Telephone Instructions: Digital Telephones (with display screen)

• Automatic callback
• Conference calls
• Diverting your phone
• Store and dial frequently called numbers
• Transfer a call
• Voicemail Instructions

Other functions:

• Changing lines - Free on 2
• Mute button
• Redial
• Ring Options
• Speaker
• Tone sending
• Volume control

Automatic callback

If you dial an internal number and it is busy, you can set your phone to automatically callback when the line is free.

• Press Callback button - light will come on
• Cancel Callback - Press #37#

Conference calls

It is possible to have yourself and up to 7 other people on a conference call. To do this:

1. Dial number of first person
2. Press 3 – will keep them on the line
3. Press Access 2
4. Dial next number
5. Press 3 – adds them to line
6. Back to either Access 1 or Access 2 – which ever line is free
7. Dial next number
8. Press 3 etc.

When you have the last person on the line, DO NOT press 3 – just begin conversation.

Conference calls can be made with or without handset – you can be on speaker phone if more people at this end want to join in.

Diverting your phone

Divert your phone to voicemail:

• Press Call Divert button - light will come on

Cancel diversion to voicemail:

• Press Call Divert button - light will go out

Divert your phone to another extension:

1. Press *21*
2. Dial the extension number to which you are diverting
3. Press #

Cancel diversion to another extension:

• Press #21#

Divert your phone to an external number:

1. Press *22#
2. Dial the number to which you are diverting
3. Press #

Cancel diversion to an external number:

• Press #22#

Store and dial frequently called numbers

1. Do not lift handset
2. Press Program
3. Press button you want to store the number on (any free button on the right hand panel)
4. If it is an external number, press 0 first, then the phone number.
5. Press the same button you nominated earlier to store the number on
6. Press Program again

When you want to call that number, simply lift the handset and press the appropriate button.

It is also possible to store phone numbers using the digits 0-9. To do this:

1. Lift handset
2. Dial *51*
3. Select digit 0 - 9
4. Dial *, extension or phone number (with 0 for external call), #
5. Replace handset
6. Record which digit/button relates to which phone number in pencil

Once the numbers are stored, press ** and the number corresponding to the phone number you wish to dial.

Transfer a call

1. Answer call (lift handset)
2. Press Inquiry button
3. Dial required extension number
4. Wait for answer
5. Press Transfer button

If it is busy or goes to voicemail - press flashing light button on Access 1 or Access 2 to return to the call

Voicemail Instructions

To Forward Calls to Voicemail: see Diverting your phone

To Retrieve your Messages:

1. Dial 17000
2. Enter your password (default for new extensions is 0000)
3. Press 1 to retrieve messages
4. Follow the instructions

To Change your Security Code/Password:

1. Lift receiver and dial 17000
2. Enter password
3. Press 3 to go to Phone Manager
4. Press 1 to go to Personal Options
5. Press 4 to change security code
6. Follow voice instructions

To Record a Personal Greeting:

1. Lift receiver and dial 17000
2. Enter password
3. Press 3 to go to Phone Manager
4. Press 1 to go to Personal Options
5. Press 3 to change greeting
6. Follow voice instructions

Important Your message should include the following information:

"You have reached the School of Public Health. This is (Your Name) speaking. (Your Personal Message). If you have a general or student enquiry, please call 9036 5487, 9351 4366 or 9351 8635."

To Access your Messages from an External Phone:

1. Dial 9351 7000
2. You will be asked to enter your mailbox number (this is your extension number)
3. Enter your password
4. Press 1 to hear your messages
5. Follow the voice instructions

Helpful Hints:

During the message playback

• To rewind a message by 5 seconds - press 3
• To advance a message by 5 seconds - press 9
• To skip to next message - press 7
• To replay a message - press 6
• To pause a message - press 1, to resume listening press 1 again
• To save a message - press 5
• To delete message - press 4 (if you do this before the message is finished, you will be asked to confirm that you want to delete it by pressing 4 again)
• To reply to a message - press 8 (while listening to it)
• To hear the time, date and extension number that left the message - during message playback, or when message is finished - press 00
• For help - press # key at any time to review all the options available to you

Reset Voicemail Password to Default:

Email Maggie Atherton with the the following information:

• Extension number
• Contact name and number

Other Functions

Changing lines - Free on 2:

The Free on 2 button should be on (light showing). You will be speaking on Access 1 (usually). If Access 2 starts flashing, that means you have another incoming call.

To put the original caller on hold while you answer the other line:

1. Press Access 1 – puts line 1 on hold
2. Press Access 2 to answer other line
3. To go back to line 1, press Access 2 again (puts line 2 on hold)
4. Press Access 1 to return you to the first caller

If you choose not to answer the other line, it will go to voice mail after a few rings. If you do not have Free on 2 button pushed, other callers receive an engaged signal and do not go to voicemail.

Mute button:

Looks a bit like the number 10 with a diagonal line through the circle. This will stop the person on the other end hearing your conversation.

Note: Do not cover the handset with your hand and think the other person can't hear you. The speaker is not in the handset but on the bottom right corner of the console!


Redial:

To ring the last external number you dialled, press ***

Ring Options:

1. Press Program button - light will come on
2. Press digits 1 through to 0 - various ring types will be heard
3. Select one then press Program button - light will go out

Speaker:

Looks like a megaphone (small square with a larger triangle attached). To activate the speaker, no need to pick up the handset (better if you don't, as sound tends to get distorted if you do).

Is possible to dial and have whole conversation without picking up handset. When finished conversation, press Cancel button C. This hangs up for you. This is a very useful function when you are put on hold - you can do other things while waiting for them to answer.

You may pick up the handset and press cancel to cancel the speaker function if you want to have a private conversation once they have answered.

Tone sending:

If you have to enter numbers for a phone menu system, (eg. phone banking), or if you are ringing a number which presents you with options (eg. 'press 1 for x'; 'press 2 for y') you need to engage the tone sender. To do this:

Press 9 after the number answers. This will turn on your tone sender. "Tone Sender On" will appear on your screen.

Volume:

Looks like a triangle with a minus on one side and a plus on the other. This button will control the volume of the ringer as well as the volume of the conversation - if you are having trouble hearing someone or they can't hear you, turn up the volume.