Using Your Telephone
Your new telephone is a state of the art IP Telephone instrument. It is manufactured by Grandstream.
Grandstream is a premier brand in Global VoIP telecommunications.
Making a Call
The Grandstream phone is a high quality speaker phone. To make a hands free call, simply dial the number followed by the “send” key. To hang up, press the speaker button or end call soft key. Outside calls require dialing “9” + the number.
To place a call using the handset, Pick up the handset and dial the number. Press the “send” key.
If your phone rings, you answer it by simply lifting the handset, or you may press the SPEAKER key to answer the call using the speakerphone function.
Placing Callers on HOLD
The HOLD button on each phone is a private function. If you place a call on hold using the HOLD button, only your extension can retrieve that call. This allows each user to place calls on hold without someone accidentally picking up the wrong call.
Placing Callers on PARK
Callers can be placed on Park locations to facilitate other users picking up the call. After answering the call, you press Transfer + PARK, and then hang up. You may then call another user to inform them of the call and the PARK Location number, and they pick up by pressing the PARK Location Button.
If no park location is being used, the system places the first call to be parked on 71. A second call being parked before the first one is picked up will be placed on 72, etc.
Transferring Callers to another extension
Callers can be transferred directly to another user by pressing the Transfer button and then pressing the button for the extension you are transferring to.
To create a three party conference
Call the first party, press CONF, and then call the second party. When the called party answers, press CONF again to join all three parties.
For larger conference calls
To create a Conference of more than 3 people, it is best to use meet-me-conferencing. Callers can be transferred into the conference room by anyone or they can call into the conference room directly. You have two conference rooms set up. The conference rooms can be accessed by dialing 500 or 501. The default password to enter the conference is 1234. The size of the conference is limited by the number of lines.
To transfer a user into a conference, first announce to the caller that they will need to enter 1234 when prompted for a PIN number, and then press TRANSFER + 500 + SEND to send the caller into the Conference Bridge.
Adjusting Volume levels
The Up Arrow and Down Arrow keys are used to adjust the volume of the phone based on current phone state. If the phone is idle, the Arrow Keys control Menu Functions once the Menu is entered. From this menu, you can navigate to Preferences and then Ring Volume to adjust the Ringer Volume. If the handset is off hook, the volume control changes the handset volume. If the phone is engaged in a Speaker Call, the volume control changes the Speaker Volume.
The soft keys change when the telephone is in different states. On hook, off hook, call connected or call hung up will all result in different soft key options.
To make a voice call pickup or depress the speaker key, dial *80 plus the extensions number then press the “dial” or “send” keys. You may then make your desired announcement. The called party may answer back hands free or pickup the handset to make the call private.
The PBX-IQ IP PBX includes a highly flexible, powerful voice mail system. Among the features that are included in the voice mail systems are:
Three different types of greetings
Voice Mail sent to email including a .wav file containing the complete message.
An organization system called “Folders” to organize saved messages
Password protected mailbox access
Audible recording menu to record and re–record mailbox greetings
A mailbox greeting is a message for you to inform the caller that you are away from your desk or busy on another call.
There are three types of Greetings:
Not Available Greeting
– Played when your phone is unanswered
Hello, this is Mark; I am not able to answer your call right now. Please leave a detailed message and a number where I can reach you, and I’ll call you back as soon as I am able.
– Played when your extension is busy
Hello, this is Mark, I am currently on the phone and not able to take your call right now; please leave me a detailed message and I will call you back as soon as I can.
– Played whenever it is recorded
The temporary greeting is played as a replacement for your other greetings. When the situation warrants a greeting to inform your callers of something different than your regular greetings; record a temporary greeting and it will replace the others while it is active.
Sample temporary greeting – Hello this is Mark; I am on vacation with limited access to messages. Please call extension 1500 and speak to Mary with any matters that need immediate attention. I will return on Monday, February 24.
If you do not record any greetings, PBX-IQ will play a set of default greetings depending on the status of your extension. Be sure to record your name so your greeting will be a little more elegant. If you do not record your name, the default greeting will say “the person at extension (your extension number) is not available”.
If you record your name the greeting will say “Mark Smith” is not available…”
The PBX-IQ IP PBX allows you to save and organize your messages into folders.
There are five folders:
Logging In to Voice Mail
From your local extension
Press the Messages key on your telephone, and then press the Connect key (This is a soft key located under the display). You can also Dial *97 to reach your Voice Mail if your phone does not have a Messages key. This will bring you to a voice menu that will ask you to enter your password. Enter your password and follow the prompts to listen to messages.
From outside the office
When dialing in from outside the office, ask to be transferred to your Voice Mail, or dial your extension number if the Automated Attendant answers. Once you hear your greeting, press * to log into your voicemail. You will be prompted for your password. Follow the prompts to listen to messages.
From a phone other than your extension
From a phone inside the office, dial *98. You will be prompted to enter your mailbox number, then your password. Follow the prompts to listen to messages.
The First Time You Log In
The first time that you log into your mailbox, you should change some settings. In particular, you should:
Voice Mail Menus
This section contains a detailed discussion of the menus used to access your mail box.
The main menu will be the first menu that you are presented with once you have logged in.
Listen to messages in the currently selected folder or press 2 to Change folders.
Press (0) for “Mailbox options”
Press (*) for help (this will repeat the choices)
Press (#) to Exit from the voice mail system
Advanced Options in Main Menu
The following buttons may be pressed in the “Advanced Options” menu that was accessed from the Main
Leave a message for another user on the system.
Return to the main menu.
Press 1 Record your unavailable message.
Press 2 Record your busy message.
Press 3 Record your name.
Press 4 Record your temporary greeting.
Press 5 Change your password.
If there is not a temporary greeting recorded, you will immediately be prompted to record a temporary greeting. If you do have a temporary greeting recorded you will be presented with the following menu:
Record a temporary greeting. This will allow you to record a new temporary greeting.
Erase temporary greeting.
Return to the main menu.
Once your temporary greeting has been erased callers will be presented with either your busy or unavailable messages, depending on your status.
Listening to Messages
The Message Envelope
The voice mail system will play back the message “envelope”. The message “envelope” provides information about the message:
Date and time that the message was received
Caller ID information
Duration of the message
Pressing “1” any time during the playback of the message envelope will skip the Envelope information and skip directly to message listen mode. The voice mail system will then play back the message.
During Message Playback
During the playback of the message, any of the following buttons may be pressed:
Press * (Rewind the message by 3 seconds)
Press # (Fast forward the message by 3 seconds)
Press 0 (Pause the message playback. Press any other button to resume.)
After Message Playback
After the message has been played back, the system will play a prompt and wait for you to press a button:
Press 1 (Go to the first message in the current folder)
Press 2 (Change folders)
Press 3 (Advanced options)
Press 4 (Go to the previous message in the folder)
Press 5 (Replay the current message)
Press 6 (Go to the next message in the folder)
Press 7 (Delete or undelete the message)
Press 8 (Forward the message to another user on the system)
Press 9 (Save the message to a different folder)
Press 0 (Mailbox options)
Press * (Replay the prompt)
Press # (Exit the voice mail system)
Advanced Options menu
Press 2 (Call the person that left the message back)
Press 3 (Play the message envelope)
Press 4 (Place an outgoing call *May not be allowed)
Press 5 (Leave a message for another user on the system)
Press * (Return to the main menu)
If you select the option to change folders PBX-IQ will play this menu:
Press 0 (New messages)
Press 1 (Old messages)
Press 2 (Work messages)
Press 3 (Family messages)
Press 4 (Friends messages)
Press # (Cancel the change folder operation)
Press 1 (Record a message and send it directly to the mailbox of the person who sent you the current message)
Record your name.
Record your busy greeting.
Record your unavailable greeting.
Change your password.