Hosted PBX Phone Setup & End User Training Guide

Modem / Router Ethernet Power Supply or Switch (CAT5, CAT5e, CAT6) (if required)

HOSTED PBX PHONE SETUP GUIDE 2

REQUIRED FOR INSTALL

POLYCOM SOUNDPOINT IP 450 (BACK SIDE)

POLYCOM SOUNDPOINT IP 331 (BACK SIDE)

from Switch

from Switch

HOSTED PBX PHONE SETUP GUIDE 2

OPTION 1

OPTION 2

INTERNET

INTERNET

Power Supply(if required)

Power Supply(if required)

CALL US: 866-667-8357

NEED SERVICE, HAVE QUESTIONS?

HOSTED PBX PHONE SETUP GUIDE

BEFORE PROVISIONING YOUR POLYCOM PHONE

To prevent the phone from rebooting every 10 seconds:

When the phone boots up, press Setup.Then enter password 456Using the bottom arrow, go to the Ethernet menu and select. Change CDP Combatibility to “Disabled” and press OK.Press Exitthen Save & Reboot.

HOW TO PROVISION YOUR POLYCOM PHONE

When the phone boots up, press Setup.Then enter password 456

Using the bottom arrow, go to the Server Menu and select.

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HOSTED PBX PHONE SETUP GUIDE

Change Server Type to Trivial FTP by pressing Edit then right arrow until highlighted.

Change Server Address (via dial pad) to http://cprx3.hostedsip.net/pv

Press OK then Exit

then Save & Reboot.

Note: Reboot process will take 4 to 5 minutes for the phone to upload the firmware.

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HOSTED PBX END USER TRAINING GUIDE

CHANGING YOUR VOICEMAIL PASSWORDYou can set an access code for your mailbox. This access code will be requested whenever you access the mailbox to collect messages. When set the access code must be at least 6 digits in length.

When you are changing your access code:Enter at least six digits. If you enter less than four numbers you will be prompted to enter a longer code. Do not set an obvious code, for example: Do not match your extension number. Do not use a sequence of digits, for example 123456. Do not use the same repeated digit, for example 111111.

To change your code: Dial 777 • Ifyourmailboxalreadyhasanaccess code set, you will be prompted to enter it. •Enteryouraccesscode.YourDefault Password is 112233. •Press3 to change your access code. •Enteryournewaccesscodefollowedby#. •Re-enteryournewaccesscodefollowedby#. The access code will now be changed. •Thesystemwillpromptyouifthecodesdonotmatchor isnotacceptable.Itwillalsoconfirmthechangeofaccess code if successful.

TO RECORD YOUR NAME 1 Login to your mail box. 2 If you have messages in your mailbox, Press *. If you don’t, press 2.

REMINDER Don’t forget to change your password

REMINDER

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3 Press 1 To record your name 4Recordyournamethenpress#

TO RECORD OR CHANGE YOUR GREETING 1 Login to your mail box. 2 If you have messages in your mailbox, Press *. If you don’t, press 2. 3 Press 3 to record your greeting. When you are prompted, record your new greeting. 4Recordyourgreetingthenpress#

LISTENING TO YOUR MESSAGES When you log in to your mailbox you are automatically played any new messages. After a message has been played it is marked as being an old message. Old messages are automatically deleted after 24 hours.

When you listen to any of your messages you have the following options: 1 Press 9 to skip to the next message. 2 Press * to rewind the message a few seconds. 3Press#toadvancethemessageafewseconds. 4 Press 6 to forward the message. 5 Press ** to return the call.

SHORT CODES 777 Remoteaccesstoyourmailbox,whenyouhearthe Company greeting.

ANSWERING INCOMING CALLS An incoming call will ring on the Intercom, pick up the handset or press the Speaker button to answer the call.

HOSTED PBX END USER TRAINING GUIDE 6

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MAKING A CALL •PickupthehandsetorpresstheSpeaker button to use the speakerphone. •Dial9orpressLineOutifthebuttonisprogrammedon the phone.

ACCESSING VOICEMAIL •Toretrieveyourvoicemail,press MESSAGE, then Press Connect or press 777 •Tolistentoyournewmessages,press1 •Tolistentoyouroldmessages,press2 •Togotothemainmenu,press*

HOLD •Toplaceacallonhold,pressHOLD (Soft key). •Toretrieveaheldcall,presstheresumesoftbutton corresponding to the held call.

USING CALL PARK •CallParkallowsyoutoplaceacallonholdSystemWide. This means that any phone on the system can retrieve the call. •ToparkacallpresstheParkbutton. •ToretrieveaparkedcallpresstheunderlinedCallPark button OR •Totransferthecalltoacallpark: *#5 and the number of the call park •Toretrievethecallfromacallpark: *5 and the number of the call park

4HOSTED PBX END USER TRAINING GUIDE 8

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TRANSFERRING A CALLWith the call active, press TRANSFER. The call is placed on hold automatically and you will hear a dial tone. Dial the number you want to transfer the call to and listed below are your options for the call: •Totransferwithoutannouncingthecallhangup. •Toannouncethecall,remainonthelineandwaitforan answer. Announce the call and hang up. If the line is busy or if no one answers, press the Intercom button corresponding to the held call and you can transfer the callstraightintoavoicemailboxbypressingTRANSFER# and the extension and hang up.

TRANSFERRING A CALL STRAIGHT TO VOICEMAIL While on the phone, Press *#5*xxx (While xxx is the extension number)

CONFERENCE 1Toestablishaconferencecall,dialthefirstpartyandwait for an answer. 2 Press CONFERENCE. The current call is placed on hold and you will hear a dial tone. 3 Dial the number of the next party and wait for an answer. 4 To add the new party to the call, press CONFERENCE again. 5RepeatSteps2to4toaddfurtherparticipants.

4HOSTED PBX END USER TRAINING GUIDE 8

SPEAKERPHONE •Tousethespeakerphone, press . Make or answer the call. To adjust the volume, press the volume button. To end the call, press speaker again. •Tochangefromspeakerphone to handset, pick up the handset and continue talking. •Tochangefromhandset to speakerphone, press and hang up the handset.

DO NOT DISTURB •ToactivateDoNotDisturbpresstheMenubutton. SelectFeatures.HighlightDoNotDisturbandthenclick on select.

REDIAL •Toredialthelastnumberdialed,pressREDIAL.

CALL FORWARDING •Tocallforwardyourcallstoanotherphoneintheoffice, or to an external number, press the forward button. Then, select your option: 1-Always 2-NoAnswer 3-Busy PressSelect,andentertheinternalextensionorthePSTN number, and then press “Enable”. Note: To forward to a cell number, add a + sign before the cell phone number.

•ToturnoffCallForwarding,presstheForwardbutton. Highlighttheoptionyouenabled.Pressselect,thenDisable.

HOSTED PBX END USER TRAINING GUIDE 10

SUMMARY OF MAIL BOX OPTIONS Hereisasummaryoftheoptionsthatareavailablewhen you have logged into your mailbox from your own extension or remotely.

HOSTED PBX END USER TRAINING GUIDE 10

If new messages

Voicemail box Password?

Main Menu:

To review your messages: 1 To change your announcement: 2 To change your password: 3 To exit: 9

Play: You have xx new message(s) You have xx old message(s) You have xx new message(s) in the group xxx

Play message & Timestamps

Message Menu: To hear more option: 0 To replay this message: 1 To listen to the next message: 2 To delete this message: 3 To go back to previous menu: *

More option Menu:

To obtain more information: 1 To forward to other extension: 2 To go back to previous menu: *

Recording Menu:

To review: 1 To record: 2 To replace to default: 3 To return to main Menu: *

Announcement Menu:

To record First & Last name: 1 To manage your greeting: 2

Enter new password

Confirm new password

User Calling its own Voicemail box

A caller is being diverted to a voicemail box

Record message

Priority Menu:

Message with normal priority: 1 Message with urgent priority: 2

End Menu:

To disconnect: 1 To record a new message: 2 To be transferred to the operator: 0

Message Menu: If this message is Ok: 1 To listen to this message: 2 To delete and re record this message: 3 To be transferred to the operator: 0

Voicemail box Password ?

If # key is pressed During announcement

Access to private voicemail box from PSTN

Time stamps

Play: “You have reached the mailbox of:” Extension number or First & Last name “Leave a message after the tone”

Personal greeting

OR

Multi Language selection ?

Choose Language

250 rimrock rd. toronto, ontario M3J 3A6t: 416-783-7890 Press “1” for Service

www.digitcom.ca rev. 10

CALL US: 866-667-8357

NEED SERVICE, HAVE QUESTIONS?