User Manual 3.60
Table of Contents Phone Configuration... 1-5 Buttons... 1 Placing a Call... 1 Answering a Call... 2 DND... 2 Redial... 2 Call List / Callers... 2 Contacts... 2 Paging... 3 Transferring a Call... 3 Transferring a Call to Voicemail... 3 Call Hold... 3 Park and Retrieve... 3 Call Pickup... 4 Icom (Intercom)... 4 Monitored Extension... 4 Enhanced Speed Dial... 4 Conferencing (3- way)... 4 Conferencing for More than Three Legs... 5 Setting Phone Preferences... 5 Rebooting the Phone... 5 VoiceMail... 6-7 From the Office... 6-7 Using CommPortal... 6 Dialing in Away From Your Office... 6 Recording Your Greetings... 7 Recording Your Name... 7 Listening to Messages... 7 Logging into VM as Different User... 7 CommPortal... 8-20 Login... 8 The Dashboard... 9 Messages and Calls... 10 Voicemail Notification... 11 Contacts.... 12 Call Forwarding Your Phone... 13 Follow Me... 13 Desktop Assistance... 14 Remote Dialing... 14 Setting Your Password... 15 Phone Configuration... 15 Programmable Buttons... 16 Enhanced Speed Dial... 18 Voice Mail Navigation Map... 20
Phone Configuration (1/5) Buttons The phone has both hard-keys and soft-keys. Hardkeys are defined as a key or button that has a fixed function and single purpose, like the HOLD and OPTIONS keys. The soft-keys are located near the backlit screen area of the phone and can be used for multiple functions, depending on the label associated with the key. In the example on the right, the VOICEMAIL key on the top left currently allows the user to access their voicemail messages and greetings. Other keys displayed on the left are the call list, or CALLERS, the CONTACTS, the PARK, ICOM (Intercom) MORE keys. If the user were to press the MORE key in the upper right section of the phone, those keys would change to others functions, such as PARK 1, PARK 2, and PARK 3, as shown below. The PARK and ICOM buttons have been removed. contact name that you have added to your contact list. Placing a Call - To dial out, simply pick up the phone handset and press the appropriate key. You can use the speakerphone by selecting the button before or after you dial. You can also call out by entering the phone number and pressing the DIAL button in the soft-keys, by pressing the LINE button, or just by picking up the handset in which case it will automatically dial the number for you. If you installed the Desktop Assistance on your computer, you can also dial out by dialing a number on the box on your Desktop or by selecting a GTB 2012 1
Phone Configuration (2/5) Answering a call-to answer a call, either lift the handset or press the blinking LINE button. If you installed Desktop Assistance on your computer, you will a pop-up screen will launch that shows the calling number and name (if available). If you do not want to answer the call, you can either press ignore on the phone or click the send to voicemail button shown on the bottom of the popup. DND- Pressing the DND button will put your phone in a busy mode. All calls will be diverted to voicemail. Redial - To redial a number, press the REDIAL Key. Then use the up/down arrow keys to select the number you wish to redial and press the DIAL button. Callers / Call List - Pressing this button will show you the last 200 incoming numbers. Press the down arrow to see the most recent calls. Once you are done, press the QUIT button at the bottom of the phone s display screen, or click the DIAL button to call that number. Contacts Pressing the CONTACTS button will display all of the numbers available to you in your Business Group. This includes extensions, auto attendants, Ring Groups, etc.. If you added contacts to your contact list, pressing the contacts button will display all of your contacts. To find a specific contact, press the FILTER button and key in the contact s name. To dial the contact, select their name. Although you can add new contacts to the phone directly, we recommend adding contacts to Outlook and syncing the names with CommPortal. If you do not use Outlook, you can add the contacts directly to CommPortal. Contact instructions can be found later in this manual. GTB 2012 2
Phone Configuration (3/5) Paging- To make an announcement, lift the handset and press the PAGE button. You will hear an alert tone announcing the page. This page will go through all of the phones. Anyone on a call or with their phone in DND will not hear the page. Overhead paging can be used over the system. When the OVERHEARD PAGING button is pressed, an alert tone will be heard to announce the page. Transferring a Call- If you would like to transfer a call to another party (in or outside of the office), press the XFER soft button. You will hear another dial tone. Dial the party to whom you are transferring the call. BLIND - If you press the XFER key again at this point, the call will immediately be released to the transferred party. SUPERVISED - If you want to announce the call to the other person: Press the XFER key, and dial the number (or extension). You can wait for the person to answer and then transfer the call by pressing the XFER button again. Transferring a Call to Voicemail. Transfer a call as you normally would, but enter 7 in front of the extension number to transfer the call directly to that user s Voice Mailbox. Call Hold - To place a call on hold, press the HOLD button. This is an exclusive hold. Other users cannot pickup the call. Park and Retrieve- If you want to place a call on hold and allow other users to pick up the call at their desk, press the PARK button. You will hear an announcement describing the orbit number where the call will be parked. Press the XFER button to transfer the call to the parking orbit. Then, press the PAGE button and inform the intended party that they have a call parked and provide the orbit number. The intended user can pick up the call by pressing the MORE button on the top of the screen. The light next to the parking orbit call will be blinking. If you have more than one call parked, the orbit number will allow you to differentiate between calls. GTB 2012 3
Phone Configuration (4/5) Call Pickup- To pick up a call for another user whose phone is ring, press the PICKUP (feature must be preinstalled) button and enter the user s extension. Icom (Intercom) - To dial another extension directly, press the Icon button and the extension button, or enter the extension number in the dial pad, then press the dial button. If your group is set for Auto answer, the call will answered immediately in a speaker mode. Monitored Extension - In a case where you need to monitor another user s extension to know when they are using their phone. A monitored extension feature can be installed on one of the phone buttons. If you need the feature and it is not showing up, please talk to your company administrator. Once the function shows up on your phone, it will blink when the user s phone rings and will have a steady light when the user is on a call. An enhanced monitored extension allows you to pick up the user s line by pressing the user s name (or extension) on your phone. To contact the user, press the button once. To transfer a call to the user, press XFER and the user s button. Enhanced Speed Dial- You can assign one or more buttons of your phone to the speed dial (internal or external). To reach the person, simply press the button and the call will be connected. To transfer a call to the user without the destination number answering first, press the person s number while on the call. Conferencing (3-way) - While on a call, press the CONFERENCING button. You will hear another dial tone. Dial the second number to invite them to the conference. Once that party has answered, you can now press the CONF button again to create a 3- way call. During the conference call, you will see two buttons displayed on the phone: the LEAVE button and the DROP button. The LEAVE button will allow you to leave a conference that you initiated and allow the other 2 callers to stay connected. The DROP button will allow you to drop to one person from the conference and leave the other person on the line with you (using the up and down arrows to move the screen cursor). GTB 2012 4
Phone Configuration (5/5) Conferencing for More than 3 Legs- If needed, GTB can provide a number where you can create a conference call for a higher number of participants. Call us at 410-581-4833 ext. 2 for more info. Setting Phone Preferences- Hold down the OPTIONS button on the phone for a few seconds. You will now be prompted for a password. Press 123 and then press the menu button label ENTER. Press 1 to access preferences. You will now be presented with options for your phone to modify the following: 1) Tones 2) Display 3) Speed Dial Edit 4) Live Dialpad Rebooting (Restarting) The Phone- Hold down the OPTION button for a few seconds. You will be presented with a prompt for the password. Press 8149 then press the ENTER key displayed on the phone. This will bring up the Options menu. Press 5 then press the RESTART button on the right. After 70 seconds the phone restart procedure will be complete and the changes will be set. During the reboot you will lose connectivity to your network and the Internet, so please make sure you close open files before you do the restart. GTB 2012 5
Voicemail (1/2) The Voicemail features can be accessed through one of the following: 1. Pressing the VOICEMAIL button on your phone 2. Dialing the user interface by phone 3. Logging in to your CommPortal online features From the Office- If you are trying to access your Voicemail from the office, simply press the VOICEMAIL button on your phone. Based on your security features, you may be required to key in your phone number followed by the # sign, and the user pin number followed by the # sign. If this is the first time you are using the phone, key in your phone number and the pin 3725. To have the system skip the security requirement, log in to CommPortal by clicking the double arrow on your computer. Select Settings / Messaging / Mailbox: 1. To skip keying in the phone number select Fast Login. 2. To skip keying in the pin number, select Skip Pin. Once in the mailbox, follow the instructions or use the Mailbox Navigation Map attached at the end of the manual. Dialing into Your Mailbox Away From the Office To reach your mailbox by phone, dial one of the access numbers. You will be required to key in your DID phone number followed by the # sign and the user pin number followed by the # sign. Once you are in the mailbox, follow the prompt instructions or use the Mailbox Navigation Map attached at the end of the manual. 410-701-1600 or 301-356- 9980. GTB 2012 6
Voicemail (2/2) Recording your Greetings. (3-1 - 1) Once you have dialed into the Voicemail system or have pressed the Voicemail key, you will have access to the main menu. Option 3 will allow you to access your greetings. You have several greetings available to you: 1) Personal Greeting 2) After Hours Greeting 3) Extended Absence Greeting (Vacation) Under the Greetings menu, option 1 is the Personal Greeting. Press 1 again to begin. You can always dial 3-1-1 from the main menu to take you straight to your personal greeting. Option 8 from the Greetings menu will allow you to record an After Hours Greeting. Option 2 from the Greetings menu will allow you to record the Extended Absence or Vacation greeting. Press 1 to begin any recording and # to end it. The system will replay the recording for you. You MUST press 1 to save the greeting. Recording your Name for the Directory (3 3-2) Once you have dialed into the Voicemail system or have pressed the Voicemail key, you will have access to the main menu. Option 3-3-2 will allow you to record your name into the Dial-by-name directory. Listening to Messages Once you access the system, it will automatically begin playing new messages for you. If you have no new messages, menu option 1 will allow you to listen to messages. After you have listened to a message, your options are: 22- Repeat 2- Save 3- Delete Message 22- Save Marked as New Logging on As a Different User Access the Voicemail system. Press 7. The system will prompt you for the DID of the mailbox and pin to access. Once you are logged in, you can use the mailbox as you would your own. You can listen and delete messages, or record the greetings. GTB 2012 7
CommPortal (1/11) CommPortal is a web site and application dedicated to your phone settings. You log in to the site by clicking the arrow on your computer or by going to https://point.gtb.net. If you have installed the Desktop Assistant, you can also click on the icon in your system tray to launch the CommPortal dashboard. Login via the Web Using your DID Number and Password (3725 Default). Using CommPortal You may use your CommPortal to access your voice mailbox, to change settings or listen to messages. You can forward your phone, place calls via the desktop, change your password and other settings, and program the buttons on your phone. GTB 2012 8
CommPortal (2/11) The Dashboard The Dashboard gives you a quick look at your phone s status. Similarly to a car dashboard, you can see the status of your current environment. The Dashboard is divided into four sections. There is a top menu area, and the side on the left that shows a caller ID of your missed calls, as well as the status of your Voicemails. The upper right shows the contacts that you have imported into your phone (up to 1,000), and the lower right section shows the status of inbound calls and where they may be routed. A quick view of this page shows that the user has 3 previously listened to Voicemails, 3 contacts, no missed calls, and that the phone is to ring directly to the desktop phone. Both available options for call routing are inactive. GTB 2012 9
CommPortal (3/11) Messages and Calls This menu option has 5 sub-tabs underneath. The MESSAGES tab shows the Voicemail messages available in your inbox. To listen to your messages online, your computer must have speakers attached. To hear the message, simply click on the play button next to the Caller ID name or number of the person who has left the message. If the Caller ID shows only the name, you may move your mouse over the name and the incoming phone number will be displayed. To add this number to your contact list, click on the phone number and you will be given a link to add to your contacts. On the right side of the message, you can see a delete button with an arrow, which will allow you to remove the message. The removed messages will be moved to the deleted tab and will be stored for 30 days. To restore a message, click on the restore option. In addition you can see the following: 1. Missed Calls- List of calls in which the caller did not leave a message. 2. Dialed- List of calls that originated from your phone. 3. Received- List of calls that you answered. GTB 2012 10
CommPortal (4/11) In addition, clicking on the arrow will provide the following options: 1. Reply to a system user (your computer must be equipped with a microphone to record your response). 2. Mark as heard. 3. Forward as email. The message will be forwarded as a wave file to any email address. 4. Forward as voicemail. The voicemail message will be forwarded to another user s voice mailbox on the system. To get additional help, press the question mark on the top of the screen. Voicemail Notification After a message is received in your mailbox, you will see the following: 1. Your phone will have a blinking red light. The light will continue blinking until all new messages have been heard. You will also see an envelope on the phone display. 2. The CommPortal double arrow on your computer desktop tray will place an envelope in front of the blue arrows. When all new messages have been heard, the CommPortal arrow will remove the envelope. 3. If you installed Desktop Assistance on your computer, a popup will launch once a message is received, providing the number and name (if available) of the caller leaving the message. GTB 2012 11
CommPortal (5/11) 4. You can also have the message delivered to your email address. To activate this feature, log in to CommPortal, and go to Settings/Messaging. Click the Forward messages as email box. Then click add an email address and enter your address in the next box. If you want to leave a copy of the forwarded message in youmailbox, check the next option, otherwise the message will be deleted. You may add multiple addresses for the voicemails to be sent to. Contacts If you are planning to sync your Outlook contacts, highlight the CommPortal Arrow, click the right mouse button, and select Outlook Contact Sync. Check the enable sync box. You will do the first sync manually. Up to 1,000 of your contacts will be transferred to CommPortal. Since this is a bidirectional sync, any changes to Outlook or CommPortal will be recorded by both programs. Once CommPortal is updated, the names will flow to the phone. Changes to the contact list on your phone will not flow to CommPortal and Outlook. GTB 2012 12
CommPortal (6/11) Using CommPortal Contacts Double Click the Desktop Arrow icon. Click the CONTACTS tab. Next, click on Contact list. Here you have all your contacts stored. You can add, delete or modify the information. If you move the mouse over the contact s phone number and click, you will be able to dial the number. Once the number is dialed, your phone will ring. When you pick up the phone, your call will be connected to the destination number. You may also choose to call from an alternate number as well. The system will call that alternate number first, requiring you to answer that call, and then it will connect you to your called party. The next tab is Extensions. Here you find the extensions of all the other system users. Putting the mouse over the extension will allow you to call that extension. The last tab is short codes. The codes are added by the company administrator and are shared between all the users. To use the codes, dial the short number followed by #. Call Forwarding your Phone If you want to forward your calls to another number, open CommPortal. On the top right side of the dashboard, you will see the Call Manager tab. Click that tab, and below you will see the Forward tab. Click that tab, and you will see the Forward immediately option. Here you can setup your phone to forward the calls immediately or to have them forwarded when your phone has not answered. Select Other from the box and add the call forwarding number. To activate the feature, check the Forward calls box. To program the phone to forward the call when your phone is not answered, select other from the box and program the phone number. Activate the feature by checking the Forward calls box. To record numbers that you use frequently, select forwarding destinations. Add info to the information fields. Follow me If you subscribed to the Follow Me service, the Follow Me tab will appear next to the forwarding tab. Here you can set up numbers that will follow you once your phone is not picked up in the office. You can set up numbers that will ring simultaneously or sequentially. GTB 2012 13
CommPortal (7/11) Groups The group tabs shows you whether your phone is part of one of the following: 1) MDAN- Incoming calls ring simultaneously on a few numbers at the same time. 2) Call Pickup Group- Calls to the phones can be picked up by the other group members. 3) MLHG- Incoming phones ring sequentially on several phones in a certain order. If you are part of the group, you must be logged in to the group in order to get the call to ring on your phone. Desktop Assistance This program is installed on your desktop and can assist you with the following: 1. Sync your contacts. 2. Show popup for incoming calls and new voicemail messages, 3. Activate call forwarding, follow me or ringing your phone. 4. Fast dialing of random number or names from your contact list. Remote Dialing Click to Dial If you like to make calls using a line other than your phone, open CommPortal and go to Settings / Preferences. Switch the click to dial option to remote dialing. Now when you dial a number or a contact name, the number you set up will ring first and then the destination number will be connected. Don t forget to revert back to use your phone once you are done. GTB 2012 14
CommPortal (8/11) Setting Your Password Log in to CommPortal and go to the Settings tab. Under the Account tab in the Security section, you can choose to CHANGE your Account Password. Your new password may be any number that has 4 to 8 digits. Do not change the call services pin. Phone Configuration There are many pre-programmed buttons on your phone, such as Voicemail, Park, DND and Page. You can modify users phones by using the CommPortal Business Group tool. Choose the PHONES tab on the left menu, and then click on the CommPortal square icon on the right next to the phone you wish to modify. The phone will then be displayed as shown on the screen. To program a button, move your mouse over one of the black keys next to the blank spaces. The button will now have a BLUE highlight around the key. Click on the highlighted button and the programming field will pop up to allow you to select an option for this button. GTB 2012 15
CommPortal (9/11) Programable Buttons Defined (1/2) The drop-down menu will allow you to choose from several options: Nothing To clear the button. Speed Dial One touch dial of a number. Enhanced Speed Dial One touch transfer and dial to a number (*example on p.6) Speed Dial / Conference Allows dialing a 10 digit number and setting up a conference call scenario. Do Not Disturb Sends all calls to voicemail unless call forwarding features are active. Monitored Extension - Allows one to view the current state, pick up a call if ringing, and call the extension directly. Enhanced Monitored Extension - Allows one to view the current state, pick up a call if ringing, call extension, and to transfer a call to the extension immediately (combination of Monitored Extension and Enhanced Speed Dial). Enhanced Call Park - Parks and retrieves a call from a pre-assigned orbit code and displays the orbits that are being used/unused. Other Service - Contacts Button (Contacts Synced with Outlook or CommPortal). Park Call - States the orbit code for the call that will be placed. The codes are selected according to availability. Retrieve Parked Call - Picks up a call from pre-assigned orbit code. Automatic Recall (*69) - Dials the last missed call. Call List Displays all the calls that rang to your phone. (Caller ID will also show details of calls answered). GTB 2012 16
Programable Buttons Defined (2/2) Directory - Allows the user to create a list of frequently used names and numbers. Taken from call lists or by adding item directly. Intercom - To dial another extension directly. Services - Provides access to 3 services in one button: Directory, Call List, and Voicemail. Press the SCROLL button to feature your choice, and then press the SELECT button to confirm selection. Voicemail - Accesses your voicemail box. Automatic Call Back (*66) - Retries an outgoing call that was not successfully connected. To do this, hang up once an outgoing call is unsuccessful or busy. Press the AUTO CALL BACK button and listen for the instructions. When the called line is open, a distinctive ring will be played. Trace Call - Customer originated trace for annoyance calls. To trace a call whether answered or not, press the TRACE CALL button, press 1, then hang up and contact GTB. GTB 2012 17
CommPortal (11/11) Enhanced Speed Dial Example (1/2) Once you have chosen the Enhanced Speed Dial option, enter the telephone number you wish to dial and a description/label for this number within the 9 character limit. Press the SAVE CHANGES button to complete. GTB 2012 18
CommPortal (12) Enhanced Speed Dial Example (2/2) You will be advised that the changes to the phone will be completed overnight. If you wish to have the changes take place immediately, you can force the changes by rebooting the phone. GTB 2012 19
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