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Rocky's "Quick Tips for the new Telephone System" (as seen on Staff Announcements)

This is a series of weekly quick tips to help you use the new Telephone System

Tip #1 - How to turn off emails about missed calls.

Some people find it useful to know they have missed a call by seeing that information in their Inbox. These messages about missed telephone calls to your extension are on by default.

Other people prefer to turn these messages off. To do this, please read the FAQ by clicking here.

For more information about using the Telephone system, click here.

For more information about using Voice Mail in Exchange (Unified Messaging), click here.

Tip #2 - How to login to voice mail on your handset and reset the pin if you have lost it.

This is another useful tip to help you use voice mail from any phone and reset the voice mail PIN if you have lost it.

Note that you can log into voice mail from any phone. From outside, dial 8302 6700 or internally, dial 26700. If you dial from outside, you will be prompted to enter your extension. If you dial 26700 from someone else's phone, press * when voice mail answers so you have the opportunity to type in your extension, then enter your pin (if you know it).

If you have lost your pin, you can use the email interface to have a new one sent to you under Tools, Options... then Voice Mail tab and click the Reset PIN button. For screen shots see this FAQ for Outlook 2007 or this FAQ for Outlook Web Access.

You can force your pin to be reset by trying to log in on a handset unsuccessfully 5 times (3 tries per call) and Exchange will send an email to you with a new pin.

The first time you log in with your new PIN, you will be asked to change it to something you might remember. Note that you should never share your voice mail pin with anyone because it is also possible to use the handset to listen to your email being read.

For more information about using the Telephone system, click here.

For more information about using Voice Mail in Exchange (Unified Messaging), click here.

Tip #3 - How to divert all calls on your phone when you are away from the office.

This is another useful tip to help you use the new telephone system to divert your calls when you are away from your office.

The most common example is to divert all calls to voice mail.

To set a diversion to voice mail on your desk phone, you can lift the handset, press *126700, see the FORWARD SET message (if you have an NEC phone) then replace the handset to divert all calls to voice mail.

To divert to another extension, replace 26700 above with the extension number. To divert to an outside line or mobile, include an additional 0 for dialling outside. For example, to divert to mobile 0418 123 456, lift the handset, press *100418123456 and replace the handset.

When your phone is diverting all calls, you will hear a faster dial tone to indicate something is different when you lift your handset. This is your hint that you are diverting all calls.

To cancel diversion, lift the handset, press #1 and see FORWARD CANCEL (if you have an NEC phone), then replace the handset.

On NEC phones, it is possible to have a button programmed to light up when your phone is diverted, and to be unlit when no diversion is in place. If you have a 6 or 24 button NEC phone, you can log a service call to request this by providing your extension number in the information field.

For the FAQ page on our web site about forwarding all calls, click here.

To program a speed dial button on an NEC phone to divert to voice mail, click here.

For more information about using the Telephone system, click here.

For more information about using Voice Mail in Exchange (Unified Messaging), click here.

Tip #4 - Three differences between using the speaker on old handsets and new NEC handsets.

This is another useful tip to help you use the new telephone system. It lists 3 differences you may not be accustomed to, and how to work around them.

  1. On the old PABX, you might have been accustomed to dialling a number without taking the handset off-hook. Ericsson handsets go into speaker mode automatically and let you dial the number. On an NEC handset, you need to turn this on (one time only) by pressing the "Feature" button then "8". The screen should say "DirectDialpadOn". From now on, you can just start dialling a number and the phone will go off-hook in speaker mode.
  2. The NEC handsets have a "Mic" button and its light needs to be on when in speaker mode otherwise no-one can hear you at the other end of the call. You can turn this on during a call or after a call and you can use it to mute your microphone deliberately so no-one can hear your end of the conversation. Once you turn the "Mic" on, it will stay on until you change it.
  3. If you switch from using the handset while in a call, to turning on the speaker, you will not hear anything through the speaker until you hang-up the handset. This will not hang up the call but the handset is designed to be in the cradle when you use the speaker. Remember to make sure the "Mic" light is on when you switch to using the speaker.

This information can be found by searching in the portal with Search Options: AskIT (on pull down menu) and typing "handset differences"

For more information about using the Telephone system, click here.

For more information about using Voice Mail in Exchange (Unified Messaging), click here.

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