Unified Communications Telephone Orientation http://ucsupport.kent.edu August 2016 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. 1
Explore your new phone Message waiting Lines Adjust Soft Keys Options Scroll Volume Speaker Mute Explore your new phone 8861 Message waiting Lines Soft Keys Options Settings Scroll More Options Volume Speaker Mute Press the button beneath a softkey. Softkey options change. Select more to see more menu options. Pressing more scrolls through all options. Try the Softkeys more 2
Extra Press? then press any key Try the Help Key?? Read on screen help. To end, press? again Or press Exit. Change the Ring Settings Press the Settings button. Press 1 for User Preferences. Press 1 for Rings. Press 1 to set the Default Ring. 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. Settings Scroll Delay the Ring on a Line 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. 3
Extra Change the Screen Brightness Press the Settings button. Press 1 for User Preferences. Press 4 for Brightness. Use the Volume button to adjust the brightness. Press Save to keep your setting. Press Back and Exit to leave the menus. Settings Place a Call Lift the handset and Dial. Press the NewCall softkey and 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. Line Buttons Speaker Headset Dial a Number Dial a KSU 5 digit extension Off campus calls: dial 8 first Local calls: 8 + number Long Distance: 8 + 1 + # Emergency: dial 8+911 or 911 Incoming calls go to voice mail after 4 rings. 4
Caller ID When a KSU employee calls, you see their name and extension. Off campus calls display the phone number. 13 Press the Hold softkey. To return to the call, press Resume softkey. Place a Call on Hold Hold Resume 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. Answer Scroll 5
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 1 st call. Transfer an Incoming Call to Voice Mail Trnsfer * Dial Trnsfer Press 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 CFwdAll softkey again. Forwarded to #### You can forward to: Any KSU number Any 330 number 2-7777 voice mail 6
Ad Hoc Conference Call more, Confrn Dial Confrn 1. Place 1 st call, ask person to wait. 2. Press more, Confrn, dial 2 nd person. 3. When 2 nd person answers, press Confrn. The calls merge. 4. Dial 3 rd person, press more, Confrn, etc. Continue to add up to 7 parties, or 8 participants total, including yourself. Softkeys Extra 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. Extra 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. 21 7
AutoDial Redial dials the last number called. Press a number key to display similar recently dialed numbers. Press the down arrow to view recently dialed numbers. Scroll to a number and press the Dial softkey. BACKSPACE KEY The backspace key << corrects misdialing. 22 Press Directories. View/Dial From Call Logs Highlight a call log, press Select to view the call records. Directories * 23 View/Dial From Call Logs, continued 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. 24 8
Dial from the Phone Directory Corporate Directory Press Directories. Select Corporate Directory. Press the Select softkey. 25 Dial from Phone Directory, continued 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. 26 On an active call, press the more, Park softkeys. Note the 5 digit code that displays on the screen. Park & Retrieve a Call (The caller is placed on hold.) Go to another phone, dial the 5 digit code to retrieve the call. 27 9
Extra 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. 28 Extra 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 callers to leave a message Listen to messages and respond via Outlook Turn ringer volume down, line light flashes 29 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. 10
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 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. Open the message as usual. There is no text. Click the Wav file icon to play the message. 11
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. Check your phone listing in the KSU directory Check your phone listing in the KSU directory 12
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 Extra 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 contact and View Profile 13
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 Extra Action: Show your Availability Select a status message from the menu below your name Click on the status message and type over a custom message Statuses will follow your Outlook Calendar 3. Chat with Colleagues Chat with KSU employees who use Jabber. Chat logs are NOT saved Hold a group chat 14
Extra Action: Chat with a Colleague Search for someone you know who is active in Jabber Double click on their contact entry Type in the lower field Press Enter to send 4. Spellcheck Spellcheck can be set as a preference to correct common spelling errors Several languages are available in the spellcheck options 5. Use Jabber as a Phone Your work or home computer is a phone Set: Use my Computer for Calls Works within the KSU FlashZone, or use Kent VPN when off campus. 15
Autodial your desk Phone Autodial a contact using Jabber. Set: Use my Phone for Calls The call audio goes to your phone Extra 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 s contact entry, and converse, or Type a number into the Search field, press Enter to call Extra Action: Call using Jabber Set the Phone status menu to Use my computer Call a colleague (you must have a mic and speakers, or a headset) Explore the icons and menu options in the active call window 16
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 ios tablets and smartphones Download Cisco Jabber and Cisco Anywhere from your app store Open a Help Desk request to set up your mobile device or contact your desktop support person 8. Jabber has full Call Handling Features Place a call on hold Mute a Call Transfer a call Initiate a conference call 17
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 Extra Action: Explore the Features Menu Click the left menu icons and view: Call Logs Messages Outlook Calendar Help links 18
10. Customize Jabber Click the File menu, select Options to: Auto boot Jabber Automatically set your status to 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 phones and Jabber. Both parties set Use my computer Currently works on PC, ipad, iphone with a camera and Jabber 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 19