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Table of Contents

If you have

...

Questions this document does not cover 

Basic Info

  • Soft Keys: These   These are the unlabeled keys on your below the phone below your screen. They point to an option on the screen. 

  • VOIP: This is a common term you may hear from REMC. It stands  This is short for Voice Over IP and simply refers the type of phone system. 

  • Phone Models: These   These are listed at the bottom of the page.  

Adjusting the Ringer Volume

  • There are two buttons at the bottom of the phone below the numerical keypad. The left button lowers the volume and the right button raises it. 
  • Be sure to adjust the volume while the handset is hung up. 
    • Note: Adjusting the volume with the handset off-hook will adjust the volume of the handset only.

Placing a call

  • You do NOT need to dial 9 or any number before dialing the phone number. 
  • Just pick up the handset and dial the number.  

WARNING: THE FIRST TIME YOU CHECK YOUR VOICEMAIL

  • You will be required to record your unavailable greeting (the greeting played when users get your voicemail after you were not around to pick up the phone). 
  • You will be required to record your busy greeting (The greeting played when users get your voicemail because you are talking on your phone already). 
  • You will be required to change your password (just think up an easily remembered 4 digit number).  BEWARE - if you reset your pin back to the extension number it will put the voicemail to default state and you will need re-record your name/greetings/etc.
  • You will be prompted to say your name. THIS NAME IS PLAYED BACK TO ALL CALLERS WHO SEARCH THE DIRECTORY FOR YOUR EXTENSION. 
  • Be prepared to record the greetings and your name.  

Checking your voicemail

  • From your own extension

    : 

    /work phone

    1. Press the button on your phone that looks like an envelope OR a roll of film like this: O_O
    2. When you hear the prompt, dial in your password  and continue.

  • From another extension

    :

    on your phone system 

    1. Dial *98 
    2. When you hear the prompt, dial in your extension number (or the extension you wish to check)
    3. When you hear the prompt, dial in your password  (or the password of the extension you wish to check)

  • From an outside line

    : 

    (option 1)

    1. Dial the school's main phone number  of your School/Building/Facility
    2. When you hear the main voice menu, hit the star key on your phone 
    3. It will say "comedian mail. Mailbox..." you then dial in your extension and hit pound. It will then ask for your password. Dial in your password and hit pound.  

  • From an outside line (option 2)

    1. Dial the main phone number of your School/Building/Facility
    2. When you hear the voice menu dial your extension (If this is a K-12 school: During school hrs for teachers the system sends you right to voicemail to prevent classroom disruptions)
    3. When you hear your voicemail greeting start playing hit the "star" * key
    4. Log in with your voicemail pin/password. You are now in your voicemail as if you were using the phone on your desk.

Changing your unavailable greeting 

  1. Dial into your voicemail as if you are checking your messages.  You can use any method listed above to access your voicemail.
  2. From the voicemail menu, press "0" 
  3. Press "1" and wait for the tone 
  4. The system will start recording at the tone 
  5. Record your message and then press # to save then listen to the prompts to listen to it, or accept it, or try again.  

Recording a Temporary Greeting (Vacation Message)

  • Note: This will not erase or alter your existing unavailable greeting
  • Your temporary greeting will remain in effect until you repeat this process and choose the option to erase the current temporary greeting
  1. Dial into your voicemail as if you are checking your messages. You can use any method listed above to access your voicemail.
  2. From the voicemail menu, press "0" 
  3. Press "4" to record a new temporary greeting (Press "2" to erase the temporary greeting if one is enabled)
  4. Press "1" and wait for the tone
  5. The system will start recording at the tone 
  6. Record your message and then press # to save

How to record your name

  1. From the voicemail menu, press "0" 
  2. Press "3" and wait for the tone 
  3. The system will start recording at the tone 
  4. Say your name and then press # to save then listen to the prompts to listen to it, or accept it, or try again.  

Change your password

  1. From the voicemail menu, press "0" 
  2. Press "5" and type in your new password 
  3. Press # to save  

Transferring calls

...

  • To transfer a call on

    • an VVX310 (monochrome display)

  • any phone: 

    1. When in an ACTIVE call
      1. Method 1 (preferred)→ press the BlindX softkey. This softkey shows up on your display and will be associated with a button under your display
    • OR Press the TOP button in the lower left corner which looks like a phone handset with an arrow pointing to another handset. Using this last method will show your extension as the incoming number/callerID to the remote extension. Using the blindX method will transfer the call with the original CallerID intact and is the preferred method.  

  • To transfer a call on an VVX410 (color display without sidecar): 

    1. When in an ACTIVE call press the BlindX softkey. This softkey shows up on your display and will be associated with a button under your display OR
      1. . When prompted: type in the extension to transfer to then hit the ENTER softkey at the bottom of your display. The call will immediately transfer and your phone will hang up. This is the preferred method because the call immediately transfers and will also transfer the callers CALLERID with the transfer.
      2. Method 2  Press the TOP button in the lower left corner which looks like a phone handset with an arrow pointing to another handset. Using this last method will show your extension as the incoming number/callerID to the remote extension
      . Using the blindX method will transfer the call with the original CallerID intact and is the preferred method.  
      1. AND allow you to talk to the individual you are transferring the call too FIRST before completing the transfer.  The call will then transfer when you hang up. Most people do not need to talk to individual being transferred to first. Furthermore those receiving the transfer would rather see the callers CALLERID also. Therefore the previous blind transfer method is preferred.

  • To transfer a call

    on an VVX410 (color display with sidecar

    USING THE LINE BUTTONS (If you have free line buttons feel free to request that we set those up): 

    • If the extension is on your phone OR sidecar, simply press the Line key next to it and hang up the phone. The call will shoot off to the destination extension. You will NOT HEAR RINGING but you will see the LINE BUTTON BLINK GREEN on the extension you just transferred to. If the line is answered it will turn red. If the call goes to voicemail the light will stop blinking green and simply go dark. 

    • If the extension is not on is not on your sidecar: 

      1. Press the BlindX softkey under the display of your phone for a blind transfer. For an attended transfer hit the Transfer button which is the top botton located on the lower left side of your phone with a picture of a handset and an arrow pointing to another handset. 

      2. Now dial the extension and hit the enter/send hotkey under the display of your phone. This is an attended transfer so you can talk to the staff you are transferring to first then hang up the phone to transfer the call OR you can hit the cancel softkey (cancel will show up on the bottom of the display over the appropriate hotkey). Hitting cancel will cancel the transfer and connect you back with the caller.  

Blind Transfer

  • As explained above: blind transfer is the preferred method to transfer a call. 
  • Use Blind transfer to display the incoming caller's number on the extension being transferred to. (For example: John Doe calls the secretary, who transfers the call to Jane Doe. Jane will see John Doe on her caller ID). 
  • You should generally always use Blind Transfer instead of Attended transfer. Only use attended transfer if you want to talk to the person you are transferring to before you transfer the call. Attended transfer does NOT send the callers CallerID and instead the call appears to come from the staff member transferring the call which is why Blind transfer should be used for most transfers. 

    1. When in an ACTIVE call Press the Blind X soft key 

    2. Dial the extension and hang up the phone  

Attended Transfer

  • You should generally always use Blind Transfer explained above instead of Attended transfer. Only use attended transfer if you want to talk to the person you are transferring to before you transfer the call. Attended transfer does NOT send the callers CallerID and instead the call appears to come from the staff member transferring the call which is why Blind transfer should be used for most transfers. 
  • Attended transfer allows you to talk to the staff member you are transferring to BEFORE completing the transfer. This allows you to cancel the transfer if the staff member is not there or the staff member says they are unable to take the call at that time. 
  • When in an ACTIVE CALL press the transfer button which is the top most button on the right side of the phone with a picture of two phone handsets with an arrow in the middle. 
  • Type in the extension you wish to transfer too when the phone screen prompts. Hit enter/ok softkey (one of the buttons at the bottom of the display). 
  • The extension you are transferring to will ring. It may go to voicemail if the staff member is not present. The staff member may answer. You can talk to them and if they want the call just hang up and the call will transfer. If they do not want the call you can cancel the transfer by hitting the softkey under the phone display labeled cancel. This will cancel the transfer and connect you back with the original caller.  

    • phone sidecar follow the instructions above "To transfer a call on any phone"

      1. Extra things to note. If you use Method 2 above called an attended transfer and the far end does not pick up you CAN hit the cancel softkey to cancel the transfer and go back to the caller. This is a good method in case you know the caller does not want voicemail.

Transferring a call direct to Voicemail

  • Follow the instructions for attended or blind transfer as explained above BUT... 
  • Put an asterisk before the extension you are transferring to. Example *3003 (notice the asterisk/star in front of the extension) tells the phone system to transfer to voicemail.  

How to remotely Pick up a RINGING extension

...

  1. Option 1 on any phone

    1. When the other line is ringing, press **<extension>

    2. For example, if the ringing extension is 1234, dial: **1234

  2. Option 2 using a line button

    1. If a line button on your phone or a sidecar is blinking (which indicates its ringing) you can simply press the button next to the BLINKING extension and pick up the phone line.

Forwarding ''your'' extension

Option 1 - You can do it yourself

  • This will forward calls to a phone of your choosing. 
    1. Press the softkey on the bottom of the phone display that is labeled either "Forward" or "Fwd" 

    2. Highlight Option 1 and choose the Select softkey 

    3. Key in the extension OR PHONE NUMBER you would like calls forwarded to and press Enable (Note: this can also be an outside line, such as a cell phone) 

  • To stop forwarding calls, do the following: 
    1. Press the softkey on the bottom of the phone display that is labeled either "Forward" or "Fwd" 

    2. Highlight Option 1 and choose the Select softkey 

    3. Select the Disable softkey  

Option 2 - Request REMC1 forward your extension

How to Record a phone call

  • The person on the other end of the line will not know you are recording the call unless you warn them. There is no audible tone or message played to alert the caller. 
  • At any time in the call hit *1 (star then the number one key). The other end will not know you started recording. 
  • To stop recording hit *1 (star then the number one key) again. Recording has stopped. 
  • Start another recording at any time (and stop it again) by hitting *1 
  • Hanging up the phone will stop the recording too. Your recording will still be saved. 

  • Your recording can be retrieved by going to http://voip.htn.adremc1.org -> Click User Panel -> Log in with your extension number and password -> go to CDR -> Find the Call Detail Record line of the call you made. There will be a speaker and download icon next to it. You can listen or download your recording here. Call REMC1 with questions.  

Add your own Speed Dials

Accessing the speed dials

...

Perform a 3-way conference call

  • Dial your first number
  • Once answered hit the conf softkey button at the bottom of your phone display
  • Now type in the phone number to dial and hit the send softkey at the bottom of your display or
  • Once the 2nd party answers hit the LEFT arrow button. 

Adding your own Speed Dials

  • REMC1 has left speed dials 1 through 9 available for staff to add their own speed dial entries to the top of the list. 
  • To add a speed dial hit the Menu button on your phone. 
    1. Select Features using the arrow keys (should be at the top of the list) 
    2. Now hit the circular button in the middle of the arrow keys. For some models the button is just black. On other models there is a check mark on this button. This is the OK or Select button. Hit this button to select Features out of the menu. 
    3. Now hit the down arrow to select Contact Directory and hit the OK button (as explained above). 
    4. You are now in the Contact directory. You will see extensions and names of staff in your organization. 
    5. Hit the Softkey labeled more at the bottom of the display. 
    6. Now hit softkey labeled Add at the bottom of the display 
    7. You are now at a screen where you can type in the first name. If you notice the number keys on your phone have letters on them. You must hit the number keys to spell out the name. Use the X key on your phone to backspace if you type the wrong letter. You can also use the arrow keys to move the cursor left or right. 
    8. Use the down error and type in the last name (if you want). You dont have to. 
    9. Under Contact this is the phone number to dial. Type in the number as you would dial it on a phone. This can be ANY number. 19063333333 or 2423333 etc.. 
    10. Hit the down arrow again. For the Speed Dial Index you must use 1,2,3,4,5,6,7,8,9 ONLY. Start with one. For the next speed dial you enter use 2 so on and so forth up to 9 entries. 
    11. Now hit SAVE 
    12. You are now back at the directory listing. You should see your new speed dial entry. 
    13. Repeat steps 5 through 11 to add more speed dials if you need them. (up to 9) 
    14. When done and after you hit save on your last speed dial you can just hit the Menu button to get back to your normal phone display. 
    15. Now you can hit the up button and your speed dials should be at the top of the list.  

Phone models

  • VVX310 (Monochrome Display)

 335.pngImage Removed  

  • VVX410 (Color Display with Silver Stripes on Each Side)

...

  • conf button at the bottom of the display one last time. Now you should have both calls in the conference.

Extension/Contact Directory

  • Pressing the up arrow on the round directional pad will bring up the extensions within the organization
  • Use the up and down arrows to scroll through the list
  • Choose Dial to call the selected extension

Searching the Extension/Contact Directory

  • To search by name, click on the menu button (this is the button that has a house on it)
  • Use the directional pad to choose Directories which is item 4 in the list and then select Contact Directory which is option 1 in the 2nd list.
  • Choose the Search hotkey at the bottom of the screen
  • Use the number pad to select the first couple letters of the first name, or search by last name). Typing the first two letters of the name is almost always enough.
  • Click Search
  • Scroll through the results and select Dial to call the selected extension.

Accessing Placed Calls, Received Calls, and Missed calls

  • You can dial right from the any of the call lists by selecting an entry and using the dial hotkey at the bottom of your phone display
  • The arrow keys are hotkeys to all the call lists (placed calls, received calls, speed dial/directory and missed calls (you must request missed calls to be enabled on your phone as most find it annoying).
  • To access the missed calls list you hit the "down" arrow (the arrow keys are just underneath the home button).
  • Placed calls is the right arrow
  • Received calls is the left arrow (and hitting left again exits),
  • Down arrow is missed calls (if enabled)
  • Up arrow is the contact directory/speed dial.
  • A more lengthy way to reach those directories is to hit the home button, navigate to directories option (hit the middle button on the arrow pad to select), and there you will see a list of those same directories/lists
  • To exit the missed calls list without performing any function (or to exit any of the call lists) hit the left arrow or just hit the home button twice.

Parking Calls

  • Some phone systems have Call Parking enabled (Please contact REMC1 if you want to enable this rarely used feature)

To Park a Call

  • To Park a call either hit the "70_ParkCall" line button (as shown in the picture OR dial 70 and hit the green dial softkey at the bottom of your display 
  • Image Added

To Pick up a Parked call in Lot 71

  • To Pick up a Parked call in lot 71 hit the 71_ParkingLot line key (as shown in the picture. Note your linekey may be on a different button) or dial 71 then hit the green Dial softkey at the bottom of your display
  • Image Added
  • OR
  • Image Added