How do you get an outgoing line to place a call?
Just start dialing with or without handset lifted. If you dial with handset down you have no time limit on dialing.
Can we Mute the phone for participating in a teleconference or while we consult?
The mute key is a fixed key on the telephone telephone.
How do we dial a number that appears on the list of incoming calls?
Press the history button, then use the arrow key to scroll to number. Then press send to dial the number.
How can we scroll through Caller ID's of prior calls?
See above.
How do you place a call using programmed phone directory and speed dial codes?
The menu button will take you to the directory option or some phones have a directory button.
How do we conference in a second outside line?
Make first call press conference key dial second party then press conference key a second time.
How do we allow two of our extensions speak to one outside line?
Use the conference procedure above but use inside extension number instead of outside number.
How do you redial the last number you called?
The RD button is a fixed button on your phone and is redial key.
How do we see caller ID's on incoming calls?
Should be displayed or use history for old calls.
Can the system be used like an intercom - direct voice or ring, pickup, and talk?
All extensions have a three digit extension number that can be dialed from any phone
Will we have direct incoming numbers can they be added/eliminated later?
You can always have a direct number. Anytime.
If the Internet is down how do we redirect calls?
This feature should be set up ahead of time, or you can contact our office via your cell phone and we can redirect the call right away.
Explain "Hold" vs. "Park" vs. "Transfer"
Hold can only be accessed by the phone that puts it on hold. Park is available to all phones for retrieval. Transfer will move a call from one extension to another.
How do we switch in and out of Speaker Phone?
There is a speaker button fixed on the phone. Pressing it will toggle it on or off. Turning it off while on a call without the handset up will hang up call. Pressing speaker on will allow handset to be put down.
How do we adjust the volume of Speaker Phone?
While on speaker phone adjust volume up or down.
How do we adjust the volume of rings and Beeps?
The volume key will adjust the ring volume when the phone is in the idle state.
Can different extensions ring with different tones?
Press the menu key to find settings. Ring tones are found under basic settings.
If you're on a call and another call comes in, how do you put the first call on hold while you take the second call, put that call on hold and go back to the first?
When the second call comes in their will be an answer button in the display. Once you have second call there is a swap button for toggling between the two calls also there is a transfer key for transfer the call you a currently handling.
If you take an incoming call, how do you transfer the call to another person with and without telling them first who is calling?
Pressing the transfer key will put the caller on hold. Dialing the extension number will call the internal party. Remaining on the call will allow you to announce the call when they answer. Hanging up will extend the call in either situation.
What do we do if we need to forward a call to someone who is already on the phone?
Transfer key then dial extension or hit dss button then hang up.
If we have a call waiting that we've forwarded to someone, is there a timer and signal us to remind the transferor that their's a call holding?
Yes.
How can we get our proprietary On Hold message to play at the proper times on the new system?
Email us a mp3 file or something similar.
How do we control the volume of our On Hold recording?
We do it.
How can we tell who is on the phone and whether we have a call waiting while we're on another call?
Dss key will be lit when they are on the phone. You can see a second transferred call.
Will the phone ring if I hang up from one call and there's already another caller on hold to talk to me?
No unless you are in an agent group.
How do I switch from the call I'm finishing and the call that's holding for me?
Hang up first call, then press button where the call is holding, usually the retrieve key or your line 2 key if you placed them on hold.
What happens if two people both try to answer one incoming call?
Fastest wins.
When a phone rings do you just pick up your handset and start talking to the new caller or do we need to push a button first?
Just pickup.
If you just get the new call by picking up the handset can this be different on some phones than others?
If your phone does not ring it will not grab incoming calls. Otherwise it will.
How do we record the main greeting and set up different messages during office hours, outside office hours
We can walk you through this process, or you can take a look at our professional voice over services here.
How can we put out a special greeting for holidays or other exceptional closures or if Internet is down.
We can walk you through this process, or you can take a look at our professional voice over services here.
Do we want a maximum number of calls (like 3) before any additional incoming call goes directly to another VM Message?
This can easily be set up to your liking.
Overflow calls go to what voice mail? Could the caller choose whose voice mail that they go to? (the same after hours)
Yes, Auto attendant then they choose.
How does the phone tell you that you have pending voice mail? Visual and audio?
Visual and e-mail if you would like. The system can also can call your cell phone.
How do you access your voice mail from off site?
Call Main number when greeting starts dial 8 followed by your extension number. After your greeting plays the * key will start log in process. However, if you have the voice mail to email feature turned on, you can listen to your voice mail on your phone or computer.
If you are using a Droid device, we recommend an audio player called Remote Wave.
Do we have a General Voice Mail option in case the caller doesn't know who they need to talk to or don't want their message delayed if one individual isn't picking up voice mail?
Yes.
Can Voice mails be sent in Email as .wav files? To more than one Email Account?
Yes.
Is there any way that the system can record both sides of a regular phone call on demand? How is that done?
*12 Note: this feature may have to be enabled.
How can we listen to voice mails in other people's voice mail?
You must log in to there voice mail Messages could be copied automatically.
Can we program a directory that would be available for use from any phone? How?
Yes, menu key
Can additional entries be made accessible just at one extension? How?
Yes, Menu key
Can we program coded Speed Dials for the whole system and for personal use? How?
We can train you on this.
Can we block certain numbers? Where do they go if we do it?
Yes, through the web portal. They can unblocked any time. The calls are simply not connected and they will hear a busy signal.
Can we make incoming calls from pre programmed numbers ring with a different ring tone? (family members)
Yes, on a limited basis.
How do you program your phone to go straight to voice mail?
Dnd button or through web portal.
How can you put a call direct to someone's voice mail?
Dial an 8 before the extension number when transferring to that extension.
How can you forward your extension to ring through directly to your cell phone?
Web portal is best, but you can manually initiate the forwarding by dialing *71 on your keypad and follow the instructions.
Can you change the number forwarded to or from off site? how?
Only through web portal.
How can you program your extension Voice Mail to offer the caller an attempt to reach you at another number or two. "Press one and say your name after the beep if you want me to try to reach your party at another number or press 2 to leave a voice mail."
This is referred to as a customized menu. Contact us and we can assist you in setting this up.
When there is a voice mail can the system send an alert to a cell phone or by put it in Email as text?
Yes, no text though.
How can I make my laptop work as an extension telephone off site?
This is called a Soft Phone. Contact us and we can help set this up for you.
How can I take one of the office phones with me to use off site as an extension of the system?
Soft Phones are typically used for traveling. If you have a remote office it is recommend that you set up a second phone. Without this proper setup it may result in unpredictable results.
Is there a way that an after hours caller could opt to get forwarded to a different number.
Yes.
Does the system have reporting capabilities?
Yes, we can email stats.
What sort of reports are commonly utilized?
Call activity records. Who, How long, incoming or outgoing, etc.
What are some alternatives in terms of the programmable buttons?
Most common feature keys are available. Pick up, night ring, Dnd, call fwd, Speed dial
Can we get insert cards printed with peoples names on them rather than extension number?
Yes.
Explain the listed Features: "DSS Keys", "Key as Send", "Hot Line", "DND"
DSS keys are one touch internal dial or transfer buttons for extensions, Send is a dial key, Hot line is a direct key between two phones or locations. DND stops phones from ringing.