to run the wizard. 2. Type your new 4 digit PIN in the New PIN and Verify PIN boxes and click Next. 3. Check the boxes for the required options on the Desktop Preferences screen and click Next. 4. Select the Automatic Presence Detection option and set the inactivity duration. Note: This setting is essential to gain maximum advantage from the Presence functionality. Click Next. 5. Check the boxes for the required reasons. ClickNext. 6. Record your mailbox name for Voice Messaging using the standard recording procedure (see RNZCGP greetings on page before) and click Next. Note: The suggested Mailbox Name is indicated in the yellow information pane. 7. Select when you want the date/time to be played when listening to your voice messages and click Next. 8. Select the option to record your various Presence Profile greetings. Setting up your Mailbox The RecordToolbar You can import a sound file for a Desktop greeting or name. You can also export a sound file that you have created in Desktop. Only the.wav or.vox formats can be used. You can edit any part of the recording by using the mouse to click and drag to select a portion of the sound file. The selection is shaded black in the display. Select / Toggle the desired record/playback medium. Sound Card. You must have a microphone connected to the PC to record your voice, and speakers or a headset for playback. Phone. Your desk phone is used for recording and playback. Listen to your recording using the selected playback device. Record the audio using the selected recordingdevice. Stop the recording or playback Typical Basic Recording Procedure using the Phone 1. Click the Phone icon on the toolbar to use your desk phone. 2. Pick up the phone handset. 3. Click the Record button on the toolbar and speak clearly while making the recording. 4. Click the Stop button when finished speaking. A waveform (shown below) of the recording is displayed. 5. Click the Play button to listen to the recording. If not satisfied, simply make a new recording. 6. Optionally you can use the Edit menu options to edit the recording. 4

You may need to periodically update your personalised mailbox settings. Note: Your personalised mailbox settings are initially created via the Setup wizard. 1. Click the icon in the Voice Messaging toolbar to access your Mailbox setup. A number of tabbed screens are used to functionally group the mailbox settings. Refer to the online help for more specific information on individual settings. Note: Some of the following tabs/options may not be visible if the associated modules/licenses are not installed. GeneralTab 1. Record your Mailbox Name using the Mailbox Name Recording pane. Note: If no mailbox name is recorded, the system will use the mailbox number, for example, "578 does not answer." 2. Record your personal busy greeting (used when you are currently on a call. 3. Select the option from the drop- downlist. 4. Click the button to display the Edit Greeting screen. 5. Record a personalized greeting for callers who call your extension while you are on the phone. Note: If no personalized busy greeting is recorded, the system will play a default message. Recording Different Greetings for Different Presence Profiles Use the Presence Profiles tab to create, edit, and record all of the different profile greetings that you want to utilise. Examples of Presence Profiles include Out of the Office, On Holiday, In Training, and many people create profiles for each day of the week (i.e. Today is Monday and I am currently in the office, but unable to take your call ). 1. Select the Presence profile to edit onthe Presence Profiles tab. 2. Record the Presence Profile greeting. If required, update any other settings, as required. Refer to the online help for more detailed information. RNZCGP Greetings BusyGreeting In theoffice In ameeting Out of theoffice Hi, you've reached <your name> at the Royal New Zealand College of General Practitioners. I'm currently on the phone. Please leave a message and I will endeavour to return your call as soon as possible. Hi, you've reached <your name> at the Royal New Zealand College of General Practitioners, I'm in the office but I m currently away from my desk. Please leave a detailed message after the tone and I'll return your call as soon as I can.thank you. Hi, you've reached <your name> at the Royal New Zealand College of General Practitioners, I'm currently in a meeting. Please leave a detailed message after the tone and I'll return your call as soon as I can. Thank you. Hi, you've reached <your name> at the Royal New Zealand College of General Practitioners, I'm currently out of the office and will be returning <date>. Please leave a detailed message after the tone and I'll return your call as soon as I can. Thank you for calling. On Leave Lunch Hi, you've reached <your name> at the Royal New Zealand College of General Practitioners, I'm currently on leave and will be returning <date>. Please leave a detailed message after the tone and I will return your call as soon as I am back in the office. For urgent enquiries please contact <name and details>. Hi, you've reached <your name> at the Royal New Zealand College of General Practitioners, I'm currently at lunch. Please leave a detailed message after the tone and I'll return your call as soon as I can. Thank you. 5

Viewing Different Screens on your Desktop Presence functions Presence buttons provide real-time visual information on the whereabouts and availability of colleagues. If they are out of the office or in a meeting you can see when they will be back and if they are away from their desk or on a call you can request an automatic notification when they are available again. Presence buttons can also be used to initiate a call to that person. Presence buttons can be grouped and arranged on separate pages. There are two types of Presence buttons: External (telephone numbers outside your office) Internal (in-house extension numbers) Internal Presence buttons enable youto view the user s extension status by viewingicons and the status tool tip. Left click - morenumbers Click the phone status icon to display additional contact numbers. Click the number you wish to call. Right click - otherfunctions Right-click on the Presence button to display the pop- up menu. Note: The actual options available will depend on the type of PBX being used, how the system is setup and your enabled security permissions. Certain options will also only be visible when there is an active call on your extension. 6

Setting your Presence Profile: Select and set your Presence Profile from the: Your own Presence status is indicated in the status bar and this information can be viewed by other users via your Presence button or from the Phonebook slider. 1. Voice Messaging Menu,or 2. Voice Messaging Toolbar,or 3. Presence button (right-click). Answering a Call: To answer a call, you can pick up the receiver when it rings or alternatively if you have the Zeacom window open click to answer. Add a Presence Note You can add a personal Presence note to your Status bar in Desktop, allowing you to communicate additional information about your activities and availability to your coworkers. 1. In the Status Bar, click on the Presence note text <type Presence note here>. 2. Type in your presence note in the field and press Enter. This Presence note will persist until you clear it or enter a new note. Setting your ETR (Estimated Time Of Return) Your Estimated Time of Return (ETR) can be set for those Presence profiles used when you are not available. Selecting one of these profiles will automatically display the ETR window. Transferring a Call: You will also be given the choices to Redirect to Mailbox or Show Call If you need to transfer a call to another colleague, hover over the person you require and right click. You will hear a ringing tone. Once the colleague answers, tell them who is on the other line and place the phone receiver down. Note: Setting of ETR can be skipped unless ETR is set as mandatory in the system settings. 1. Select your date of return using the calendar function. 2. Select your approximate time of return using the standard times in the left panel or by setting the time using the clock function. 3. Click OK to save the ETR and activate the selected Presence Profile. 7

Presence buttons and symbols Call user on extension Initiate a call to the user on the designated telephone number. (Gray) Extension is idle SupervisedTransfer to user Transfers your Active Call to the user s extension and enables you to talk to the user before completing the transfer. (Various colors) Extension is ringing or 'offering' (Various colors) Extension busy (on the phone) Blind Transfer to user TransferCall Transfers your Active Call to the user s extension. Transfers your Active Call to the user s extension. Phone Call Types Extension is forwarded to another number (internal or external) Forwarded tovoicemail (Green) Inbound call Park for user Holds the Active Call at your extension; you can then retrieve the call. (Pink) Outbound call Notify me when user is back A screen-pop will inform you when the user is in the office and available to take your call. (Yellow) Inbound call (if queuing is installed) Forward all Calls Forwards all your calls to a specified internal or external number. In theoffice Leave a Voice Message Record a Voice Message for the recipient. In ameeting Ask user to call me back Transfer to Mailbox Record Conversation to Mailbox The user will receive a pop-up call-back request on their return. Transfers your Active Call to the user s Voicemail mailbox. The conversation is saved to the current user s mailbox (if installed). Profiles Out of theoffice On Vacation Lunch Break Away from the Desk Send Messageto digital Phone Send a short text message to the LCD screen of the user s digital phone. Sick Leave Select PresenceProfile Rename Delete Change the user s Presenceprofile. Rename the Presencebutton. Delete the Presencebutton. Voicemail Status Nomessages 1 or more ordinary messages 1 or more urgent messages Useful tip: If you hover the mouse over the button or symbol it will let you know what it is used for by appearing in an information box. 8